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How to Make Sure Everybody Works on the Right Things at the Right Time

Prioritising and keeping everybody in-sync with the most important tasks of the day, week or month can be an immense task. Depending on the size of your team, the problem only increases if you don’t make sure to incorporate the appropriate necessary processes. Yes, processes is a boring word, and should often be kept at a low, but some processes are paramount to keep a productive team - well, productive.

One point of it is team utilization, avoiding over allocation, and making sure the allocations transform into actual actions - putting action behind the words.

As your team grows beyond 10 people it begins to make sense to begin implementing some of these processes we’ll be going through below. When you reach 10+ team members, the overview of time, tasks and workload begins to get out of hand. You naturally can’t keep the same level of attention on everybody and everything. There’s now simply too much that requires your attention.

In order to decrease the stress level of the project manager, and similarly keep the team calm and productive, tools for scheduling, task management, file sharing, etc. are highly useful. Not only do you move your thoughts out of your mind and onto “paper”; you also build a foundation for collaborative growth in your organization. Moving thoughts onto “paper” is a long known productivity booster, while decreasing stress levels at the same time. Making sure you are attuned and working on the important stuff, when that’s what’s on schedule for you, and else keep your mind fresh at all times.

The combination of scheduling and task management is often the most important step towards a more mature team. Task management keeps the prioritization right and makes collaboration possible, while scheduling makes sure that everybody knows what to do, when, and intelligent scheduling avoids tiring out each individual team member. Ultimately keeping everybody happy and productive on a daily basis. There are many tools out there that promises to take care of these things, separately, but that’s where we saw a problem that needed to be solved. Task management and scheduling shouldn’t be separated; instead they should go into the same pool, an intelligent pool of data that assists your team in staying on-track from day to day. Reaching your deadlines, budgets and planned scopes.

Forecast is an advanced, simple to use, all-in-one solution that brings all the important features into one platform. Your projects and tasks are directly assigned to each team member, and team members report time directly on each task. Making the intelligent scheduling able to assist you in making the right decisions, prompting you of potential bottlenecks that might arise in the future based on current and predicted estimates. And these estimates aren’t just magic, up in the air, numbers; they’re uniquely based on your team’s previous history of productivity and time. Making the system able to provide you with automagic estimates and insights all the way from the business level, down to the individual project, and further down to each team member. Combining these insights into an intuitive, interactive real-time experience.

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Simply assign tasks to team members from the project’s scope groups, or directly on each card (i.e. task). Go to the built-in scheduling module, get an overview and intuitively drag n’ drop things around. If anybody seems to be over allocated you’ll be noticed with a red warning, and you can simply use the ‘quick book’ button to assign more of the needed resources to the task in need.

To give everybody their own personal overview of what needs to get done, we’ve implemented a personally tailored to-do list; this is the default home page whenever anybody enters the Forecast app. Here you can easily see what’s up for you, filter them, and tick them off one after one as you hopefully nail the tasks.

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Moreover, by keeping everything inside one single solution you automatically avoid files and all the collaborative elements to be spread across sometimes a handful or two worth of tools that often don’t play very nicely together. They’re simply not meant, nor build, to work smoothly together. Sometimes another tool makes sense because it’s simply better, but often an integrated solution can greatly improve productivity and satisfaction over time if well thought through. Here it’s your turn, but we believe in our solution to be just that. Though in case you have any feedback or questions for us, we’re in fact quite friendly people here at Forecast. Reach out to us, and we’ll be just around the corner!

Stay tuned in the coming three weeks as we dig into the importance of precise estimates, how to set them, and how you keep a highly utilized team. What is a good utilization goal - 100%? And, what's best practice for tracking your business KPIs? All this and much more, coming up!

 

If you want to see a demo of what Forecast has to offer you; then book a personal 30 min. slot with our success team. We're looking forward to talking with you.

Kasper Nymand
ABOUT THE AUTHOR | Kasper Nymand
I'm Kasper, and I'm doing Marketing at Forecast. Besides that, I really enjoy experimenting with different projects to see where my imagination brings me.
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