How to Manage Team’s Workload Using a Task Management Tool

Task delegation, workload management, and timely task completion are crucial in successful project completion. Have you ever felt that your team is skilled enough but not delivering their best due to the workload? This is due to inefficient workload management. As a manager, it is your responsibility to balance your team’s workload. You need to keep your team members motivated, focused, and productive. For timely delivery and achieving the milestones, a good workload management tool helps in workload management.

This blog discusses workload management and how a customized task management tool can help you achieve this seemingly difficult task. As a team leader or project manager, you must know the meaning of workload management, so we will start with the importance of workload management in modern enterprises.

Importance of Workload Management

A recent report shows that 80% of global knowledge workers feel overworked and close to burnout. What’s more, around 82% of workers have said that they feel less engaged at work when undergoing a stressful work situation. Here, workload management comes to the rescue. It enables you to distribute tasks across your entire team more effectively. As a result, employees feel less stressed and overworked. 

Workload management can provide you the real-time insight into the tasks of your team members with the help of advanced tools so that you can manage the workload effectively and in a balanced way.

Let’s go through the top five reasons why you need workload management at the workplace

1. Get a clear view of the status of your project

2. Identify the process that slows down the work

3. Stay informed of deadlines and project budgets

4. Ensure proper resource allocation

5. Close communication gaps across various department

In a nutshell, a work management tool can bring all your team members onto the single platform thereby saving time and effort. 

It’s time to dig deep on the ways through which you can effectively manage workload using a customized team task management tool. 

How to Manage Workload using Task Management Tool

According to a report from the International Institute of Directors and Managers, effective workload management is a skill possessed by relatively few individuals. Fortunately, advancements in technology offer a solution. Advanced and customized task management tools can facilitate communication and keep every team member informed, while also empowering project managers to manage workloads more efficiently.

Here is a step-by-step guide to managing workload successfully using the task management tool. 

1. Introduce Task Management Software

Without a centralized system in place, every team member uses different tools and ways for task management. However, this difference creates hurdles in assigning a task to members and monitoring their progress. Sometimes this way of workload management adds extra burden to the team. Therefore, it is necessary for the company leadership to introduce single task management software or workload management software. 

Once you introduce a good task management software to your business, it serves as a centralized repository for business records and a comprehensive tool for managing employee workloads. While choosing the task management software, you need to focus on key features like Task Management, Workload Management, Task Tracking, Task Delegation, Workflow Management, etc. Globally accepted and reliable task management tools like TaskOPad can be an ideal option to boost employee productivity and reduce workload stress for your team. Even a non-technical person can also use this tool easily due to its simple interface and wide range of features.

2. Define Team’s Capability

Effective workload management requires a proper understanding of the team’s capacity. 

Here are some of the simple steps to identify the team’s capacity and the individual’s efficiency-

– Make a task list for the project

Begin by breaking down a specific project into manageable tasks, ensuring even seemingly trivial tasks, such as inbox management and process documentation, are included. Utilize a task management tool to create and organize this task list, categorizing tasks by department for improved clarity and workflow.

– Delegate tasks

Here it is fair to mention that there is no need to distribute an equal number of tasks to every employee. You need to delegate tasks as per the working style, turnaround time and skills of your employees. For example, task assignments should be done in a way that technical persons should get tasks that need technical expertise, and admin people can get the tasks related to administration. 

While delegating tasks to your team, consider their feedback and suggestions. Every team member possesses a specific set of skills, the tasks should always be delegated considering their skills. You can set a daily capacity for all employees in the task management tool. It will help you delegate tasks to them in the future. Another important point is time estimation for every task. You can use a time tracking tool of the task management software. Time estimates can enable you to predict the tentative deadline when your team will deliver the work. 

Also Read – How Task Management App Helps Managers in Task Delegation

– Focus on priorities

The project manager should identify the tasks or deliverables that need immediate attention and have got ASAP status. When you keep the focus on your priority tasks, you can meet the deadlines easily. 

3. Allocate Resources

After considering all relevant factors and prioritizing tasks, identify the appropriate resources for each. As a project manager or team leader, prioritize assigning the highest-priority tasks first and schedule all tasks according to individual capabilities, paying close attention to due dates and deadlines. The task management tool offers a timeline or calendar to monitor workloads so that you can balance every employee’s workload. 

It is crucial to assign tasks to individuals with the necessary skills and experience to ensure successful completion. Here, the management needs to ensure that the right people are assigned to tasks. In other words, the project manager needs to keep the employee’s skill sets and experience in mind while allocating tasks. 

4. Adjust Workload

This is one of the most important factors of workload management. When adjusting workloads, the first step is to identify the specific areas requiring change, which could include a particular project, daily duties, or departmental responsibilities. It is better to set a regular 1-1 check-in with the team members to know whether the employee feels overloaded or faces difficulties in accomplishing sub-tasks. This helps you identify the area or resource under workload. 

The task management tool enables managers to monitor or track how every employee is managing their workload. You can reassign tasks or projects to other members if you find any discrepancies or issues in accomplishing tasks.

5. Improve Collaboration and Communication

A reliable and feature-rich task management app can help you improve collaboration and communication. This is particularly important when workloads are heavy and tasks are complicated. You can encourage your team to develop their own way to manage their workload by using the same workload management tool. 

Every team member needs to check-in regularly and you can organize one-on-one meetings every day to discuss individual workloads with your team members. A user-friendly task management software like TaskOPad can enable you to leave a comment on every task and the team members can get instant notifications. Your team member can easily resolve the comment after completing the task. 

Finally, you can also consider automation for mundane and repetitive tasks to maintain the employee’s efficiency and productivity.

Let’s Reduce Your Team’s Workload

A proper workload management is essential for respecting the timelines set for project deliveries, while protecting your team’s interests when they deal with a heavy workload and hectic schedule. A robust task management tool or a customized task management app can work wonders for this.

You can reduce your team’s workload with TaskOPad, which is such a reliable and dedicated task management software. It can manage various processes like workload distribution, creating reports, and tracking team progress for ensuring the growth of your business.