How many times have you been frustrated because you felt you had too much to do and spent the whole day starting all those activities without finishing any of them? Or, because you didn’t know what to prioritize, you started several tasks and finished those that seemed easier, but that actually weren\u2019t so urgent and important?<\/p>\n\n\n\n
Despite our to-do lists being different from each other, we all have the same goals: to get as much done as possible<\/strong>. To do this, you need a better way to manage your time and activities. In this article, we will focus on activity management and talk about task organization<\/strong>.<\/p>\n\n\n\n We\u2019ve put together 6 tips to help you stay organized and, of course, complete your activities. Check it out!<\/p>\n\n\n\n Prioritization is the first item when it comes to task organization. It’s no good trying to multitask believing that you can do several things at the same time. You can, but in the end, you won’t get anything done right!<\/p>\n\n\n\n When you need to prioritize tasks, a great tip is to separate what is urgent from what is important. Eisenhower’s Decision Matrix<\/strong> is widely used for this purpose. Eisenhower was the 34th president of the United States and the owner of a famous quote: “What is important is rarely urgent and what is urgent is rarely important.<\/p>\n\n\n\n Before we go to the decision matrix, it\u2019s important to understand that urgent means that a task requires immediate attention. That which is considered important, on the other hand, deals with things that contribute to long-term goals, mission, values, and objectives.<\/p>\n\n\n\n Thus, in Eisenhower’s Decision Matrix, there are:<\/p>\n\n\n\n Investing your time in organizing non-urgent but important tasks can prevent them from becoming urgent AND important in the future. By doing so, you act proactively to avoid great problems.<\/p>\n\n\n\n You and your team have worked to prioritize activities. Now you need to develop a plan. In this step, you must identify the responsible parties and deadlines for completing each of the tasks in order to organize them in a way that truly makes sense.<\/p>\n\n\n\n Here, note that it\u2019s important that the whole team has a detailed and clear view of what needs to be done. Each member should be aware of what is expected in each task. This will help each individual to organize their time and prioritize tasks on a daily basis.<\/p>\n\n\n\n To create the plan itself, we recommend the next tip:<\/p>\n\n\n\n There is no right or wrong here. For simplified task management, there are tools like Trello, Evernote, Todoist, and Kanban itself that can help.<\/p>\n\n\n\n However, when it comes to corporate projects, task organization has to go to a higher professional level. This is because just leaving tasks organized is not enough. It\u2019s necessary to monitor them, to know whether they are overdue or not, who is responsible for them, and what their deadlines are.<\/p>\n\n\n\n In other words, tasks need to be on a flowchart<\/strong>. For example, imagine the activity of hiring a new employee. Hiring goes through the process of job advertising, interviews, approval from the direct superior, and the entire procedure of hiring the chosen employee. A failure in the organization of these tasks can cause a step to be forgotten, or to be managed without much attention.<\/p>\n\n\n\n Human Resources processes are just one of the countless examples that could be given of the importance of using the right tools in managing and organizing tasks. We can talk about hiring and service management, campaign approval, problem management, and conducting public consultation<\/strong>, among many others.<\/p>\n\n\n\n When working with task organization, you will find that there are tasks that can be delegated. Once you have assigned a task to a team member, it\u2019s definitely worth it to use software that helps you keep track of their progress.<\/p>\n\n\n\n This kind of control will also allow you to analyze where productivity is falling off or where it can be put to better use. For tracking to be done properly, we not only need to use the right tools, but also keep the team’s tasks centralized, which brings us to the next tip:<\/p>\n\n\n\n Having a work environment where the organization of tasks isn\u2019t taken seriously is a sure way to lower team’s productivity.<\/p>\n\n\n\n One method to avoid this and keep tasks organized is to centralize them. There is no point in having a task described on a piece of paper on your desk when its completion depends on the effort of another employee, who in turn needs to know at what stage it\u2019s supposed to be done.<\/p>\n\n\n\n Once again, tools are essential here. By having the tasks accessible in a single place, it will be possible not only to monitor them but also to perform them on time, within the required deadline.<\/p>\n\n\n\n Some people like to do this at the end of each day. But you can set one day a week to analyze what went well, what needs improvement, and which tasks will need adjusting.<\/p>\n\n\n\n The focus of organizing tasks is not to make you run back and forth to do them. The idea is not to keep yourself busy all the time, but to do the tasks that really need to be done in order for you and your team to achieve the expected goals (have you read our post on goal management and strategies?).<\/p>\n\n\n\n When tasks enter a flow, it is quite common to have bottlenecks. To solve this issue, and to take your company to the next step of task management and organization, a process management platform<\/a> is fundamental.<\/p>\n\n\n\n With a BPM software<\/strong><\/a>, your company has a unique environment that provides teams with total control over activities, such as appointment times, deadline control, and flags, among others<\/a>.<\/p>\n\n\n\n1. Know how to prioritize<\/h2>\n\n\n\n
2. Create a plan<\/h2>\n\n\n\n
3. Use the right tools<\/h2>\n\n\n\n
4. Track delegated tasks<\/h2>\n\n\n\n
5. Keep your tasks organized in one place<\/h2>\n\n\n\n
6. Review the tasks<\/h2>\n\n\n\n
Task organization: take the next step<\/h2>\n\n\n\n