When managers or project managers make mistakes during the task formation stage, an irreversible chain of events begins: the team or individual members do not understand the task's objective, do not see the deadlines, and do not feel responsible for the result.
Oral tasks are non-existent tasks. Document every task in a task manager and use the SMART approach when defining it.
Setting Tasks Using the SMART Technology
Any task should be:
- S (Specific) – clear and specific
- M (Measurable) – measurable
- A (Achievable) – attainable
- R (Relevant) – relevant
- T (Time Bound) – time-bound
How to Set Tasks Correctly
- Document All Tasks in the Task Manager
- Create a Task Setting Guide
Access to the internal guide within the task manager can be for the entire team or only for those creating tasks.
Step-by-Step Guide to Setting Tasks in a Task Manager
Here’s what a properly set task looks like in a task manager. Let’s examine in detail how to set up a task correctly.
Write the Task Title
The title should reflect the essence of the task, be understandable and concise. It should be written in a way that makes it clear what it is about without getting into detailed descriptions.Do Create a prototype of the website for client XX.
This title answers the questions: What to do? For whom to do it? Additional information can be placed in the task comments.
Don’t Urgent task for Alexander from the marketing department for Wednesday.
- Assign Responsibility
A lack of accountability for results is one reason tasks remain unfulfilled. The person responsible for completing the task controls the workflow, can create interim reports, and make changes.If the team has questions about the task during work, the responsible person will provide answers, more information, or clarify details with the client if needed.
Add Followers or Participants
If a team of several people is working on the task, task followers will receive notifications about changes via email and in the system. Participants see the task information and can track its progress.
During the task, responsibilities can change, and other team members can join.
- Set Deadlines
These can be the final deadline for completing the task or a "start-finish" timeframe. Clear deadlines allow efficient time management. If the deadlines are clear, the team works towards the result.- Set Planned Expenses
Determine how much time and money will be needed to successfully complete the task. The task manager has a "Plan" option where you can specify the number of hours and the budget for the task, or just one of these.Comparing planned and actual expenses during work allows for a quick response to changes. Team members can use a timer to track the time spent on tasks.
- Describe the Task
Write the task information, its importance, goals, and requirements in the description window. Write clearly so that the team working on the task and the responsible person have no questions after reading. The task should be understandable, important, and measurable.Additional options in the task description window:
- File upload
- Checklist
- Mention team members in comments
- Assign Priority, Add Labels and Statuses
Priority, statuses, and labels are additional options for effectively setting tasks.Priority can range from 1 to 10, with ten being the highest. Usually, tasks with the highest priority are done first. Priority is assigned when creating or editing a task.
Statuses and labels serve as markers for the task's progress and specific aspects of the work process. A task can have one status and multiple labels.
- By type of work: "Installation," "Design," "Revisions"
- By time characteristics: "April," "September," etc.
- By quality characteristics: "Very Good," "Super," "Done Perfectly," etc.
Example Task Settings:
- Create a logo for company XXX.
- Write a commercial proposal for client XX.
- Prepare a report for Client XXX’s project for February 2020.
- Pay for consulting services from Company X.
- Refine the presentation layout for the sales department.
How to Control Task Completion
Using a task manager, you get several effective control tools:- Reports
- Calendar
- Kanban
- Gantt Chart
Kanban is a visual representation of task stages on a board. The task status can be changed during work, and tasks can be moved from one stage to another using Kanban.
4 Typical Mistakes in Task Setting
1 Lack of Understanding of the End Result
The team working on the task must understand the final result.
What should be the outcome? If the project is the global goal, then each individual task within the project is an intermediate goal leading to the achievement of the global one.
2 Unrealistic Deadlines
Determine the deadline for each task, considering complexity, the number of employees involved, team workload, and individual participants at the moment.
Unrealistic deadlines can lead to two negative scenarios: the task will be done poorly or not at all.
3 Complex Tasks
Complex tasks should be broken down into simpler ones. One complex task = several simple ones. Each task should focus on achieving one goal.
4 Incomplete
Information The information for the task should be exhaustive. Consider what other resources the responsible person might need to start working immediately.
Motivate and Ask Questions
One important task of a manager or project manager is to motivate the team. For example: "If we complete this task on time, then...". Motivation can be a bonus, team outing, or a meeting where the achievement of each team member is acknowledged.
Ask questions during the task: Is the task clear? What difficulties arose? What needs to be changed and why? The manager’s interest in achieving the common goal motivates the team to work effectively.
Request Feedback
The advantage of setting tasks in a task manager is the ability to address a specific participant rather than the entire team. For example, if ten people are working on a task and you need to address one person, mention them with @ in the task comments to clarify if everything is clear and if additional information is needed.
How to Create a Task in a Task Manager Using SMART Technology
Try creating a task right now. After creation, invite the team to evaluate the task's accessibility and informativeness.