{"id":5178,"date":"2018-12-02T10:02:48","date_gmt":"2018-12-02T10:02:48","guid":{"rendered":"https:\/\/www.binfire.com\/blog\/?p=5178"},"modified":"2018-12-02T10:02:48","modified_gmt":"2018-12-02T10:02:48","slug":"task-management-fundamentals","status":"publish","type":"post","link":"https:\/\/www.binfire.com\/blog\/task-management-fundamentals\/","title":{"rendered":"Task Management fundamentals"},"content":{"rendered":"

If you do any meaningful\u00a0work in life, you do create and manage tasks. It is that simple! Task management is what all of us do at work and home.\u00a0<\/span><\/p>\n

Every day you have a huge list of tasks to manage. Granted, some days more and some days less, but work means working on tasks given to you or created by you.<\/span><\/p>\n

So if everybody is doing tasks and are familiar with them, why so many few people manage tasks properly? Why so many people are always behind?<\/span><\/p>\n

Good questions. The problem we want to tackle is how we can manage tasks properly every day?<\/span><\/p>\n

Hold on and I will cover what is needed to manage tasks properly and efficiently. This process helps to avoid burnout while working and have life\/work balance at the same time.\u00a0<\/span><\/p>\n

Sounds difficult or even impossible, right? Not really. The first thing you need to realize is that not all tasks are made equal.<\/span><\/p>\n

Task Management Fundamentals<\/span><\/strong><\/h2>\n

When managing tasks you need to consider three factors, Priority, Urgency, and Effort.<\/span><\/p>\n

Priority-<\/strong> Priority means how important this task is for your business bottom line. <\/span><\/p>\n

Priority is the most important factor among the above three factors we mentioned above. We use a five-point priority scale in our work as shown below. Tasks with higher priority have a higher weight.<\/span><\/p>\n

    \n
  1. Very High Priority (weight=5)<\/span><\/li>\n
  2. High Priority (weight=4)<\/span><\/li>\n
  3. Medium Priority (weight=3)<\/span><\/li>\n
  4. Low Priority (weight=2)<\/span><\/li>\n
  5. Very Low Priority (weight=1)<\/span><\/li>\n<\/ol>\n

    Urgency-<\/strong> The urgency means how urgent this task needs to be done in time. Some tasks if not time is a certain time cannot be done later.<\/span><\/p>\n

    As an example, if a customer needs something by tomorrow and if you can’t deliver, the deal is off, that makes that task high urgency.\u00a0<\/span><\/p>\n

    We use a three-point urgency scale to rank tasks. Tasks that take a shorter effort to finish have a higher weight.<\/span><\/p>\n

      \n
    1. High (weight=3)<\/span><\/li>\n
    2. Medium (weight=2)<\/span><\/li>\n
    3. Low (weight=1)<\/span><\/li>\n<\/ol>\n

      Effort-<\/strong> The last factor for raking tasks is the effort. The\u00a0effort\u00a0is the time it takes to finish a task.<\/span><\/p>\n

      We use a three-point scale for raking efforts<\/span><\/p>\n

        \n
      1. Long (weight=1)<\/span><\/li>\n
      2. Medium (weight=2)<\/span><\/li>\n
      3. Short\u00a0 (weight=3)<\/span><\/li>\n<\/ol>\n

        Notice in this system we give tasks which require less effort more weight than tasks that take longer to do. <\/span><\/p>\n

        In contrast,<\/span>\u00a0higher priority tasks and higher urgency tasks have more weight than lower priority and less urgent tasks.<\/span><\/p>\n

        The reason for this is simple, it is better to do small tasks as soon as possible and remove them from the list of things you need to do.<\/span><\/p>\n

        This type of task management has the psychological effect that shows progress and encourages you to keep working on your tasks until they are finished\u00a0 \u00a0<\/span><\/p>\n

        Starting a Project<\/span><\/strong><\/h3>\n

        When you start a project, take time to list all tasks that need to be done before the project is finished. Make this process a collaborative effort with your team.<\/span><\/p>\n

        If any task is too big and requires a lot of effort, break it down into smaller tasks. This process is called work breakdown structure or WBS for short.\u00a0\u00a0<\/span><\/p>\n

        Now that you have your task list, assign each task a priority, urgency, and effort.<\/span><\/p>\n

        Based on the above prioritization, you create a table which shows the importance of each task as shown below.<\/span><\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
        <\/td>\nPriority<\/strong><\/td>\nUrgency<\/strong><\/td>\nEffort<\/strong><\/td>\nImportance<\/strong><\/td>\n<\/tr>\n
        Task A<\/strong><\/td>\n5<\/strong><\/td>\n3<\/strong><\/td>\n3<\/strong><\/td>\n11<\/strong><\/td>\n<\/tr>\n
        Task B<\/strong><\/td>\n5<\/strong><\/td>\n2<\/strong><\/td>\n3<\/strong><\/td>\n10<\/strong><\/td>\n<\/tr>\n
        TAsk C<\/strong><\/td>\n5<\/strong><\/td>\n3<\/strong><\/td>\n2<\/strong><\/td>\n10<\/strong><\/td>\n<\/tr>\n
        Task D<\/strong><\/td>\n4<\/strong><\/td>\n3<\/strong><\/td>\n3<\/strong><\/td>\n10<\/strong><\/td>\n<\/tr>\n
        Task E<\/strong><\/td>\n5<\/strong><\/td>\n2<\/strong><\/td>\n2<\/strong><\/td>\n9<\/strong><\/td>\n<\/tr>\n
        Task F<\/strong><\/td>\n4<\/strong><\/td>\n2<\/strong><\/td>\n3<\/strong><\/td>\n9<\/strong><\/td>\n<\/tr>\n
        Task G<\/strong><\/td>\n4<\/strong><\/td>\n3<\/strong><\/td>\n2<\/strong><\/td>\n9<\/strong><\/td>\n<\/tr>\n
        Task H<\/strong><\/td>\n5<\/strong><\/td>\n1<\/strong><\/td>\n3<\/strong><\/td>\n9<\/strong><\/td>\n<\/tr>\n
        Task I<\/strong><\/td>\n5<\/strong><\/td>\n3<\/strong><\/td>\n1<\/strong><\/td>\n9<\/strong><\/td>\n<\/tr>\n
        Task I<\/strong><\/td>\n3<\/strong><\/td>\n3<\/strong><\/td>\n3<\/strong><\/td>\n9<\/strong><\/td>\n<\/tr>\n
        Task J<\/strong><\/td>\n4<\/strong><\/td>\n1<\/strong><\/td>\n3<\/strong><\/td>\n8<\/strong><\/td>\n<\/tr>\n
        Task K<\/strong><\/td>\n4<\/strong><\/td>\n2<\/strong><\/td>\n2<\/strong><\/td>\n8<\/strong><\/td>\n<\/tr>\n
        Task<\/strong>\u00a0L<\/strong><\/td>\n4<\/strong><\/td>\n3<\/strong><\/td>\n1<\/strong><\/td>\n8<\/strong><\/td>\n<\/tr>\n
        Task M<\/strong><\/td>\n3<\/strong><\/td>\n2<\/strong><\/td>\n3<\/strong><\/td>\n8<\/strong><\/td>\n<\/tr>\n
        Task N<\/strong><\/td>\n3<\/strong><\/td>\n3<\/strong><\/td>\n2<\/strong><\/td>\n8<\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Based on the list you have created and the importance of each task, now you can start working on your tasks.<\/span><\/p>\n

        In most cases, any task having an importance of 7 or less is not worth doing, unless you don’t have anything else to do.\u00a0\u00a0<\/span><\/p>\n

        The tasks with higher weight are done first and then you will work on the tasks with the smaller weight.<\/span><\/p>\n

        In cases when several tasks have the same importance, I will always tend to do first the tasks which have the least effort.\u00a0<\/span><\/p>\n

        How you manage tasks with the same importance depends on your preferences and how your organization is set up.\u00a0<\/span><\/p>\n

        The important thing for proper task\u00a0management is to have a system to prioritize tasks and work on them based on their importance.<\/span><\/p>\n

        There are many ways of viewing tasks in a project management software<\/a> or task management application.<\/span><\/p>\n

        My favorite view is the\u00a0Gantt Chart<\/a> view. You all have heard a picture is worth a thousand words, right?<\/span><\/p>\n

        Nothing comes close on viewing you tasks graphically spread over the time they start and end.\u00a0<\/span><\/p>\n

        This view instantly shows what you need to know. The critical path, the task dependency, which tasks are late, and which tasks are already completed.<\/span><\/p>\n

        If you want to learn more about the Gantt Chart, read this tutorial about the Gantt chart<\/a> and its benefits for your projects.\u00a0\u00a0<\/span><\/p>\n

        How to estimate effort?<\/span><\/strong><\/h3>\n

        Setting priority and urgency is easy and based on your business needs you know them intuitively.\u00a0<\/span><\/p>\n

        But the effort is different, how do you know how long a task takes? Most people guess, but that is not good enough.<\/span><\/p>\n

        There exists a scientific method called three-point estimation for figuring out a task’s duration. <\/span><\/p>\n

        Refer to an article called 3 point task estimation<\/a> in the Collaboration Corner for details on how you can use this method for better estimate task’s effort.<\/span><\/p>\n

        You can find more information about three-point estimation here<\/a> too.<\/span><\/p>\n

        When three-point estimation is combined with the identification of the critical path in a project, you get the best insight into your project.<\/span><\/p>\n

        You know when your project will be done and what you need to do to speed things up if you are falling behind.\u00a0<\/span><\/p>\n

        I love to hear about your thoughts on task management. Leave a comment below and I will reply. Based on our conversations I will update this article periodically.\u00a0 \u00a0 \u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

        If you do any meaningful\u00a0work in life, you do create and manage tasks. It is that simple! Task management is what all of us do at work and home.\u00a0 Every…<\/p>\n","protected":false},"author":2,"featured_media":5287,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[76,2,1],"tags":[7,23,136],"class_list":["post-5178","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-online-project-management-software","category-project-management-2","category-uncategorized","tag-project-management","tag-task-management","tag-work-management"],"yoast_head":"\nTask Management fundamentals - Collaboration Corner<\/title>\n<meta name=\"description\" content=\"Task management fundamentals is a set of rules on how to prioterise tasks for work and in life to achive maxium with the limited time all of us have .\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.binfire.com\/blog\/task-management-fundamentals\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Task Management fundamentals - 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