Task Management Software Starts at the Bottom

Tasks are the small activities that go into larger assignments. Task management software can help us list the tasks involved in our current projects and then track them to completion. It can be likened to building a brick wall. We work brick by brick (task by task) and complete the wall (assignment/project).

How does task management software help us?

Tasks Management

We start with a listing of the tasks (things to do list). It is hierarchical in format. At the top is the project, say, marketing a product online using a Web site. This project is divided into major tasks, such as designing the site layout, populating it with relevant content, promoting the website, accepting orders and such.

Each major task is subdivided into smaller tasks. For example, populating the website with content can involve such tasks as assembling materials for content and uploading the materials to fit the layout. Each of these smaller tasks can in turn involve sub tasks, such as taking product photographs, getting product specifications, developing sales copy, and so on.

It is at this stage that you come down to specific actions that people can carry out. Senior level managers then note against each task the person responsible and the target completion date.

Ultimately, persons involved in the project receive a list of tasks that they have to complete. This is the real, actionable task list, and practical task management starts now. It involves initiating needed actions, checking its quality and progress, and reporting completion.

The complexity of task management lies in the interdependency of many tasks. You cannot initiate certain tasks until some prior task has been completed. For example, you cannot upload a product photo to the website until the product has been photographed and the photo has been received by you.

Managing interdependencies typically involves collaborative working. For example, photographing the product might be the responsibility of one person while uploading the photo to the website might be done by another. The two persons involved have to collaborate to ensure that a good photograph is uploaded to the site by the indicated target date.

Task Management Software

Task management software facilitates all the work involved, such as creating detailed task lists from the top project level to the individual to do lists. The overall task list will clearly show the hierarchy and interdependencies.

The task management software then goes on to help you monitor the progress. You report the status of each task, often indicating the percentage of completion. Graphics are used where they can aid quick comprehension. The reporting goes up to project level, so that you can keep an eye on things and ensure that the project will be completed in time.

As the project proceeds, task lists might need to be added to, edited (say, with new target dates) or perhaps even removed as irrelevant. The task management software will have facilities for doing these things.

Often, documents can facilitate actions, and might even be critical to identify necessary actions. For example, the latest market report can help determine the kind of sales copy that should accompany the product photograph. Task management software would provide facilities for uploading documents that can then be viewed by concerned persons.

Another typical feature is the use of flags to signal current status. Graphic flags can quickly indicate status; they can also alert concerned persons about immediate actions needed.

Communication facilities would be an essential component of task management software. People have to collaborate, notifications have to be sent, notes have to be shared and so on.

Good task management software would incorporate all the facilities and present them in a manner that is easy and intuitive to use.