task assignment description

GitScrum Skyrocket Productivity

How to write clear Task descriptions to guide your team

Daily Communication Challenges at Tasks

Do you face a lot of struggles with your team , when delegating and writing tasks on your project management tool ? Managers have limited time to invest in writing descriptions, that’s true. And teams are learning they need to become more and more autonomous. Even so, do you still feel it is hard to be understood when you dedicate time to writing tasks?

Why can’t people just deduce or search for what looks so evident to you?

“Sometimes the first duty of intelligent men is the restatement of the obvious.” George Orwell.

Some Team Communication Principles

So, there are a few factors you must consider when writing tasks.

First of all, before thinking of your message (the Task), you must consider your audience – that means your team. You might coordinate a small team, or a large multi-cultural squad with people who work in very different professions and regions. In any case, there will always be some level of communication and language challenge. It just could grow more complex.

Notice, when we say “language” here, we are not talking about your mother tongue. We’re talking about your cultural references, your knowledge, your usual language, technical vocabulary and the references each tribe is able to comprehend. It’s 100% possible that two people speak English, but they use slangs or their niche glossary in Task references and find it hard to communicate.

So, of course, there is no magic formula to implement universal communication . However, yes, there are some good practices that can help you avoid misunderstandings.

Best practices to write clearly and engage your team :

• Tell your team, in advance, they must research unknown acronyms and names, behave autonomously about Tasks, adopt a “go getter” attitude;
• Avoid unnecessary slangs, unless you work in a small team and you’re sure everyone knows them;
• Direct technical language only to the professionals who use it (programmers’ vocabulary to programmers);
• Define the target language and format of the Task, if it’s not the same one you are using to communicate on the Board (e.g., “write a text in German”);
• In case you didn’t establish a standard so far, mention where and how you expect to receive the Task, besides the due date (for example: “the samples must be saved in our Project Documents, within the Task given date”).

Tips to Write Clear Task Descriptions

Introduction.

Help the responsible team members to understand the Task , by describing its context. The context includes what the Task is about, and why it has to exist. Tell them the reason for creating it, how this Task will contribute to the Project. Finally, tell them what they must do. All this will help them to understand the Task, and feel motivated to do it well.

Mention related Tasks and actions

Telling the Task history is important. That means if there are other related tasks, if it is an unprecedented Task. Even in this case, you can mention previous conversations/event(s) you had with the top management, which led to the Task creation . This is also part of the Task context and helps the assigned team member understand it. It’s particularly important when it’s more than a trivial Task, but something you want him/her to dedicate special attention to.

Use References

Including references is the most direct resource you can use in a Task, besides the text description itself. You have numerous possibilities to guide your team and help them better understand how to execute a Task:

• Benchmarking and include URL links about what your competitors are doing;
• Include URL links with interesting media reports concerning the Task theme;
• Embed Youtube videos to inspire the Task execution;
• Include document attachments, like specific guides and manuals;
• Insert relevant reference images – pictures, illustrations and charts.

Create Task Checklists or SubTasks

When you have a Task that’s a little more complex or extensive, it’s recommended to organize it, by creating a Task Checklist or including subtasks under the main Task. This way, it will be easier for the assigned team member(s) to report you their accomplishments, as long as they finish them. It works better than considering all the Task as a whole, because you can track its progress gradually.

Furthermore, it is also more didactic and motivating for team members to “win” steps and understand them sooner, than having to complete them all together only in the end.

Compare an example and see which one looks the best:

“Organize Company Event: book location, hire musicians, prepare invitations, control rsvp, parking, hire catering, hire waiters, check fire/safety, sound/light, partnerships, budget $3,500.”

“Organize Company Event: plan 2022 opening event for 50 people (collaborators and top clients). Style: informal/executive happy hour (19h) – book location (with catering, waiters, parking); – check fire/safety – hire musicians – prepare invitations (image) – control rsvp (whatsapp) – sound/light – partnerships (decor, gifts) Total budget $ 3,500.”

Whenever it’s possible, inform the list of necessary resources and tools for the Task to be accomplished.

If there are credentials or legal issues involved, you should indicate the way to obtain them, to learn or study and become enabled to accomplish the Task. If other people already did the same Task in the past and could share valuable learning, you could help by mentioning them or informing the standard procedures.

Anticipate these data and avoid the need for collaborators to ask you and save time.

Suggestions and Examples

You can include suggestions, which means you are giving some freedom and space for the team member to analyze the Task and consider the ways to do the Task. This means the suggestions are to be considered, not ‘must have’ items. Most team members enjoy having the opportunity to create and innovate, at the same time that suggestions give them a hint of what kind of actions you expect from them.

In this way, you can consider the suggestions are not necessarily specific instructions of what they must do, but guidelines of what type of thing they must do. They give “the tone” of the Task and facilitate your communication.

You can give suggestions with references and examples, like this:

“Task: Write a text about our brand . (2 pages and 1/2 page versions); Suggestion: follow emotional approach, story-telling style like the Lego example below https://www.youtube.com/watch?v=NdDU_BBJW9Y “

Indicate support

Let the team member know who to look after, in case he/she needs technical support for the Task. Does it sound obvious? It’s not always so! Some Tasks are specific and involve suppliers or people who were once in charge of it in previous editions. You can also save time by mentioning who the responsible worker must get in touch with.

Mention mandatory, desirable and optional items

Task descriptions are usually proportional to their complexity. So, in case you are writing a description for a complex Task, you can consider including these items as a form of organizing your requests and keeping flexibility.

Task: Write a text about our company brand. Mandatory: Mention date/location founded, talk about today’s users. Desirable: Talk about the person(s) who inspired it. Optional/suggestion: Mention the brand social projects.

Leave priorities clear

Your Task description must be enough for your team member(s) to identify the Task priorities at once and execute them. If you prefer, in some cases, you can choose to describe your Task or Sub-Tasks already in a priority order, showing how the team member(s) must do them. This will make the Task understanding super clear and fast. However, this format is only recommended when you consider there is only one reasonable order to execute the Task. Otherwise, you would limit your workers’ freedom to decide what to do first and reduce team’s autonomy .

Task: Organize Instagram Live with Client 1- Define Guest Client 2 – Book Date 3 – Publish online invitations 4 – Live Broadcasting

Give straightforward instructions and see your team members work faster with GitScrum !

The art of creating clear task descriptions: a step-by-step guide

The ancient developers said there was once a task where the client's wishes were described so clearly that they created a perfect product that met all the client’s expectations! We’re just joking! However, the importance of the task is big enough to write a separate article about that. So, how to make your request clear enough to get the desired result? Read further in our article about the pitfalls you may face and how to overcome them, about the best practices and their value.

Why is there so much noise around these tasks? The answer is quite simple: the result entirely depends on how clearly and in detail you describe your wishes. A straightforward task that contains a transparent request, a complete description of your vision, and is easy to understand means the team of developers won’t spend another week to clarify each detail. We don’t say the communication ends here; of course, there will be other meetings to discuss this or that milestone - however, a well-put task description saves a lot of time. So, what can one do to ease up the process? First of all, it is important to discuss the project with stakeholders and put all ideas together. A so-called brainstorming would suit the best. After that, you can create a united document describing the project idea and the results you want to get in the end. As the next step, it is essential to meet with the development company to tell them about your business, its values, and your goals.

If someone believes the task is not that necessary and everything can be done on the go, then here is what the lack of knowledge usually leads to:

• stress and high pressure
• missed deadlines
• budget overrun
• time spent in vain

All that can be easily avoided if you follow a couple of simple rules. Keep on reading to find out the solutions we’ve discovered through our working experience.

As was already said, the developer must understand both the idea and the client’s expectations to reach the best results. But how to make that real? Here are some tips for you to use in your future projects.

One of the best things that could be done before the cooperation starts is to create a thorough presentation of your desired product. This is what should be included:

• a full description of the project
• which problems is the product going to solve?
• business requirements, including the expected and actual results
• clear deadlines

With such a document, the development team will get a good understanding of what the client expects and will be able to estimate every step and set deadlines for each milestone.  

Work on the definition of done

The DoD (Definition of Done) is a certain list of items that must be done before the project is considered to be finished.

Of course, the set of these sub-tasks differs from business to business; however, a basic DoD includes but is not limited to the next items:

• code is reviewed
• code is approved
• code is deployed to the test stage
• feature/code is tested
• project documentation is provided
• the final result is approved by the stakeholders

Having a clear set of things to be done saves a lot of time as it leaves no room for guessing. Take care of DoD beforehand, and the released product will definitely meet your expectations.  

Build connections

Don’t forget there is a history behind every project. So, link every meaningful conversation, presentation, or event which led to the task creation. The more details you give, the better. Some may believe all these parts of the process are not that important. However, the context helps to get a fuller view of the project and keeps everyone on the same level. If there is something that needs special attention - specify it.

For a clear task, it is important to understand how the product should work for the end user. Unfortunately, we often face situations when tasks describe specific features, but at the testing stage, it turns out that the user flow does not have a clear logic. Because of this, the project becomes much bigger, the task scope expands, and it creates both stress for the development team and additional costs for the client. 

Take care of the user story; it will help to make sure that tasks are related to each other and that the development follows a specific plan for the development of a product or implementation feature.

References make your project description stronger

Using references when preparing a task for a developer eliminates numerous questions. When your every requirement or statement is linked, the development team can clearly understand the point of view and use it while working on the project. Here is what can be used:

• the competitors' analysis and what works the best on their side
• links to resources that got you inspired
• helpful Youtube videos to explain some steps
• Links to vital documents, images, etc.  

Tools that can help make tasks more clear for understanding

Loom is a service that allows you to record video of your screen conveniently and effortlessly. This way, you can improve the quality of comments perception by the development team and all stakeholders. Do not forget that the perception of information is a very important aspect, and by using video recordings, you can save both your efforts in the future and the understanding of a specific task by the development team.

Figma/sketch/wireframe Now we are talking about services that can help visualize your ideas. In the classical format of working on a project and tasks, for example, Figma is used as a tool for creating a website design by the designer, while the customer/stakeholders for the project only communicate with each other through comments. In such a format, it is very easy to get caught in the "array of comments", which leads to a misunderstanding of the changes that need to be made.  To avoid this or to set the task in the right direction, I would recommend mastering these services at least at the "beginner" level. This will allow you to visually express your wishes, and even create simple prototypes, which will help the task to be more understandable and easier to implement.  P.S. Such sketches are useful both at the stage of creating a design and preparing a task scoping for the development team.

Diagrams.net, Google Drawings, Figma Jam These services can be useful for creating architectural solutions and building the logic of interaction between functions on a website. For example, Diagrams.net has a large pool of tools that almost automate the work with diagrams. You can easily build hierarchies and specify flow endpoints.  

Your suggestions guide the team

When a client gives suggestions, that means the developers have some room for imagination and freedom to choose the ways of implementation. Suggestions are not obligatory and can be just noted. When it’s a new project from scratch, most IT experts like to bring innovation or creativity. Your suggestions will help them stay in the right stream and create a product that meets your expectations.

Set the priorities

If there is a specific order of the sub-tasks and it influences the whole process, this should be defined. Otherwise, the team will prioritize all the tasks themselves, which may change your deadlines. For such cases, use epics and substuck/child tasks. Fill epic with general information about the work scopes, add workflow diagrams, and a clear description. Also, we recommend adding checklists to epic according to child tasks and prioritizing them in order of execution.

Keeping contact with the development team and evaluating their effort is crucial for a positive outcome. There are multiple studies out there on the Internet showing that every person needs feedback on what they’re doing. This helps to maintain us motivated and happy with our productivity and guides us.  As the project goes on, the developers need to hear the client’s comments on the tasks to understand whether they need extra details or if they are moving in the right direction. This is what you should keep in mind when providing feedback:

Make comments on time A stitch in time saves nine. Which means every response must be made promptly. Switching between the tasks for a developer is time- and labor-consuming. So, giving feedback on every sub-task right after you’ve got a notification is more efficient and saves your budget from unnecessary exceeding. Appreciate the effort and creativity the developer puts into the product because teamwork always pays off.

Be precise Sometimes clients forget that IT experts prefer clarity and intelligibility. Writing poems won’t help. Form your thought as straight as possible, don’t forget about the language you use (it should be understandable), and keep it short. Irrelevant and long discussions may lead to misperception and the point where the developer can’t understand whether you want something to be changed or not.

Think twice Frequently, a client extends the scope of work right during the conversation with the developer or while they provide feedback on the task completed. It’s better to avoid that, or you risk meeting over-budgeting and breaking the deadlines. Of course, there are some cases when you really need to add extra features as they are required by the architecture or just better fit the product. However, every additional task must be thoroughly considered.

Preparing to create tasks

If you create tasks based on the needs collected from the customer:

• Collect all possible needs from the customer. Including comments, documentation, screenshots, videos, etc;
• Organize the information in online documents like google docs; this will allow you to share them with the customer. He will be able to leave comments and work out the needs together with you; 
• Prepare milestone summaries in table format and estimate their time;
• Approve the scopes with the customer to outline a specific pool of work;
• Make sure you have a design ready for development;
• After that, you can break down milestones into tasks without fear that some part of the work has been missed.

Preparing to create tasks If you're creating tasks based on design

• Pay attention to the indents between blocks, text boxes, and content. There should be a clear standard for the size of the indents between content. If there isn't, be sure to discuss this point with the customer or designer before creating the task;
• Pay attention to UI kits. They are a must for clear implementation. Titles on the pages should go in order from H1 to H4 (if any); 
• Pay attention to the quality of images. If they are of low quality in the design, they will be of the same quality on the website. As a result, this can increase the project development time due to the expectation of high-resolution images;
• In most cases, it is necessary to have a design for different types of screens, not just 1440x960. In 99% of cases, web pages should be adapted to different screen resolutions; 
• If this is mobile development, then pay attention to the standards for different types of mobile devices, for example, material design for Android.
• The page pool must be ready and approved before the tasks are created, and development begins. 

These tips will be useful for starting work on the project and its successful launch.   

Giving precise requirements is vital for the development process to run smoothly. Communicating with the development team and doing it right moves you towards success. Still, if doing it wrong, it often leads to delays, failures and may even lower the team’s morale. The tips we have provided in our article may significantly ease up the whole communication process with the development team. To sustain efficiency and productivity on the highest level, as well as keep the development process on the go, providing IT specialists with just the project description won’t be enough. Give them your feedback, communicate with the team, and keep them updated - that’s what helps to reach the set goals.

Main navigation

test home link

12 Best Practices for Successful Task Assignment and Tracking

Build with Retainr

Sell your products and services, manage clients, orders, payments, automate your client onboarding and management with your own branded web application.

1. What are the top 12 practices for successful task assignment and tracking?

Key practices for effective task assignment.

The assignment of tasks should always be done strategically to ensure successful completion. Here are six key practices for successful task assignment:

• Clear and concise instructions: Always provide clear steps on how to accomplish the task. Vague instructions may lead to misunderstandings and poor results.
• Assign tasks based on skills and experience: Certain tasks require special skills. Assign tasks to those who have the skills and experience needed to perform them efficiently.
• Establish realistic deadlines: Set achievable deadlines to prevent unnecessary pressure and poor quality of work.
• Communicate the task's importance: Explain why the task is necessary and how it contributes to the overall project.
• Availability check: Make sure that the person assigned to the task has the capacity to do it.
• Empower them: Give them the freedom to do the work in their own way, as long as they meet the project’s quality standards.

Efficient Task Tracking Methods

Task tracking not only ensures timely completion but also guarantees that the quality of work is not compromised. Here are six efficient task tracking methods:

• Use of tracking tools: Implementing task tracking tools like Trello or Asana can automate the tracking process.
• Regular follow-ups: Frequent check-ins allow early detection of issues and timely resolution.
• Setting Milestones: Break down the tasks into manageable chunks or stages with set deadlines.
• Encourage self-reporting: Ask team members to provide status updates on assigned tasks. This makes tracking easier and instills a sense of responsibility.
• Document progress: Keep a record of task progression to easily identify bottlenecks and delays.
• Feedback session: Constructive feedback sessions aimed at learning can be helpful for future tasks.

Comparison Table for Task Assignment and Task Tracking

2. how can i effectively use these best practices in my daily work management, utilizing best practices in daily work management.

Deploying the best practices in your daily work management is all about integration and consistency. Whether you are leading a small team or managing a large project, the successful task assignment and tracking methods will boost productivity and keep everyone on the same page. Here's how you can effectively use these practices:

• Clear Communication: Always communicate task details clearly. Specify the project description, important deadlines, and the expected deliverables. Make use of tools like Slack or Microsoft Teams for smooth communication.
• Team Collaboration: Encourage teamwork, brainstorming sessions and ensure everyone contributes their ideas. Collaborative tools like Google Workspace or Monday.com can assist in shared work.
• Prioritization & Scheduling: Prioritize tasks based on their urgency and importance. Use scheduling tools, like Asana or Trello, to arrange tasks for all team members, ensuring they are aware of their responsibilities.

Implementing Task Assignment Practices

Assigning tasks effectively involves understanding each team member's strengths and weaknesses. The following steps are recommended:

Successful Task Tracking

Tracking tasks helps in maintaining the project's accuracy ensuring that everything is running smoothly. Adopting effective tracking practices can lead to a drop in missed deadlines, an increase in productivity, and a more efficient workflow. Here are some tracking methods:

• Use a Project Management System that offers real-time tracking.
• Conduct regular progress meetings.
• Encourage team members to provide progress reports.

3. Can these best practices for task assignment and tracking be applied to any industry?

Applicability of best practices across industries.

The best practices for task assignment and tracking are versatile, adaptable and can be beneficial to most, if not all industries. This includes but is not limited to the IT, healthcare, construction, education, and manufacturing industries. The principles of clarity, efficiency, and productivity that underscore these best practices are universal needs across business operations.

List of Industries

• Information Technology
• Construction
• Manufacturing

Each of these industries can make use of the best practices in their own unique way. For instance, in the IT industry, these best practices can be utilized to assign and track different coding or debugging tasks. In healthcare, these practices can be used to efficiently assign patient care tasks to different members of a healthcare team. In education, teachers can assign tasks to students and track their progress more effectively. In short, these practices foster a culture of accountability and efficiency.

Tabular Representation of Application in Different Industries

In conclusion, these best practices provide a standard system that is convenient, effective and that can be customized to any industry’s specifics. The consistent theme across all industries is to enhance productivity and optimize resources.

4. What is the first step one should take to apply these practices effectively?

Understanding the task.

The first step towards effectively applying the practices for successful task assignment and tracking is gaining a thorough understanding of the task at hand. To successfully delegate assignments and oversee their completion, you must grasp the task's specifics, objectives, and requirements. The following goals can guide you:

• Determine the nature and scope of the task: Exactly what does this task entail? What are its dimensions and boundaries?
• Identify the expected outcome: What should the ideal result look like once the task is completed?
• Analyze potential problems: What kind of issues may arise during the execution of the task? How can they be addressed proactively?

Establishing Clear Objective and Goals

Once you've comprehended the task, the next step involves establishing clear objectives and goals. These goals should ideally be SMART (Specific, Measurable, Achievable, Relevant, Time-bound). A well-defined goal gives a clear direction to the entire task assignment process. Consider the following points when mapping out your goals:

Identifying the Right People for the Task

Once each task has been clearly defined and its goals set, the next step is to assign the right people to the task. This requires analyzing your team's strengths, weaknesses, preferences, and workload. Here are some factors to consider:

• Skills and capabilities: Does the person possess the necessary skills and abilities to perform the task effectively?
• Workload: Does the person have the necessary time and bandwidth to take on the task?
• Preference: Does the person show an interest in the task? Are they excited about the work they're assigned?

5. Are there specific tools that help facilitate these best practices for task assignment and tracking?

Top tools for task assignment and tracking.

There are numerous tools designed specifically to facilitate task assignment and tracking. They range from simple to-do list apps to complex project management systems. Here are a few popular options:

• Asana: This tool is designed for both individuals and teams. It allows for task assignment, due dates, priorities, comments, file attachments, and progress tracking.
• JIRA: Popular among software development teams, JIRA provides a detailed view of ongoing tasks, project timelines, and allows for personalized workflows.
• Trello: Trello operates on a board-and-card system, allowing for easy visualization of tasks and assignments. It also supports collaboration and progress tracking.
• Basecamp: This is a project management tool that integrates discussions, tasks, files, and timelines in one place. It offers a clear view of who’s working on what.

Choosing the Right Tool for Your Needs

To choose the right tool for task assignment and tracking, you need to consider the size of your team, the complexity of the tasks, and the specific features you need. Equally important is the user-friendliness and cost of the tool. Here's a simple comparison:

Consistent Use of Tools

Regardless of which tool you choose, consistent use is essential. All team members should be trained on how to use the tool effectively. Regular updates and reviews are also crucial to keep everyone aligned and ensure smooth progression of tasks. Remember, a tool is only as good as how you use it.

6. How does clear communication help in successful task assignment and tracking?

Benefits of clear communication.

Successfully assigning and tracking tasks in any business or organization often hinge on clear and effective communication. With effective communication, team members can understand their responsibilities, tasks can be properly tracked, and project deadlines can be met. There are several benefits that clear communication provides:

• Boosts Team Morale: When everyone understands their role in a project, they feel valued, which increases motivation and productivity.
• Prevents Confusion: Clear instructions prevent misunderstandings, ensuring tasks are done correctly the first time.
• Increases Efficiency: When goals and objectives are clear, teams can work more efficiently, saving time and resources.

How to Communicate Clearly

Implementing the right communication strategies can be crucial for successful task assignment and tracking. Here are a few methods to foster better communication:

Elements of Clear Communication

To ensure your communication is clear and effective, consider the following elements:

• Clarity: Ensure the message is simple, direct and that technical jargon is minimized where possible.
• Conciseness: Too much information can confuse. State only necessary details.
• Feedback: Encourage feedback - it helps affirm the message was understood correctly.

7. Why is it important to define expected outcomes when assigning tasks?

Importance of defining expected outcomes.

Defining expected outcomes is a vital step in task assignment and tracking because it sets the direction and provides a clear vision of what needs to be achieved. It helps in setting the standards, improving performance, and ensuring better accountability. The following points will further elucidate its significance:

• Clarity and direction: defining the expected outcome provides clear instructions to the task performer about what exactly needs to be achieved. It gives them a sense of direction and purpose.
• Performance measurement: With a defined outcome, it becomes easier to measure performance. The actual results can easily be compared against the expected results, simplifying performance appraisal.
• Increased Accountability: If expected outcomes are well-defined, it can help increase accountability. Task performers are more likely to take ownership and responsibility of their work, ensuring that they deliver the expected results.

Best Practices When Defining Expected Outcomes

While defining expected outcomes is important, it is equally crucial to ensure they are well drafted. Following are some best practices to consider when defining the expected outcomes:

Defining expected outcomes when assigning tasks is a fundamental step to ensure smooth progress and successful task completion. It not only provides a clear vision of what needs to be achieved but also facilitates performance measurement, leading to improved productivity and increased accountability. Employing the best practices while defining these outcomes can greatly enhance their effectiveness.

8. How can these best practices improve overall team productivity?

Enhancing team productivity through best practices.

Implementing best practices in task assignment and tracking can significantly improve overall team productivity. Effective task assignment ensures that the right tasks are allocated to the right people based on their skills, capabilities, and availability. This eliminates confusion, reduces the chances of mistakes, and improves efficiency. When tasks are tracked effectively, it's easier to identify bottlenecks, improve workload distribution, and ensure timely completion of tasks.

Key benefits include:

• Better task distribution: When tasks are assigned judiciously taking into consideration individual skills and capabilities, it ensures a better distribution of workload. This leads to improved efficiency and higher productivity.
• Proactive problem-solving: Effective task tracking allows for early detection of problems or issues that might arise during the execution of tasks. This allows for proactive problem-solving, ensuring the smooth continuation of work.
• Effective communication: These practices foster better communication within the team as tasks and responsibilities are clear. This reduces chances of misunderstanding or confusion, promoting a more harmonious and productive work environment.

Illustrating Productivity Improvement Through a Table

Here's a simple table illustrating the difference in overall team productivity before and after implementing these best practices:

9. What are some challenges one might face when implementing these best practices and how can they be overcome?

Challenges faced in implementing best practices.

When initiating the best practices for successful task assignment and tracking, several challenges might pop up which could hinder the effective execution of the process. Firstly, resistance to change is a common obstacle that organizations face. Employees might resist the new strategies brought about by these best practices, partly due to their unfamiliarity or because they feel comfortable with the old systems. Secondly, lack of adequate resources such as software and tools for task assignment and tracking can also pose a significant challenge. Lastly, the lack of appropriate training to equip the workforce with the necessary skills can impede the implementation of these practices.

Overcoming the Challenges

The good news is, these challenges aren't insurmountable. Here are a few solutions:

• Resistance to Change: This can be overcome by fostering a culture of open communication where the benefits of the new practices are clearly articulated. Regular feedback forums where employees' concerns can be addressed can also help ease the transition.
• Lack of Resources: For businesses facing this issue, it could be worth investing in project management software or tools which have proven to enhance task assignment and tracking. There are many budget-friendly options available.
• Inadequate Training: Conduct regular training sessions and workshops. Such initiatives would enhance employees' skills, thus boosting their confidence in using new systems.

Considerations for Successful Implementation

10. can these practices be adjusted for small teams or individuals, or are they only relevant for large organizations, adapting practices for different team sizes.

The beauty of best practices for task assignment and tracking is that they can be adapted to suit any team size, from large organizations to small teams and even individuals. Indeed, achieving productivity and efficiency is not merely the preserve of the big players. A small team or self-employed individual can efficiently manage their tasks by adjusting these practices to their unique needs.

• Small teams: Best practices can be refined to a simpler format for smaller teams. For instance, daily huddles could replace full-blown weekly meetings for status updates. Task tracking might also involve a more shared responsibility, with every team member being able to monitor and update their progress. Prioritization is still key, but it takes on a more immediate, flexible form.
• Individuals: For solo entrepreneurs or self-employed professionals, these practices can be tailored to personal task management. Clear objectives and deadlines are just as crucial and can be self-imposed. Tools such as personal to-do lists, digital diaries, or task management software can replace team boards and project management platforms.

Best Practices Table

To sum up, while these best practices were developed with larger organizations in mind, they are certainly not restricted to them. With some adjustments, they can offer immense benefits to the efficiency and productivity of smaller teams and individuals too. Therefore, it is important to experiment with, and adapt these practices to fit the specific dynamics and requirements of your working arrangement.

Best Practices for Successful Task Assignment and Tracking

Successful task assignment and tracking is often the difference between successful and unsuccessful projects. The following are the 12 best practices that can streamline your working process and ensure successful task tracking:

• Clarity: Make certain that instructions are clear and comprehensible.
• Define Objectives: Clearly state the purpose and outcome of each task.
• Relevant Skills: Assign tasks based on individual competencies.
• Priority Tasks: Highlight priority tasks.
• Transparent Communication: Maintain an open communication line to deal with problems quickly.
• Empowerment: Empower your team members in task management.
• Use of Technology: Utilize technology to track and manage tasks efficiently.
• Time tracking: Employ a software to track time spent on each task.
• Regular Updates: Showcase constant updates to keep the team on track.
• Project progress visualization: Represent the progression of the project visually for better understanding.
• Deadlines: Set realistic and flexible deadlines.
• Feedback: Regularly give feedback to promote constant improvement.

In light of the above-mentioned practices, the role of technology in task assignment and tracking cannot be overstressed. Several softwares are available in the market to help you streamline your task assignment and tracking processes but none are more efficient and user-friendly than Retainr.io .

Improve Your Business Operations with Retainr.io

Retainr.io is a whitelabel software that unifies all your task management needs. It enables you to sell, manage clients, orders, & payments with your own branded app, ensuring that all information is kept in one place, thus, making accessibility and tracking easier.

With its vast array of features, it empowers your team members by making task assignment and tracking seamless and efficient. It simplifies project management and enhances transparency in communication. The software's use of visual aids for project progress ensures that all team members have a clear view of where the project stands and what needs to be done.

So, harness the power of Retainr.io to ensure a well-coordinated, proficient, and successful execution of your projects. Start your journey towards efficient task management with Retainr.io today.

Fuel Your Agency's Growth with Retainr Accelerator

Uncover secrets, strategies, and exclusive blueprints to supercharge your startup's growth - from marketing insights to effective presentations and working with technology..

SOPs, Cheatsheets & Blueprints

Leverage 50+ SOPs (valued over $10K) offering practical guides, scripts, tools, hacks, templates, and cheat sheets to fast-track your startup's growth.

Connect with fellow entrepreneurs, share experiences, and get expert insights within our exclusive Facebook community.

Join a thriving community of growth hackers. Network, collaborate, and learn from like-minded entrepreneurs on a lifelong journey to success.

Gain expertise with recorded Courses, Live Bootcamps and interactive Workshops on topics like growth hacking, copywriting, no-code funnel building, performance marketing and more, taught by seasoned coaches & industry experts.

See why thousands of influencers &  entrepreneurs love Retainr.

"After fifteen years in the industry I thought the way I handled my clients was very efficient. And I did...That is until I ran into Retainr"

@retainr.io You heard that right—Retainr helps you sell your services, collect payments, manage clients in one powerful web app. Looking for more insights to help you tap into the power of Retainr? Check out our latest collab with @ari_travels #retainr #digitalnomad #travellife #freelancertips #entrepreneur #makemoneyonline2023 ♬ original sound - Retainr

@retainr.io Exciting news! 🌟 We're thrilled to announce our collaboration with @jarennsilverfox , a dedicated gym enthusiast and health coach! Thanks to Retainr, he can seamlessly offer his services online anytime, anywhere. 💪🏋️‍♂️ Say goodbye to the 9-to-5 grind in a dull office! Embark on your freelance journey with Retainr.io and unlock the secrets to transforming your business into a thriving online venture. Ready to make the leap? Click the link in our bio to start your new freelance era today! 🚀 #retainr #workremote #freelancelife #startyouragency ♬ original sound - Retainr

@retainr.io We're all about making remote work easier for people. That's why we've teamed up with @nyyahrose to show you the magic behind Retainr. ✨ #retainr #workremote #entrepreneur #freelancertips #digitalnomad #collab ♬ original sound - Retainr

Business owner

Productise your Agency with AI & Tech

Sell More with Retainr

From your own branded app to streamlined client management, Retainr.io empowers you at every step.

Join the league of agencies experiencing unparalleled growth, transparency, and efficiency.

Related Blogs

10 Reasons How Niche Targeting Can Benefit Your Small Agency

15 examples of small agencies excelling in niche targeting, top 5 industry-specific services every freelancer needs, 6 key steps to penetrate niche markets successfully, 7 inspiring examples of freelancers with exceptional industry-focused brands, how to develop a unique selling proposition for your small agency, 9 steps to choose the right industry specialization as a freelancer, how do industry-specific services impact freelancers' success, 13 must-have tools for freelancers to boost industry expertise.

How To Assign Tasks To Team Members Effectively? Our Full Guideline

How can I effectively assign tasks to people?

Why is it that despite assigning tasks, some groups reach peak productivity and project success, while others grapple with conflicts and burnout?

And how can I address and solve issues related to task assignment?

In this article, we’ll provide answers to all of these questions.

Ready to elevate your task assignment skills and boost your project success? Let’s dive right in!

I. Assigning Tasks: Quick Overview

1. What is task assigning?

Task assigning is the process of allocating specific duties to team members to achieve a common goal.

2. Why is assigning tasks to team members important?

Effective task assigning is crucial for achieving team goals and maintaining productivity because it improves:

• Fair workload distribution.
• Resource efficiency.
• Seamless team collaboration
• Simplifying project progress tracking.

There’s more.

As everyone knows their role, responsibilities, and how their work contributes to the bigger picture, they feel less confused and more accountable for their assigned task.

II. How to assign tasks effectively in a project?

Below are the best strategies, practices, and tips for assigning tasks to others effectively.

Stage 1: Before assigning tasks

• Understand the project & your team members

Ensure you get a clear understanding of:

• Project’s objectives, scope, desired outcomes, and any deadlines.
• Team members’ skills, strengths, weaknesses, and preferences.

This step allows you to match the right tasks with the right team member, which helps allocate tasks efficiently, increase productivity, and maximize project success.

• Break down the project into individual tasks

Follow these steps:

• Identify major components of the project based on its goals.
• Break components into smaller tasks.

This makes it easier for managers to allocate responsibilities and track progress while helping team members better grasp the overall process.

• Prioritize tasks

Prioritize tasks based on 3 factors: 1) urgency, 2) importance, and 3) complexity. Here’s how:

• Identify time-sensitive tasks.
• Address tasks contribute to your long-term goals and should not be neglected.
• Categorize tasks based on difficulty levels, and time and resources required.
• Create a priority list of tasks based on the combination of all three criteria.

This valuable step helps managers make informed decisions on which tasks to tackle first and find the right people to work on each task.

Stage 2: While assigning employee tasks

• Match the right person to the right task

Assign tasks to the most qualified people.

Start by allocating high-priority tasks to the first available person with the matching expertise. Schedule low-priority tasks.

Straightforward tasks can be assigned to less experienced members, while complex tasks may be given to those with advanced skills.

• Be mindful of your team’s availability.
• Set realistic deadlines. Ensure to give members sufficient time to complete their assigned task.
• If someone shows interest in a particular task, consider assigning it to them.

If you know your employees well enough, then make a list of dependable people who are ready to take on a little more duties.

Give them low-priority yet important tasks with authority.

• Communication

To avoid disputes, constant clarification, or errors, it’s important to help your team members understand:

• Project’s goals, desired outcomes, and deadlines.
• Tasks’ requirements and priorities, plus how they contribute to the overall project’s success.
• Who is responsible for which task and what is expected of them.

Tips: Use clear and concise language when communicating. Encourage employees to ask questions and seek clarification on the project and their assigned tasks.

Stage 3: After assigning tasks

• Monitor Progress & Offer Help

Check-in with team members regularly to see how they are doing and if they need any help.

Encourage them to open up and transparently communicate their concerns and challenges.

On your side as a team leader or project manager, be available to offer assistance if they encounter challenges.

This helps resolve issues and improve the task assignment process.

• Provide Necessary Resources

Ensure that team members have the necessary resources, tools, and information for their task completion.

Stage 4: After the task/project is completed

• Reflect on Past Assignments

After each project or task, take time to reflect on what worked well, what didn’t, and where certain tasks weren’t up to par.

Address any issues and offer feedback on completed tasks. Use this feedback to refine your approach in future assignments.

Recognize and reward everyone’s efforts and contributions. This helps keep employees excited and motivated.

• Continuous Learning and Improvement

Invest in training and development opportunities for your team to enhance new skills and knowledge.

Extra tips for assigning tasks effectively:

• Use project management software to help you manage workload, make time estimates, performance reviews, etc.
• Be flexible. Things don’t always go according to plan, so be prepared to adjust your assignments as needed.
• Don’t be afraid to experiment. Try different approaches to see what works best for your team.

III. How to assign tasks in Upbase?

In this section, I’ll show you how a project management tool like Upbase helps simplify task assignments, improve morale, and increase outcomes.

Quick info:

• Upbase organizes and manages projects by lists.
• Members of a list can’t see and access other ones except those lists’ owners allow them to.
• Upbase offers unlimited free users and tasks.

Sign up for a free Upbase account here , follow this guide, and take your task assignment process to the next level.

1. Break down projects into smaller tasks

Create a new list:

• Hover over “Lists” on the left sidebar to open the dropdown menu.
• Select “List”
• Edit the list’s icon, color, name, and description. Then, add your employees.

Add new tasks to the list:

• Navigate to the Tasks module.
• Create and edit sections.
• Add tasks to sections by clicking “+” or “Add task”.

Add new tasks via emails : Open the dropdown menu next to the list name, select “add tasks via emails”, and follow the instructions.

Add task details:

You can add specific instructions, priorities, deadlines, and other attributes to individual tasks and subtasks.

Keyboard shortcuts : Hover over a task card and press:

• “S” to set high priority
• “D” to open the Due date picker
• “C” to open the Tag picker

Upbase Tip : Use task tags to categorize tasks by urgency, importance, and complexity. This makes it easier to match the right tasks to people for later.

2. Assign tasks

Check your employee availability:

Go to the Members page, and click on the team member you’d to assess their workload.

You’ll be driven to a separate page that shows that member’s assigned tasks, along with their due dates, priorities, etc. You can also filter tasks by one of these attributes.

Use this page to check each employee’s availability and identify who can complete additional tasks.

Assign tasks:

Open the desired task, click “Assignee”, and choose the right team member(s).

Keyboard shortcuts : Hover over the task and press “A” to open the Assignee picker. Press the space bar to assign yourself. This way makes assigning tasks easier and quicker!

If you want multiple people to work on a particular task, consider dividing it into subtasks, give time estimates for each, and then assign them to the right team member(s).

Communicate tasks:

Use the Messages and Chat modules to communicate with your team.

Messages is best suited to show the big picture, like project goals, desired outcomes, everyone’s duties, and how their work contributes to the whole.

Make use of the comment box to encourage everyone to ask questions and seek clarification about the project or their assigned tasks.

Chat supports both 1:1 chats and group chats. It’s perfect for quick discussions about issues, task deadlines, etc.

3. Track progress

Upbase offers an array of tools for project managers to track the workload of other employees.

To track a project’s progress:

From the Tasks module :

Here, you can view tasks in a List or Board format.

The List format provides an overview of tasks, deadlines, priorities, and employees working on them, while the Board visualizes the project’s progress.

Besides, you can group tasks by due date, priority, assignee, or section. View tasks filtered by one or multiple tags. Or create a custom filter.

From the Calendar module:

It shows all the scheduled tasks within a project by week or month. It also allows you to create a new task or reschedule overdue tasks.

To track the progress of all projects in a workspace :

Filters : In addition to filtering tasks within a project, you can create custom filters across multiple or all projects in a workspace.

Schedule : It functions similarly to the Calendar module. The two main differences are:

1) Schedule is to track the progress of tasks from all projects while Calendar is to track the progress of tasks within a project.

2) Schedule offers an additional view, named Daily Planner.

Other tools for progress tracking:

My Tasks : A private place where you can get an overview of all the tasks you create or tasks assigned to you.

4. Encourage collaboration and provide support

Use Upbase’s Docs, Files, and Links to provide employees with resources, information, and tools they need to complete tasks.

These modules are available in each list, making it easy to manage project data separately. Plus, they all provide collaboration features like watchers and comment boxes.

• Docs : You can create native documents, share a doc’s public link, embed Google Docs, and organize documents by folders.
• Files : It allows you to upload/download files, manage file versions, embed Google Drive folders, and show files by Grid or Board view.

• Links : You can save URLs as cards, and then add descriptions, watchers, and comments.

5. Providing feedback

On the Tasks module, you can create a section, named “Review”.

When a task is completed, the assignee will drag and drop it here. Then, you, as a project manager will leave feedback on it via the comment box.

So, why wait? Sign up for a free Upbase account now and experience it yourself.

IV. Common mistakes to avoid

For successful task assignment, remember to avoid these common mistakes:

1. Fear of Assigning Tasks

Some people, particularly new or inexperienced managers, may hesitate to allocate tasks to others due to concerns about:

• The quality of the work
• Fear of losing control
• Lack of trust in team members

This fear can hinder productivity and personal growth within a team or organization.

2. Lack of Clarity

This means that the instructions and details regarding a task are not transparent.

Team members may not have a clear understanding of what they are supposed to do, what the goals are, or what the expected outcomes should be.

This lack of clarity can lead to confusion and misunderstandings.

3. Poor Communication

Poor communication can contribute to misunderstandings and problems in task assignments, too.

However, it addresses different aspects of the overall process.

Poor communication means that there might be a lack of information sharing or ineffective communication methods. This could include:

• Not providing updates
• Failing to ask questions when something is unclear
• Not actively listening to others.

Even with clear instructions, if there’s poor communication, the information may not be conveyed effectively.

2. Overloading

Assigning too many tasks to a single person or team can overwhelm them and negatively impact the quality of their work. It’s crucial to distribute tasks evenly and consider each individual’s capacity.

3. Ignoring Skills and Strengths

Neglecting to match tasks with team members’ skills and strengths can result in subpar performance. Assign tasks based on individuals’ expertise and abilities to optimize results.

5. Micromanagement

Hovering over team members and scrutinizing every detail of their work can stifle creativity and motivation.

Trust your team to complete their tasks and provide support when needed.

6. Inflexibility

Being rigid in task assignments can prevent adaptation to changing circumstances or new information. It’s essential to remain open to adjustments and feedback.

8. Unrealistic Deadlines

Setting unattainable deadlines can put unnecessary pressure on your team and lead to a rushed and subpar outcome. Ensure that timelines are realistic and allow for unexpected delays.

10. Lack of Feedback

Forgetting to provide constructive feedback or failing to seek input from team members can hinder growth and improvement. Regularly discuss progress and provide guidance when necessary.

In summary:

Successful task assignment relies on clear communication, matching tasks to skills, flexibility, and a supportive, accountable, and feedback-driven environment.

Avoiding these common mistakes will help ensure that tasks are completed efficiently and effectively.

1. What’s the difference between assigning and delegating tasks?

Task delegation means you give someone the authority to make decisions and complete tasks independently without constant supervision.

Task allocation, on the other hand, means you assign specific duties to someone, often with clear instructions, while retaining overall control.

A delegated task gives the team member more freedom to make decisions and determine how to produce the desired results. An assigned task is more limited because it’s based on instructions and under supervision.

In short, delegating tasks typically involves a higher degree of trust and empowerment than allocating tasks.

2. What’s the difference between tasks and subtasks?

Tasks are generally larger, more significant activities that need to be completed, while subtasks are smaller, specific components or steps that contribute to the completion of a task.

Subtasks are often part of a broader task and help break it down into manageable pieces.

3. Who is the person assigned to a task?

The person assigned to a task is called an “assignee”. They’re responsible for completing that specific job or duty.

4. Who should you delegate a task to?

Delegate a task to the person best suited for it based on their skills, expertise, and availability.

Choose someone who can complete the task effectively and efficiently, taking into account their experience and workload.

5. What is the best way to assign tasks to team members?

The best way to assign tasks to others is by considering each member’s strengths, skills, and workload capacity, and aligning tasks with their expertise and availability.

6. Why is it important to assign tasks to your team members?

Assigning tasks to team members is crucial because it ensures clarity, accountability, and efficiency in achieving goals.

It helps prevent duplication of efforts, enables better time management, and allows team members to focus on their strengths, ultimately leading to successful project completion.

7. How do you politely assign a task?

To politely assign a task, you can follow these steps:

• Start with a friendly greeting.
• Clearly state the task and its importance.
• Ask if the person is available and willing to take on the task.
• Offer any necessary information or resources.
• Express appreciation for their help.

8. How do short-term goals differ from long-term goals?

Short-term goals are specific, achievable objectives that you aim to accomplish soon, typically within days, weeks, or months.

Long-term goals are broader, more substantial objectives that you work towards over an extended period, often spanning years.

Short-term goals are like stepping stones to reach long-term goals.

One place for all your work

Tasks, messages, docs, files, chats – all in one place.

• Help center
• Terms of service
• Privacy policy
• iOS mobile app
• Android mobile app

Researched by Consultants from Top-Tier Management Companies

Powerpoint Templates

Icon Bundle

Kpi Dashboard

Professional

Business Plans

Swot Analysis

Gantt Chart

Business Proposal

Marketing Plan

Project Management

Business Case

Business Model

Cyber Security

Business PPT

Digital Marketing

Digital Transformation

Human Resources

Product Management

Artificial Intelligence

Company Profile

Acknowledgement PPT

PPT Presentation

Reports Brochures

One Page Pitch

Interview PPT

All Categories

Top 10 Task Assignment Templates with Samples and Examples

Simran Shekhawat

A leader’s task is to get his people from where they are to where they have not been.   - Former US secretary of Henry Kissinger

Kissinger’s vision of leadership has stood the test of time, and human endeavors. His thoughts on leadership reflect the importance of delegating or task assignment in a group setting, be it politics or business.

The importance of task allocation, management, and delegation of work to reach a pre-defined role cannot be overstated.

If you are large-scale business or a firm, it is tedious or troublesome to conduct meetings, design project outcomes, comprehend the project progress, and manage the nitty gritty of business. To ensure the owner or the management use their energies wisely, it is a better strategy to have a structured plan in place for task assignments across each level of your business establishment.

We, at SlideTeam, present to you our contemporary model of managing and delegating tasks that resolves this major pain point of businesses. It also helps you make efficient use of your time by following a schedule. Use our must-have business task templates to keep track of your business cycles.

Determine the schedule of your day with some of the daily task templates check out now!

The PPT Templates from SlideTeam comprehend your needs and give you both the outcome and the answer. Creating and adhering to a daily routine is essential for all aspects of life. Use these 100% editable and customizable templates with samples and examples to understand the significance of these. We promise to make your professional life easier, as they offer to organize, manage, and track down your project progress and streamline your business processes.

You must keep a record of updates on due dates and status. Check out some of weekly task templates. Click here !

Let’s dive into the task of work management with task assignment templates

Template 1 task assignment powerpoint ppt template bundles.

Delegating and accounting tasks is essential for proper functioning of an organization. To enable that, we have created one of our best task assignment PowerPoint Slides to help businesses distribute their work, use resources optimally, and enhance the working of their team members such that their contribution and expertise help the firm achieve their objectives. Bring in the power of this template to feature quality output, facilitate clear communication, strategic project planning, task budgeting monitoring, and evaluation of team and task performance against the milestones.

Download Now!

Template 2 Project Task Assignment Management Sheet with Related Issues 

Use this template as a primary project management document that summarizes work assignments and related problems. Use the slide to reflect changes in task status, issues resolved, and real-time project progress. Encourage team members to contribute to the issue log to foster a collaborative environment that facilitates open communication and efficient problem-solving. Through the integration of linked issues, this template seeks to facilitate the administration of project task assignments and promote a proactive approach to resolution of the issue and project success.

Template 3 Employee Onboarding Process Task Assignment Chart 

To ensure that every stage of the onboarding process is planned correctly and allocated, we welcome you with the PPT Template that lists employee onboarding process with task assignments. This slide is attractive as it visually represents tasks assigned and their status and a column for additional notes. With this, businesses can streamline their onboarding process by establishing project managing techniques of tracking and collaborations. Use the content in this template to help you finish your assignment on time or ahead of schedule. Download it to know more!

Template 4 Employee Weekly Task Assignment Schedule with Workload Status 

Creating a schedule demands foresight in that one needs to be prepared for unforeseen events. Make sure your work tasks and processes align with the necessary tasks to be completed. Use our professionally-designed employee task schedule template to facilitate task management. Determine the status of your work schedule, while listing it in workload categories to ensure timely project progress. Use this pre-made employee workload status template to help employees understand the gist of the work needed to be done to reach their goals and to help them provide suggestions on how to lighten their burden for the upcoming week.

Template 5 Task Assignment and Evaluation Matrix PPT PowerPoint Presentation Summary

Establish control over your project by making every team member or firm aware of the roles and responsibilities when performing activities. Ensure that everyone on a project team knows their function and how it fits into the larger picture; this task and assessment template aims to identify the roles and responsibilities of each member. This PowerPoint Template contains information you need. You can implement your daily tasks and present your data in a way that engages and informs.

Template 6 Weekly Task Assignment List with Status and Hours Budgeted 

This weekly job assignment PowerPoint Slide balances the action and budget hour and the relevant workload status. This comprehensive solution offers a one-stop shop for all your needs related to recording weekly activities. Use this slide to create easily navigable graphics that enhance staff productivity. Lay out your weekly and daily tasks along with those with features to explain project progress.

Template 7 – Task Assignment Tracker with Due Date and Budget Allocation 

This task assignment tracker facilitates the management and monitoring of project tasks by combining task assignment data, deadlines, and budget allocations in an organized manner. Construct an adequate representation of tasks assigned to employees and the time and budget required for completion. To maintain financial control, check the budget summary. Give every task its unique identification. Give a brief description of the assignment. Use this slide to depict how to set aside money for the project’s budget. Arrange the projected  cost and the actual cost incurred in a tabular format to learn the deviations and get better at budgeting. Change the task's state (Not Started, In Progress, or Completed). Tailor it to the listed requirements and match it to the intricacy of your undertaking.

Template 8 – Project Task Assignment Management Sheet with Related Issues

This template offers a thorough overview of project tasks, their assignments, and any associated problems hindering the project's advancement. Modify the template to fit requirements and the scope of your project. List out the task details with due date priority, last check-in, status, related issues, and additional notes if any. This template provides a comprehensive list of task assignments as well.

Template 9 – Task Assignment Schedule with Course Details

For instructional programs, training sessions, or any learning-related projects, arrange your course in a manageable way with this PPT Template. The assignment schedule provides a layout for project details that encompass listing out course details from the day of starting till the progress to date. Adapt the template based on the difficulty of the course. Update the schedule frequently to account for modifications to the dates, subjects, or assignments. Use this timetable to help you plan and monitor the course's progress.

Template 10 One-Pager Format of Project Task Assignment Sheet Infographic

Use this PPT Template to assess a software application's functionality. Consequently, determine if the generated program satisfies the requirements. This slide depicts project objectives, progress, and challenges. Provide space to include the project's name and basic details. Enlist to segregate tasks with phases, task details, and due dates. Illustrate phases in the project along with project closure. Use this PowerPoint Presentation to highlight the four-week project timetable and current accomplishments. This will enable you to run the programs to help identify software issues.

Create your task with us!

Design and create your business task with SlideTeam’s task assignment PPT Templates. These templates are created professionally to let your business organise and structure their assignments. Provide a comprehensive guide for individuals and team while helping them to track, prioritize, track project progress and manage activities and processes.

Do check out some of your best business task list templates. Click here to know more!

Related posts:

• How to Design the Perfect Service Launch Presentation [Custom Launch Deck Included]
• Quarterly Business Review Presentation: All the Essential Slides You Need in Your Deck
• [Updated 2023] How to Design The Perfect Product Launch Presentation [Best Templates Included]
• 99% of the Pitches Fail! Find Out What Makes Any Startup a Success

Liked this blog? Please recommend us

Top 10 Recruitment Timeline Templates with Samples and Examples

Top 5 Sprint Metrics Examples with Templates and Samples

This form is protected by reCAPTCHA - the Google Privacy Policy and Terms of Service apply.

Digital revolution powerpoint presentation slides

Sales funnel results presentation layouts

3d men joinning circular jigsaw puzzles ppt graphics icons

Business Strategic Planning Template For Organizations Powerpoint Presentation Slides

Future plan powerpoint template slide

Project Management Team Powerpoint Presentation Slides

Brand marketing powerpoint presentation slides

Launching a new service powerpoint presentation with slides go to market

Agenda powerpoint slide show

Four key metrics donut chart with percentage

Engineering and technology ppt inspiration example introduction continuous process improvement

Meet our team representing in circular format

How to Give Assignments to Team Members

Last updated on: March 21, 2024

The project has been divided into milestones, goals and objectives broken into tasks, and now it’s time to assign them. But as you open the project management platform, you’re faced with the unflattering process of wording the tasks, and choosing whom to assign them to.

Well, in this article, we offer advice on how to make that jumbled first moment a little clearer. There are actionable tips, learning the difference between allocating and delegating tasks, and suggested criteria on how to choose the best person for the job.

For a more precise overview, here’s a table of contents:

Table of Contents

How do you assign employees tasks?

We normally think that assigning tasks is a time-consuming process that focuses on clearing out task lists to keep the project going. However, task assignment should actually be a more employee-oriented process that requires additional dedication and effort, which yields incredible results. But what do we mean by that?

Properly assigned tasks push your employees, projects, and the overall company forward. Here’s how.

• They strengthen accountability and trust between managers and employees;
• They help teach new skills and perfect old ones;
• They allow employees to get familiar with other teams and avenues of work;
• It becomes easier to make project estimates;
• Makes for great bases for performance reviews, etc.

The list could go on, but we’ll stop there for now.

Of course, such long-term benefits don’t come without some proverbial blood and sweat in the planning stage. Let’s take a look at the general ideas on assigning employee tasks, and specific steps you can take.

Motivation comes from knowing the bigger picture

When we talk about the bigger picture in project management, we talk about each team member’s task affecting their peer’s down the line. Since all tasks are usually small pieces of the puzzle, it helps to remind employees how their work contributes. For example:

• A high-quality draft can make a great foundation for the final version, and it can be completed more quickly.
• A well-prepared presentation can shave time off unnecessary questions and additional email inquiries.

It comes as no surprise that people work better and are more productive, when they know that their work has an impact on the company level.

And so, when you assign tasks, try to emphasize how they fit in the bigger picture. Simply saying: “ You doing X will help with Y and Z ” and how it reflects on the project as a whole will let an employee know that the task they were assigned is important.

Get your employees excited to commit

Telling people about the bigger picture and showing them what’s possible can only get them so far. It’s enough to ignite the initial spark, but for them to fully commit to the task, you need to define what that task entails.

They should be able to picture how to go about the work, what skills to use, and how to reach the desired result. The clearer the instructions, the more motivated they will be to work.

Simply put, give directions on how the task should be done, and make sure they understand. You can’t read each other’s minds, so it’s important everyone is on the same page.

Ask for task transparency

One of the best practices a company can employ is transparency among coworkers.

This is achieved by having everyone input their tasks for the day in a timesheet. The purpose of timesheets is to get an accurate idea of what everyone is working on at any given time.

When people know who works on what tasks, it’s easier for them to know if a person is available or busy, how far along they are with a task, etc.

So, when you give assignments to employees, label them with deadlines. Alternatively, you can ask for employees’ assessments on how long the work would take them, and use those timeframes.

Source: Clockify team timesheet

Timesheets are a great way to keep an eye on tasks and the people doing them. You get to:

• see who struggles with what (helps assess people’s skill sets);
• who burns through their workload and is available for additional tasks;
• whether your time estimates need correction;
• identify any wasted time.

💡 If your employees are insecure about keeping public records of their tasks, here are a few resources that can help:

• How to create order in your daily work tasks
• How to be more efficient with your tasks

Keep a crystal clear timeframe

While we’re discussing timesheets and deadline transparency, it’s important to mention that the times you set for task completions need to be clear-cut.

As we’ve mentioned, the safest way to assign deadlines is to consult the employees. They are better at assessing how long it will take them due to the tasks’ difficulty, overall deadlines, the standards that need to be met, and the skill required to complete it.

When they get a say in how long they should be doing an assignment, people tend to feel more accountable for the whole process. They will do their best to finish in time, since they actively participated in setting the deadline.

Set very clear expectations

Assigning a task should always include your (the supervisor’s) expectations pointed out. For example:

• Does a logo pitch need as many drafts as possible, or just a few finished pieces?

If you ask a designer to make some drafts for a logo pitch, you must specify the kind of quality you’re looking for. Explain whether you are looking for some sketches and drafts for a brainstorming meeting, or if you want clean, presentable pieces to show.

Additionally:

• How many pieces should the designer do?
• Is there a specific color palette they need to follow?
• How important is the task? Is this the day they finally decide on a logo, or is it still in the brainstorming stage? (decides on the quality of the work itself)

Assigning the task using the above questions, you help the designer understand how much effort precisely they need to invest. They become more motivated with clear instructions, as they know what is expected of them. There’s no fear of having their work criticized for something that wasn’t communicated in the beginning. And on your end, it prevents breached deadlines or subpar results.

Avoid creating dependency by being less involved

It’s not unusual for employees to ask their supervisors for their opinion on a certain task, or their performance.

The problem arises when a supervisor makes themselves too involved with the process. When they feel like the project might fall apart if they don’t have their eyes on every moving part all of the time. And when you have, say, 20 people waiting for that person’s approval, advice, or consultation, the workflow runs into a gridlock.

And wait time is wasted time.

Plus, people lose motivation, patience, and grow frustrated, as they could be doing other things.

So, learn not to jump in every time people call for your aid. Assign reliable people who can address smaller issues, while you handle the big picture. Learn how to expend your own energy where it is needed more.

For example – making a pitch presentation for potential investors keeps getting put off because one person needs you to check a client email they want to send, another wants your signature on a form, and the third wants to ask something about employee feedback that’s coming up.

In order to not be stretched thin, and have your time wasted on menial tasks, here’s where you can start:

How to mitigate the risk of being over-involved when assigning

• Remember that you match tasks to people

Which means that, by matching the right people with the right tasks, your involvement will be minimal. Take time to carefully choose who gets to do what. What is the point of assigning tasks if they can’t be done without you?

• Have a 10-point scale to judge the importance of items

How important are certain aspects of your leadership role? Are you absolutely necessary in every meeting, or during every call? Which tasks need your approval, and which ones can be approved by someone under you?

Rank these items on a scale of 0 to 10, based on their importance to you and the project. Top priority tasks should get your undivided attention. And what can be delegated, should be.

• Analyze your schedule

Your energy and time are needed on a much broader scale. The best way to spot if you’re wasting time being too involved is to look at your schedule. Identify how much time you’ve spent on low-priority items, and assess which issues could’ve been solved without you.

• Take into account priorities and deadlines

Step in only when absolutely necessary. You are in charge of things getting done on time, by people most qualified for assigned tasks. Determine what your priorities are for each project, and concern yourself only with those issues, unless there is a risk of breaching a deadline.

• Formulate a list of dependable people

If you know your employees (or team members) well enough, then you should be able to single out those who are more dependable and ready to take on a little more responsibilities. Write out the reasons how they could help by getting involved on low-priority items instead of you. When the time comes, rally them and present them with the idea, keeping in mind that this solution helps push the project forward. When authority is delegated to several people, there’s fewer chances of a hold-up in the workflow.

This also falls into the realm of task delegation , which we’ll get into later.

How do you decide what tasks to assign to which employees?

1. assign based on priority.

Naturally, some tasks will be more important than others. When you break down a project into tasks , spend some time assessing their priority level.

High-priority tasks should be the first on your list to allocate. Whether it’s because they’re time-sensitive, or require more effort and dedication.

Low priority tasks can be allocated as fillers to the first available person.

2. Assign based on employee availability

Another factor to consider when assigning tasks is who is available at the moment.

As the project moves along, new tasks will be added. You will have to allocate new work, but odds are you won’t always be able to pick who you want. Especially if a deadline is approaching, the person with the smallest workload should be your first choice.

Overloading an already busy individual just because they’re more skilled or you have faith in them the most puts an unnecessary strain on them. It’s cause for frustration, poorer results, and decreased productivity.

And as we’ve mentioned, if you have a timesheet with an overview of all the tasks and employees working on them, it’ll be much easier to spot who is free and who isn’t.

3. Assign based on employee skill level

High-priority tasks should go to employees with more experience in a given field or skill. However, you should occasionally give such tasks to other employees as well, to help them grow and become just as dependable. Giving people challenging tasks that can boost their experience is essential to productivity and morale.

Not to mention you get to have multiple high-skilled employees.

Low-priority tasks can be assigned to anyone, despite their experience level. They’re a good opportunity to practice, pick up new skills, or get smaller tasks out of the way to make room for more important ones.

4. Assign based on preference

Last, but not the least, preference can also play a big part in how you assign tasks.

It’s a given that some employees will prefer certain tasks over others. So it could be good to assign tasks at a meeting with the team. As you discuss priorities, deadlines, and availability, ask them which tasks they would like to work on.

If someone shows interest in a specific type of work, they should (with some consideration), be allowed to take it. After all, people are more productive when they’re assigned to something they find new or exciting.

Note: Apply this rule with caution. Letting people do only the tasks they want can stunt their career growth. Getting out of our comfort zones and occasionally doing tasks that we don’t like is how we develop and learn. So, don’t forget to document assignments as you hand them out, to spot these potential issues early on.

Allocating vs delegating tasks

While semantically similar words, delegation and allocation in terms of tasks are two different things.

When you allocate tasks , you are assigning tasks without giving the employees much authority, challenge, or room to grow. It includes you keeping all of the responsibility – writing out the tasks, making deadlines, providing resources, tools, etc. These are usually recurring tasks that can become repetitive.

When you delegate tasks , you allow for some of that responsibility to fizzle out from your fingers. All you think about are the objectives, while letting the employees figure out the details and means to get there.

However, that doesn’t mean delegation is right and the allocation is wrong.

Task allocation has its own place. It is just as important, as a lot of tasks come down to repeated processes that are still vital to the project progress. Task delegation is just a good opportunity for employees to learn, challenge themselves, and assess their skills and performance.

When should you allocate tasks?

Management and BizDev consultant Artem Albul shared his concept on task assignment, which he dubbed an “algorithm”. He emphasized how these criteria are useful only and only when you wish that employees perform the tasks based on your guidelines and instructions (aka allocation).

Here is how Albul broke down the algorithm:

Source: Artem Albul, TWA Consulting

As we can see, task allocation, while the more “controlling” of the two, also gives in-depth instructions and asks for confirmation on task clarity. A lot of it comes down to everyone being on the same page, leaving little to no room for misinterpretation (but also creative freedom).

How should you allocate tasks?

With all that we’ve mentioned in the previous section, here’s how your task allotment could look like, step by step.

• Break down your project

Detail out the goals, objectives, and some individual tasks (not all, be careful not to start micromanaging). Place the most important deadlines.

• Prioritize tasks and sort them

It’s important to know what tasks need to be done faster/better, to properly allocate your resources and manpower from the start.

• Make a list of teams and team members

Assign team leaders (if you don’t have them), and alternatively, ask for their input on individual employees skills, for a more informed decision on who gets what.

• Schedule a meeting

Make a meeting with the team leads and go through the points above. Assign tasks according to each team’s availability, interest, and skill required to successfully push the project forward.

• As team leads – assign tasks further down the pipeline
• Track task completion and make necessary changes along the way

Whether it’s pushing deadlines, reassigning tasks, or shifting around resources. This is perfectly fine and expected, so long as it doesn’t happen on every task you’ve assigned. Then, it is an indicator of poor pre-planning.

• Offer feedback and write performances

Don’t forget to track the progress and make notes of important details that might help the next task allocation/delegation process. It’s also a useful piece of information for the employees on what they need to improve on.

Allocating tasks is somewhat more complicated than we want it to be. But, this kind of thorough research and preparation will make projects run more smoothly. Employees will also be more satisfied with their work, and there will be less hurdles as deadlines approach.

When should you delegate tasks?

Delegation is a great practice in trust for both the employer/supervisor and the employee. The employer learns how to give away some of their control over the process, while the employee learns how to take more accountability for their work.

This lets you focus on big-picture aspects of your job, since you deal less with assignments that are low-priority for you. You save time and energy, while helping others move up in their careers.

How do you effectively delegate tasks as a leader?

As we’ve mentioned, delegating includes more employee independence. There are some additional components which make this type of task assignment more appealing than allocation, with great opportunities for growth.

Focus on delegating objectives instead of actual tasks

When you delegate, you focus on the objective that needs to be done. You shouldn’t give employees a “color by numbers” instruction on how to complete a task.

Communicate clearly what the end result should be and what expectations you (or the higher-ups) have. Leave the means for reaching that end goal to the employees themselves. Because how you solve a task may be completely different to how they will. And that is perfectly fine, so long as the result is the one you are looking for.

Keep the objectives challenging

When the objectives you’re delegating are too easy, chances are the person will either procrastinate, or feel like you don’t trust them enough. And if they’re too difficult, they get frustrated, anxious, and begin to panic.

It’s a good idea to be aware of an employee’s skill level, so you can gauge how much challenge and responsibility they can take on. For them to be the most productive and achieve great results, they need to enter “the state of Flow”.

Source: Optimal Experience , M. Csikszentmihalyi

💡 We’ve discussed the state of Flow in more detail in an article on time organization.

Encourage discussion and feedback

Let employees voice their opinions on the topic.

They should ask anything about the task, the goals, or the overall impact their work will have on the later stages or others’ workflow. It means they are interested in the task, and getting involved.

And if they aren’t asking questions themselves, you can always nudge them into proactivity.

• Is there something you’d like me to clarify?
• Do you already have any ideas on how to go about the task?
• Is the time we agreed upon enough for you?
• Will you need other resources, tools, or support?
• Do you see any problems or risks?

Questions like these help them feel valued, their efforts acknowledged, and let them know you care about the task and how well they perform. Just be careful not to overdo it, or you’ll start to look like a micromanager.

Give employees free rein, but offer support

Speaking of micromanaging, delegation means you let people problem-solve their way out on their own. There should be no reason for a manager to step in and control or supervise any step of the process, unless absolutely necessary.

However, what you should do is let them know you’re available for any advice should they feel stuck. Just because employees get authority on a certain task, and are left to their own devices, doesn’t mean the project has to suffer until they pull themselves up.

From time to time, ask them if they need anything from you, and make sure they know you’re there for any kind of support, consultation, or mediation. ANother good practice is to also give them additional learning opportunities – such as training, conferences, courses, etc.

Delegate objectives that move people forward

Choose assignments that boost the skills and employ all of their experiences, instead of something that simply needs to be done. For example:

• Tasks that require they brush up on their team communication skills;
• Learning how to allocate smaller tasks;
• Supervising others’ work and doing quality control;
• Learning to work with a new tool;
• Holding a meeting (or more), etc.

Find out which skills your employees may want or need to develop, and then plan your delegations accordingly. You want them to complete the task while having learned something new at the same time.

How to choose who to delegate to

Paul Beesley, senior director and consultant at Beyond Theory proposed a nifty checklist for when you’re choosing an employee to delegate to. It’s meant to simplify and speed up the process.

To successfully complete the delegated task, your chosen employee needs:

S – the skill to perform and complete a task

T – the time to complete the task, and if needed, learn the required skill

A – the authority to handle everything concerning the task

R – the necessary level of responsibility

R – the recognition for successfully completing the task

This list is a set of important criteria that should be covered when you consider who to assign to a specific task. However, depending on your niche, type of service, company size and the project at hand, the criteria are likely to change. And it should accommodate your needs, not the other way around.

Common task delegation mistakes to avoid

With all being said, there are some common mistakes managers and employers make, sometimes without even realizing it.

• Being too vague concerning deadlines (using: as soon as possible, when you get to it, I need it by yesterday). It creates unnecessary pressure.
• Being unavailable for questions and concerns. While you shouldn’t micromanage, you should still be present for support if an employee feels stuck. Ignoring them or handing them over to someone else could cause distrust. However, if you are usually swamped with work, set consultation hours each day or week.
• Having unclear directions. Specifying the allotted time for task completion and expectations should be the bare minimum when delegating tasks.
• Not providing feedback. No feedback is worse than bad feedback. Employees need to be aware when they’re doing good work, as well. In one company I worked for, the mantra was: “If no one is complaining about your work, that means you’re doing good”. And while it sounds like sound logic, it actually caused a lot of frustration. We were left directionless, and simply “floating” from task to task, never knowing if any of them had a positive impact on our performance.
• Not listening to employees. Take into account how they feel about a task or the objective. Let them give you feedback and if there are potential problems from the get-go.
• Assigning other people to the same task. If you notice a person struggling, the first instinct should be to ask them how they’re faring, and if they need any help. Some managers tend to assign other employees to help them without consultation, which leaves a sore taste. The employee will feel even more incompetent and will be less likely to take on a similar task in the future.
• Assuming people will know what you mean. This is one of the biggest problems. When you’re formulating a task, be as clear as possible about the goals and expectations. Oftentimes managers think that these things are implied, but the truth is – no one is a mind reader. To avoid having information misconstrued or misunderstood, communicate clearly and directly.

There could be more mistakes, especially for every different field and industry. If at all possible, identify the most common ones, made either by you or your peers. Note down all the instances where certain tasks weren’t up to par, and see what you could have changed in your assignment process to fix it. Maybe there wasn’t enough time or resources, you were unclear, or the employee wasn’t ready for such responsibility. Use the same procedure in all future task delegations. It’s the only way to learn and make the process quicker.

To conclude

Task assignment should be a very careful, thought-out process. It’s not just about reaching milestones in time. It’s about helping employees learn new skills, feel more satisfied with their position in the company, strengthen the trust between you and them, and ultimately help you refocus on the big picture.

By following the advice we’ve gathered, you will be on the right track to make some effective, healthy long-term changes to your company.

✉️ Have you found these tips helpful? Is there something we could have covered in more detail? What are your experiences with assigning tasks?

Send your answers, suggestions, and comments to [email protected] and we may include them in this or future posts.

Marijana Stojanovic is a writer and researcher who specializes in the topics of productivity and time management.

Related posts

How to create a PTO policy

Working Overtime Without Pay – Know Your Rights and Options

PTO vs. Vacation: What Is the Difference?

Best methods for tracking team productivity

Difference between a freelancer, a contractor, and an employee

10+ Life-changing tips to increase office productivity in 2023

Free time tracker.

Time tracking software used by millions. Clockify is a time tracker and timesheet app that lets you track work hours across projects.

FREE FOREVER • UNLIMITED USERS

Subscribe to get more news & reviews from Yanado

How To Write Project Task Description Everyone On The Team Understands

This article is part of our project management methodology series.

In a certain way, the health of your task list mirrors the health of your team’s productivity. Considering this, there is a good way and a bad way to write the items in your task list. In this article, we explore both.

We are all familiar with this scenario: We start our workday as we open our team’s task list and our eyes pop in front of something reading “Upgrade website”, “X integration”, “Write an article”.

We scratch our heads wondering what actually needs to be done, who’s doing what, and where to start?

Not to mention all those deserted tasks you wrote weeks ago. How likely would you remember what you were supposed to do with those back then?

Now, let’s see what’s behind this mess, and if there is a way to handle it.

Vague Task Descriptions

Example: “Anchor links on blog”

Ok, what? What do you do with this?

Admit it, when writing your tasks, as most of us, you usually devote just enough effort to make shorthand text that serves you to jog your memory.

But, by the time you get your hands on it, the memory has past. When you’re not clear and specific, you can’t tell if you’re moving in any direction at all.

Using general terms in task descriptions may save time in the short run, but is not best in the long run.

What often happens is that a certain task waits to be tackled in the future. The person later reading the task may not remember what the task was about, or could be a different person entirely.

Most importantly, if your tasks are not defined to result in a deliverable, you are not thinking clearly enough about what you really need to do.

So, here’s how you can make it more specific (later, we will show you how to be precise)

“Insert anchor links to subtitles in the X blog article”

Now, imagine you assign something like “Fix Split view bug” to your teammate or even worse this gets assigned to you. What bug? What to do with it and when? How important is it?

The assumption is the mother of all mistakes.

You may expect people in your team to be instinctual and vigilant, but it doesn’t make them capable of reading other people’s minds.

Here’s how you can make it easier for your teammate to precisely understand the task at hand:

Fix this bug: “When a user adds an email as a task in Split View, 2 tasks are created instead of one” Priority: Urgent

Oversimplifying Complex Task’s

Example: “Write blog content”

Content about what? Where to start?

The vague description is not the only problem. It’s about the underlying nuance. Usually, it happens that these shorthand and unclear tasks are actually big enough to be comprised of several subtasks. And be sure those will hit as you’re getting closer to a deadline.

It’s the same pain with some personal tasks like “Clean the garage”. This ain’t a simple task, it’s a project. Once you realize it, bet you’ll actively avoid starting work on it.

So to say “write blog content” is surely multistep; as it requires topic research, drafts, peer review, editing, and eventually publishing.

So, a better way to breaking down such tasks could be to say:

“Blog request: Write an article about how to write better task descriptions.”

With subtasks:

• “Draft the article storyline”
• “Review the article draft with John to add improvements”
• “Email Mike the designer to request visuals for the article”
• “Edit the article to prepare it for publishing”

At the end of a day, it is important to take responsibility for writing tasks in a way that serves you and your team.

Responsibility comes with taking the ownership over the tasks you commit to do, and everything should fit with your team’s goals.

This means everybody on the team understands why they are doing what they are doing, and how their individual tasks contribute to the big picture.

If tasks are written in a lazy and imprudent way, it’s likely that team members will execute them that way. It’s like team members playing with hammer and nails.

Hey John, what have you accomplished today? Oh, I hit 3 nails. Way to go John! and why was that important for our business? Well, why should I know? Others asked me to do it, and I did it.

You get the message, don’t be like John.

How to Write Better Task Descriptions

First, define the purpose by asking “Why?” You need to know where you’re going before plotting the course. Answering this question establishes a successful outcome, sets the constraints, and focuses your efforts.

Next, start with the end in mind. To figure out how to do something, visualize the end result.

Then, you can start articulating tasks. You have thought through your task to a point where you can envision their execution. At this point, you will be able to define your next actions.

Each task needs:

• A clear deliverable
• A verb to describes the action performed
• Specific details such as due date, responsibilities
• A context around timelines, effort, priority, and type of work…

What we find as a good reference point for practicality is the agile approach to writing tasks.

As an example, this approach suggests describing project deliverables as User Stories, that can be easily broken into Tasks.

A User Story stands as a clear deliverable, an incremental value put in the user perspective.

For writing it, use a template: As a < type of user >, I want < to perform an action > so that I can < achieve some goal/benefit/value >

On the other hand, a task is an action step taken by the team, required to be done in order to make a complete deliverable.

So let’s go through the example:

Start with the business reason: Since people are getting out of the habit of shopping by foot, we will need to bring our products closer to them. For this purpose, we want to build a website for an online shopping, where people will be able to buy our products in an easy way.

When visualizing the end result, we come up with some User Stories or general tasks:

• As a buyer, I want to register on the website to access the online shop.
• As a buyer, I want to see a list of products to choose from the list.
• As a buyer, I would like to read a product description to aid my purchasing decision.

Once we know what the end result should be, we will think through how we to accomplish it, and start defining the next actions – our tasks.

As an example, to deliver the item: “As a buyer I would like to read a product description to aid my purchasing decision”, you will likely need some of the following tasks:

• Draft text for female shirts product descriptions.
• Review text for female shirts product description with Susan from the marketing team.
• Draft mockups for product list page, show where to place visual and text details.
• Schedule product photo shoot with Jane, the photographer
• Implement “click to read more” function so the buyer can read the product description
• Test “click the read more” function to verify responsiveness

In review, a well-written task has four specific components.

Clear Deliverables

Keeping the end in mind is paramount to knowing what the next action will be. These are the deliverables to complete. Describing them in this way helps to closely identify your priorities.

Tasks As Action Steps

Using verbs indicates that an action must be completed. To keep it simple, construct the task in a form: “verb the noun with the object to accomplish”. This way, you get a better-defined task with clear objectives from beginning and to end.

It also enables you to stay on track and know what comes next. This also ensures a distinction is made between single, and multi-step tasks.

Put simply, there are verbs to suggest a single physical next action, and there are verbs that suggest a desired outcome with more than one step. Here are few examples:

Multistep : Finalize, Organize, Design, Implement, Install… Single step : Draft, Call, Email, Review, Edit, Look into…

Certain tasks can appear larger when you start to think of all the steps to finish it. Breaking these down into simpler tasks makes them less burdensome complete.

Provide Specific Details

Providing enough details to make tasks trackable, but so much to make your team lost can present a challenge. This is where you address “who is involved?”, “when?”, “how?”, and “to achieve what?”.

Give Context

Being able to understand where and why each other work fits into the bigger picture can be incredibly helpful for all your team members. This starts by adding deeper meaning to the tasks.

Make sure to include the time frame, so everyone can understand when something needs to be done. Prioritize tasks in a clear way that describes which are most important. Specify the type of the work, or to which project certain tasks are referring.

Altogether, being clear on the overall context helps your team to estimate and decide how much effort certain tasks will require and how to handle them.

Writing tasks is not mastered overnight. It takes practice to get it right. And so it takes some time, but it also saves a lot more of it. The trick is that tasks can be made easier long before they are undertaken, simply by framing and defining them properly, in the right-sized units.

Failing to do this is a primary cause of miscommunication happening further down the line. Make sure task descriptions are thought through and take the time to make the tasks clear for everybody on your team and “do-able” for yourself.

Hope we managed to shed some light on how to write proper task descriptions. Try applying some of the tips from above and let us know if those worked for you.

In the meantime, help us share it with the rest of the teams out there!

Learn More About Project Management

Reviews of the productivity tools every business needs, recent posts:, related posts:.

• How To Use Project Management Tool For Agile Content Marketing
• 4 Meetings Every Team Should Have
• Yanado Team Collaboration – Share Tasks and Collaborate Over Projects
• Task Statuses, Group By and Card View are Now Available In Yanado!
• Ultimate Guide To Scrum Project Management Framework

Recent Posts

• Remote Workforce Cybersecurity: How to Keep Teams And Sensitive Project Data Secure
• How to Choose the Right CRM System for Your Business
• Project Management in the New Normal: How to Communicate with Remote Teams During Difficult Projects
• Tested Online Tools That Can Help Remote Employees
• 10 Effective Work from home Project Management Techniques
• Project Management (14)
• Team Dynamics (9)
• Productivity (33)
• How To Yanado (25)
• Product Updates (20)
• Yanado War Stories (2)
• Use Cases (2)

• Benefits & Features
• How It Works
• Supported Platforms
• Frequently Asked Questions
• Free Technical Consultation
• Blog - All Articles
• Administration
• Project Management
• YouTube Lessons
• Social Media
• Media Assets

Improving Task Descriptions and Comments

• Post published: January 26, 2024
• Post category: Administration / Coaching / Course / Operations / Planning / Projects

Introduction

The ability to articulate tasks clearly and provide constructive comments not only ensures everyone is on the same page but also fosters a collaborative and positive working environment . 

We’re learning all about project management descriptions and comments. What are they, why, and how to use them effectively? Then, we’ll go over an example, and finally, we’ll summarize all our top tips.

Challenges online course creators can face if they don’t improve task descriptions and comments in their online courses:

• Unclear task descriptions leave students bewildered, hindering their ability to grasp course content.
• Vague comments fail to motivate and engage learners, leading to a lack of participation and interest in the course.
• Inadequate task guidance becomes a stumbling block, affectingthe smooth progression of students through the course material.
• Poorly described tasks and comments contribute to student frustration, potentially resulting in disengagement from the course.
• Without constructive comments, students miss out on valuable insights, limiting their potential for improvement and growth in the learning process.

Video Lesson – How To Uncover Strategies To Communicate Expectations

Who Can Use Descriptions and Comments?

Almost any teacher can use improved descriptions and comments to enhance collaboration and ensure everyone understands project requirements.

• Refine the art of feedback to empower writers with constructive comments, nurturing their skills and contributing to a more impactful and polished final product.
• Improve task descriptions to convey the desired visual elements, enabling photographers to capture and deliver images that align seamlessly with project expectations.

This can work for many professionals like graphic designers, writers, and photographers .

What Is It?

These are project management tools . It could be a Sauna, ClickUp , Monday , or Teamwork . There’s a whole bunch of them. So, for each of those project management tools, what do you want done? Then, you have this big edit box to put in a description.

Then there are these other fields like the status, who will work on it, and its due time. There are just lots of different areas, and it depends on your system. Also, these project management tools have comments where you can write things, and a lot of you have these comments. Often, people are mixing and matching and just picking one.

Maybe it’s the user interface, and it’s the first place you see to enter a comment or enter a piece of a note, but we should differentiate between the description of what it is that we want to be done.

Why Use It?

Descriptions will help explain what we want done, whereas comments help with the status. They’re available for you, and they serve different purposes. If you start to mix and match them, you will end up with in-between; you want those descriptions to be absolutely clear.

For the person assembling it, building, and creating that PDF for you, separately, you will have comments about the project like, “Hey, can you send me a draft? Great job. It looks good.” You don’t want to mix those project management comments with the actual task with all the details. You want those details to be clear and concise and in one chunk , whereas the words could be going on for days or weeks as that task is getting done.

How-to Guide

Descriptions solid high-level paragraph.

In descriptions, you have a title; it’s up on top. It’s like a few words; it summarizes, but that’s not the description. It’s not clear enough usually. If you hand it to somebody, you will get a different result. We need a pleasant high-level paragraph in the description that summarizes precisely what we’re going to do with a few extra words , maybe a handful of sentences that are clear and describe exactly what you want your team or yourself.  

This is because you may forget as you’re just offloading tasks off your head, writing these quick one-liners in your project management tool; a few weeks or months later, you won’t remember exactly. Get that title. It has to be a solid title, but then you want a pleasant high-level paragraph in the description explaining what you want done at a high level . Then, in your report, you will add all the details.

Details Like #s, Colors, Labels: Includes Steps, Lists, Content

You’ll add numbers like four and thumbnails or provide the RGB code, you know, hex value FF001C. Add labels, the text, and the titles you want for that PDF, webpage, or course. Then, in your description, if necessary, add the steps, maybe in a bulleted or numbered list (1, 2, 3, 4, 5). Don’t forget to include the things you’re thinking about that belong to what you’re about to build. Incorporate the content, such as the final content you want.

Links to Docs, Sheets, Images, Procedures, Videos, Web Pages

If it gets messy, consider having a link to an external document containing the content. Utilize word processing tools like Grammarly and spell checkers, which may not be available in the description editing . Right there in your details, link out to various resources: docs, sheets, images, screenshots, procedures, videos, or even web pages for reference. Ensure an appropriate level of detail in your description.

Context and Final Benefit

You’re going to want to add context. It’s not just about “do this,” but rather, “let’s do this for these people” or “let’s do this so that we, as a team, can achieve these other things.” Clearly explain your final benefit. Many find it practical to use the term “so that.” For example, “Please do this so that these people can do specific things.” This helps convey the purpose, such as providing a seamless experience for students to navigate between courses or enabling them to ask questions in the community quickly .

Specific Tasks: Assigning One Chunk per Person

Next, aim for specificity. Avoid scattering one task across various elements; instead, focus on a particular move or component. If needed, break it down into subtasks with distinct assignments, ideally assigning one task per person, whether an individual or a team. This could also be a vendor. The goal is to avoid overwhelming one task with numerous responsibilities . Break it into clear deliverables for better clarity.

Details for Final Delivery

Conclude your description by outlining the steps for the final delivery. It should be about what happens once the task is built and approved. Define the workflow if it requires testing or verification. Explain the post-development steps, such as uploading it to the server, going live, waiting for review, or assigning it to the owner or project manager. Consider what actions are necessary once the task is completed to ensure it’s done.

Comments Great for Questions to the Team or @ Mention

Usually, it’s in a separate edit box, and it might be this field where you can add a bunch of one-liners—separate from the description. This is excellent for posing questions like, “What color should I use?” Questions could be directed to the team, or most project management tools allow using an “@” symbol with a name, enabling you to send a question or comment directly to somebody . It’s cool that comments are right there in your project management system.  For instance, if you had a conversation in a meeting or on Discord , Teams, or Slack , that extra information might be elsewhere.

Include Task Conversations instead of external email/chat

It’s way better to have those comments right there next to the task. This aligns all the pieces, allowing you to see not only what’s described but also the adjustments and feedback in that task. So, that’s pretty awesome. If you use comments correctly and turn on your notifications, you’ll receive alerts as the task changes, comments are added, or questions are posed to your tasks. 

Once your project management system is configured correctly, you’ll start getting alerts, which is pretty cool. This means your team will get faster answers, roadblocks will be removed swiftly, and deliveries will happen more efficiently. Reviews are inevitable, so expect alerts. Quickly pop in, observe, answer, and unblock. Some project management tools automatically log state changes in your notes and comments. Remember, the state could be categorized as to-do, pending, or done for review . Ensure each task has a designated state, or create a new field if your task system lacks one.

Get Alerts for Task Updates

Receive alerts for updates like, “Someone just uploaded a wireframe” or “This task changed from to-do to pending.” You might even get notifications in Slack if your project management system is linked to your chat tool. This ensures you stay informed about project developments.

Logs for Manual/Auto State Changes

Consider a custom field to track status changes more dynamically than a simple on/off, done/not done. This field could trace the task’s progress from start to completion. Many project management tools facilitate automatically tracking changes in your notes, streamlining the process and keeping everyone in the loop.

Great for Dated History and Notes

Comments are excellent for preserving dated history and notes. Wondering what happened last week or two weeks ago? Navigate to a task, review all the statements, and get a clear picture of past events. Identify handoffs, reviews, and potential roadblocks. Separate notes from the task so that, at a future point, you can quickly review the description and understand the context.

PMs/Owners Can Gently Poke

As a project manager or business owner, utilize comments to prompt your team gently. Ask about task progress, inquire about samples, request screenshots, or seek drafts. You can gently inquire about timelines and integrate these prompts with your communication tool for efficient team coordination. Comments serve as an effective way to nudge and encourage your team to keep everything moving forward.

Can Make Work Fun + Emojis

Lastly, comments can inject some fun into the workflow. Use emojis or offer positive praise like “Great job!” or “That looks awesome!” Express excitement about upcoming launches or unexpected outcomes. Positive reinforcement not only boosts team morale but also adds a layer of joy to the project. Celebrate achievements, whether you’re the project manager or a business owner, to foster a sense of accomplishment among your team.

Tutorial: Writing Clear Descriptions and Comments

Let’s explore some examples of excellent descriptions and some not-so-great ones. Afterward, we’ll delve into noteworthy comments and some that could use improvement.

Good Description Use Brand Guide Red Number One with a Three-pixel Border

This is highly specific, providing clear instructions to refer to the brand guide for the exact hex code, RGB values, and pixel details. This approach ensures consistency across tasks, even if the color specifications change in the future.

Sort the Costumes Alphabetically

This concise and clear instruction eliminates ambiguity, specifying the desired sorting method without unnecessary details.

Grab the Logo From Our Dropbox Logos Folder

By not attaching the logo directly, you prompt the team or worker to access the Dropbox. Adding a comment with details about the specific logo file or style enhances clarity . This way, you’re directing them to the location and providing additional information, if needed, which is crucial for companies with multiple logos.

Adding Context to Descriptions

Another practical example is a description that lets customers view course content with one click after purchasing. By adding context, you go beyond the atomic level of task details and provide a clear understanding of the broader goal. It’s not merely about assembling something functionally; it’s about achieving a tangible business goal and understanding how each task contributes to that overarching objective.

This approach enhances communication within the team, ensuring that everyone comprehends the purpose behind their tasks and how they fit into the larger business context.

Bad Description No Description

A common pitfall is not providing a description and relying solely on the task title.

Incomplete Task Assignment

Assigning tasks like “Alex, do the first part and Ayesha, do the rest” lacks specificity. It’s crucial to break down tasks clearly and avoid ambiguity.

Vague Instruction

An example of a bad description is “Make it look pretty.” This is overly vague; a better description should include specifics like desired colors, layout improvements, or font size adjustments for clarity.

Ambiguous Deadline

Setting a deadline with “Do this by this week” poses challenges. Due dates are typically managed in a separate field in most project management tools. Using the description and an external due date can lead to inconsistencies and confusion.

It’s essential to enhance clarity in task descriptions by avoiding these pitfalls and providing detailed, specific instructions for effective project management.

Good Comments Alerting Team Members

“@Cynthia, check the floral page grammar.” This comment triggers an alert for Cynthia to review the floral page grammar. Cynthia can respond and confirm completion, fostering communication within the team.

Checking Production Status

“Is this appearing in production yet?” This comment seeks information on whether the task is in the production phase, allowing the team to check its real-world appearance.

Positive Encouragement

“This rocks! 😍 So excited to launch.” A positive and exciting comment that boosts team morale, contributing to a collaborative and enthusiastic work environment.

Improving Task Description

“Hey, the description is missing the coaching URLs.” Instead of embedding to-dos in the description, this comment suggests improvements without cluttering the task description, promoting clarity.

Automatic System Update

“622 state changes done by Ileana.” An automatic system comment notifies the team about the change in task status, in this case, from pending to done. This transparency aids in tracking task progress and can be valuable for future reference.

Bad Comments Scattered Notes

“See notes on Discord.” This comment scatters information across platforms, making it unclear for the team. Centralizing notes within the project management system or updating the description would enhance clarity .

Description Clutter

“Hey, use the rectangular stacked logo.” While it’s valuable information, details like which logo to use are better suited for the description than a comment .

Sorting Request

“Hey, can you sort the items alphabetically?” This is a good description but could be improved by turning it into a statement and placing it in the description. Questions in comments should be reserved for actual inquiries, not instructions .

Adding Chat Room

“Add a chat room for Dance.” Requests like adding a chat room belong in the description for clarity. Avoid leaving important details in comments to prevent them from getting lost in the mix.

Frequently Asked Questions About Improving Task Descriptions and Comments

Clear task descriptions enhance understanding, reduce ambiguity, and improve efficiency, while well-crafted comments facilitate effective communication and collaboration within the team.

Ensure task descriptions are specific and detailed and provide context. Include relevant information like deadlines, specifications, and any necessary references to external resources.

A good comment is clear, specific, and contributes to task understanding or progress. In contrast, a bad comment may lack details, be overly vague, or scatter information across different platforms.

Questions are best placed in comments when seeking clarification or input. Descriptions are reserved for precise instructions. However, if a question is resolved, the answer can be added to the description.

Encourage team members to use comments for updates, questions, and collaboration. Positive feedback and acknowledgements can also foster a collaborative and motivating environment.

Encourage team members to use comments for updates, questions, and collaboration. Positive feedback and acknowledgments can also foster a collaborative and motivating environment.

No, it’s not advisable. Centralize information within the project management system to avoid confusion. While external links to shared resources are okay, mixing comments from emails, discord, and other platforms can lead to unclear task details.

Summary – Improving Task Descriptions and Comments

Clear and detailed task descriptions act as the guiding blueprint for your team, reducing confusion and boosting efficiency. On the other hand, thoughtful comments serve as lively discussions, keeping everyone on the same page and encouraging collaboration.

Remember, centralizing information within your project management system is the key to clarity. Avoid scattering details across different platforms. Whether you’re guiding the team on what to do or sharing insights on how to do it, striking the right balance between task descriptions and comments is the secret sauce to a smoother, more productive workflow. 

Tips for creative online course creators when Improving task descriptions and comments on their online courses :

• Clearly outline tasks in descriptions, providing specific details to avoid ambiguity.
• Encourage team collaboration by using comments for updates, questions, and positive feedback.
• Keep task-related discussions within the project management system to avoid scattering information.
• Add context to task descriptions, explaining the why behind each task for better understanding.
• Ensure task descriptions stay accurate and relevant by updating them as needed throughout the project.
• Use descriptions for the “what to do” and comments for the work process or “how it’s done.”

You should be a little smarter now. Thanks for hanging out!

Please subscribe to get more tips for creative online course teachers .

More Tips For Online Teachers

These lessons can also help you with Marketing, Sales, and Technology :

• Wireframes to Design Web Pages and Learning
• Using Negative Keywords to Optimize Ads
• How to Use RASCI to Manage Projects

Minimum Viable Products for Teachers

• Tech Stacks for Online Teachers

Share With Other Creatives

You might also like, planning new online courses using swot analysis, benefits of lifetime digital plans, transparent png images for online course teachers, using live webinars for your course, responsive web design for online courses and communities, tech on demand services.

Our Tech On Demand plan helps creative business owners with everything technical so they can get back to creating and stop wasting time on technology.

This includes technical help planning, setting up, maintaining, troubleshooting, analyzing, and enhancing all your courses, communities, and websites .

Turn your vision into a roadmap and blueprint

Configure, upload, and launch your new products

Monitor, check, update, backup, and secure your systems

Troubleshoot

Fix platform issues and student tech-support problems

Optimize your sales pages, content experience, and configurations

Add new features to increase revenue or customer satisfaction

Get Course Tips

Help made specifically for creative teachers.

Get our Artsy Course Experts tips newsletter with articles, tools, and resources.

You'll get actionable tactics on making, selling, operating, and growing your courses.

Join now and you'll also get our Course Growth Checklist with dozens of quick tips to grow your student base and total earnings.

Before You Go…

Want to join our newsletter with more tips for creative professionals creating courses, communities, and websites?

Enjoying These Tips?

Join our newsletter with more tips for creative professionals creating courses, communities, and websites.

how to effectively assign tasks to team members to increase productivity?

Picture this: It's Monday morning, and your team is buzzing with excitement, ready to take on the week. But wait! Who's doing what? Does everyone know their roles and responsibilities? Ah, the perennial challenge of assigning tasks . If this rings a bell, worry not. We've all been there. Have you ever felt the sting of mismatched roles? Like trying to fit a square peg into a round hole? Assigned tasks play a pivotal role in the smooth functioning of any team. And guess what? There are methods and tools that make this process easier. Let’s dive in.

As a leader in the workplace, it is essential to ensure that everyone in the team gets the appropriate amount of work. Sometimes, it's tempting to give an employee more tasks than others, especially if he/she finishes the tasks faster. But keep in mind that as managers, you must be fair. You must learn how to effectively assign tasks to your team members . 

Although it may seem like a simple management function, assigning tasks to your team is actually challenging. As said by Liane Davey, cofounder of 3COze Inc. and author of  You First: Inspire Your Team to Grow Up, Get Along, and Get Stuff Done , You are “juggling multiple interests” in the pursuit of optimal team performance.

Task distribution among various departments might vary from person to person. For efficient delegation, it is vital to consider guidelines while distributing duties to team members.

Tasks that are delegated effectively move your people, projects, and the entire business forward. It increases management and staff trust and accountability, helps in refining and teaching new abilities, enables personnel to become acquainted with various groups and areas of employment, and is an excellent foundation for performance reviews, etc.

How do you assign tasks to your employees? 

Assigning tasks is typically perceived as a time-consuming activity that focuses on removing items from task lists in order to keep the project moving forward. Task assignment, nevertheless, ought to be a more employee-focused procedure that calls for extra commitment and work, which produces excellent outcomes. 

Here are some tips to effectively assign tasks to your employees:

1. Delegate Positively

Don't just throw work at someone and expect them to deliver when they might not be qualified for that particular assignment. Maintain a mindset of doubting every assignment you gave and go over your personnel roster to see whether anyone else is capable of completing it as effectively as you can. They will be more likely to believe that they can do the assignment in the manner that the leader desires if they have a positive outlook. Employees won't feel inspired to start their assignment if you adversely assign them or have doubts about their competence. A little encouragement will make their day happier and encourage them to confidently do the tasks given to them.

2. Set Clear Goals and Objectives

To understand how your team performs, you should set clear goals and objectives before entrusting them with any responsibilities. When goals and objectives are not defined, it'll be harder for your team to see the big picture and perform tasks in a particular manner. 

3. Assign the Right Task to the Right Employee

This is the key to productivity. Who has the most expertise and experience should be given priority, but don't give that individual too much work. You should also think about who needs to develop their sense of responsibility. Also, take into account the passage of time and their eagerness to seize the opportunity. To do this, the manager should create a delegation plan that considers the various skill sets of each employee and assign tasks that are properly suited to each individual. On the other hand, when a task requires an extraordinary employee and there is a talent shortage, the leaders themselves should do the assignment in an emergency or without a workforce.

4. Obtain Inputs from Your Team and Set Up Meetings if Possible

Get suggestions from your team on what should be modified, who you could include, and how outcomes should be defined. Engage with the specific managers of the sub-teams if you are in charge of a large team or organization. A meeting with the entire team is necessary before assigning tasks to team members. You may obtain a clear picture of who is responsible for what and how purposefully they can do the assignment. Getting suggestions from your team members ensures that each of them will contribute to the task's accomplishment.

5. Conduct Training and Supervision

A project's completion necessitates the blending of various delegation techniques, a high degree of team member commitment, and effective planning and execution. It is essential to teach the team members and meet with the team every day in order to produce a skilled workforce. The training includes free access to resources for developing skills, such as courses from Upskillist ,  Udemy , or  Coursera . Following the training phase, the work must be supervised by a professional to ensure that the team learned from the training provided. Before and throughout the task assignment and execution among several team members, training and supervision are equally crucial.

6. Communicate Constantly

It doesn't mean that when you're done delegating the tasks, everything's good. No, it doesn't work that way. Constant communication is also the key to unlocking productivity. You need to collaborate with your team . Professionals at work must keep a close watch on their team members to learn about any challenges or issues they may be having.  For the task to be completed and the status of each team member to be tracked, communication is essential. Following up on tasks you assign to your employees helps them manage pressure and boost job productivity since problems like stress and pressure may tangle them and slow them down. Employee burnout is a result of micromanagement, which is not a good concept. It is best to let staff go free by following up casually.

7. Know who to Handover Authorization and Control

Decentralized power relieves employers of job management. Make sure to provide your staff some authority when you delegate tasks to them using management apps such as Trello , Asana , Edworking , Slack , and the like. Employees become empowered and responsible for completing tasks as a result of the control transfer. Giving them too little authority can cause issues because they lose interest in their work while giving them too much control might overwhelm them and cause them to forget basic responsibilities. The key to the team's success is giving each member the authority they rightfully deserve while also soliciting input.

8. After the project, assess the results

Ask yourself how you as the manager could support the success of your team members more effectively. Give constructive criticism and accept it in return.

The most vital phase in job completion is assigning tasks to team members. Due to the frequent mistakes made while delegating duties, it is imperative to use management tools when giving your team responsibilities. Project management solutions provide better work allocations by incorporating features like marketing automation. Employee development and time tracking are made easier by the task assignment guidelines, which also help keep workers interested. 

Allocating Vs. Delegating Tasks 

Now that you've learned about some tips to properly assign tasks, you may also have questions like, "what's the difference between allocating and delegating tasks?" 

As stated by Abhinav in a published article on LinkedIn, "The imbalance of responsibility and accountability is the main difference between Delegation and Allocation." What does it mean? Delegation gives a real opportunity for your team to upskill, grow, and develop. Allocating tasks is merely assigning tasks without the goal of helping your team grow.

Although assigning tasks has its merits, delegating tasks offers significant advantages in terms of employee growth and engagement. Because delegation when done well delivers diversity and other intrinsic motivational incentives that make work so much more meaningful, it will be even more rewarding for the manager and team members.

Task Tips and Best Practices 

In order to accomplish our objectives and SMART goals, we define a particular number of tasks that we must do each day. We frequently take on more than we can handle in the fight to remain at the top of our game and maintain our competitive edge.

Even while everything appears to be of the utmost importance, something is off in your struggle to finish everything while maintaining your composure. Some of us have a lengthy list of things we want to get done before a given age or period. Others devote so much effort to honing a particular skill that by the time it shines, it is no longer relevant.

Time management and balancing workload are not just skills of project managers or superiors. In reality, these abilities should be embraced at every level, particularly when working in a team. Research by Cornerstone found that when workers believe they don't have enough time in the day to do their jobs, work overload reduces productivity by 68%. What tips and best practices should you do so you don't only allocate tasks but delegate them effectively?

1. Prioritize. Make a to-do list according to the order of priority

Even if to-do lists are classic, they are still more efficient and effective than ever. People used to keep handwritten notes for ideas and tasks back in the day.  There are smart to-do lists apps and software that provide notifications and reminders prior to the task's due date. 

2. Maximize productivity and minimize procrastination

To start, delegate the tasks to the right people. Don't do it tomorrow or the next day. Do it today. Having a lot to accomplish may be stressful, which is sometimes worse than the actual task. If you struggle with procrastination, it's possible that you haven't come up with a good task management strategy. You might express your lack of starting knowledge by procrastinating. It could not be laziness, but rather a matter of setting priorities.

3. Be motivated

Procrastination and a lack of motivation are closely correlated. When you lack motivation, you tend to get distracted. If you want to meet milestones and deadlines, be motivated.

4. Delegate and be involved

The reality of being overburdened can have a negative impact on productivity if it is not properly managed. At the end of the day, we're still just humans. When it comes to having patience, resilience, working under pressure, or finishing a task quickly, each one of us possesses a certain set of skills. So, delegate the right tasks to the right person in your team, and don't just stop there. Be involved. Leaving the stadium just because you're done delegating is a big no. Keep in touch with them and follow up on the progress of the tasks assigned.

Task Vs. Subtask 

Tasks and subtasks are quite similar. The only difference is that a subtask should be completed as an element of completing a larger and more complex task.

For example, the task is to increase your company's social media presence. So, what should you do to accomplish those tasks? That's when you have subtasks such as creating optimized posts and content on various social media platforms, scheduling them, interacting with your audience in the comment section, etc. 

The additional stages that make up a task are called subtasks. They are essential while working on large projects with a wide range of tasks. In some task management tools, You may create as many subtasks as you need in the task view, but you must first choose the parent task before you can create a subtask.

Why You Should Assign Tasks Effectively to Team Members

Enhance team productivity.

Efficient task assignment can work wonders for your team's productivity. When each team member knows their role and is well-suited for their tasks, they can focus on delivering high-quality results. Imagine a well-oiled machine, with each cog spinning smoothly and in harmony - that's your team at peak productivity!

Consider these points:

• Match tasks to individual skills : Ensure tasks align with your team members' unique abilities and expertise.
• Set clear expectations : Be transparent about deadlines, deliverables, and objectives.
• Foster collaboration : Encourage communication and collaboration among team members.

Nurture a Sense of Ownership

Assigning tasks effectively helps to in still a sense of ownership and responsibility within your team. When individuals understand their role in a project, they are more likely to take pride in their work and strive for excellence. It's like planting a seed - with proper care and attention, it'll grow into a strong, thriving tree.

Key elements to foster ownership:

• Encourage autonomy : Allow team members to make decisions and take charge of their tasks.
• Provide feedback : Offer constructive feedback and celebrate successes.
• Support development : Invest in your team members' growth through training and development opportunities.

Reduce Work Overload and Burnout

Nobody wants to be buried under an avalanche of tasks. By allocating work effectively, you can prevent team members from feeling overwhelmed and burned out. Just as we can't run on empty, neither can our team members - so, let's ensure they have a manageable workload.

Strategies to avoid overload:

• Balance workloads : Distribute tasks evenly and consider individual capacities.
• Encourage breaks : Promote a healthy work-life balance and remind your team to take breaks.
• Monitor progress : Regularly check in with your team members to assess their workloads and stress levels.

Boost Employee Engagement

An engaged employee is a happy and productive one. When you assign tasks effectively, you're laying the groundwork for increased engagement. Think of it as a dance - with the right choreography, everyone knows their steps and performs in harmony.

Steps to enhance engagement:

• Align tasks with goals : Ensure tasks contribute to the overall goals of your team and organization.
• Offer variety : Mix up tasks to keep things interesting and provide opportunities for growth.
• Recognize achievements : Acknowledge hard work and accomplishments.

Improve Overall Team Morale

Finally, effective task assignment can lead to a happier, more cohesive team. When everyone feels valued and supported, team morale soars. Imagine a choir, each voice blending harmoniously to create a beautiful symphony - that's a team with high morale.

Ways to uplift team morale:

• Empower decision-making : Encourage team members to contribute their ideas and be part of the decision-making process.
• Foster a positive atmosphere : Cultivate an environment of open communication, trust, and support.
• Celebrate successes : Acknowledge both individual and team achievements, and celebrate them together.

Tools to Simplify Task Assignments in Teams

Microsoft outlook: not just for emails.

Yes, you heard that right. Beyond sending emails, Outlook has task features that allow managers to assign work to team members. You can set deadlines, prioritize, and even track progress. Think of it as your digital task manager. How cool is that?

Google Docs: Collaboration Made Easy

A favorite for many, Google Docs allows real-time collaboration. Need to distribute tasks ? Create a shared document, list down the tasks, and voila! Everyone can view, edit, or comment. Ever thought of using a simple shared document as a task distribution board?

Trello: Visual Task Management

For those of us who are visual creatures, Trello is a game-changer. Create boards, list assigned duties , and move them across columns as they progress. Remember playing with building blocks as a kid? It’s pretty much that, but digital and for grown-ups!

Common Mistakes to Avoid

Assigning tasks effectively is a skill that every leader must master to ensure team productivity and employee satisfaction. While the tips provided earlier can help you get there, being aware of common mistakes in task assignment is equally crucial. Avoiding these pitfalls can save you from derailing your projects and hampering your team's morale.

1. Overburdening Skilled Employees

It's tempting to give the bulk of the work to your most skilled team members, but this can lead to burnout and decreased productivity in the long term.

2. Lack of Clarity in Instructions

Vague or unclear instructions can result in misunderstandings, leading to poor quality of work or project delays. Always be specific and clear about what is expected.

3. Micromanaging

While it’s essential to oversee the progress of tasks, hovering over your team members can undermine their confidence and create a stressful work environment.

4. Failing to Prioritize Tasks

Not all tasks are created equal. Failing to prioritize can lead to poor allocation of resources, with less important tasks taking away time and energy from critical objectives.

5. Ignoring Team Input

Ignoring suggestions or feedback from your team can result in missed opportunities for more effective delegation and stronger team cohesion.

6. One-Size-Fits-All Approach

Remember that each team member has unique skills and limitations. Assigning tasks without considering these factors can lead to ineffective results and frustrated employees.

7. Neglecting Follow-Up

Assigning a task is not the end but part of an ongoing process. Failing to follow up can result in delays and could indicate to your team that the task wasn’t that important to begin with.

8. Fear of Delegating

Sometimes managers avoid delegating tasks because they feel that no one else can do the job as well as they can. This not only increases your workload but also deprives team members of growth opportunities.

A significant aspect of a leader's duties is delegating assignments to team members effectively. The secret to a manager's team functioning like an efficient machine is wise delegation.

Because of delegation, you won't have to spend hours on work that someone else can complete more quickly. Trying to handle everything on your own can quickly wear you out, regardless of your knowledge or expertise. Effectively delegating tasks enables you to keep on top of your own work while assisting team members in acquiring new abilities and developing a sense of comfort with taking ownership of tasks. 

Proper delegation of tasks also provides managers and team members with a learning opportunity since it enables everyone to build trust and become accustomed to exchanging comments and showing each other respect and appreciation.

Less is more when attempting to boost your team's output. Your team may become burned out if you try to increase their production too rapidly. In contrast, if you're too aggressive, your team can lose interest in their work and productivity might drop. Keep in mind that everyone will be more productive if they are part of the decision-making and execution process.

If you want to delegate tasks with ease and convenience, go for Edworking . This management tool lets you assign tasks and oversee your team's progress in a specific task. You can also conduct meetings to meet your team.`

Know that productivity greatly matters. With the right knowledge of assigning tasks to your team members, you can maximize productivity. Thus, achieving the goals and objectives of your organization.

What is the best way to assign tasks to team members?

Recognizing and understanding each member's unique strengths and expertise is paramount. Instead of assigning tasks randomly, it's always better to match each job with the individual’s skill set. Consider open dialogue, seek feedback, and ensure the assigned tasks align with both team and individual goals. It's a bit like giving everyone their favorite role in a play; wouldn't they shine brighter?

How do you assign tasks to a team in Teamwork?

In Teamwork, tasks can be assigned effortlessly. Start by creating a task list, then add individual tasks. Within each task, there's an option to 'Assign To.' Simply choose the team member you wish to assign the task to. Think of it as passing the baton in a relay race – each person knows when to run and when to pass it on!

Why is it important to assign tasks to your team members?

Assigning specific tasks helps in streamlining the workflow, ensuring accountability, and reducing overlaps or gaps in responsibilities. It also empowers team members by giving them ownership of their work. Have you ever seen a football team where everyone runs after the ball? Without clear roles, it's chaos!

How do you politely assign a task?

Start by acknowledging the individual's capabilities and expressing confidence in their ability to handle the task. Then, clearly explain the job's scope, expectations, and its importance in the overall project. Think of it as offering a piece of cake, not dumping a plate on their lap!

How do short term goals differ from long term goals?

Short-term goals act as stepping stones towards achieving long-term goals. While short-term goals focus on immediate challenges and tasks (think weeks or months), long-term goals look at the bigger picture and can span years. It's like comparing a sprint to a marathon. One's quick and intense, the other's about endurance and the long haul.

How to properly write a task name and description

A well-thought-out task name makes it easier to organize your company's workflow and for your employees/contractors to understand what is needed of them.

There are several simple rules for the creation of a task name:

• The name should begin with a verb that answers the question of what to do. For example, "determine what has caused the appearance of duplicate pages" rather than "where do duplicate pages come from."
• The task name should have clear and concise language. For example: "Find and delete hidden content" rather than "Deal with hidden content". The latter does not properly indicate what to do with the hidden content, whilst the former gives a clear and simple set of instructions.
• The name should reflect what you wish to see from the final result of the task, not merely the process. For example: "Add a certificate download link to the product card" rather than "Add a certificate link", or "Compress all large images to 300KB" rather than "Compress large images".
• Where necessary use a quantitative parameter in the title. For example: "Develop 3 options for the main page layout" rather than "Develop main page layout options". By using quantitative language, you clearly set out your goal of what you wish to receive, rather than leaving it up to the employee to guess.
• The task name should be short. Any details should be left for the task description. For example: "Optimize 20 pages in the diagnostics section" is better than "Optimize 20 pages in the diagnostics section. Focus primarily on pages dedicated to the diagnostics of domestic cars”. As we can see the second option gives too much information in the title and can clutter project boards. This would be better left to the task description.
• Don't use any abbreviated language or slang. It's better to write in a way where you can be sure that the user (e.g., the person performing the task) will be able to understand.

How to Write an Effective Task Description

A concise and well-written description is imperative for keeping workflow consistent and accurate. When written well the employee executing a task won't need to double, triple check their work constantly with the person setting the task. And the person setting the task will also be less likely to have to request rewrites, alterations, etc. This leads to less friction and less time being wasted for everyone.

So, what should a task description include:

• The description should be as detailed as possible, but at the same time only contain the information relevant to that specific task. If the task seems overly complex to describe then it may be worth breaking it down into multiple smaller and simpler tasks.
• Site page URLs
• Access details
• Anchor text
• Site reports
• Specific requests that have been discussed with the customer
• Any other details related to the task
• The language used in the description should not be ambiguous or use abbreviations and should offer more information to the user than the title does. For example: "Optimize 20 pages in the diagnostics section of the site. Focus on the pages related to domestic cars" would be better for this purpose than "Optimize 20 pages in the diagnostics section" which gives less explicit instructions to the user.
• The description should include an explanation of why this task is important to the overall project. This helps to give the employee a better idea of why they are completing the task, and how this fits into the greater goal.
• References to previous projects where similar tasks were completed.
• Examples of successful solutions from competitors' websites.
• Examples of unsuccessful decisions based on experience.
• Helpful hints - such as where to begin, which services to use, and so on.

Overall, the description shouldn't be a long essay that the task executor has to spend hours trying to digest. Instead, it should include concise details on what is needed for the user to successfully complete the task. Such as goals, deadlines, links to useful resources, files, etc. If this is kept in mind you should have no problem in creating easy to read task names and descriptions.

How to Assign Tasks and Responsibilities to Team Members

As a manager or team leader, it’s important to effectively assign tasks and responsibilities to team members in order to ensure that work is completed efficiently and effectively.

This can be a challenging task, especially if you have a large team, are working on a complex project, or are leading a team with no experience .

In this blog post, we will provide tips and best practices for assigning tasks and responsibilities to team members in a way that helps your team succeed.

We’ll cover topics such as setting clear expectations, delegating tasks appropriately, and providing support to team members as they complete their work.

By following these guidelines, you can create a productive and collaborative work environment that helps your team achieve its goals.

Setting Clear Expectations

One of the key elements of effective task assignments is setting clear expectations for team members.

This includes outlining the specific tasks that need to be completed, as well as any deadlines or goals that need to be met. It’s also important to communicate the purpose of the tasks and how they fit into the overall goals of the project or organization.

This helps team members understand the context of their work and why it’s important.

To set clear expectations, it’s a good idea to create a written document or task list that outlines the specific responsibilities of each team member.

This can be a simple spreadsheet or project management tool, or a more detailed project plan. Make sure to include details such as the task description, any necessary resources or tools, and any deadlines or milestones.

It’s also a good idea to discuss the task assignments with team members individually, to ensure that they understand their responsibilities and have any questions answered.

By setting clear expectations, you can help team members stay organized and focused as they complete their work.

Delegating Tasks Appropriately

Effective task assignment also involves delegating tasks to the right team members.

This means considering the skills, experience, and workload of each team member, and assigning tasks that are appropriate for their abilities and capacity. Delegating tasks appropriately helps to ensure that work is completed efficiently and effectively, and helps to avoid overloading any one team member or causing delays due to a lack of resources.

To delegate tasks appropriately, it’s important to have a good understanding of the strengths and weaknesses of each team member. This may involve reviewing their previous work or having candid conversations about their interests and capabilities.

It’s also important to consider the workload of each team member and ensure that they are not taking on more work than they can handle.

Another key aspect of effective task assignments is empowering team members to take ownership of their work . This means giving them the autonomy to complete tasks in their own way, within the parameters set by the project plan or task list.

Empowering team members to take ownership of their work can help to foster a sense of ownership and responsibility, and can lead to higher quality work and greater job satisfaction.

Providing Support to Team Members

Effective task assignment also involves providing support to team members as they complete their work.

This includes making sure that team members have the necessary resources and tools to complete their tasks, as well as offering guidance and assistance when needed. Providing support helps to ensure that team members are able to complete their work efficiently and effectively, and can also help to foster a sense of teamwork and collaboration within the team.

There are several ways that you can provide support to team members as they complete their work. This may include offering training or development opportunities, providing access to necessary resources or tools, and offering feedback and guidance as needed.

It’s also important to be available to team members if they have questions or need assistance with their tasks. By providing support and assistance, you can help team members to feel more confident and capable as they complete their work.

In conclusion, effective task assignment is an important element of managing a team or project. By setting clear expectations, delegating tasks appropriately, and providing support to team members, you can create a productive and collaborative work environment that helps your team succeed.

Communicating Task Assignments and Updates

Effective task assignment also involves effective communication with team members.

This includes not only clearly outlining the tasks and responsibilities that need to be completed, but also keeping team members informed of any updates or changes to the tasks or project plan. This can help to ensure that team members are aware of their responsibilities and are able to stay on track with their work.

There are several ways that you can communicate task assignments and updates to team members. This may include using a project management tool or task list to keep track of assignments and deadlines, as well as regularly holding meetings or check-ins to discuss progress and address any issues that may arise.

It’s also important to be available to team members if they have questions or need clarification on their tasks.

Effective communication is key to ensuring that team members are able to complete their work efficiently and effectively.

By keeping team members informed and providing clear guidance, you can help to ensure that work is completed on time and to the required standards.

Assessing and Adjusting Task Assignments

Effective task assignment also involves ongoing assessment and adjustment of task assignments as needed. This means regularly reviewing the progress of team members and the overall project, and making adjustments to tasks or responsibilities as needed to ensure that work is completed efficiently and effectively.

To assess and adjust task assignments, it’s important to regularly check in with team members and review their progress.

This may involve holding meetings or check-ins, as well as reviewing any project management tools or task lists that you are using to track progress. If you notice that a team member is struggling with their tasks or is unable to complete them on time, it may be necessary to adjust their assignments or provide additional support.

Similarly, if you notice that a team member has extra capacity or is particularly skilled in a certain area, you may want to consider reassigning tasks or increasing their responsibilities.

By regularly assessing and adjusting task assignments, you can ensure that work is completed efficiently and effectively, and that team members are able to make the most of their skills and abilities.

Encouraging Team Input and Feedback

Effective task assignment also involves encouraging team input and feedback.

This means soliciting ideas and suggestions from team members and actively listening to their concerns or issues related to their tasks or the project as a whole. Encouraging team input and feedback can help to foster a sense of ownership and engagement among team members, and can also lead to better decision-making and problem-solving.

There are several ways that you can encourage team input and feedback. This may include holding regular team meetings or check-ins, as well as setting aside time for open discussion and brainstorming sessions.

It’s also a good idea to create a culture of open and honest communication within your team, where team members feel comfortable speaking up and sharing their ideas or concerns.

By encouraging team input and feedback, you can create a more collaborative and inclusive work environment that helps your team succeed.

Providing Recognition and Rewards

Effective task assignment also involves providing recognition and rewards to team members who excel in their work. This can help to motivate team members and encourage them to continue performing at a high level, as well as foster a positive work culture.

There are many ways that you can provide recognition and rewards to team members. This may include offering verbal praise or written feedback, as well as more tangible rewards such as gift cards, paid time off, or additional responsibilities.

It’s important to consider the preferences and motivations of individual team members when deciding on recognition and rewards, as different people may respond differently to different forms of recognition.

By providing recognition and rewards to team members who excel in their work, you can show appreciation for their efforts and help to motivate and inspire them to continue performing at a high level.

Wrapping Up

Effective task assignment is an important element of managing a team or project.

It involves setting clear expectations for team members, delegating tasks appropriately, and providing support and assistance as needed.

Effective task assignment also involves ongoing communication and assessment, as well as encouraging team input and feedback and providing recognition and rewards for excellent performance.

By following these guidelines, you can create a productive and collaborative work environment that helps your team succeed.

Are you a visionary leader? Find out with our self-assessment!

Disclaimers

All the information on this website - https://melbado.com/ - is published in good faith and for general information purpose only. Melbado does not make any warranties about the completeness, reliability and accuracy of this information. Any action you take upon the information you find on this website (Melbado), is strictly at your own risk. Melbado will not be liable for any losses and/or damages in connection with the use of our website.

From our website, you can visit other websites by following hyperlinks to such external sites. While we strive to provide only quality links to useful and ethical websites, we have no control over the content and nature of these sites. These links to other websites do not imply a recommendation for all the content found on these sites. Site owners and content may change without notice and may occur before we have the opportunity to remove a link which may have gone 'bad'.

Please be also aware that when you leave our website, other sites may have different privacy policies and terms which are beyond our control. Please be sure to check the Privacy Policies of these sites as well as their "Terms of Service" before engaging in any business or uploading any information.

By using our website, you hereby consent to our disclaimer and agree to its terms.

Filter by Keywords

Top 10 Free Task List Templates in Excel & ClickUp to Unlock Efficiency

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

If you often struggle to stay on top of work tasks, personal responsibilities, and the never-ending to-do lists life keeps throwing at you, don’t worry—you’re not alone. While excelling at work while maintaining a fulfilling personal life is a major puzzle for many professionals, it can be pieced together if you equip yourself with the right tools.

The humble task list is a simple yet remarkably useful tool to boost productivity and regain control of your personal and professional commitments. It provides a clear roadmap of what and when needs to be accomplished, helping you manage time wisely and prioritize tasks effectively. 📑

To be practical, a task list needs a well-structured format, but making one from scratch can be yet another responsibility.

Fortunately, there’s a wealth of outstanding blueprints available for free. In this article, we’ll introduce you to 10 of the finest task list templates to revolutionize how you manage your daily responsibilities.

What Is a Task List Template?

What makes a good task list template, 1. clickup daily task list template, 2. clickup calendar to do list template, 3. clickup work to do template, 4. clickup task management template, 5. clickup simple to-dos template, 6. clickup simple task management template, 7. clickup activity list template, 8. excel prioritized to do list template by vertex42, 9. excel task list template by teamgantt, 10. excel daily task tracker template.

A task list template is a pre-designed framework for efficiently listing, prioritizing, organizing, and tracking tasks or activities. It comes in various forms, from simple to complex, and can be used for professional and personal purposes.

These templates typically include essential components such as task names, descriptions, due dates, and status indicators. Some may offer additional attributes like priority levels , task dependencies, and categories to further improve task management and prioritization.

Task list templates provide a systematic approach to managing your daily schedule , coordinating complex projects, or organizing team assignments. They help you track responsibilities and ensure crucial tasks are completed on time, promoting accountability and transparency.

What makes them even more valuable is their flexibility —they can be tailored to fit your specific requirements, whether you’re managing a client project or throwing a birthday party. ⏳

When it comes to task organization, there is no one-size-fits-all solution. However, you should ensure that your task list template has the following qualities:

• Clarity : Task names and descriptions should be concise and unambiguous, ensuring that users can quickly understand what needs to be done
• Organization : The template provides a logical structure for listing tasks, often in a sequential or prioritized manner
• Flexibility : Users should be able to customize it to suit their specific personal or professional requirements 
• Due date management : It allows for setting due dates or deadlines, helping users track time-sensitive responsibilities and prioritize work accordingly
• Status tracking : Good templates include status indicators or checkboxes that allow users to mark tasks as incomplete, in progress, or completed
• Reminders and notifications : To help users stay on top of upcoming tasks or overdue items

10 Must-Have Free Task List Templates in 2024

In this curated collection, we’ve handpicked the top 10 task and to-do list templates in Excel and ClickUp .

Each is expertly designed to address specific needs and elevate your task management experience. They’re also easy to use, customizable, and completely free. 🆓 

The ClickUp Daily Task List Template is your partner in organizing everyday tasks , from the most routine to critical. It empowers you to take charge of your day by setting goals, assigning deadlines, categorizing tasks, setting up reminders, and prioritizing work.

The best part? It’s highly customizable , allowing you to tailor it to your needs and preferences. 

With this template, you have the power to take your task organization to the next level through Custom Fields. You can organize tasks according to particular categories such as type, location, or any other relevant criteria, which makes it simpler to visualize and arrange your workload.

Easily track and maintain streaks with customizable attributes for effective daily task management. ✅

Use the template’s List view for a detailed display of your to-do items, switch to the Kanban view to easily manage task statuses, or pick the Table view if you prefer a spreadsheet-like format. You can also integrate this template with your existing task management tools , ensuring it harmonizes effortlessly with your daily workflow.

If you’re looking to master your work hours, expectations, and goals with precision, the ClickUp Calendar To Do List Template has your back. It’s not just a calendar; it’s a powerful organizational tool offering a holistic view of your weekly, bi-weekly, or monthly duties.

Use it as a clear roadmap to plan and prioritize all your tasks based on your role and responsibilities or as your go-to weekly task list template for multiple projects. 🗓️

What makes this template extra convenient and functional are its custom views. Imagine having an entire week ahead filled with meetings. The Meeting Request view gives you a quick overview of all your upcoming appointments, the associated tasks, and their deadlines. This ensures you’re always well-prepared and firmly in control of your commitments.

Now, picture working in a team where tasks are assigned based on roles. The By Role view helps you sort tasks according to who’s responsible for them. It makes task delegation a breeze and promotes accountability by ensuring everyone knows what they need to do and when.

Lastly, there’s the Schedules view . It’s like a visual map of your day or week, laying out tasks chronologically. This helps you plan your time effectively by allocating slots for tasks, meetings, and even short breaks. It’s all about staying on top of things and making the most of your precious time.

You can also track task progress with Custom Statuses like Open and Complete and categorize tasks using Custom Fields such as Category, Resources, Productivity Level, and Role.

With the ClickUp Work To Do Template , you can effortlessly prioritize tasks by importance, effort, or urgency, ensuring you stay focused on what matters most. Organize projects into lists, complete with their related tasks, subtasks, and associated due dates, so you’re always on top of deadlines. Plus, you can visually track your progress through intuitive Kanban boards or Gantt charts. 

This template offers three distinct views tailored to your needs:

• Weekly Calendar
• Monthly Calendar

In the Task List view, you’ll find a comprehensive list of activities organized by their completion timeframes, be it daily, weekly, or monthly. You can track additional details on the right side of the template, such as task status, due dates, and priority. Plus, the Task Type field allows you to specify the department responsible, adding a touch of accountability to your task management. 💼

The Calendar views are where the magic happens. Use the simple drag-and-drop editor to schedule or reschedule tasks , creating a visual roadmap for your work.

The ClickUp Task Management Template is your ultimate solution for staying organized and efficiently tackling tasks, no matter the project’s goals. This template takes the information you enter and automatically groups it by priority, department, or task status. With pre-built Custom Fields , you’ll have a quick snapshot of task ownership and expected completion dates, ensuring transparency and clarity. 🌞

Your team can use the template’s List view to meticulously organize task details, such as ownership and deadlines, akin to an advanced to-do list . Project tasks are sorted into three main Lists —Action Items, Ideas, and Backlog—allowing you to find the information you need effortlessly. 

Meanwhile, the Board view empowers you to plan and prioritize tasks by arranging sticky notes on a Kanban board. The Box view offers insights into work distribution, aiding intelligent task assignment, while the Calendar view simplifies scheduling with a user-friendly drag-and-drop interface.

Introducing the ClickUp Simple To-Dos Template , where effectiveness meets simplicity. This template offers a straightforward approach to task management without unnecessary complications or distractions. 🎯

Start with the List view as your master task list, where columns display essential details like assignees, due dates, priority tags, and comments. The status column provides a dropdown menu with customizable categories, such as Blocked, Complete, In Progress, and To Do.

Want an overview of all your tasks? Turn to the All Tasks view.

Need to prioritize? The Prioritized Tasks view has you covered.

Make your tasks more informative by including subtasks, checklists, and attachments. Experiment with various views like Board and Gantt, and refine your task display using filters to find the best fit for your workflow.

Tired of struggling to remember your daily tasks and appointments? The ClickUp Simple Task Management Template is designed to simplify not only work-related activities but also everyday responsibilities like cleaning, vacuuming, or going to the gym.

The to-do list template includes a basic list format for visualizing personal or professional tasks categorized as To Do or Complete. 

This task management template provides a clear structure for adding your daily tasks , complete with labels for due dates, priorities, and task statuses. It’s your key to structuring your day and staying on top of tasks, no matter their size or significance.

You’ll find a range of views, including List , Board, and Doc , allowing you to approach your tasks in a way that best suits your workflow. Its powerful customization options set this template apart—add fields, prioritize tasks, and easily set up reminders.

The ClickUp Activity List Template can transform the chaos of your to-dos into a well-organized and efficient system. It’s a versatile template that covers everything from creating to-do lists and checklists to managing project timelines and sprints. With this template, you can organize all your activities in one place, making it easy to prioritize and plan them with precision. 🙌

Use the template’s Custom Fields to: 

• Specify project name
• Assign a project manager
• Track completion progress

What’s even more convenient is that this template structures activities as subtasks , allowing you to provide in-depth details for each one, including dependencies between activities. It’s a comprehensive solution for effective activity management and project planning, simplifying complex tasks and ensuring your projects run smoothly.

Excel enthusiasts, here’s a handy tool for your task management needs: the Excel Prioritized To Do List Template by Vertex42. This template simplifies the collection, evaluation, and tracking of your day-to-day tasks. It features a printable , hand-fillable design with a dedicated space for your top three priorities. 🖨️

In the first column, list your tasks or projects. Use the subsequent columns to set due dates, update statuses, specify priorities, and add notes. You have the flexibility to prioritize tasks using various methods, like symbols, numbers, or formatting.

The Excel Task List Template by TeamGantt is your ticket to task management success. This template simplifies scheduling, assignment, and tracking of tasks for various projects, making it a valuable addition to your task list template Excel collection. It offers adaptability, whether you’re handling critical work tasks or personal projects.

The template simplifies task management by allowing you to create a comprehensive to-do list . You can easily add tasks, assign owners, set due dates, and track task status. Its clear status options make progress monitoring a visual breeze, and you can prioritize tasks effortlessly by assigning due dates.

You can track your progress on work assignments, ensuring you never miss a deadline or manage your household projects more efficiently, keeping costs in check and tasks on schedule.

The Excel Daily Task Tracker Template is a versatile tool for efficiently managing multiple tasks. Its user-friendly, visually attractive design incorporates built-in filtering controls , allowing you to sort and filter projects based on their due dates, priority, and status. Whether you prefer a digital or hard copy, this template suits both options.

With complete customization options , you have the freedom to adjust text, images, and other elements to suit your unique requirements. You can tap into a world of creativity with access to a diverse range of photos, graphics, fonts, and dynamic features like animations, transitions, and videos. 🎨

This template offers a straightforward and efficient solution for task tracking, helping you prevent oversights and boosting your productivity.

Task List Templates: Overview

Here’s a brief overview of what you can expect from each template:

Checkmate Your Tasks with the Best Task and To Do List Templates

If tasks were your soldiers, task list templates would be the strategies and tactics you apply to take control of them and lead them to victory. So, don’t just try to manage tasks—command them with the right template! 💂

From simple to-do lists to detailed project tracking tools, these 10 templates combine simplicity, flexibility, and effectiveness to match your specific needs. If you need more ready-made frameworks to streamline all kinds of professional and personal activities, we encourage you to check out  ClickUp’s extensive library of templates and supercharge your productivity.

Questions? Comments? Visit our Help Center for support.

Receive the latest WriteClick Newsletter updates.

Thanks for subscribing to our blog!

Please enter a valid email

• Free training & 24-hour support
• Serious about security & privacy
• 99.99% uptime the last 12 months

Task Description

Locked lesson.

• Lesson resources Resources
• Quick reference Reference

About this lesson

Task Descriptions are the statements of scope for each of the project activities.  They are written in the format of “action – completion point.”

Exercise files

Download this lesson’s related exercise files.

Quick reference

Task Descriptions are the statements of scope for each of the project activities.  They are written in the format of “Action – Completion Point.”

When to use

Task Descriptions are used during project planning, project execution, and project control.  During project planning, the task descriptions are used for scope planning and creating estimates. During project execution, the task description is used by those doing the activities to ensure they are doing the work correctly.  As part of project control, task descriptions are used to measure completion of tasks and measure project progress.   

Instructions

• Starting with the scope statement, list of project deliverables, and deliverable deployment, the project activities are identified.
• Action is needed to know what type of activity is required so that the proper resources can be assigned.
• Completion Point is needed so that the individual or team doing the activity knows when they have completed the activity successfully.

Hints & tips

• Task Descriptions need to be actions, not departments or locations.  Stating who or where the work will be done does not describe the type of work or the completion point.
• If the activity is very large and complex, it is often best to break it into a set of smaller actions and completion points.
• Poorly written Task Descriptions lead to poor planning, execution, and control of projects because the work is uncertain.
• Activity Definition: “A distinct, scheduled portion of work performed during the course of a project.”  PMBOK ® Guide

This definition is taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK ® Guide) – Sixth Edition , Project Management Institute, Inc., 2017

• 00:04 Hi, I'm Ray Sheen.
• 00:05 Let's talk now about an important element of scope management on projects,
• 00:09 which is task descriptions.
• 00:11 Now, I'm going to be discussing this in the context of project planning, but task
• 00:15 descriptions will also be very important for us in project execution and control.
• 00:20 The Project Management Body of Knowledge, the PMBOK Guide, defines a task as
• 00:24 a distinct scheduled portion of work performed during the course of a project.
• 00:29 All tasks or
• 00:30 activities as the PMBOK calls them are the building blocks of work in the project.
• 00:35 We need to clearly describe the work so
• 00:38 that we know how to estimate the project during project planning.
• 00:42 And we also need to clearly describe the work so
• 00:44 that we know when the task is complete during project execution and control.
• 00:50 Let's discuss the concept of a task.
• 00:53 Each task represents an element of work in the project.
• 00:56 In order to understand exactly what work needs to be done,
• 01:00 each task description has two attributes.
• 01:03 The first attribute is an action or
• 01:05 description of the type of work to be done.
• 01:08 Think back to grammar school and parts of speech, we need verbs here.
• 01:12 This is the type of activity that comprises the work that is being done on
• 01:17 this task.
• 01:18 But just knowing that we're doing work is not enough.
• 01:21 We also need to know when the work is finished.
• 01:24 We need a completion point for that activity or that task.
• 01:28 This helps us to know how big the estimate will need to be in planning and
• 01:31 to better track completion as part of project execution and control.
• 01:36 So each task requires an action and
• 01:38 a completion point in order to fully define what is the work for that task.
• 01:44 Let's look at a few examples.
• 01:46 The first one is test protocol.
• 01:48 A test protocol is something that you use to direct the conduct of a test.
• 01:52 The trouble with this task is, I don't have an action.
• 01:56 Are we writing the protocol, approving the protocol,
• 01:59 revising the protocol, using the protocol?
• 02:03 It needs an action, this task description should be rewritten to say
• 02:07 write test protocol for system ABC validation.
• 02:11 I know I have an action that is clear,
• 02:13 describing one element of work on the project.
• 02:17 The next one is define requirements.
• 02:20 Now, that's a good action.
• 02:21 I know exactly what the action is.
• 02:23 But I don't know what the end point is for the task.
• 02:26 I'm defining requirements for what, world peace?
• 02:29 Let's set a specific requirement that we're trying to define.
• 02:34 Consolidate design requirements from doctors.
• 02:37 So now I know who we're getting those requirements from and
• 02:40 what type of requirements we are going to get.
• 02:42 The completion point is clarified.
• 02:45 Let's look at a third example, prototype testing.
• 02:48 I have an action, testing, and I know that it concerns the prototype and
• 02:52 I assume the completion is that the test is done.
• 02:54 But the problem with this particular activity is that it's too big for
• 02:58 just one piece of work.
• 03:00 There are several actions and completion points within it.
• 03:03 So what I need to do is to deploy the deliverable and
• 03:05 identify all the tasks associated with prototype testing.
• 03:09 I need to create a prototype test plan and
• 03:11 then schedule all aspects of prototype testing.
• 03:15 I have to conduct the prototype testing, and
• 03:17 I have to analyze the prototype test results.
• 03:21 Having clear task descriptions will make it much easier for
• 03:25 project planning and project execution.

Lesson notes are only available for subscribers.

PMI, PMP, CAPM and PMBOK are registered marks of the Project Management Institute, Inc.

Twitter LinkedIn WhatsApp Email

How is your GoSkills experience?

Your feedback has been sent

© 2024 GoSkills Ltd. Skills for career advancement

Save Up to 85% LIMITED TIME OFFER

Task Description Field in Project Plan Template

Table Of Contents

Effortlessly manage your projects, 120+ project management templates.

Seamlessly manage your projects with our powerful & multi-purpose templates for project management.

120+ PM Templates Includes:

50+ Excel Templates

50+ PowerPoint Templates

25+ Word Templates

Task Description is the brief information about the Task Activity. This will help the Assigned Person to what is the task about.

Task Name is a optional field in most cases. Project Leads explain the details of the task to the Team members. Textbox control is used to write Task description. Below are the more important use cases of Task description in Project Plan Templates.

• One-line explanation of the Activity requirement
• Important exceptions and business rules are included in the Task description.
• List of Task outputs specified in the Description of the Project Task Activity.

A Powerful & Multi-purpose Templates for project management. Now seamlessly manage your projects, tasks, meetings, presentations, teams, customers, stakeholders and time. This page describes all the amazing new features and options that come with our premium templates.

All-in-One Pack 120+ Project Management Templates

Essential pack 50+ pm templates, excel pack 50+ excel pm templates, powerpoint pack 50+ excel pm templates, ms word pack 25+ word pm templates, ultimate project management template, ultimate resource management template, project portfolio management templates, leave a comment cancel reply.

You must be logged in to post a comment.

Effectively Manage Your Projects and  Resources

ANALYSISTABS.COM provides free and premium project management tools, templates and dashboards for effectively managing the projects and analyzing the data.

We’re a crew of professionals expertise in Excel VBA, Business Analysis, Project Management. We’re Sharing our map to Project success with innovative tools, templates, tutorials and tips.

Project Management

Download Free Excel 2007, 2010, 2013 Add-in for Creating Innovative Dashboards, Tools for Data Mining, Analysis, Visualization. Learn VBA for MS Excel, Word, PowerPoint, Access, Outlook to develop applications for retail, insurance, banking, finance, telecom, healthcare domains.

© 2023 Analysistabs | Sitemap | Your Privacy | Terms

Faculty Learning Hub

Writing assignment descriptions.

Evaluation is a key part of teaching. But, when it comes to assignments, what information should you include? How much information is too much? And how can you ensure instructions are clear and concise for students to understand? This teaching tip provides faculty with a checklist for your assignment descriptions at Conestoga College.

Checklist for Assignment Descriptions

Use this checklist to review your assignment descriptions.

Purpose  

• Learning outcomes are specified 
• Knowledge, skills, attitudes developed are specified 

Context  

• Necessary background information 

Task  

• What needs to be done 
• Who is the key audience 

Key Components  

• Due date(s) 
• Expected length and formatting requirements 
• Type of document and writing style 
• Rubric (or link)
• Weighting 
• Individual, pair, or group assignment 

Support Information  

• Late penalty 
• Plagiarism detection tools 
• Acceptable sources of information 
• Supports and references (e.g., links) 

Language  

• Clear and succinct 
• No jargon 
• Action verbs with explanations 

Other  

• Checklist to keep track of assignment steps 
• What students should focus on or avoid 
• How much time the assignment will take 
• Exemplar/walk through example (or link) 

Location  

• Visible in online/printable document 
• Posted in eConestoga 
• Class time to discuss
• Coach and support time in class 

For some more tips on writing assignments, such as general riders to include in assignments, see this post.

Sara Kafashan

Sara Kafashan, PhD, has worked in post-secondary education since 2009. With a Master’s in Neuroscience and Cognitive Applied Sciences and a PhD in Applied Social Psychology, she has prior teaching experience within the field of Social Sciences. Sara brings a lens of equity, diversity, and inclusion, and a focus on wellness strategies, to teaching and learning. She has expertise in inclusive and accessible educational practices, including curriculum development, resource creation, and engagement with various campus stakeholders.

Related Posts

Students from India: Help Them to be Successful

Connecting Active Learning Activities and Assessments to Sustainability

Exploring Grammarly 

Keeping now integrates directly with HubSpot's Sales Hub. Learn More

• Performance

Assigning Tasks: How to Delegate Effectively

There are certain projects that could never be completed if they weren’t broken down into individual tasks, especially those of a certain size and complexity. As soon as your team grows bigger than one or two people, you need to make use of the ability to assign tasks to achieve your goals. 

December 21, 2022

8 mins read

There are some customer service superheroes out there who seem to be able to complete all the tasks themselves. But the reality is that most of us need to learn the skill of assigning tasks to others, especially if we are in positions of responsibility in busy customer service teams. This is to ensure that no single person is burdened with the workload, or high-performers are being unfairly assigned a larger proportion of the work available. 

Assigning tasks is essential for high-performing customer service teams that must juggle multiple priorities. 

Anyone who has any experience working in a customer service team understands task assignments, which helps you to get projects completed, customer queries solved and objectives fulfilled. It’s naturally much quicker and more efficient to have multiple employees working on different tasks that make up a project, utilizing their unique skills and experiences to come up with creative solutions. 

Without assigned tasks, projects would never get completed because teams are not working to their full capacity. Some customer problems could never be resolved because they require the contributions of different customer service representatives . Assigning tasks needs to be deliberate since it requires the coordination of multiple members of a team. 

What is task assigning?

Task assigning means allocating and delegating tasks to members of your team for effective project management. The task assigner is aware of the various strengths and weaknesses, skills and experience of individuals and can assign them tasks in pursuit of greater productivity. 

You need to be able to break down projects into component parts so that each individual may contribute to the greater whole. Usually, you will use task tracking or project management tools that can help your team manage their assigned task, and can even offer customer service automations that make assigning tasks easier. 

When assigning tasks is implemented effectively, each team member knows who is responsible for what and when tasks are due. This helps prevent conflicting priorities. Each task must come full circle, with each assignee receiving constructive feedback on how well they have completed the task. 

Even if you assign a task to another team member, they are still reporting into the task owner for approval. 

The importance of efficient task assignments

Efficient task assignment means that customer service teams can work to their full productivity, since each team member understands what they are responsible for. Your task description can break each task down so service reps fully understand the steps they need to take to complete the task, and have access to the resources they might need to be successful. Employees perform better when they are trusted with tasks that help them stretch and grow. 

The entire purpose of a team is to enable different employees to work together effectively and create outcomes that are greater than the individual contributions. Customer service teams that have a plurality of perspectives from multiple people are more creative. A diversity of perspectives contributes to more creative solutions as people with different backgrounds collaborate together. 

Projects are completed much more quickly when you have multiple team members handling all your employee tasks, instead of one person trying to do everything on their own. Task assignment means team members who have both the time and experience necessary to complete the task can all have a role to play. 

Effectively assigning tasks to individual team members gives them a chance to stretch themselves and engage in more professional development. New tasks give more junior customer service reps the opportunity to step outside of their comfort zone, and complete different types of work that may otherwise not come across their path. 

There are many benefits to task assignment, not least because it allows the entire team to share the workload. 

The difference between assignment and delegation

While they might at first glance seem to be similar, there is a big difference between task assignment and delegation. Assignment means you assign tasks to a team member and explain exactly how you want things to be done, with clear-cut instructions. Delegation means you are transferring responsibility for the task to your assignee and giving them more autonomy for how that task gets completed. 

Assigning tasks is often repetitive but it nevertheless contributes to the overall completion of the project. A delegated task is more free and gives your team members the opportunity to grow as they figure out how to produce the desired results. Task delegations are based more on outcomes than specific instructions, with the employee figuring out how to complete the task on their own. 

Although task delegation is more autonomous, it nevertheless still requires support from the manager to ensure that the employee has adequate direction. Delegating a task doesn’t mean the manager no longer has anything to do with it, but simply that they are trusting their assignee to take ownership. 

Choosing whether or not to assign or delegate a task means understanding the complexity of the task to be assigned. 

How to assign tasks to team members

Try to remove yourself from the approval process.

When a supervisor assigns tasks to employees, they themselves can become a bottleneck as service reps turn to them for approval during every stage of completing the task. When multiple team members are waiting for sign-off from the same customer service manager, you find that you haven’t actually reduced your workload and you end up micromanaging your assignees. 

When managers are too involved, projects lose momentum as the individual contributors end up waiting around for approval when they could be spending their time on more productive tasks. Customers are kept waiting as individual queries can’t progress without the authority of a manager. 

In order to avoid this problem, you can select a group of dependable people who are responsible for the approval process. Delegating responsibility means that you can be more hands-off in the task completion process, while being assured that the work is being completed to a high standard. Schedule regular team meetings to go over the progress of each task and keep your eye on the ball. 

Effective teamwork only happens when customer service supervisors feel secure enough to let the task go.  

Make your expectations explicit

Unfortunately, we can all fall into the trap of assuming that other people are mind-readers. In reality though, if you don’t give clear instructions to your team members then you’re unlikely to get the result you want. You need to look at your task titles and outlines from the perspective of an outsider in order to formulate clear instructions. 

If you want to better formulate tasks for your team members, break the task down into steps and give time estimates for each step. The more information the better, if you want to empower employees to complete tasks on their own. When employees are informed, they don’t have to waste time referring back to you for more clarity. 

There’s a fine line between clarity and micromanaging. Once you have assigned the task, don’t keep pestering your service rep to check whether they are doing it right. If you’ve given clear instructions, they should be able to complete the task to the best of their ability. 

At the same time, ensure that your employee knows they can always turn to you for help during the task, to guard against failure. 

Set an objective time frame for completion

When employees are assigned tasks, they need to be made aware of the deadline for completion or the task could run on forever. It’s not enough to vaguely say “As soon as you get to it” because some critical customer issue is bound to come along. 

It’s best to actively involve your customer service reps in their time frame for completion, since they are the ones who know best how long it will take them to finish certain tasks. When employees are involved in setting their own deadlines, they are more accountable and more likely to make an effort to meet it. 

If an employee is aware of a deadline, they can let you know if competing priorities have materialized and whether the deadline may need to be reevaluated. It’s best to flag these issues as soon as possible, before they affect the overall progress of the project. 

Without hard deadlines, projects will never get finished as every step gets continually put off until tomorrow. 

Hold your employees accountable

When assigning tasks to employees, make sure that they can account for their working hours somewhere that is publicly accessible to the team. You can use time tracking software that will help other team members understand exactly how someone is progressing with their task and hold that individual accountable. 

If employees are held responsible for their tasks, the project is much less likely to get derailed since you as the customer service manager can become aware if someone is falling behind. If your employee’s current progress looks like they might not meet their deadline, then you can ask them if they need extra help or support. 

Tracking your team’s performance can also help you identify the high-performers and who might be available for extra work. You might also see when team members are spending time on unnecessary tasks that don’t contribute to the progress of the project. Teams will be more efficient when they know exactly where time is being spent. 

If you don’t track your team’s hours, you won’t have visibility into your projects and their rate of completion. 

Assign tasks to the right person

There are several reasons why you might choose a particular person to assign a task to, starting with their relevant skills and experience. When assigning tasks to someone, you want to know that they have the right capabilities to complete the task without too much support from the manager. 

Secondly, you want to know that the person you assign the task to has enough time to complete the task. It’s no good assigning tasks to someone who is already overburdened with customer tickets and won’t be able to give your task the due care and attention. 

Thirdly, you might consider assigning tasks to someone who is in need of development opportunities. Perhaps there might be someone more skilled for the task out there, but you want to give this service rep a chance to learn new skills. In this case, you can assign the task while offering extra support for their professional development. 

Multiple factors come into play when it comes to deciding which person to assign a task to, so make sure you give each one enough consideration. 

Relate each task to a wider perspective

When an employee is assigned a task, it might seem insignificant and menial which will cause them to lose motivation. In order to keep employees excited about completing tasks, relate it to the wider perspective and explain how it helps to meet overall objectives. No task is too small or you wouldn’t be including it in your project in the first place. 

Showing employees how their work has an impact influences them to become more committed to the task. Employees are more engaged and happier at work when they understand how their contribution has a place, and that they are improving the lives of others in their team or of their customers. 

If you can’t see how each task fits into the bigger picture, then perhaps it shouldn’t be included at all. Every task should advance your goals and contribute to the progress of the project. 

If it’s not clear how a task fits into the broader picture, try to imagine what would happen if that task was left incomplete. 

Offer feedback on tasks

Every customer service rep needs to understand their performance, whether the feedback is positive or negative. If an employee has no feedback, they have no idea how their work has impacted the team or whether their task has been successful. Without feedback, employees can’t improve and become more productive members of the team. 

Providing your service reps with feedback means they can move onto progressively harder tasks that help them with their development. Even negative feedback can provide motivation to improve as the employee understands exactly what they did wrong with the task. 

While providing feedback does take some time on the part of the customer service manager, it’s the only way that your team members can become more effective, able to take on more complex tasks that would normally go to more senior members of the team. 

Be sure to phrase your feedback constructively to avoid demoralizing the team. 

Wrapping up

Customer service teams that master the art of effective task assignment are more productive, more creative, and have better solutions than their counterparts who can’t assign tasks. In an efficient customer service team, everyone should know what is expected of them and how their work contributes to the whole. 

Task assignments should be clear, detailed and accountable, with hard deadlines for completion. 

Effective teamwork means you can accomplish more than you could as individuals, and assigning tasks is a big part of working together. With transparency and accountability, managers can monitor how everyone is adding to the project. 

Catherine is a content writer and community builder for creative and ethical companies. She often writes case studies, help documentation and articles about customer support. Her writing has helped businesses to attract curious audiences and transform them into loyal advocates. You can find more of her work at https://awaywithwords.co.

Join 150+ teams that are sharing inboxes with us

The easiest way to upgrade your shared Gmail account. There’s no credit card is required.

The Missing Shared Inbox for Google Workspace

Continue reading.

This is How to Manage Email Overload (11 Tips to Follow)

Customer Response Time: The Ultimate Guide

Gmail Templates: Supercharge Your Email

How To Assign Tasks In Asana

• How-To Guides
• Software Tutorials

Introduction

Welcome to this guide on how to assign tasks in Asana, a popular project management tool. Asana is designed to help teams organize, track, and collaborate on tasks and projects effectively. Within Asana, you can create projects, assign tasks to team members, set due dates, and monitor progress, ensuring that everyone is on the same page and working towards a common goal.

Assigning tasks in Asana is a simple yet powerful way to distribute workload and maintain clarity within your team. By properly allocating tasks, you can streamline communication, avoid duplicating efforts, and ensure that deadlines are met. Whether you are a project manager, team lead, or team member, understanding how to assign tasks in Asana is essential for maximizing productivity and achieving project success.

In this guide, we will walk you through the step-by-step process of assigning tasks in Asana. We will cover everything from creating projects to adding team members, creating tasks, setting due dates, and monitoring progress. By the end of this guide, you will have a comprehensive understanding of how to effectively assign tasks in Asana, allowing you to take full advantage of this powerful project management tool.

So, let’s dive in and learn how to assign tasks in Asana!

Step 1: Creating a Project in Asana

Before you can start assigning tasks in Asana, you need to create a project. A project serves as a container for all the related tasks and sub-tasks. Here’s how you can create a project in Asana:

• Open Asana and log in to your account.
• On the left-hand side of the screen, click on the “+” button to create a new project.
• Choose either “Team project” or “My project” depending on where you want the project to be located.
• Give your project a name that clearly represents its purpose or goal.
• Optionally, add a project description to provide more context to your team members.
• Once you are done, click on the “Create Project” button.

By following these steps, you have successfully created a project in Asana. Projects act as a central hub for all related tasks, allowing you to easily manage and organize your team’s work. You can create multiple projects within Asana, each dedicated to a specific goal or area of focus.

Remember, when creating a project, think about the scope, objectives, and team members involved. This will help you ensure that the project is structured in a way that aligns with your team’s goals and workflows.

Now that you have created a project, it’s time to move on to the next step: adding team members to the project.

Step 2: Adding Team Members to the Project

Once you have created a project in Asana, the next step is to add team members who will be responsible for completing tasks within the project. Collaborating with the right team members is crucial for effective task assignment and project management. Here’s how you can add team members to your project in Asana:

• Navigate to the project where you want to add team members.
• Click on the “Share” button, typically located at the top-right corner of the project view.
• In the popup window, you can enter the names or email addresses of the team members you want to add. As you type, Asana will suggest matching users from your team.
• Select the team members you want to add and specify their access level. You can choose between “Editor” and “Follower.” Editors can create and modify tasks within the project, while followers can only view the project and its tasks.
• Click on the “Add” button to add the selected team members to the project.

Once you have added team members, they will receive an email notification informing them about their addition to the project. They can then access the project and start collaborating on tasks.

Adding the right team members ensures that everyone involved has the necessary visibility and authority to contribute to the project’s success. It promotes transparency, accountability, and streamlined communication among team members.

In the next step, we will learn how to create tasks within the project and assign them to team members.

Step 3: Creating Tasks

Now that you have set up the project and added team members, it’s time to start creating tasks within Asana. Tasks represent individual activities or deliverables that need to be completed as part of the project. Here’s how you can create tasks in Asana:

• Open the project where you want to create the task.
• Click on the “+” button located below the project name to add a new task.
• In the task creation window, enter a descriptive title for the task.
• Optionally, you can provide additional details about the task in the task description field. This can include specific instructions, requirements, or any relevant information that team members should be aware of.
• Save the task by clicking on the “Add Task” button.

By following these steps, you have successfully created a task in Asana. Repeat this process for each task that needs to be completed within the project. You can create as many tasks as necessary, and Asana provides various features to help you organize and prioritize them.

Remember to provide clear and concise task titles and descriptions to ensure that team members understand what needs to be done. This clarity will help prevent any confusion or misunderstandings during the task execution phase.

In the upcoming steps, we will learn how to assign tasks to team members and set due dates and priorities.

Step 4: Assigning Tasks to Team Members

Assigning tasks to the right team members is a crucial part of project management in Asana. It ensures that each task is delegated to the most suitable person, taking into account their skills, availability, and workload. Here’s how you can assign tasks to team members in Asana:

• Open the task that you want to assign to a team member.
• Click on the assignee field, typically located next to the task title.
• In the assignee dropdown menu, select the team member you want to assign the task to. You can either choose from the team members you added to the project or enter their name or email address to search for them.
• Once you have selected the assignee, close the dropdown by clicking outside of it.

By following these steps, you have successfully assigned a task to a team member in Asana. The assignee will receive a notification about their task assignment and will be able to access the task and start working on it.

Assigning tasks to team members ensures clear accountability and ownership of each task. It helps distribute the workload evenly among team members, prevent duplication of efforts, and streamline task execution.

In the next step, we will learn how to set due dates and priorities for tasks in Asana for better time management.

Step 5: Setting Due Dates and Priorities

Setting due dates and priorities for tasks in Asana is crucial for effective time management and project planning. By assigning specific deadlines and priorities to tasks, you can ensure that work is completed in a timely manner and that resources are allocated appropriately. Here’s how you can set due dates and priorities for tasks in Asana:

• Open the task that you want to set a due date and priority for.
• Click on the due date field, typically located next to the task title or under the task details.
• Select the desired due date from the calendar control or enter it manually.
• Optionally, you can also set the priority of the task. Asana allows you to define priorities as either low, medium, or high.
• Save the changes by clicking outside of the due date or priority field.

By following these steps, you have successfully set a due date and priority for the task in Asana. The due date will help team members understand the timeframe within which the task should be completed, while the priority provides an indication of its relative importance or urgency.

Setting due dates and priorities allows you to effectively manage your team’s workload, ensure that tasks are completed on time, and prioritize resources based on project requirements. It provides a clear roadmap for task execution and helps you stay organized throughout the project lifecycle.

In the next step, we will explore how to add additional details and attachments to tasks in Asana for better task understanding and execution.

Step 6: Adding Additional Details and Attachments to Tasks

In Asana, you have the flexibility to add additional details and attachments to tasks, providing more context and resources for task execution. These additional details can include important instructions, reference materials, relevant links, or any other information that will help team members complete the task effectively. Here’s how you can add additional details and attachments to tasks in Asana:

• Open the task to which you want to add additional details or attachments.
• Under the task title or description, you will find options to add comments, subtasks, due dates, and attachments.
• To add additional details, click on the “Add a comment” field and enter the relevant information. You can also mention specific team members or use formatting options to make the comment more organized and visually appealing.
• To attach files or documents to the task, click on the “Attach files” button. You can then choose to upload files from your computer, link files from cloud storage services, or even attach files directly from other Asana tasks or projects.
• Save the changes by clicking on the “Submit” or “Save” button.

By following these steps, you have successfully added additional details and attachments to the task in Asana. These additions provide valuable information and resources for team members, ensuring that they have everything they need to successfully complete the task.

Adding details and attachments enhances collaboration, reduces ambiguity, and promotes better task understanding. It also acts as a central repository for all supporting materials related to the task, making it easier for team members to access and reference them.

In the next step, we will discuss how to effectively monitor progress and update task status in Asana.

Step 7: Monitoring Progress and Updating Task Status

Monitoring the progress of tasks and updating their status is crucial for effective project management in Asana. It allows you to track the completion of tasks, identify any bottlenecks or issues, and ensure that the project is on track to meet its goals. Here’s how you can monitor progress and update task status in Asana:

• Open the task that you want to monitor or update.
• Under the task details, you will find options to update the task’s status, assignee, due date, and more.
• To update the task’s status, click on the status field and choose the appropriate option from the dropdown menu. Asana provides commonly used status options such as “Not started,” “In progress,” and “Completed.”
• You can also provide additional information or comments about the task’s progress in the comments section. This can include updates, milestones achieved, or any relevant information that team members should be aware of.
• Save the changes by clicking outside of the status or comments field.

By following these steps, you can effectively monitor the progress of tasks and keep track of their status in Asana. Updating the task’s status and providing regular updates helps keep everyone informed and allows the project manager and team members to stay aligned with project goals and timelines.

Monitoring progress and updating task status promotes transparency and accountability within the team. It enables project managers to identify any potential roadblocks, make informed decisions, and take appropriate actions to ensure smooth task execution.

In the next step, we will discuss how to review and approve completed tasks in Asana.

Step 8: Reviewing and Approving Completed Tasks

Reviewing and approving completed tasks is an essential step in the task assignment process. It allows project managers or team leads to ensure that tasks have been completed correctly and meet the required standards. Here’s how you can review and approve completed tasks in Asana:

• Open the completed task that you want to review and approve.
• Read through the task details, including any comments or attachments, to ensure that the task has been completed as expected.
• If necessary, you can comment on the task to provide feedback or ask for clarifications from the assignee.
• If the task meets the required standards, you can mark it as approved or completed within Asana.
• For tasks that require additional steps or revisions, you can reassign them to the assignee or discuss the necessary changes using Asana’s comment system.

By following these steps, you can effectively review and approve completed tasks in Asana. This step ensures that completed tasks meet the desired quality and align with the project’s objectives. It provides a feedback loop to maintain clear communication between the project manager and team members.

Reviewing and approving completed tasks helps maintain accountability and ensures that the project progresses smoothly. It enables project managers to identify any issues, provide feedback, and make necessary adjustments to keep the project on track.

With the completion of this step, you have successfully learned how to review and approve completed tasks using Asana, bringing the task assignment process to its final stage.

Assigning tasks in Asana is a fundamental aspect of effective project management. By following the step-by-step process outlined in this guide, you can streamline task assignment, improve collaboration, and ensure that projects are completed successfully. Let’s recap the key steps involved:

• Create a project in Asana to serve as a container for all related tasks.
• Add team members to the project, ensuring that the right individuals are involved.
• Create tasks within the project, providing clear titles and descriptions.
• Assign tasks to team members, distributing workload and promoting accountability.
• Set due dates and priorities, ensuring that tasks are completed on time and resources are allocated appropriately.
• Add additional details and attachments to tasks, providing context and resources for task execution.
• Monitor progress and update task status regularly, keeping track of task completion and project milestones.
• Review and approve completed tasks, ensuring that they meet the required standards.

By effectively utilizing Asana’s features and following these steps, you can improve task management, enhance collaboration, and drive project success. Asana provides a comprehensive platform for task assignment, making it easier to communicate, organize, and prioritize work within your team.

Remember, task assignment is not a one-time process but an ongoing effort. Regularly review, update, and adapt task assignments as the project progresses and circumstances change. This will help you maintain flexibility, respond to challenges, and ensure the successful completion of your project.

Now that you have a solid understanding of how to assign tasks in Asana, you can confidently manage your projects, empower your team, and achieve your project objectives efficiently.

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

• Crowdfunding
• Cryptocurrency
• Digital Banking
• Digital Payments
• Investments
• Console Gaming
• Mobile Gaming
• VR/AR Gaming
• Gadget Usage
• Gaming Tips
• Online Safety
• Tech Setup & Troubleshooting
• Buyer’s Guides
• Comparative Analysis
• Gadget Reviews
• Service Reviews
• Software Reviews
• Mobile Devices
• PCs & Laptops
• Smart Home Gadgets
• Content Creation Tools
• Digital Photography
• Video & Music Streaming
• Online Security
• Online Services
• Web Hosting
• WiFi & Ethernet
• Browsers & Extensions
• Communication Platforms
• Operating Systems
• Productivity Tools
• AI & Machine Learning
• Cybersecurity
• Emerging Tech
• IoT & Smart Devices
• Virtual & Augmented Reality
• Latest News
• AI Developments
• Fintech Updates
• Gaming News
• New Product Launches

• AI Writing How Its Changing the Way We Create Content
• How to Find the Best Midjourney Alternative in 2024 A Guide to AI Anime Generators

Related Post

Ai writing: how it’s changing the way we create content, unleashing young geniuses: how lingokids makes learning a blast, 10 best ai math solvers for instant homework solutions, 10 best ai homework helper tools to get instant homework help, 10 best ai humanizers to humanize ai text with ease, sla network: benefits, advantages, satisfaction of both parties to the contract, related posts.

How To Create A Gantt Chart In Asana

How To Add Priority To Asana Tasks

How To Edit A Task Template In Asana

What Are Seats In Asana

How To Create Recurring Tasks In Asana

How To Add Someone To Asana

How To Color Code Tasks In Asana

How To Track Time In Asana

Recent stories.

How to Find the Best Midjourney Alternative in 2024: A Guide to AI Anime Generators

How to Know When it’s the Right Time to Buy Bitcoin

How to Sell Counter-Strike 2 Skins Instantly? A Comprehensive Guide

10 Proven Ways For Online Gamers To Avoid Cyber Attacks And Scams

• Privacy Overview
• Strictly Necessary Cookies

This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.

Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings.

If you disable this cookie, we will not be able to save your preferences. This means that every time you visit this website you will need to enable or disable cookies again.

• Getting started
• Manage your Personal Tasks
• Manage your Team's Plans
• Plan your day with My Day
• Advanced capabilities with Premium Plans

Getting started with Planner in Teams

The Planner app in Microsoft Teams brings together all your tasks and plans across the Microsoft 365 ecosystem in a single convenient location. It helps you manage tasks more efficiently for individual plans and team initiatives, as well as larger scale projects that are aligned to goals and key strategic objectives. 

Once you add the Planner app to Teams, you'll find:

My Day : Includes any tasks that are due today, along with any tasks you choose to add to this view.

My Tasks : Includes a dedicated place called Private Tasks for you to quickly create tasks, Flagged Emails, and Tasks that have been assigned to you from Team’s meeting notes, basic plans, premium plans, and Loop components.

My Plans : Includes all of your To Do lists, basic plans, and premium plans.

New Plan : Create new personal or shared plans directly in the app.

You can also use the Planner app to get notifications about Planner tasks.

Add the Planner app

Tip:  To pin the app for easy access, right click on Planner after adding the app and select Pin . To open the Planner app in a separate window, select Open in new window .

Note:  If you don't see Planner, your organization might not have the app turned on. Check with your administrator to find out more.

Plan your day with My Day 

My Day is a clutter-free focus space that helps you stay on top of tasks that you want to focus on today. Tasks from My Tasks and personal plans that are due today will show up in My Day. You can also create tasks that you feel are important and may need your attention.

Your daily dashboard:

Handpicked priorities: Determine and add your main tasks for the day.

Auto-population: Tasks from My Tasks and personal plans that are due today automatically appear on My Day, keeping you on top of important deadlines.

Prioritize and work on these tasks: Once the tasks are on My Day, you can prioritize the tasks in the order you want to accomplish them today.

Start fresh in My Day each day: My Day clears itself every night, so you can start the next day with a blank slate and personalize your day. Any unfinished tasks in My Day that are left over before it clears will be available in the original Plan that they came from.

Track your tasks in My Tasks

Planner offers a purpose-built My Tasks view, designed to centralize all the tasks relevant to you. My Tasks is organized into four distinct views, each serving a unique purpose:

Private tasks :   Private tasks is a place for you to quickly jot down tasks at the speed of thought. This is a place where you can create tasks that do not belong to a plan yet. You can then further organize these tasks inside Plans by selecting More actions, which will help you move these unorganized tasks in definitive plans.

Assigned to me :   Includes all of the tasks that have been assigned to you in Teams meeting notes, basic plans, premium plans, Loop component, and shared lists in To Do.

Flagged emails : All your flagged emails from Outlook appear in the Flagged emails section. You can also navigate to the emails directly from the task by selecting the attachment.

All : The All view provides an aggregation of all your individual tasks from Private tasks, Assigned to me, and Flagged emails. You can then filter and sort to meet your needs. For example, if you want to see all your tasks that are due tomorrow and are urgent, just apply the filter on this view and you will get a curated list of tasks.

See all of your plans with My Plans

The My Plans page in Planner shows all of your plans, no matter where they were created. This includes lists created in To Do, plans created in Planner and Project for the web, Loop plans, plans from Teams meeting notes, and more.

The My Plans page provides five filters to help find the right plan or list:

Recent:  Shows your most recently accessed plans and lists.

Shared:  Shows your shared plans and lists.

Personal:  Shows your personal plans and lists.

Pinned:  Shows all plans and lists you have pinned.

My teams:  Shows all of your plans that are shared with a Team’s channel.

Tip:  Use keywords to quickly find plans and lists by selecting  Filter by keyword .

Create new plans

With plans, you can easily manage your team workload, track work towards team goals, organize work into sprints using agile planning, track dependencies on the timeline view, and more.

Get notifications about Planner tasks

Task notifications will appear in your Teams activity feed both on your desktop and in the Teams mobile app. You'll get a notification when:

Someone else assigns a task to you.

Someone else assigns an urgent task to you.

Someone else makes a task assigned to you urgent.

Someone else makes a task assigned to you not urgent.

Someone else changes the progress of a task assigned to you.

Someone removes you from a task's assignees.

More information

To learn more about what you can do with plans in Planner, please check out:

Manage your Personal Tasks with Planner in Teams

Manage your Team's Plans with Planner in Teams

Advanced Capabilities with Premium Plans

Need more help?

Want more options.

Explore subscription benefits, browse training courses, learn how to secure your device, and more.

Microsoft 365 subscription benefits

Microsoft 365 training

Microsoft security

Accessibility center

Communities help you ask and answer questions, give feedback, and hear from experts with rich knowledge.

Ask the Microsoft Community

Microsoft Tech Community

Windows Insiders

Microsoft 365 Insiders

Was this information helpful?

Thank you for your feedback.

• Getting Started with Your Project Management Implementation

Overview of Organization Structures for Project Financial Management

In the Define Organization Structures for Project Financial Management activity, you configure business units for controlling transactions and workforce structures for managing the enterprise.

For business units, you perform setup steps such as creating and managing business units, generating data roles, provisioning users with data roles, and assigning reference data to business units. For workforce structures, you perform setup steps such as creating and managing organizations, assigning workers to organizations, creating and managing hierarchies for the departments, and creating jobs.

This table lists the tasks and task lists that the setup tasks in the Define Organization Structures for Project Financial Management activity are grouped into.

Human Resources Generalist 2 - TP129240

Job description, #tp129240 human resources generalist 2.

Position available through UCSD Temporary Employment Services (TES). Employment through TES is an excellent way to gain valuable UCSD experience and get your foot in the door for career positions. TES employment includes medical coverage, paid vacation & sick time, paid holidays, as well as training and development opportunities!

ASSIGNMENT DETAILS

UC San Diego is hiring a temporary Human Resources Generalist 2 to support the campus operations for the 2023 - 2024 School Year.

Duration: This role is anticipated to last through 9/13/2024

Compensation: $32.92-34.50 per Hour. Eligible for paid holidays and vacation/sick leave. Full-medical insurance also available.

Work Schedule: Monday-Friday 7:45 a.m. to 4:15 p.m.

Location: Hybrid - On campus in La Jolla.

DESCRIPTION

Human Resources advances a culture of inclusion and innovation by attracting top talent, building a high-performing workforce, developing skilled leaders, and fostering a vibrant and engaging climate for the people of UC San Diego. We provide campus employees with the full range of personnel services and participate in system wide policy and decision-making. Human Resources includes CHRO Administration, Business and Fiscal Operations, and six functional domains: Talent Solutions; People Programs and Rewards; HR Strategy and Policy; People Support; Organization Effectiveness; and Strategic Consulting, Assessments and Analytics. People Support includes Integrated HR Services and the HR Support Team. The Integrated HR Services unit provides specific organizational areas with full-service human resources consultation, guidance and support. Our team of HR Generalists and HR Assistants provide everything from strategic partnership related to a department/unit's mission and goals to answering routine employee questions related to their UC and/or UC San Diego employment. We help guide employees through policies and programs and service as a conduit to connect staff to resources. In support of the Client Department and HR Business Partner, the Human Resources Specialist applies professional human resources knowledge of organizational policies and practices to provide guidance to employees, supervisors and managers to resolve human resources issues of moderate scope and complexity. The Specialist assists and guides the development of job descriptions, supports performance appraisal processes, provides guidance on benefits and employment-related issues, and works with supervisors and managers to recruit, hire, onboard, and retain employees. The Specialist also maintains human resources data, runs reports, analyzes data, and provides recommendations as appropriate.

QUALIFICATIONS

• Analytical skills to conduct analysis and develop recommendations
• Demonstrates organizational skills and problem-solving skills
• Basic knowledge of human resources policies and programs, and how they affect other organizational policies and procedures.
• Demonstrated experience in maintaining confidentiality of personnel or other sensitive issues. Knowledge and ability to effectively use Word (word processing), Access or other database software, Excel (spreadsheet), Outlook (electronic mail) and Power Point presentation software.
• Competent in the use of internet technology.

SPECIAL CONDITIONS

Job offer is contingent upon satisfactory clearance based on Background Check results.

This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act (CANRA) and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.

Pay Transparency Act

Annual Full Pay Range: $61,800 - $108,000 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $29.60 - $51.72

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Share This Page

Posted : 4/9/2024

Job Reference # : TP129240

JOIN OUR TALENT COMMUNITY

Interested in working at UC San Diego and UC San Diego Health but can't find a position that's right for you? Submit your resume to our Talent Community to be considered for future opportunities that may align with your expertise. Please note, by joining our Talent Community, you are not applying for a position with UC San Diego Campus and Health. Rather, this is an additional way for our Talent Acquisition team to find candidates with specific credentials, if an opportunity arises. You are still encouraged to regularly check back on our career site or sign up for Job Alerts to apply for openings that are a match for your background.

• Career Sites by Recruiting.com

Research Project Lead for Studies of Postsecondary and Labor Market Outcomes

How to apply.

To apply for this position, please upload [1] a cover letter, [2] your CV, [3] one or more writing samples demonstrating your research skills (e.g., job market paper, dissertation chapter, recent publication that you sole authored or for which you are first author), [4] evidence of significant experience preparing data for analysis using Stata (e.g.,two or more substantial samples of individually written, carefully commented code that demonstrate your skills with cleaning, coding, organizing, merging, and otherwise preparing data for analysis), and [5] contact information for at least three individuals who are willing and able to serve as references for you. The cover letter should address in detail your fit for the position and the ways in which you meet the required and desirable qualifications for the position, listed below, as well as your professional commitment to diversity, inclusion, justice, and equity. If the writing sample is a co-authored paper, include in your cover letter a detailed explanation of your particular role in the work. Review of applications will begin immediately and continue until the position is filled. Applications received by April 28, 2024, will receive full consideration.

The Research Project Lead takes substantial responsibility for the day-to-day organization and execution of one or more assigned research projects addressing postsecondary students' educational and labor market outcomes, and policies and practices that influence student success and labor market outcomes. The Research Project Lead also collaborates in and provides support to other original research projects and funding proposals led by other team members. The position is part of a research team under the direction of Peter Riley Bahr, Associate Professor in the Center for the Study of Higher and Postsecondary Education, who will determine the scope of work. This is a one-year position with the likelihood of renewal depending on funding. The position may be filled as full-time or part-time, and requests for a flexible schedule will be considered.

Responsibilities*

We are seeking skilled individuals who can take initiative and bring creativity in using administrative data to answer research questions and produce actionable findings for colleges, systems, and states.

A person taking on the role of Research Project Lead is responsible for the following:

• Interpret the objectives and research questions of assigned projects
• Make methodologically sound, defensible decisions about data cleaning, defining key terms conceptually and operationalizing them as variables, specifying an appropriate sample and unit of analysis, adjudicating between and selecting analytic approaches based on relevant literature, and sharing results in an accessible format
• Clean, code, organize, merge, and otherwise prepare and manage complex longitudinal data sets for analysis using Stata
• Perform data quality assurance checks and identify potential problems with data and the sources of the problems
• Write carefully commented and well-organized Stata syntax
• Design and refine methodologies to meet project objectives and answer project research questions
• Conduct advanced statistical analyses
• Prepare data tables, figures, and other visualizations to present research findings for internal team review and external dissemination
• Thoroughly document methodological and operational decisions of data preparation and analysis
• Prepare data codebooks
• Conduct literature reviews
• Write manuscripts, reports, briefs, and funding proposals
• Prepare and deliver presentations
• Collaborate in research activities with other team members
• Participate in and contribute to team meetings
• Guide the work of graduate student research team members, assign tasks, set timelines, ascertain the quality and completeness of work products, and ensure that deadlines are met
• Other duties as assigned

Required Qualifications*

• M.A. (Ph.D. preferred) in Higher Education, Public Policy, Sociology, Economics, or a related field
• Extensive experience with advanced quantitative research methods
• Extensive experience preparing complex longitudinal datasets for analysis, including cleaning, coding, organizing, merging, and managing data using Stata
• Extensive experience analyzing data and displaying results in tabular and graphical form using Stata
• Experience writing manuscripts for peer-reviewed scholarly journals
• Experience translating research findings for presentation to scholarly audiences, such as at research conferences
• Extensive, in-depth knowledge of one or more areas of higher education research
• Familiarity with contemporary research and policy discourse on community colleges and other open-access postsecondary institutions
• Demonstrated ability to work independently and meet deadlines
• Demonstrated ability to work well with others, including both receiving direction and providing direction
• Demonstrated ability to work on multiple projects simultaneously while maintaining exceptional attention to detail
• Experience with project planning and leadership
• Strong written and verbal communication skills

Desired Qualifications*

• Ph.D. in Higher Education, Public Policy, Sociology, Economics, or a related field
• Experience working with administrative course-level, student-level, and institution-level education data
• Experience writing research grant proposals
• Experience writing research reports or research briefs for policymakers and/or practitioners
• Experience translating research findings for presentation to policymakers and/or practitioners
• Experience working in state or national higher education organizations

Additional Information

The School of Education is located at 610 E. University, Ann Arbor, Michigan. This is a 100% remote position, but an on-campus office is available if preferred. The position may be filled as full-time or part-time, and requests for a flexible schedule will be considered. 

Statement on Diversity:

We respect and value individuals from all races, ethnic backgrounds, ages, genders, religions, sexual orientations, disabilities, economic or veteran status, and other diverse perspectives and individual differences. Further, we are committed to tolerance, sensitivity, understanding, and mutual respect everywhere within our community and we affirm our promise to make the School of Education a welcoming place for all.  In seeking new staff members, we are committed to hiring those who share in our reverence and expectation for diversity.

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

The Official Careers Website of the City of New York

Project Manager

• Agency: DEPT OF DESIGN & CONSTRUCTION
• Job type: Full-time
• Title Classification: Exam may be required

PUB BLDGS/A+E/FRONT END PLANN.

Job Description

Hours: Full-Time Position – 35 Hours Work Location: 30-30 Thomson Avenue, LIC, NY 11101 All interested candidates are welcome to apply and will be considered for an interview based on the Minimum Qualification Requirements. Please indicate on your cover letter if you are permanent in the Assistant Architect title or if you are on the Open-Competitive List for Exam #0121. The NYC Department of Design and Construction, Division of Public Buildings is seeking a Project Manager to be part of a team of experienced professionals engaged in guiding capital project scope development for the Public Buildings Division. The selected candidate will assist Program Executives in bringing clarity to the project planning and initiation process through well-developed planning and review of client needs and existing conditions resulting in the creation of Front-End Planning Reports. The team conducts field surveys and interviews with sponsor agencies and service providers, reviews reports and programs, and coordinates with project managers, estimators, risk analysts, and project schedulers. The goal is to perform a broad analysis to develop a comprehensive understanding of the needs of each capital project to facilitate successful delivery in a safe, expeditious, and cost-effective manner while maintaining the highest degree of architectural, engineering, and construction quality. The unit is also responsible for oversight of consultant-produced Capital Project Scope Development Reports, or CPSDs. It will also produce investigative and/or feasibility reports for the Office of the Mayor on high-priority projects and studies. Prepares specifications, estimates of quantities of materials required and cost estimates. Authorization to work in the United States is required for this position. NYC Department of Design and Construction does not provide sponsorship for international employees. Applicants are responsible for ensuring that they meet all qualifying requirements for this position, at the time of application. All applicants, including City Employees: Please go to NYC Government Jobs | Explore Careers | City of New York, go to Search for Open Jobs, and type in the Job ID # listed above. Submit job application as prompted. Do not apply via Employee Self-Service (ESS), e-mail, mail, or fax your resume to DDC directly.

1. A Bachelor or a Master of Architecture degree that is the first professional degree in architecture from an accredited college; or 2. A Bachelor of Science degree in architecture that is the first four years of a five-year first professional degree program in architecture from an accredited college and one year of full-time satisfactory experience in architectural work; or 3. A valid New York State Registration as an Architect. The following are examples of four-year degrees that are NOT acceptable to meet the education requirement: Bachelor of Science in Architectural Technology; Bachelor of Professional Studies in Architecture; Bachelor of Science in Fine Arts issued by the Architectural Department of a college; Bachelor of Science in Art and Design issued by the Architectural Department of a college. Note: A Motor Vehicle Driver License valid in the State of New York may be required for certain assignments. If required, this license must be maintained for the duration of the assignment.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

Civil service title

ASSISTANT ARCHITECT

Title classification

Competitive-1

Business title

• Experience level: Experienced (non-manager)

Number of positions

Work location

30-30 Thomson Ave L I City Qns

• Category: Engineering, Architecture, & Planning