Businesses run on deadlines, and without those deadlines being met on time, the entire system might collapse. Therefore, scheduling your work to be able to organize tasks and keeping track of them is the best idea to avoid any mishaps. Task management tools are a great way to schedule your work as this software provides a platform to organize and manage your work.
This article will cover two topics – what is scheduling in project management and the importance of scheduling work on task management tools. Let’s have a look at the first topic.
What is Scheduling?
When a project is being managed, one of the first things you need to do is create a schedule. It means listing tasks and deliverables against each other, so everything runs smoothly and on time.
Some of the best project management tools like Clovine offer this scheduling feature. Scheduling is crucial for time management and the ultimate success of any project.
- Plan a schedule management
- Define the project tasks
- Place the tasks in chronological order of their importance
- Sequence the deadlines beside the tasks
- Have a rough estimate of resources to be spent
- Execute the schedule
What is the importance of scheduling?
Making changes manually every time a deadline or a task changes can be tiresome. This is why task management tools are so crucial for scheduling. It avoids a waste of time and resources while trying to make all the manual changes. Additionally, the software allows you to track and monitor team members’ progress concerning specific tasks.
You can mark the percentage of progress and update everybody about it. These tools are incredibly beneficial for collaboration and communication as well. Several reasons such as these make scheduling on task management tools essential. This section will discuss a few of those briefly.
First up on why it is essential to schedule your work on task management tools is because it helps in resource loading. Resource loading is a group of activities that includes planning, scheduling, and delegating the project resources in such a way that it yields maximum productivity. If a tool has a resource management feature but no scheduling, only half the job will get done.
With the scheduling feature, you can monitor who is done with what task and keep track of them. This helps in resource loading as you get to schedule and monitor the efficiency. In addition, you can balance different workloads using the scheduling feature and avoid a complete mess that might arise if you do not use the suitable task management tool.
As a project manager, your responsibility is not only to delegate tasks to the members and keep track of their progress but also to mitigate conflicts that might arise at any time. The aim should be to avoid a conflict in the first place. However, two types of conflicts are commonly observed in such projects:
- Overallocation of resources
- Dependencies that are broken or have gone missing
Project scheduling tools can help you manage conflicts that arise due to resource allocation, as we already discussed in the previous section. While this is relatively easier, broken dependency is a whole different ball game requiring different task management tools. A regular spreadsheet of the schedule will not help with broken or missing dependencies.
However, there is project management software that comes with a ‘conflicts monitor’. This can detect ‘broken logic’ within the schedule so that the deadlines remain intact and are not missed at any cost. So, if you are working with tasks of the dependency type, make sure to use a task management tool with scheduling features to help with such conflicts.
Yet another reason why scheduling your work on task management tools is essential is because these tools allow for a certain degree of integration in the project. You can manage multiple schedules simultaneously on software.
Imagine if two different projects have interdependencies. Changes in one will impact the other. How can you stay updated with these changes and schedule future tasks accordingly? Using task management tools, that’s how.
When a project schedule is present on a single platform, you get a bird’s eye view of the projects you are managing. This helps you delegate tasks better, handle deadlines effectively, and create accurate reports on the progress of the projects.
Being a project manager is often a daunting experience, but effective scheduling using the best project management tools can make it an exciting and satisfying experience. You can schedule tasks on management software without worrying about continuous manual efforts for the smallest of details.
We hope this article helps you understand how crucial scheduling can be to task management tools.