Let's face it – it would be hard to find someone who, while sorting through sticky notes or looking for a lost email, hasn't thought that there simply must be a better way.
The good news is that there is indeed a better way!
Only a couple of years back, the best task management tools were the time-proven pen and paper. However, the times have changed, and modern times require modern solutions.
Companies today commonly keep a number of balls in the air at once and an ordinary person can hardly keep track of all tasks, deadlines, and project information essential for their work.
This resulted in the rise of team task management tools.
If you haven't been using any such tool yet, look at these six attractive benefits it can bring to your work life.
1. Plánovanie z riadiacej veže
Good planning, whether personal or in a team, always has and always will be a recipe for success. This process is a piece of cake for a good manager. However, when various projects and topics begin to pile up, planning becomes a challenge even for the most skilled managers.
Team task management tools will bring you an entirely new perspective.
Right from the beginning, you'll be able to see who's currently working on what, how busy each team member is, who has the capacity to complete a certain task... and all of this will help with prioritisation.
Simply said, you will clearly see the starting point along with the best options for reaching the finish line before the deadline.
2. Sledovanie (spolu)práce v reálnom čase
Emails providing answers to everything except for what you were asking for. A conference call, which makes your eyes roll because you're discussing things you've been hearing for the third time. Sounds familiar?
Communication is the engine that drives a team forward and therefore should function seamlessly and efficiently. The right tool allows you to exchange information, for example, through traditional messages or via comments on specific topics and tasks.
An equally valuable feature is visualisation of the whole team's workflow, so that you can instantly see what's already done, what still needs to be done, and what risks might lie ahead.
Everything is updated in real-time, so you'll hardly find a better place to look for the latest news.
This overview will offer you so much information that, in the end, a couple of mouse clicks will often suffice instead of opening a new email or dialing somebody's number.
3. Termíny udržané na uzde
The words 'deadline' and 'task' are way too often followed by the three phrases: I didn't see it, I didn't have time to do it, I forgot about it.
With the number of diverse duties, deadlines, and details we have to deal with, it's understandable that our notes or memories sometimes fail us.
To prevent forgetting, online apps let you specify the expected beginning and ending dates when you plan your tasks. The tools then notify the assignees about the progress in the tasks, eventual delays, or new risks.
And that makes it harder to miss or forget anything.
4. Spoločná databáza: od informácií k súborom
Documents, images, contacts, presentations, charts... All sorts of files can be helpful at work, but not always. Especially if one is saved on your desktop, another one is attached to an email thread, and you have only a vague idea about the location of a third one, which you currently need.
In a shared online tool, you can share all the necessary information and attachments with your colleagues in one place, so anytime somebody needs something, they will know where to look for it.
This feature goes hand in hand with another benefit – the centralisation of files, information and workflow gradually leads to creating a corporate knowledge base.
Then, in case one of your colleagues with a specific agenda is brought down with the flu, all the necessary information won't stay at home in bed with him and you can carry on without him until he returns.
In the same way, you can help new team members to get immersed in a project which is already well underway. They will immediately have access to the notes about the progress done to date, the necessary files, and the planned activities.
5. Porady, na ktorých nestihnete vylúštiť krížovku
Meetings are a great means of sharing information and brainstorming about a specific problem.
But, let's be honest, the reality is often far from that.
Unnecessary or poorly managed meetings are frustrating and cost a lot of time and money (if you'd like to find out how much a meeting actually costs, you can calculate it here).
Many modern companies focus on holding effective and productive meetings, and quality team tools help them achieve that.
The vast majority of all tasks are assigned directly at meetings. Therefore, such tools should help you not only with organizing meetings and writing meeting minutes but also with creating and delegating tasks at the meetings.
6. Po(d)klady pre reporting
What's done, what should've been done but wasn't, what shouldn't have been done but was, etc. Reporting is an integral part of work in many areas but one which very few people are eager to do.
A particularly tedious and dull element of reporting is the search for information and preparation of documents. This doesn't have to be the case if you have all the completed, open and scheduled activities already recorded and clearly ordered in one place.
And as a bonus when reporting on such well-documented tasks, a manager doesn't always have to wait for a subordinate to prepare everything thoroughly and then schedule a meeting with him.
She can always check all the activities in a given time period and thus easily keep track all the time.