Among the software that will revolutionize the way of thinking and structuring work in organizations in 2022, work management undoubtedly appears. But what is it and how is it structured?
Table of Contents
Introduction
The elements of work management
Task
Project
Portfolio of projects
Dynamic vision
Automated processes
According to research conducted by Asana, as much as 60% of the time spent at work by members of an organization is spent on superfluous activities such as unnecessary meetings, long email japan telephone number data exchanges, searching for information scattered across different platforms and so on.
What does this mean for your business? Your productivity could be more than doubled if your teams’ time was optimized through a work management system that gives them the ability to easily manage their tasks, have more efficient communication, and a complete view of how everyone’s work connects organically.
Inefficient processes and lack of clarity between teams hinder an organization’s success by slowing down and making it more difficult to achieve its goals.
Fortunately, these obstacles can be overcome through work coordination. This is where work management comes in: a work management platform can help you and your organization by rethinking the way you think about and do work.
There are three fundamental aspects to take into consideration in the process of integrating work management into the company, and we will analyze them in the following sections.
The elements of work management
Work management is a management methodology through which the entire company can organize its time and tasks, or as Asana defines it :
" Work management is a systematic approach designed to orchestrate an organization's work flows—whether it's a project involving members of different teams or a routine task—to provide the clarity teams need to achieve their goals faster. It's about coordinating people and working across all levels of an organization to ensure everyone has the information they need to do the work that matters most. "
Precisely because the entire organization unfolds within it, it is important to know the elements through which a work management software like Asana works:
Task
Project
Portfolio of projects
A work management platform simplifies the activities of planning, organizing, and executing teams based on these fundamental elements. Let’s analyze each of these components.
work management
Task
The building blocks of the work management platform are tasks, which represent individual tasks that, when put together, lead to the achievement of a more complex goal. Tasks can be recurring, such as running a monthly report, or one-off, such as a specific search for content creation.
No matter what industry your organization is in or what project your team is working on, every well-designed task must provide clarity on three things: who does what and when. As trivial as it may seem, if tasks are created and assigned without the who, what, and when, the lack of accountability will create confusion.
Project
When tasks are grouped together they form the second core of work: a project. Projects represent the larger goal a team is trying to accomplish, such as launching a new product or kicking off a marketing campaign. In other words, all projects, no matter how big or small, are simply made up of many individual tasks.
Portfolio of projects
Portfolios are the third key element of the work. They are groups of projects, and are most useful for management to keep track of many projects from the same department or for the same client, to ensure that the most important milestones are achieved.
Tracking progress through portfolios creates transparency and trust between teams, establishing coordination and continuity at all levels, from senior leaders to managers to individual contributors. From project portfolios you can get an overview of the entire organization, and then drill down to the level of each individual task.
The best work management solutions bring these three elements together to provide continuity, clarity for you, and delineated responsibilities for your team. A work management system creates structure and keeps everything from the small details to the big picture in one place.
Dynamic vision
While it is nice to have a one-size-fits-all workflow solution, every team works differently and every project is unique. While an overall structure is important for standardizing how information is captured and organized (e.g., tasks, projects, and project portfolios), a dynamic view is needed to enable each team to use it efficiently.
On an individual level, people should be able to access their tasks in a simple and clear way, away from the clutter of a larger project. Whether it’s a list view or a calendar view, everyone needs a place to see “to-dos” in a way that works for them and makes it easy to focus on the priorities of the day.
Not all projects are the same; some are better suited for certain types of views than others. An event with a large checklist of small but important tasks is probably best understood through a list view. However, for an agile workflow, such as website development, a board view may be the best option.
For more complex projects with many stakeholders and partners, it’s important to have a work management system that allows people to switch between different views. For example, a product marketing team manager might want to see all the deliverables in a list view one day, and the next day need a timeline view to ensure everyone’s deadlines line up perfectly.
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