How to use project and task management tools to improve productivity

Mariano Rodríguez Colombelli
May 30, 2017

Productivity is so important; it makes or breaks companies. Keeping your team organized and focused on the most important tasks is the key to being a successful manager. So, what is your team doing to track and increase productivity?

If you’re having a difficult time figuring out actionable ways you’re working towards better productivity, it’s time to change that. You could be missing out on a huge opportunity to get the most out of your team. Luckily, technology has brought about some incredible solutions you can implement now. Digital task management tools make tracking and improving your team’s productivity easy. Here’s a few ways you can use a project and task management tool to improve productivity.

Keep your team accountable and informed:

Without a task management platform, it’s easy to just talk about assigning tasks without any actionable and trackable way to make sure you or others actually follow through. This is probably why 67% of managers consider meetings to be failures.  If there’s no way to immediately put plans into tasks and deadlines with individuals knowing what the expectations are, the result is miscommunications and idle progress towards projects. By using a task management platform to assign tasks to individuals and set deadlines towards goals, everyone knows exactly what needs to be done and can be held accountable for getting it done. There are no more questions or little forgotten tasks that hold up progress.

Schedule and assign in the same calendar:

One of the biggest complaints about using a calendar like Google Calendar for scheduling projects and tasks for teams is that it isn’t built for teams or tasks. You put a deadline in calendar and that’s it. There’s no tasks assigned to team members. Just a notification down the line. A task management platform allows you to schedule and plan out projects and events with actionable tasks assigned right in the same calendar. This way, all employees involved know their role and can see their deadlines relative to the overall project. You won’t miss any small tasks on the way to a big deadline again and you can stick to schedule as planned from the start.

Delegate work effectively:

Well managed teamwork is a must for a high performing team. It’s nearly impossible to effectively delegate work amongst a team towards one project or deadline without a task management platform. Everyone needs to be able to see what role their contribution plays in the overall picture. Subtasks and project streams are ideal for this. You can easily delegate the work on one task to multiple team members and assign different due dates. This makes teamwork trackable and organized in a way everyone can see what’s going on. This is a dream for any project manager. Team members are more proactive towards their role in team work if they share the same information and can see how their work contributes to the overall project.

Track progress and avoid bottlenecks:

One of the greatest benefits of having a task and project management tool is that you have a true view of what everyone on your team is working on. With everyone working from their own to-do lists without a central task management tool, it’s impossible to see how productive your team really is. It’s easy to track progress for individual team members and projects as a whole when you can see all assigned tasks in one place. Additionally, when you have a good overview of everyone’s workload and project timelines, you can assign tasks to avoid bottlenecks for max productivity.

Tracking and improving productivity looks different for every team. But at the very baseline, having tasks centralized and actionable in a task management tool that everyone is using simultaneously is key. Without it, productivity is just an arbitrary business term. If you’re interested in a task management tool that provides everything your team needs to improve productivity, try Hibox for free today.

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