Task Management Software and Tasks
Project managers assign tasks, in some large projects there may be team or task leaders reporting to the project manager that also assign work and, finally, tasks may be assigned within workgroups. Project management software enables the project manager, team leaders and workgroups to track all the assigned tasks making sure nothing falls through the cracks.
Better Tracking and Management With Task Management Software
With task management software, management can quickly and easily track the tasks that have been assigned. The project manager can know what tasks are done, which ones remain outstanding, who is responsible for completing them and when they are due.
Tasks associated with action items, risk issues, follow up items or communications can be tracked by category or sorted by name, department, due date or priority level. Experienced project managers know that managing tasks is important. Unattended tasks can create customer expectation, cost or schedule issues simply because they were ignored or forgotten.
The software can be configured in different ways to help manage the tasks. Each category, such as risks or action items can be grouped together or separately. Some project managers even insert high priority tasks into the schedule, without linking them to the schedule to avoid creating false critical paths, as a way to make them more visible. It is even possible, through the software, to link task information to a related schedule activity.
Project management software can be leveraged to calculate the impacts associated with tasks: What if scenarios to the schedule if the item is not completed on time, automatic calculation of resource and cost impacts if the assigned task is completed two weeks later than the original due date. The application can help the project manager better understand how tasks may impact specific activities or the project as a whole.
The software, coupled with the collaborative functionality, provides visibility into the tasks that need monitoring and control. This visibility is helpful because it inherently and continually communicates status. The task management software can be easily configured to issue emails or trigger reminders to ensure that tasks are completed in a timely manner.
Another benefit of task management software is that it automatically documents status and related correspondence such as reminders and follow up emails due to triggers. The triggers and reminders can be configured so they are sent to the task owner with copies to related stakeholders. Solid documentation, particularly those associated with potential financial consequences, represents yet another important benefit of the application.
Task management software can easily output reports that help the team as well. A sorted report by project team member can be printed out or emailed that allows each person and their team leader or project manager to get a fast handle on what is due and when. If the task management report has been set up to indicate impacts it can be more effective.
Another value of management software is that it retains historical information that can be useful in the resolution of current tasks. Team members can research how similar tasks were resolved, who the stakeholders were or other information that can save them time and leverage this to close out the pending task. Use task management software to save time and money.