If you read the previous articles, I think you will definitely reach this article with us.
On smaller projects, task management may have the strongest impact on the startup process.
Being aware of the steps we are taking in our project will greatly help us to anticipate everything that could disturb or threaten it, giving us faster rescue chances.
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| Task management for small teams |
First, what is task management?
Task management is the process of monitoring project tasks through their various stages from start to finish.
This includes making effective decisions about your tasks to adapt them to changes that can occur in real time, while keeping your focus on your ultimate goal of successfully completing your tasks.
Managing project tasks also means effectively managing every aspect of a given task, such as budget, time, scope, resources, iterations, and more.
Project management vs task management
Project management is the process of managing a project with a fixed start and end date through various stages starting with planning, passing through implementation and monitoring, and ending with completion. The project aims to achieve a specific end goal by accomplishing a lot of manageable work items to achieve it. These work items are called tasks.
Task management is the process of managing a single task from creation to completion. It is not necessary for the task to have any goal or even specific deadlines. A group of tasks together contribute to the implementation of a project. Therefore, task management is inherently a project management function.
Project management requires you to see the full picture. Project managers usually have several projects with different priorities working on at the same time. Its successful management requires a proper analysis of the relationships and dependencies that exist among its various components.
On the other hand, task management involves focusing specifically on getting the job done. Both project management and task management need team involvement and management to ensure that resources can optimally use multiple work items.
How to manage tasks?
In the 2017 PMI General Project Management Survey, 37% of executive leaders said that “the main reason [projects in their organizations] fail is a lack of clearly defined goals and milestones to measure progress” and a “lack of discipline in implementing strategy.” Based on this study, here are some of the key steps taken in task management:
Prioritizing: Whatever tool you use to manage tasks, be it a simple task list or a comprehensive tool for managing project tasks, the most important aspect of task management is setting priorities. This helps in accomplishing all related tasks efficiently while maintaining the planned constraints.
Track milestones: The results of this study also show that setting clear goals is essential to the success of the project. Although it is not necessary to set an end goal for task management, defining the milestones helps motivate teams to carry out the tasks successfully.
Management scheduling: Making sure the task gets done on time is something that has an impact on the health of the project as a whole. Here, determining the appropriate time frame by estimating the effort involved is key.
Resource Allocation: Optimal resource management is the next step to ensuring that tasks are managed effectively. On budget and schedule, assign the right talent and resources to get the work done.
Collaboration: For all of the above steps, collaboration is essential. While working in teams usually means getting more work done, it can be difficult to maintain collaboration among team members. Task management software for teams can help you maintain communication among your team members.
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| Eisenhower Matrix |
Another interesting way to manage tasks might be to categorize them in a matrix by deadline or priority with 'schedule' and 'priority' as the centerpieces.
With this structure, necessary work that needs to be done immediately should be on top of the priority and schedule, while necessary work that doesn't need to be done immediately should be on top, but later on the schedule.