Work Management and managing a team’s workload
Work management helps managers improve how they balance workloads, communicate goals and track progress. Overlooking the importance of work management is a common managerial mistake. Project management spends a lot of time on the work that must happen before any project can be executed. Researching the feasibility of the project, planning for its success, scheduling tasks, organizing resources and building a budget are all important.
Then comes the execution phase and often much of a project manager’s attention is focused on monitoring, tracking and reporting on progress and performance. While this is happening, overlooking the team can occur, when it shouldn’t.
Getting the most out of the team, making sure they have the necessary resources to match their capacity at a specific point in the project is key to maximizing productivity. To create that optimum workflow structure requires a work management methodology.
Work management is the intersection of business and team processes to structure workflow so that teams work more efficiently. It’s a way to manage the team and the way they work to assist with increased efficiencies.
This can be applied to the scope of the project or the organization of the project’s operations. Either way, the goal is to streamline these processes to better schedule tasks, meet the expectations of stakeholders, manage resources and evaluate performance to further improve productivity.
The cycle of managing work starts with identifying that work, planning and scheduling it, and then executing the work. Management of this work is important as can it improve performance.
Better performance is one of the reasons for work management, which leads to more quality deliverables on time and within budget. But work management also streamlines processes not merely to improve their performance but to reduce any redundancies that are unnecessarily taking up valuable time and money.
In short, work management is known to reduce waste. Getting rid of those activities that serve no purpose creates better projects.
But there’s more an active work management plan produces, such as fostering collaboration on tasks to work better together. Communication is the essence for all project management processes and so better communications are part of a work management program. It speaks to collaboration, but also clear direction.
Work management is about taking many of the different parts of managing a project as they relate to the team and integrating them into a system that boosts productivity. Therefore, work management touches many aspects of project management.
The elements of work management read like the features of a powerful project management tool. They incorporate resource management, collaboration, time and task management, budgeting, reporting and more. In a sense, work management is the hub around which all these spokes turn.
There are some common aspects to detail regardless of where you work. Collect these elements with the team’s involvement. The secret to a successful work management system is not to have it rigidly defined. It must be a living process that is constantly being reviewed and renewed.
Being transparent with the plan ahead, also seek feedback. This will lead to a happier, more creative and accountable team due to a building of mutual respect. Clear communication goes hand-in-glove with transparency. Good communication builds collaborative and productive teams.
Being open to feedback builds trust and retains employees, which leads to greater work productivity. Make everyone feel an integral part of the process and that their opinions are valued.
Giving the team, the tools to better collaborate is a driver to greater productivity. It also helps to solidify teams and boost morale, which in turn leads to greater productivity. This leads to trust, resources are hired for their skills and experience.
Factor to always consider is a team’s burn out, when delivering project the attrition rate of a team can be overlooked, always maintain a work life balance, without compromising the project time frame. Choose a mechanism to avoid burnout that works for the team, social events for example, collaborate with the team and determine what works.
Another problem is not dealing with issues as they arise in the project. This can be project or personnel-related. Either way, ignoring the issue will not make it go away. On the contrary, it will fester and grow, often to the point that it disrupts work.
Project Managers shouldn’t get in the way of their teams, but also need to have transparency in their work. To have access to a team management page which lists everyone, their tasks and the task percentage complete is a great help. This workload page can be used to determine if anyone is not performing because they’re over allocated. Then reallocate to free them up.
Having the tools to get a high-level view of the project with a real-time dashboard can assist. By automatically tracking project metrics and managing a team’s work load is no easy task, but following the steps mentioned should assist. Let us know your approach to managing a team, we would like to hear from you. All the very best on your project management journey.