Wed. Jun 7th, 2023
Task Management in Project Management

7 Tips for Task Management in Project Management


If you’re new to project management or have recently taken on a project management role, keeping track of your team’s tasks can feel like a herculean task in and of itself. After all, there are so many moving parts involved in successfully completing projects from ideation to completion. However, it doesn’t have to be that way. When managed correctly, tasks can make the execution of any given project that much smoother by organizing individual assignments into logical stages and — most importantly — assigning someone accountable for each one. If you’ve been tasked with managing tasks within your organization or simply want to streamline your process for future reference, we have seven helpful tips for you. Whether you prefer a more casual or technical approach, we cover all the bases so you can get back to doing what you do best…



Always Be Reviewing

Before you can begin to assign tasks, you first need to review the project brief and, if applicable, the contract signed by your client. In addition to communicating the deliverables, a contract should outline the specifications of your project, the timeline for its completion, and the budget allocated for it. After all, one of the biggest challenges of project management is staying within the agreed upon budget and timeline for a given project. Any additional information you can glean from both the contract and project brief will prove useful when it comes time to assign tasks. It will help you decide not only the order in which they should be completed but also who has the appropriate skill set to complete them. The more you know about your project and the people involved in it, the better equipped you will be to manage it successfully.


Use the Right Tools for the Job

Like with any job, there are no hard and fast rules when it comes to how you choose to organize your tasks. If you work best with a pen and paper or prefer to use an app on your phone, do it. Provided you are being consistent and organized, the project management method you choose should be less important than the fact that you have decided on one and are sticking to it. However, if you have some experience under your belt, you may find it useful to experiment with different tools and methodologies to determine which works best for you. Most project management software tools like Asana, Wrike, etc. will allow you to create tasks and assign them to specific members of your team. This comes with the added benefit of being able to track who has completed what tasks and when. Depending on the complexity of your project, you could also consider switching to a more formalized methodology, like PRINCE2 or Agile. These are more prescriptive than the methods we have identified above, which could be useful if you are working on a large, complex project with many moving parts.


Be Clear From the Outset

As with any assignment, it is important to make sure that the task you assign is clear. You’ll want to be very clear about the deliverable, the deadlines involved, and any resources that are needed to ensure that the task is completed on or before the due date. If you are working with a client, you should also make sure that they are clear on what they need to do and when they need to do it by. If possible, assign a time frame for them to respond to any communications. This will help you to better manage your time and workload. You should also consider including contingencies within the task itself. For example, if a task requires the use of a third-party contractor, you may want to include a clause that states that the contractor must be approved by a specified person on your team.


Don’t Bite Off More Than You Can Chew

This is particularly important if you are managing multiple projects at once. If you have too many tasks on your plate at one time, you may find that you just aren’t able to complete them. Or — worse — you could end up causing other projects to be delayed or, in extreme cases, cancelled because you were overworked. These are all signs that you’re biting off more than you can chew. In these situations, the most important thing is to communicate with your team. Let them know that you are struggling to keep up with the workload. If they are aware of the situation, they will be able to help you avoid any unnecessary mistakes. If you must take on tasks that are too large or are not able to complete them in a timely manner, you can always break them down into smaller, more manageable tasks. This will help to create a more realistic timeline for completion and minimize the risk of overworking yourself.


Don’t Forget to Track Time

If you have been assigned a task ahead of the rest of your team, make sure you track the amount of time you have spent on it. Once you have reached a certain milestone, you can let your team know that you have completed your portion of the task and move on to the next item on the list. This will allow your team members to pick up where you left off, minimizing any overlap and leaving both parties to focus on the tasks they were assigned to do. Not only will this help to streamline your project, but it will also allow you to more accurately track time spent on each respective project. This will allow you to more wisely allocate your time, as well as have a better understanding of which projects are costing your company more time and money than others.


Communicate With Your Team

Communication is key when managing a project, but it’s something that we often forget about when we are knee-deep in the process. Remember to communicate with your team and be transparent about your progress and any roadblocks you may come across. This will allow your team members to stay on task and minimize any potential bottlenecks along the way. If a member of your team asks you a question, answer it as thoroughly as possible without getting too specific. This will help them to stay on task and avoid any unnecessary detours. If a task is coming up that you think someone else can handle better, communicate with them before taking it on yourself. Let them know that you have given some thought to completing the task and would appreciate the opportunity to take it on.


Wrapping up

Whether you prefer a more casual or technical approach, there is a project management method that will work best for you and your team. The most important thing is to be consistent. Once you have found a system that works for you and your team, stick with it. This will help to keep projects organized and on track for both short and long-term projects. To succeed as a project manager, you must be organized. If you want to keep your projects on track and your team productive, you have to keep everyone on task and make sure everyone knows what they’re responsible for.

By Arsal

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