Task management is all about managing your tasks properly in an efficient manner. The activities that are part of this process range from planning, setting priorities, checking needed resources, testing, documentation, and reporting of outcomes. Since we are often presented with numerous tasks daily, it is important that you not only know what are involved in task management, but that you should also come up with a plan to help you.
Understanding a Task Management Plan
A task management plan is the answer if you aim to deal with your day-to-day tasks successfully. Many of us make the mistake of getting on with the tasks assigned to us without even bothering to sit down and formulate a plan on how to tackle these. Just like building a house; if you simply go ahead and build the structure without even bothering to make a blueprint, you might end up building an entirely different construction, or even worse, the house you are trying to build will only fall apart because it was not well-planned.
A task management plan will ensure that you will be able to go about your tasks smoothly because it helps you become organized and prepared for the scope of work you are about to undertake.
Steps in Making a Task Management Plan
Task management plans may differ from company to company because there are factors to be considered. However, here are the basic steps that we commonly use as a guide in creating a plan.
Step 1: Set goals. This step covers goal-setting. What is it that you need to achieve for a certain period of time (a day, a week, or a month)? Once you have listed this down, you can also tackle on expectations and possible issues concerning the project, along with suggestions on how to address these.
Step 2: Create a to-do list. As soon as you have established your goals, it is time to list down the things that you need to do in order to achieve these goals.
Step 3: Include a system for scheduling. Here you need to set realistic timelines for each line item in your to-do list. If management gave you impossible deadlines, you need to negotiate with them to extend the deadline or you can simply work around it by reducing the activities to accomplish your goals.
Step 4: Review and create backup plans. Not everything will go as planned so make sure you have plan A, B, C, and even D. There are issues and risks involved so you need to ascertain that you have action plans for these as well.
Step 5: Relay the plan to others. This is the part when you will communicate to your team members or external groups regarding the plan that you have created. If you are going to delegate some work to others, make sure these are clearly understood by the selected person or group and that they also know the goals that you have set for each task in order to put everyone on the same page as you.
Factors to Be Considered
Before and during the creation of a task management plan, you need to look into several factors that could have a significant role in ensuring the success of your tasks. These include:
1. Time
This is one of the common factors that we look into. Tasks are always given timeline; some need to be completed immediately while others can be given weeks or even months to complete. When you are setting priorities and making a list of tasks and sub-tasks, always factor in the timeline for each one.
2. Human Resources
When making a plan, you might require the need of other members in your team or even those outside your team to help out. Before you delegate a task to others, make sure you have enough human resources to tap into.
3. Budget
The budget could put constraints into your plan so make sure to check your financial resources before you draft it. Financial support always varies from one task to another so do not assume that your company will be willing to give the budget you require just because they did so the last time.
