Last Updated On November 01, 2019 / Written By Michelle Jaco

The Importance of Task Management Software for Businesses

Task management systems better organize your business' day-to-day duties, but before we delve into the benefits of such software, let’s first understand the importance of managing your tasks efficiently. Here's the 411 on everything you need to know.

Introduction

In today’s dynamic economy, running a business can be quite challenging without a proper task management system to schedule tasks and keep track of your goals. And perhaps this is why only 2.5% of businesses manage to complete all their projects on time successfully.

With an ever-increasing workload, it’s difficult to memorize everything. For instance, if you manage a restaurant, you have to keep track of daily inventory, schedule and manage worker shifts, assign work and then readjust in case of critical tasks, etc.

In short, you have a lot on your figurative plate - and if you try to manage everything with notes, whiteboards, paper checklists, or mere memory, you’re setting yourself up for failure.

In relation, this leads to a decrease in productivity, inefficient task management, missed deadlines and most importantly, reduced profits.

This is where a task management system can help - but before we delve into the various benefits of such software, let’s first understand the importance of managing your tasks efficiently.

Task Management in a Nutshell

Task management is merely managing a task throughout its life span, which initiates with planning followed by testing, tracking and finally reporting on what came out of it.

All phases of a task are taken into account - rank, importance, deadline, the people assigned to handle it, and the number of resources available to accomplish that task.

When it comes to teamwork and collaboration, a task management system is key to streamlining your operations and increasing productivity. With this, all tasks, duties, and responsibilities are appropriately aligned and assigned, and everyone is aware of what role they need to play.

Plus, breaking big projects into several tasks can get it wrapped up quickly and all team members work together towards a common goal.

How to Manage Tasks Efficiently

To increase productivity and efficiency, we try to get the maximum work done in a given time frame. This includes juggling between different tasks to make the most out of the time at hand.

We may feel that our efficiency levels are off the charts, but in reality - this is our first mistake. To enhance productivity, the focus should shift from time management to task management.

Consider the following tips to be more efficient and boost your productivity.

1. Prioritize Your Tasks
Prioritize your tasks according to what is urgently needed, what can wait, and what has to be done on a daily basis.

2. Place Deadlines for Tasks
Placing time limits on different tasks can help you schedule more efficiently; you’ll know how much time you should allocate for each task to get all the work sorted out by the end of the workday.

3. Evaluate Progress
During breaks, make it a habit to evaluate all the tasks scheduled to see if any changes are required. Accordingly, delegate tasks to your subordinates and focus on the duties that matter the most.

Why Business Should Move Away from Paper-Based Checklist

A proper checklist or to-do-list allows you to keep yourself and your employees up to date on daily tasks. As such, these are used by many businesses for quality assurance, daily tasks, training, etc.

These checklists are safely stowed away in files and folders by hand so they can be accessed when needed - provided there is a proper filing system in place.

But a paper-based system means that you have no way to update your employees about urgent tasks, especially if they work on the field. You also have no way to track their productivity and efficiency or identify ways to streamline your tasks. Even worse, you run the risk of losing all your data in case of an accident or a disaster.

  • Here are some other reasons why a paper-based task management system is extremely inefficient
  • Paper costs money - a water utility company spent more than $50000/year on paper which is why it went digital
  • Productivity and efficiency is effected as employees have to look for paper-based records - according to research, professionals who have to use paper-based workflows spend around 35% to 50% of their time looking for information
  • Checklists cannot be easily updated which is why there is a lack of accountability between managers and their subordinates
  • There is no way to track urgent tasks, shuffle deadlines or tasks

How Can Technological Progress Help in Seamlessly Managing Tasks
Technology has revolutionized the business environment; with various tools available now, managers can easily enhance their operational efficiencies and effectively handle resources in a streamlined manner.

Here are some other benefits of adopting a technology-based solution to streamline your business processes
  • It strengthens communication
  • Keeps everything sorted and organized
  • Increases productivity
  • Manages costs
  • Keeps all digital assets secure
  • Encourage teamwork

Using a Digital Task Management System

Shifting from a traditional paper-based system to a digital solution has become a necessity in today’s highly competitive environment.

Gone are the days of panicking when you would have to assign a number of tasks manually and give them out by hand. With a digital task management system, businesses can easily handle several projects at the same time.

Here are some of the benefits of adopting a digital task management system

A Centralized System
A good system is packed with many unique features that allow you to manage workflow and all activities carried out by your team from a single dashboard.

All due projects are highlighted and employees can view their tasks along with the deadlines.

Flexibility and Scalability
Set up your workflow according to what syncs well with your business needs. All new systems are scalable which means that as you grow, your system also grows with you so there is no need to invest in a new tool or software.

Effective Time and Money Management
Many projects are deemed to be more complex than others and this is the reason why managers end up losing sight of the allocated time and budget.

With a proper task management system in place, resources can be allocated more efficiently - leading to increased efficiency.

Seamless Communication and Teamwork
When the whole team is on one platform, all interruptions in communications can be handled efficiently. Proper communication allows information to flow cohesively and this can help keep everyone on the same page.

Additionally, teams can be assigned a project with a detailed task breakdown for each member; everyone knows what they have to do and when, and they can find any instructions or other facts relevant to the task.

Better Accessibility
If a business is operating in a global capacity or multiple locations, many employees will be working in different locations.

But the ability to work in the cloud allows task management systems to provide live updates - as such, those who are working from a different location they can gain access to all required information.

Progress Checks
Supervisors and managers have to keep constant checks on each team member’s progress to see if they are handling all assigned tasks in the given time frame.

But, physical check-ins, follow up meetings, and subsequent paperwork can take a considerable amount of time.

A task management system provides managers a complete history of duties carried out by an employee - the tasks assigned, the tasks accomplished and the ones they failed to meet. This allows managers to schedule tasks and set realistic deadlines.

An All in One Task Management Solution

One way of ensuring that all operations across your organization are running smoothly is to use task management software like Zip Checklist.

Here are some other benefits of this software.

Ensure Standard Practices Are Being Followed
Zip Checklist is highly flexible and scalable; checklists can be customized to fit the needs of any business. This ensures that all employees are adhering to the deadlines and getting tasks done as per the defined best practices.

Inform Staff About Task Updates
All checklists and tasks are updated in real-time and the concerned staff is notified through real-time updates.

Easy Collaboration
With Zip Checklist, you can make sure that no team member is overloaded with work. Once a task is assigned, the employee is informed via a push-notification.

Plan for the Whole Month
All shared tasks can be viewed in real-time and you can see what you have pre-assigned for the whole month. Plus, the software operates on the cloud, so you can be updated on the go.

As an added benefit, the system allows you to track employee productivity and their efficiency with status reports.

Accessible by Remote Workers
A cloud-based software allows remote employees to access the tasks assigned to them on a daily, weekly and monthly basis.

So even though they are not working from the office, they are still able to access all assigned tasks and their deadlines, instructions on how to carry out difficult tasks, etc.

Alerts to Keep You Updated
Zip Checklist allows managers to set reminders with task deadlines; they are notified if a task is not completed in time and it sets off an alert if a task is upcoming or overdue.

Responsive Interface
Zip Checklist has a responsive interface, and it can be used on desktops and on mobile phones via a dedicated application available for free on Google Play Store and Apple’s App Store.

Helps Prioritize
With a proper task-management system like Zip Checklist, you can prioritize on what is urgent and important.

Allows for Simple Modifications
Via Zip Checklist, managers can easily schedule - or reassign - worker shifts in case an employee does not show up to work.

If are looking for a way to optimize efficiency and increase your productivity, then Zip Checklist is the best task management app for the job.

In a nutshell, the software helps you prioritize tasks, set deadlines and get real-time notifications so you can keep track of all your work and streamline your operations.

But don’t just take our word for it, test it out yourself by signing up for a free trial today.


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