Nitin Mittal Senior Manager, Assurance and Risk Advisory at Perfect Accounting .and shared services Pvt. Ltd. Read more…
Most often than not, a task management system often gets referred to as a project management system in day to day business jargon. Even though both are functionally related and task management suite contributes to a project’s success, it is just not the same. The best way to tackle a bigger project is to break it down into easily attainable goals and tasks. Each of these tasks is generally supervised by project stakeholder and most of these tasks revolve around tracking, scheduling, and estimations. Therefore, task management software is something more specific and a project management software suite typically has task management tools and features. Apart from this, in project management software, the features and functionalities are interdependent on each other in a defined life cycle.
It would not be incorrect to call task management functionalities a basis for project management function. The essential features of any employee task management software revolve around four critical functionalities such as prioritization, collaboration, review, calendar syncing and estimation.
Broad Functional Features of a Task Management System
For a project manager, it is critically important to stay on top of all the tasks. In doing that, tracking all the tasks and clear communication and coordination between the different stakeholders in the project ushers in the greatest of challenges. There are innumerable small yet critical tasks that need automation and that can only be delivered by an employee task management system. So, let’s take a look at how each of the features helps and support the project managers in managing their projects.
Planning, scheduling and prioritizing– One of the primary tasks of a project manager is to outline all the tasks, prioritize them and schedule the deliveries based on them. The task management tools help in creating a plan of action for accomplishing all the tasks within a project and allocate working hours to each task based on its priority. This enables each stakeholder to assume complete ownership of the tasks and deliver it on time thereby, casting away any possibilities of time waste. The task management suites also can sync with an employee’s calendar real-time thereby, enabling him or her to manage his or her task well within the time.
Assigning tasks & automated notification– The task management system offers intuitive dashboards for employees belonging to the different levels of hierarchy not only within the project but also within the organization. This enables the project manager to view available resources and allocate respective tasks. The in-built automated notification system sends immediate allocation notification to the resources and real-time notifications of task acceptance to the project manager.
Controlling user permissions centrally & securely-The task management software suites have several layers of security when it comes to protecting and safeguarding mission-critical information and data. Therefore, when it comes to accessing files and documents, there is a centrally managed system for granting permissions. Not everyone gets to access all the documents. Also, there is a mechanism with which every small action on the system gets recorded and can be recalled for security purposes.
Communicating, collaborating & documenting-Modern task management systems are highly collaborative. They not only have chat systems through which stakeholders can seek support and responses, but also a plethora of other features for ease of collaboration. Every stakeholder in the systems gets the option to share all possible files, pictures, excel sheets and videos related to the project. This makes the communication and the collaboration process much more seamless.
Integrating with other enterprise legacy systems– The greatest strength of the modern task management software lies in its capabilities for easy integration with not only the smartphones but also with the already existing enterprise resource planning, human resource management, and customer relationship management systems. This not only saves time but also the cost of de-installing older systems and re-installing the new.
Delivering smart statistics, data points and reports-One of the most supportive functions of the task management suite is the generation of smart charts and data points, picking the data from the software usage. These offers project managers with thorough insights regarding the productivity levels of resources and the problem areas that need to be tackled.
1. Capturing requirements and create an estimate of resources
2. Developing project delivery schedules with major releases highlighted
3. Prioritizing tasks and schedules them as per each release
4. Leveraging Agile planning tool to assign tasks
5. Including scope for editing release schedule based on iterations
6. Tracking workload of stakeholders in a project and accordingly allocate work
7. Offering personalized and intuitive dashboards displaying critical information
Also, with a smart task management system at work, priorities become clear. Not only that, project managers can efficiently create a smooth working environment with clear ownership of tasks and feasible delivery deadlines.