With the influx of modern technology, the Internet included, efficiency has taken on a new level. Nowadays, efficiency means employing the right set of tools to help you streamline your processes, eliminate repetitive tasks and maximize your existing resources. In layman’s lingo, getting the most bang for your buck, which, as any savvy entrepreneur knows, is a time-tested way to ensure a healthy financial bottom line.
One such efficiency tool is a task management software.
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What is a task management software?
Task management software, as the name suggests, is an application that helps you manage your tasks a lot more easily. Essentially, it’s an application that you either access via the Internet or a companywide shared drive. With a task management software, you can:
- Clearly define tasks and priorities
Having a task management solution in place eliminates the chaos and disastrous repercussions brought about by high-priority tasks lost in e-mails that haven’t been sorted out yet, buried in IMs or missing in haphazardly written meeting notes. As a matter of fact, your task management software should encourage visibility and overall team collaboration via clearly defined next-step tasks and fully transparent workspace.
One example is an issue tracking system that simplifies reporting of software bugs that users encounter. Once an issue is received, the user is notified, and whatever progress is made, whether that’s bug testing, issue replication or resolution, the user is promptly informed, and so are the other members of the IT team, most especially the IT helpdesk manager who needs to be in full control of his team’s activities.
- Group tasks by project
Your task management software should allow you to group together tasks for specific projects, making them easy to track and execute. As well, it should have the ability to allocate a centralized repository for project-specific documents and other files that team members can readily access.
- Collaborate with colleagues on tasks
The ability to easily collaborate with colleagues on tasks and projects is one reason why a task management software is an ideal tool to have in the workplace. It helps facilitate teamwork not only through file and document sharing but through threaded discussions and automated notifications as well.
- Follow task progress and discussions
Effective task management involves keeping all the people concerned (from the company top honcho, if needed, to the project coordinator and team members) in the loop every step of the way. Traditional information dissemination channels usually come in the form of e-mail and instant messaging. But knowing that tasks can be forgotten and buried in these channels doesn’t make them effective at all.
With the right task management platform, however, you can simply create a discussion thread where everyone can follow updates and changes, like newly uploaded files, already completed tasks, pending tasks that need to be taken care of ASAP, and the like. You can add people into the discussion as necessary.
- Track the time you spend on each task
Tracking the time you spend for each task can be necessary for reporting, billing, efficiency measurement, project forecasting and such. No need for a separate time-tracking application if you’re using a reliable task automation software.
- Manage personal to-do lists
Of course, there are tasks that are private, meaning, tasks that cannot be shared with other members of the team. The right task management system lets you tweak your security settings so that those that are private remain private. Plus, you have the ability to integrate private tasks with those that are not to come up with a comprehensive personal to-do list for any given day.