It doesn’t really matter whether your managing a team with 3 members or an entire department with over 50 employees, task management is undoubtedly part of your routine and, consequently, you may know a thing or two about to-do lists.
Having a strong pre-developed plan (even if it’s just a list of your home chores) puts you in a much better position to execute these tasks instead of just having a vague idea and letting things happen naturally.
Why are to-do lists important?
As I’ve mentioned above, setting achievable goals is an essential element for effective task management. Setting a clear plan of action (and sticking to it) will greatly improve your chances of achieving these pre-determined achievable goals.
Achievable goals are what you get by breaking your ultimate goal into smaller parts. Instead of aiming too high and going straight for the ultimate goal, you take it slow, step by step.
These smaller goals are also very important to help you keep track of a project/process’ progress. Establish milestones to keep better track of how your team is doing.
Do you know what’s the best way of doing that? You’ve guessed right! Using a to-do list or, better yet, adopting a more sophisticated task management methodology called Kanban.
To manage your tasks in Kanban you’ll use one (or more) kanban board.
This is what a kanban board, in its simples form, looks like. A plain board divided into columns (to-do, doing and done) with sticky notes, each one representing a task.
Kanban is an all-in-one solution that makes it a lot easier to plan and keep track of work. Instead of each of your employees having a separate to-do list you can implement a kanban board for the department. That way every team member can easily see what’s going on.
Managing a kanban board can actually get a lot easier if you use an app/software that offers a kanban-like interface. These apps are specially useful for teams that aren’t always in the same physical space. For example, if your salespeople were out on visits they wouldn’t be able to access the board in your office.
]If you use Pipefy to manage your sales team’s tasks they’d be able to access their process wherever they were.
All they’d need is access to the internet and a computer or smartphone.
Good software is not all there is when planning a good to-do list, though. Your list will only as good as the information you input into it.
Some tasks are simpler and don’t need a lot of detail to be executed. Others need to be thoroughly explained to ensure the quality of the end results.
Using a Kanban board is like breaking a common to-do list into sections. The “to-do” column are the tasks waiting for someone to start working on them, while “doing” represents the tasks someone is actually working on. Finished tasks end up in the “done” column.
If you use Pipefy you can create many types of different fields your team members have to fill when creating a new task.
You can include checklists, instructions, attachments, long text boxes…anything you want, sky’s the limit!
Even though I’ve presented proof of how more effective using Kanban to manage your tasks when compared to simple to-do lists, I’ll just say it one more time to be sure: Kanban is the best way to manage your and your team’s tasks.