WHAT IS
TASK MANAGEMENT?
Task management is when a task is scheduled and managed using details and deadlines. It is the planning of how the tasks are handled and scheduled. The setting of deadlines and schedules ensures that all aspects of the project is covered and accounted for (The Teamwork Team, 2021). This also helps in role delegation. The various tasks of the project can be assigned to team members according to their strengths. Therefore, task management is necessary for people management.
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When a task is well managed, the productivity and efficiency of the team increases. Thus, the chances of the team reaching their intended goals and objectives are increased.
WHAT ARE SOME TOOLS I CAN USE?
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Photo by: smartsheet.com
WORK BREAKDOWN STRUCTURE (WBS)
WBS focuses on breaking down larger tasks into smaller, manageable ones. It integrates the scope, cost and schedule of the project, which ensures that project plans are in alignment (Workbreakdownstructure, n.d.).
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Step 1 : Identify the main tasks and deliverables of the project.
Step 2: List out the various subtasks that need to be done, in no particular order
Step 3: Organise the tasks. Place the subtasks under the main tasks of the project
Step 4: Place it in order of subtasks that need to be completed first
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Why use this tool?
It helps to organises and gives an overview of the tasks that need to be completed. The tasks and subtasks will help in the delegation of roles among team members. Everyone is able to see the work that they need to do, as well as the tasks that others need to do, making everyone accountable for their work.
TO-DO LISTS
A to-do list is a list of the tasks that need to be completed within a given timeframe (Wrike, n.d.). It can be as simple as writing it on a sticky note or even using apps on your devices. The lists can planned for tasks due that day or that week. This lists are easy editable, so in the event where there are changes to schedules, you can update it easily. The specificity of tasks are up to the individual and it can be changed according to user preference. It is a simple tool that does not take a lot of time setting up or updating. In a project, team members can have to-do lists of their own, that can be visible to the rest. The team can also have a team to-do list for team meetings and tasks.
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Why use this tool?
It consolidates the tasks that are due for a day or week. It ensures that there are no tasks overlooked and that all work assigned for that day is completed.
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Viewing the tasks of everyone may be difficult, especially when they are not all in one place. Try the project management software attached below! There are also other softwares available and you can pick one that you are comfortable with.
HOW DID I USE THE TOOL?
WORK BREAKDOWN STRUCTURE (WBS)
In our project, Souly Earth, we used WBS to organise our tasks. The main tasks were, escape room , Instagtam filter, virtual animal visit, documentary and project proposal. We then listed out the subtasks and delegated them based on our roles. The table was a little messy, so we colour coded the tasks, where each member had one colour. This made it easy for referencing. We also added deadlines under each task, so that we were aware of when we should complete our tasks by. Personally, using this structure gave me a peace of mind as I could see the overall picture of the project. I could also check in on my other team members to see if they needed extra help to complete their tasks.
TO-DO LISTS
Throughout the project, my team and I decided to use to-so lists, after we found that it was easier for us to fulfill our goals. In meetings, we would usually go off tangent but after having a to-do list for the meeting. Using the to-do list as our agenda saved us time as would generally finish our work without getting sidetracked. We would also update the to-do list when there are new tasks or when a task is completed. We displayed it in our WhatsApp group chat description so that it will be easily accessible by all members. We also used to-do lists so that we knew what we had to do for that week, and we would check on one another to see the progress made. This helped us improve our efficiency, in both our meetings and weekly individual tasks.
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VALUES AND CHALLENGES OF TOOL
WORK BREAKDOWN STRUCTURE (WBS)
VALUES
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Team members can see the overall picture of the project
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Helps in task and role delegation
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The manageable tasks made the project les daunting to look at as everything has already been planned
CHALLENGES
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The specificity of the tasks are not clear when breaking down the tasks
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The project plan seems rigid and fixed which might not be appreciated by someone who is more flexible
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With unforeseeable changes, there may be changes to the WBS which may need to be relooked upon
TO-DO LISTS
VALUES
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Easy to set up and update
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Tasks are more specific and clear for individuals to work on
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Easily prioritise work that needs to be done first
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All tasks necessary can be carried out, without being overlooked
CHALLENGES
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Not able to see the overview of the tasks for the project
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Requires constant updating, which may cause an error in the list
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The number of tasks due for a day might be overwhelming, even though they are minor tasks