Task Assignment Software Eliminates Ambiguity In The Workplace
Dealing with a complicated and ever changing work environment
Project System was originally designed for the Web design business. Web design businesses are a collection of artists and programmers. Artist and programmers are often temperamental and can be extremely difficult to manage. Couple that with a complicated and constantly changing work environment and you’re in a difficult position. It is entirely possible for everyone in the organization to be doing difficult and meaningful work while the organization loses money. Project System was developed to deal with temperamental team members in a difficult to manage work environment.
The first step to profitability is to eliminate ambiguity in the workplace. Everyone needs to be working on the right task all the time. Delegation of tasks eliminates ambiguity in the work place. There is no longer a question of who is responsible for what. There is also no longer a question as to what is the most important task to be worked. All the tasks in the work environment are assigned to team members. They are assigned in priority order. When the team member logs into Project System they see their tasks assigned to them only. This is their role in the workplace.
The team member can begin work immediately because their tasks are presented before them. They simply take the “top task in their queue” and start work on it. As the project manager it is your job to see to it that the team member has everything they need to complete their task. What you need to do is describe what you need done. All the contact information, including phone numbers, passwords, notes, and files, is attached to the task. This simply becomes a matter of working the tasks from the top down.
Using task assignment software to keep everyone on task
One of the hardest things to manage is keeping team members on task. Gone are the days of the dutiful employee doing exactly what you tell them to do. Today’s worker is more independent often doing what “they” feel is important. Regardless of how they feel, you as the project manager have knowledge of the budgets involved and know what needs to be done. Rather than having to constantly badger your team members you simply state what you need done and that’s it. Work organization becomes a simple matter. They can work their job queue properly or not. In most cases team members want to do good. What are missing in most work places are specific work orders. Without specific instructions about what to do next most team members are going to lose course.
Many project managers are wary of “offending” their team members by asking them to do task. This is justifiable given today’s employees. The “me first” attitude of today employee is directly opposed to running a successful company. Project System is the perfect solution for the project manager because tasks don’t come from an individual. Tasks come from the computer.
People will accept direction when it comes from their computer. If you were to “instruct” a team member they may resent it. If you put it in the computer and it “comes down from up above” they accept it readily without the resentment. There is no person attached to the task. It’s only the computer so there is nothing to take personally.
This is incredibly liberating as the project manager. Those of us that run groups know what to do. We know exactly what needs to be done, by whom, and in what order. The problem comes from manifesting it. Project management becomes a “battle of wills” with you and your team members. When you need something done it isn’t an opinion. It’s also not open to debate. If you have to personally show down every time you need something done you will wear out emotionally. You can’t be battling against employee will all the time.
Project System eliminates this battle. I can’t stress enough how important it is to distribute task instructions through the system. Team members are like jello. Without the containing mold they will lose shape. Project System is that containing mold. Employees are correct in extemporizing when there is no instruction. They will naturally do what “they” think is important in the absence of a formal system telling them what “you” think is important.
Properly “loading your shop” with task delegation makes the difference between success and failure. Think of the workplace as an orchestra. The idea of having the musicians playing with sheet music is absurd. To play the piece they need to know what to do when. A workplace is just as complicated as an orchestra yet for some unknown reason we tend to believe people can function highly without sheet music. Just as the orchestra can’t function without sheet music the workplace can’t function without detailed work instructions.
Project System gives you the tools to write the symphony. When calls come in they go straight into the task assignment system. Task are opened and explained in the system in detail while still fresh. Then they are assigned to a team member and contact. There is no gray area. There is no improvisation. There are detailed work instructions individually assigned to everyone in the organization. Every one in the organization is fully loaded with work all the time. The team functions like an orchestra and the work environment functions like symphony.
Dealing with the rouge team member that refuses to follow instructions
The last question becomes what to do about team members that refuse to follow orders? There will always be one, right? When you have a task assignment system like Project System the team member that doesn’t follow orders is refusing to work what’s in their work queue. As the project manager you will see this immediately. As in the case of the team member not taking work that comes through the computer, the same holds true here. You simply ask them why they aren’t working their task in their work queue. What are they to say? If they say that it isn’t their job that sounds rather ridiculous. They aren’t recalibrating against you personally. It’s against the system. It’s no different than a musician that refuses to play what’s on the sheet music. Are they going to tell the conductor that playing the music is not their job? I don’t think so.
Contrast this against not having a task assignment system. Rouge employees like this can go on for years doing counterproductive tasks that have nothing to do with the direction of the organization. With Project System rouge employees will be exposed in weeks. All you need to do is expose this bad behavior to the team member. They will most like excuse themselves from the team. They only have two choices; 1) they can do what’s in their job queues or 2) they can chose not do it. If they chose not to do it it’s time to leave the team. This isn’t a personal issue. It’s a matter of not playing the music on their sheet. Removing this person is beneficial to the team. Successful organizations operate with rules. The more specific the rules the more success the organization will become. Project System gives you the task assignment system to take control of the workplace. Team members will welcome this. All employees want structure. Structure, in this case individual task queues, shows you care about them. They feel like valuable team members doing meaningful work. When you have their day laid out in detail they will respect you for it. You have to have structure within the environment and that structure needs to come through the computer. Project System gives your to tools to implement this structure. If you want your organization to be successful task assignment software is how you do it.