Due to the Movement Control Order (MCO) enforced by the government, every working individual had to start working from home. So, as we know most of the time, frequent face-to-face communication is very important in ensuring efficiency in the workplace. However, for times like this we can still implement some protocols to ensure that work gets done with timeliness. One of them is to utilize task management software programs.
A task management software is more than just a to-do list. It means tracking tasks from beginning to the end, delegating subtasks to teammates, and setting deadlines to make sure projects get done on time. There are many task management software programs out on the market today, but the philosophy remains the same for all, surrounding the core idea of what’s known as the Board Approach.
So, what’s a Board Approach in a nutshell?
Picture the tasks that need to be done into 3 columns/lists: To-do, In Progress and Completed.
These columns make up a board.
So, with this, employees can list down the work that they need to get done on the ‘To-do’ list. Bosses can also add tasks onto their employee’s ‘To-do’ list. When the employee begins working on the tasks at hand, they can just move the task over to the In Progress section, this will notify the related people that a task has been started. And when the task is completed, they can move it over to the Completed section, again notifying related people.
How is the Board Approach useful?
As a boss/manager, when you login to your account, you will be able to see what tasks your employees are working on, how many tasks are yet to be completed, what is in progress and what is completed.
The best way to implement this board approach is the ensure that each employee or team has its own unique board management (an individual board that lists down all the resources and steps to be done to complete the task).
Each task can also be commented on by various team members and bosses/managers can assign a deadline to each task. With a well sorted out timeline, employees will know what tasks should be prioritized first.
What advanced features are available with the Board Approach?
You can customize your board to have more columns, beyond the 3 basic ones, such as Research, Urgent, Need Assistance, Test Phase, etc.
If there is a task that requires immediate attention, bosses can move this task up the priority ladder with utmost urgency.
A board approach also helps prevent miscommunication, which can prove to be very helpful especially during this work from home period. Often, we come across a common problem between employees that goes a little something like this:
‘John hasn’t designed the brochure, so how am I supposed to print it and mail it out to our prospects?’
‘I’ve already completed the brochure few days ago, why didn’t you check up on me?’
The Board Approach solves this issue by introducing the Critical Activity/ Path.
A critical activity means shows that only then Task A is done, then only can Task B and C begin.
Bosses and managers have to ensure that each task is given a sufficient time frame for completion so no one can give an excuse for late completion.
It is also important to note that these task management software programs aren’t just for times like this, they can be really helpful during your day to day operations, to ensure that your operation flow is well organized and detailed. That’s all for a quick and simple introduction to task management software, you can check out the popular software programs like Asana, Trello, Meister Task, Monday and Zoho Projects.
Here’s a Chinese version of what has been talked about above.