Meeting your workforce management responsibilities
A leader’s workforce management responsibilities covers a range of activities. Many of these are centered around effective time management, such as staff scheduling, vacation and leave planning, and task prioritization and completion. As teams become more remote and work undertaken increases in complexity, time management itself increases in both complexity and necessity.
For many organizations, especially those who operate in time-sensitive markets and undertake time sensitive tasks, the need to manage time more effectively is being met by using software that helps to prioritize and track tasks, workflow, and staff. The benefits of doing so include improved employee and team performance, better workplace and workforce planning, improved attendance tracking, a reduction in operational costs, and improved customer service.
In this article, you’ll learn why using a task manager can help a manager or leader to time management and lead more effectively.
7 benefits of using a task manager to manage your time
Task managers help to focus on what needs to be done by the workforce, when it needs to be done, and how each task integrates with others in the achievement of personal and organizational goals. Here are seven benefits that managers access by using a task manager in their time management regime.
1. Emptying your mind to release brainpower
When your mind is awash with the tasks that must be done, it becomes harder to focus. An overloaded brain risks some tasks being forgotten, and an overly active impedes necessary functions such as sleep. By moving tasks from the brain into a task management system, the mind is emptied, safe in the knowledge that tasks will not be forgotten. This enables you to respond to requests and emergencies more effectively with a clear mental and emotional state, uninhibited by distractions and with a better sense of focus.
2. Creating focus on goals and objectives
Long term objectives are likely to remain vague goals without giving them the focus they require to be achieved. By reflecting on long-term strategic objectives and breaking them into task oriented milestone goals, to be managed in your task manager, you help to energize and motivate employees with collective purpose. This also helps to eliminate the procrastination that kills the achievement of goals.
3. Prioritization provides focus
Using a task manager forces you to examine each task, assess how it fits into goal achievement, and therefore focus on what is most important. This provides focus for individuals and teams, as prioritized tasks are undertaken in a more timely fashion.
4. Organization enables better team management
A task manager provides an overview of a team’s calendar, highlighting when key employees are on leave or busy with other time-sensitive work. With this level of information, progress toward goals is more easily managed and disruptions due to absence or working on other tasks are avoided.
5. Reputational risk is avoided
A manager and his or her team relies on their reputation to get things done. Customers may forgive one late delivery, but when missed deadlines become habitual they will quickly look elsewhere. Effective use of a task manager to control personal and team workflows should eliminate missed deadlines, aiding more accurate estimates of the time it takes to deliver projects.
6. A task manager is a motivational tool, too
As tasks are completed and progress is evidenced, the motivation to continue increases. In his book, ‘The art of procrastination’, Professor John Perry of Stanford University recommends adding all tasks – no matter how small or mundane – to a to-do-list can energize motivation, as each completed task becomes a step nearer to eventual goals.
7. It helps to eliminate workplace overload
A task manager enables the leader to understand the availability of each member of the team in real time, aiding in planning future project work and preventing sub teams and individual employees suffering from task overload that destroys work/life balance.
An invaluable tool to help manage and motivate
A task manager is an invaluable tool, helping individuals to control their time, work, and personal tasks and managers to lead their teams more effectively – not only by managing workflow but by helping to focus minds, improve productivity, and increase motivation and employee engagement.
For further insight into how to develop your leadership capabilities to develop high performing teams, contact Forward Focus today to discover how our Management Development Series could help you become more emotionally intelligent and better influence your people.