For many years, managing work has been a challenge for everyone – be it for remote teams or in-house teams. People are usually trying to complete a team project before the deadline, struggling with managing work all through the day, knows it is actually akin to herding cats.
“The secret to winning is constant, consistent management.” Tom Landry
Work management applies to effectively working with teams to get things done – that includes managing individuals, workflow, and workload. It is analogous to the use of core principles of project management, with the difference that work management is done on an individual level while project revolves around teamwork.
Table of Contents
- What is work management?
- Work Management Challenges
- Does Your Team Need a Work Management Tool?
- 1. Inspires collaboration across the team
- 2. Make project schedules visible to all
- 3. Manage all the work in one spot from anywhere
- 4. Divide the team’s workload fairly
- 5. Integrating multiple software solutions
- 6. It brings all the information in a centralized hub
- 7. It nurtures transparency across the team
- 8. Focus on what’s important
- 9. Have fewer meetings
- 10. Schedule better
- 11. Delegate work more easily
- 12. Offer flexible and remote working
- 13. Keep an eye on the cost of a project
What is work management?
Work management is a strategy that solves concerns like, “How to increase the success of the projects? How to improve the processes to better support business goals?”
Work management is related to managing team workflow and workload that is associated with the scope of a project. It means applying the core principles of project management for teams to work in a profitable work environment. Work management is done at an individual level to manage the emails and write down the to-do lists related to the project. If you’re spending too much time to manage your team’s work, work management software will connect your team members to work in real time, from start to finish.
One such tool is ProofHub, a collaborative work management tool for teams and organizations to work together. With ProofHub, you can manage all the processes in your team. Track progress of work at every level, easily locate the information about projects, assign tasks to team members and stay updated in real time. So the teams should empower themselves with tools that share the best qualities found in work management software.
Work Management Challenges
In today’s tech world, managers need to deliver services that outperform their competitors in quality. Being a good manager is one of the most difficult responsibilities in the world. Managers get to hear a lot about management from people, but nobody realizes that it is not an easy job. With a complex approach to the modern workplace, there are many challenges that managers have faced over the decades. Here are some challenges managers are majorly facing today.
1. Allocation of a task to teams
Work organization is the first step that comes up with a new project. It brings with it the possibility of skipping a step to make an efficient delivery system for fewer mistakes. The managers usually have to take care of the allocations to make sure that the work is being assigned to the right person at the right time and is completed in the right manner.
“If you are struggling with unwanted tasks consuming your productivity, you need a work management tool. Switch to ProofHub“
2. Clearing the line between urgent and important tasks
With managing the work, comes the trouble of drawing a line between urgent and important tasks. When a new project comes up, it becomes difficult to always be a person who says yes to whatever comes up. And this happens when there is no proper work or project management software.
3. Defining a finish date for the task
Giving project tasks a finish date is the need of every project manager. Every team member needs to have a deadline attached to it so the task doesn’t get delayed. So, a manager should have the right experience and knowledge to set the right finish date for the task.
4. Having a clear conversation with clients
The managers usually fail to have a transparent conversation between clients and team members. They fail to update the client or the team members about the priorities every day. And, they happen to get their team into trouble.
In an attempt to better manage the work, it’s all about overcoming the challenges to create a task management system that promotes overall success of the team.
Does Your Team Need a Work Management Tool?
How do you measure your success? Managing projects from beginning to end? Probably, this is the definition of success for most of the project managers. They need to strike a balance in project requirements and managing resources in an effective manner. Well, no matter which business category you fall in, a work management tool will help you get your work done like a pro.
How? Let’s see.
1. Inspires collaboration across the team
Do you ever use email to communicate with your clients and teams, send documents and find it too difficult to manage? This is the case if you are not using an Agile project management approach. 75% employers rank collaboration as very high, only 49% of millennials support workplace collaboration tools and others rely on the traditional methods to collaborate with clients and across different teams.
Traditional collaboration methods fail to increase the success of teams leading to a loss in time, efforts, money and reputation, while with a collaborative work management software the teams can collaborate efficiently on assigned tasks, no matter where you are, your team will be updated on upcoming schedules or a new task.
2. Make project schedules visible to all
What happens when your clients tell you to send the report of progress of the project before it goes into the final stage? You look for ways to generate a report and waste 1-2 days on the process and all through this, the clients get disappointed. If you have a tool by your side you will never get into this scenario. You can always have a schedule of your project that can be accessed by anyone you want from individuals to stakeholders.
Don’t ever lose control over your projects again. Just in few clicks, you can reach up to the demands of clients who may shift their priorities at any time and also keep your team members updated every day. Using a work management tool can let you have unlimited visibility into the project schedule to easily overcome delays.
Tip: Check ProofHub’s reporting feature to avoid delay on your next project.
3. Manage all the work in one spot from anywhere
With task management tool, tracking tasks from start to end is a piece of cake. It empowers teams whether working on personal task lists or along with the whole team, to stay on their tab without the need of switching between tools and multiple browser windows. You will have the full advantage of managing your work items in one place.
Create tasks, attach files, set priorities, and track work progress – all by choosing ProofHub as your task management software.
Also, with cloud technology, you can have all your information secured at a place so you can access it on your fingertips from anywhere and anytime. Work across the globe in a different zone with the same usability.
4. Divide the team’s workload fairly
It may sound a little straight forward to delegate work to the team, but it is surely complicated to be fair with each of the team members. For a better work management, you can use the online system for workload management by delegating tasks to specific people as per their skills and availability.
Have a clear look at who is working on what and when. If you see someone is over occupied, reschedule work to ensure employees do not have to work overtime and are not stressed out.
5. Integrating multiple software solutions
Work management software gives you the access to integrate your favorite apps and use them from within the tools. The software can be integrated with customer relationship management, accounting and billing apps and many more. You can have all the necessary information at one place while you stay on your work. As a result, you can easily get rid of all the hassle of various tools and manage your life well.
6. It brings all the information in a centralized hub
As the team starts working on a project, it is common for them to become overwhelmed with the heavy workload. It is also associated with messy file management, keeping a record of the number of documents and files to share with the rest of the team. Therefore, the need for a work management app to avoid the use of multiple tools for speeding up the process of file sharing and file management. A work management software will be like a centralized hub for your team to easily share files with anyone working on the projects and keep all the information safe and visible to all. In this way, the flow to work will be maintained and teams can work uninterrupted.
7. It nurtures transparency across the team
Transparency is a way of simple, honest and direct communication with co-workers. With work management solutions, you can have good team collaboration that develops a transparent work process. It brings value to different functions across the organization. With a transparent work culture, it becomes easy for team members to keep track of every single stage. Everyone will be informed of who is involved in the project, who is working on what, what are the other people’s roles and responsibilities, and everything else related to the project.
8. Focus on what’s important
There will always be confusion regarding what is important and actually knowing what matters most leading to increased difficulty in staying organized, setting priorities, and managing time. Remember, your work management solution is one good way to stop the chaos. You can set priorities while keeping an eye on the future.
Takeaway: Choose a software solution that lets you create tasks, prioritize projects for the whole team and focus on what is important. For example, ProofHub helps to organize your workspace, stop procrastination, take up one thing at a time, and organize your mailbox.
9. Have fewer meetings
You and your team walking to the conference room for a “progress update” meetings after every few hours—that’s a lot of valuable time going to waste. And it’s a classic situation.
Everyone is busy attending too many meetings to figure out what’s going on—while nothing actually happens.
Conclusion-less, frivolous meetings are the biggest productivity killers. However, with the help of a work management tool, you and everyone else working on a specific project will know the status before having to entertain one of those boring meetings.
10. Schedule better
Keeping track of milestones and deadlines during project management can be tricky. There are many times when things inevitably change and all the available and assigned resources have to be shifted at a moment’s notice. Now, without proper collaboration and a clear view of the project timeline, it is often impossible to keep everything organized among the general chaos of an unpredictable project life cycle.
Fortunately, there are work management solutions with collaborative features and easy-to-use Gantt chart tool that makes it easy for managers to schedule, update and organize projects and resources.
11. Delegate work more easily
For managers, delegation is one of the most time-consuming tasks, especially when they’re dealing with a large and overly complex project. Generally, here’s how things go – the manager hands out tasks to individual or group, each individual or group is briefed about the task and the associated expectations, the team starts to work on th.eir respective assignments, and stand-up meetings are held to keep everyone up-to-date.
Now, this whole process can be trimmed by simply using a work management tool. With the right tools, project managers can insert tasks into project timeline, assign them to people from within the project, collaborate on the task itself via comments, and simply check the software to see what is happening and what is done. It’s a time-saving win.
12. Offer flexible and remote working
Many top companies are already offering flexible and remote working options. And there’s no doubt that this kind of working is likely to become more commonplace in the near future. A work management software allows businesses to adopt this kind of working effectively. It allows teams to work collaboratively and for managers – it helps to keep everything moving and get work done without having to physically check.
13. Keep an eye on the cost of a project
Keeping an eye on the cost of a project and ensuring that it doesn’t spiral out of control is also an important part of a manager’s role. With a work management tool, a manager can have actual quantifiable evidence of what has done what for how many hours and identify where too much money is being spent in real-time. The software allows them to make informed decisions while moving forward in the project and be in control of the budget by allocating hours and resources differently wherever necessary.
“You can use ProofHub for planning, prioritizing, and streamlining your workflow. Sign up NOW!”
Work management tool is one flexible solution to prioritize your tasks, to save yourself from wasting time looking for emails and figuring out what to work on and to manage your deadlines. It is best to use it when you are into a lot of operational work to support. The perfect solution for your team.
Are you ready to start improving your business with work management software? Get the most from every day and optimize your productivity with all the details of your work at one place.