Effective T.A.S.K. Management
Leaders often find themselves doing everything. Sadly, many items on their to-do lists could have been deleted or delegated. Leaders must learn to free up their time and space in order to accomplish the important matters at hand.
Before we talk about the four factors for effective task management, here are a few important things to consider up-front when determining the importance of a task.
What will the task accomplish?
More important than accomplishing the task is to determine what the task ITSELF will accomplish. Is it urgent, important, or optional? In all of this, you must purpose to lean into the things that really matter. Do what MUST be done.
When you focus on the urgent, you weed out the unnecessary. Sometimes, it’s even possible to prioritize or opt for what’s important over the urgent. Some things are important, but very few things are urgent. Don’t put stars or 1’s beside everything. This preempts failure.
Who will the task benefit?
This is perhaps one of the most important aspects of prioritizing tasks. Who will receive credit for completing the task? Are you as motivated to accomplish the task if it benefits someone else? How will it further move your organization toward its mission and vision statement?
Often, tasks are assigned that have little or nothing to do with advancing the vision of leadership. Thus, in order for the right tasks to be implemented, a clear mission statement must be created and understood across your organization.
Why must the task be completed?
It’s not enough simply to know what needs to be done or how to do it. People are best motivated by knowing WHY they should do something. So, what drives you? What makes you wake up every morning? What inspires you? What is your purpose?
Before you create a list of “what to-do’s” for others, you must first inspire them to be connected to your why. People lack basic enthusiasm to accomplish tasks unless they are connected to an overall sense of why for your team or organization.
Four Factors for Effective T.A.S.K. Management.
Many leaders waste precious time, energy, and resources on accomplishing unnecessary tasks because they don’t take time to strategize. There are few things to consider at the onset of a goal that will help you create and accomplish tasks with greater speed and efficiency. Here are four important applications for effective T.A.S.K. management.
Time
Accountability
Supplies
Knowledge
Time
Important to a task is how much time it will take to complete it. What is the deadline? Is there some flexibility in your schedule or does the task have a hard completion date? Often, this element of a task sets the level of priority more than anything else.
Of all the things in a task, having a solid timeline will hold you more accountable. Not only will adopting timelines increase the chances that your tasks will get accomplished in your list of priorities, it will also help you establish which tasks are priority.
Accountability
It is critical to determine who has the authority and who will be held accountable for the task. The buck has to stop somewhere. Who will bear the weight of the responsibilities and the consequences of failure? This must be clearly agreed-upon from the beginning to prevent passing off blame.
It is also important to note that the person who is accountable doesn’t necessarily have to do the grunt work. Nevertheless, they are still responsible for the task being completed. Effective team management is crucial here.
Supplies
What items will you need to accomplish the task? Note your available and needed resources (i.e. finances, materials, people, etc.). Making a full list from the beginning will help you create and manage solutions instead of stumble into solutions, or in many cases, stumble out of them.
What will you need to purchase said items and what will this mean for your budget? Are there ways you can accomplish the task in a thrifty manner, or will you need to invest a considerable amount of finances toward it?
Knowledge
What do you need to know to accomplish this task? Will it require research? Is the task outside your area of expertise and experience? What books will you need to read or what courses will you need to take? Do you know any experts you can consult for answers and procedural input?
How much time do you have to learn what you need to learn before the task is due? It is important to reach out to people for input as much as you can. Don’t feel you have to know everything to get a job done.
