Every business relies on their ability to manage time and work in order to be able to get the best results. Growing, scaling, expanding, Iit just isn’t possible without implementing a solid workflow structure and managing how it unfolds. Afterall, if you can’t manage it, you can’t measure it. So what is work management exactly and how does it optimize teams? Read on to learn more.
What Is Work Management?
In its most basic terms, work management refers to where the processes of the team and the processes of the business meet to form cohesion in workflows and output.
Work management software is especially helpful at orchestrating flow and delineating processes that generate information. Paired with online meetings using video conferencing software, a work management approach creates rhythm and visibility for everyone, from employees to clients, and streamlines processes for enhanced performance and results.
Work management can be drilled down to manage a particular project or individual. The work management process starts at the beginning of the project management cycle so you can gain a clearer understanding of the scope involved to better break down how a single (or multiple) project will unfold.
Work management affects how teams are handled. This includes:
- Managing individuals
- Overseeing workflow
- Directing the workload
- Allocating a task to teams
- Deciding what is priority
- Creating deadlines
- Updating clients and employees about changes or blocks
…all of which can be handled through work management software and further empowered via online meetings and video chatting.
Project Management Vs. Work Management
Project management is a holistic approach to the whole, whereas work management is an approach that combines project management, work automation and collaboration to empower teams to work better across all projects, tasks, deliverables, etc.
Project management helps to manage projects that have a start and a finish and clear roles for different employees. It may, however, discount emergency or ad-hoc projects, last minute clear cut tasks, and more. Plus, let’s take into consideration the time spent on emails, admin tasks, attending meetings and other items that aren’t work an employee was specifically brought on the team to do.
Why Is Work Management So Critical?
In basic terms: it improves performance. Just like with any managerial system or individual in a manager position, work management is another way of ensuring your team is working at peak performance to deliver the best quality at the most efficient delivery speed without having to exhaust finances. Reducing redundancies, identifying bottlenecks, determining time vs. budget can all be established with proper communication and strategies for the best work management system.
Breaking Down Work Management
The details will change from industry to industry and in between organizations, however, there are some commonalities, and common work management challenges too:
- Tasking Teams
When a new project comes up, organization and delegation comes first. It’s a manager’s responsibility to assign and allocate resources while also ensuring they have the right person for the job or task on top of making sure it’s done on time, and is high quality. It’s helpful to keep track of who’s doing what with digital tools and management software, while also sticking to a frequent virtual meeting schedule for status updates, check-ins and briefings
- Establishing The Line Between Urgent And High Priority Tasks
Especially if something pops up out of nowhere, there can be some confusion as to what needs to get done soon. Being aware of upcoming deadlines and having visibility of what’s in the pipeline creates a better understanding and vantage point for knowing whether to say yes or no to deliverables.
- Creating Deadlines For Tasks
A manager who has knowledge and experience will be adept at setting appropriate deadlines for tasks. The problems arise when deadlines change or there isn’t enough buffer time. End dates need to be clearly outlined and visible for all to see.
- Remaining Transparent With Clients
The general rule of thumb is to underpromise and overdeliver, not the other way around. Clear and concise conversations with clients and teams help to manage expectations and establish priorities so people are on the same page. It’s when changes and redirections to the project, deadline, and allocation of resources aren’t clarified that the project can be derailed or become more challenging.
With a proper work management flow in place that allows for consistent online meetings and updates, projects can take shape more accurately and stay on budget and on time.
Best Work Management Practices
Whether you have specific work management software or you have another system in place like routine online meetings, just know that it doesn’t have to be written in stone. The most effective work management is living and breathing and must be frequently reviewed. Here are a few dos and don’ts:
- Do Practice Excellent Communication
Build collaborative team environments with communication that is clear and timely. Establish centralized information and documents, frequent online meetings, and team gatherings. Instill a company culture of communication by agreeing on the rules of engagement: When is it best to email or have a meeting? Who is in charge of what and how can they be contacted? How are new employees onboarded? Where can employees go to ask questions?
- Don’t Avoid Transparency
Let team members know what’s going on as soon as it happens or as soon as it’s appropriate. Has there been a budget cut? A change in leadership? New business development? Keep people in the loop and mention the reasons behind the change when it’s suitable. Also, try to avoid obscuring important information. Rumors waste time and tear down morale.
- Do Encourage A Continuous Feedback Loop
For the best possible results, appreciation and opportunity feedback enforce better listening and encourage results. Not only does it build trust, it retains employees and makes people feel valued. Let feedback be part of the work management process for better productivity and less wasted time.
- Don’t Micromanage
Team members were hired to do the work. Once they’ve been given the tools and time they need, they don’t need to be watched like a hawk. Let them have access to the software and platforms that have the information they need and then trust them to accomplish what it is they’ve set out to do. In other words, brief them and set them up for success so they can work to their full potential uninterrupted.
Let Callbridge’s sophisticated video conferencing platform create connections to empower individuals and the work management tasks they face. With a video-centric approach that integrates seamlessly with other project management and business communication tools, you can optimize how your team functions immediately.