task management

1. MANAGEMENT
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2. Task Management
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3. Task Management
Important?
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4. Effective task management is
essential to completing any project
successfully whether working solo
or with a team.
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5. Task Skills
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6. refer to a combination of general abilities,
knowledge, talents and expertise a person
possesses to perform a typical task or job.
Task Skills
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7. refer to a combination of general abilities,
knowledge, talents and expertise a person
possesses to perform a typical task or job.
Task Skills
They are common skills that are necessary
to accomplish common jobs and tasks.
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8. refer to a combination of general abilities,
knowledge, talents and expertise a person
possesses to perform a typical task or job.
Task Skills
They are common skills that are necessary
to accomplish common jobs and tasks.
Task skills are distinguished from more
occupation-specific skills and competencies
that are required for specialists to do their
unique and specific jobs.
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9. Just like any other kind of skills, task skills can
be acquired and improved through learning and
practice
Task Planning
Time management
Problem solving
Practical skills
Negotiation
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10. Just like any other kind of skills, task skills can
be acquired and improved through learning and
practice
Task Planning
Time management
Problem solving
Practical skills
Negotiation
a composition of general skills and abilities to
set goals, determine resources and schedule
events related to certain tasks.
common skills that help employees
schedule their tasks and working hours
an ability to solve task-based issues and
problems.
using tools, computers, software,
equipment or/and technology in task
management
a set of skills to communicate with
colleagues and seniors to discuss certain
tasks and come to agreement.
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11. Task Management
Techniques
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12. Daily Task
Planning
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13. At the end of the work day,
take the time to review the
day's accomplishments,
cross them off of your list
and plan your work for the
next day.
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14. means reviewing results of the task
monitoring activity to develop a task
analytics report that summarizes data
on tasks and their performance by
certain parameters and for a specific
period. Such a report can be designed in
a narrative, graphic or tabular form.
Task reporting
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15. •Current state of tasks and their performance
peaks and falls
Task reporting aims to provide decisions makers
with valued information about the following:
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16. •Current state of tasks and their performance
peaks and falls
•Performance gaps and possible solutions
Task reporting aims to provide decisions makers
with valued information about the following:
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17. •Current state of tasks and their performance
peaks and falls
•Performance gaps and possible solutions
•Ways to reach task optimization
Task reporting aims to provide decisions makers
with valued information about the following:
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18. TASK MONITORING – TRACK INFORMATION ON
CURRENT STATUS AND RESULTS OF TASKS
This step aggregates and analyzes
gathered data about tasks to create
a kind of presentation for decision
making.
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19. TASK MONITORING – TRACK INFORMATION ON
CURRENT STATUS AND RESULTS OF TASKS
It usually provides a real-time
performance summary of
activities to decision makers that
must review this summary,
identify performance gaps, and
generate improvement solutions.
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20. TASK MONITORING – TRACK INFORMATION ON
CURRENT STATUS AND RESULTS OF TASKS
Task monitoring can be presented as a process
that carries out these activities:
 Create an action plan for solving task
problems.
 Generate improvement solutions
 Identify and describe task problems
that cause performance bottlenecks
 Analyze the data
 Confirm gathered data is ready for monitoring
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21. It is about collecting, capturing and recording
any information that appears to be essential
to task analysis.
Task Data Gathering
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22. It is about collecting, capturing and recording
any information that appears to be essential
to task analysis.
Task Data Gathering
The step aims to create a pool of task data
that can be used for further task monitoring
and reporting.
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23. Identify
Tasks
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24. It's helpful to periodically
do a 'brain dump' and
make a list of all of the
tasks that you must
complete.
Do a mental scan of all of
your projects so that you
can capture everything
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25. Successful planning and management of
projects can be reached through creating
decompositions of tasks and sub-tasks
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26. Successful planning and management of
projects can be reached through creating
decompositions of tasks and sub-tasks
Every project can be presented as a series of
interrelated tasks which are subordinated to and
aligned with project goals and objectives.
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27. Successful planning and management of
projects can be reached through creating
decompositions of tasks and sub-tasks
Every project can be presented as a series of
interrelated tasks which are subordinated to and
aligned with project goals and objectives.
Decomposition of projects into smaller activities
or tasks lets simplify planning through assessing
work effort and displaying project outcomes in a
tree-like structure.
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28. Decomposing a project into tasks is a process that
begins once the project is approved for planning and
further development.
This process aims to create a hierarchical view of
project work that includes simple operations,
tasks and sub-tasks.
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29. The process takes the following steps:
• Identify a project to be decomposed into
smaller activities
• Define goals and objectives of this project
• Outline major or strategic tasks that achieve
project goals and objectives at high
level
• Assess these tasks for complexity and
figure out if there is a need to use sub-
projects instead
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30. • Organize major tasks in logical
sequence
• Develop a task flowchart that shows all
levels of project breakdown.
• Organize sub-tasks into logical milestones
for monitoring completion status
• Allocate necessary resources to sub-tasks
• Break every task into smaller activities or
sub-tasks
• Identify resources required to perform major
tasks
• Link goals of major tasks with each other
• Set priorities between the tasks
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31. Limit tasks to a single
action item
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32. Break larger task down to their simplest
form-- a single action item that can be
completed in one sitting.
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33. Through decomposing a given project into tasks
and smaller activities it is possible to identify and
estimate resources required for this project.
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34. Through decomposing a given project into tasks
and smaller activities it is possible to identify and
estimate resources required for this project.
Task decomposition allows using a resource
analysis of individual tasks and activities to
develop a resource management plan for the
entire project.
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35. Through decomposing a given project into tasks
and smaller activities it is possible to identify and
estimate resources required for this project.
Task decomposition allows using a resource
analysis of individual tasks and activities to
develop a resource management plan for the
entire project.
The advantage of this method is that it lets create
resource estimates from specific low-level tasks
to general project processes and stages.
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36. There are 8 steps in project resource planning through task
decomposition:
1. Develop task decomposition that shows tasks and their goals
and includes milestones for status tracking
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37. There are 8 steps in project resource planning through task
decomposition:
1. Develop task decomposition that shows tasks and their goals
and includes milestones for status tracking
2. Identify types of resources (labor, time, funds, materials &
supplies, facilities, IT, equipment) required for every
individual task to reach completion
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38. There are 8 steps in project resource planning through task
decomposition:
1. Develop task decomposition that shows tasks and their goals
and includes milestones for status tracking
2. Identify types of resources (labor, time, funds, materials &
supplies, facilities, IT, equipment) required for every
individual task to reach completion
3. Estimate number of resources necessary for individual tasks
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39. There are 8 steps in project resource planning through task
decomposition:
1. Develop task decomposition that shows tasks and their goals
and includes milestones for status tracking
2. Identify types of resources (labor, time, funds, materials &
supplies, facilities, IT, equipment) required for every
individual task to reach completion
3. Estimate number of resources necessary for individual tasks
4. Develop a summary of task resources
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40. There are 8 steps in project resource planning through task
decomposition:
1. Develop task decomposition that shows tasks and their goals
and includes milestones for status tracking
2. Identify types of resources (labor, time, funds, materials &
supplies, facilities, IT, equipment) required for every
individual task to reach completion
3. Estimate number of resources necessary for individual tasks
4. Develop a summary of task resources
5. Perform an analysis of available project resources and figure
out if they are sufficient to meet resource needs of
decomposed tasks
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41. There are 8 steps in project resource planning through task
decomposition:
1. Develop task decomposition that shows tasks and their goals
and includes milestones for status tracking
2. Identify types of resources (labor, time, funds, materials &
supplies, facilities, IT, equipment) required for every
individual task to reach completion
3. Estimate number of resources necessary for individual tasks
4. Develop a summary of task resources
5. Perform an analysis of available project resources and figure
out if they are sufficient to meet resource needs of
decomposed tasks
6. Identify missing resources (if any) and define sources of
acquiring those resources
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42. There are 8 steps in project resource planning through task
decomposition:
1. Develop task decomposition that shows tasks and their goals
and includes milestones for status tracking
2. Identify types of resources (labor, time, funds, materials &
supplies, facilities, IT, equipment) required for every
individual task to reach completion
3. Estimate number of resources necessary for individual tasks
4. Develop a summary of task resources
5. Perform an analysis of available project resources and figure
out if they are sufficient to meet resource needs of
decomposed tasks
6. Identify missing resources (if any) and define sources of
acquiring those resources
7. Develop a resource management plan that explains what
resources to involve, where to acquire them and how to use
them throughout the project
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43. There are 8 steps in project resource planning through task
decomposition:
1. Develop task decomposition that shows tasks and their goals
and includes milestones for status tracking
2. Identify types of resources (labor, time, funds, materials &
supplies, facilities, IT, equipment) required for every
individual task to reach completion
3. Estimate number of resources necessary for individual tasks
4. Develop a summary of task resources
5. Perform an analysis of available project resources and figure
out if they are sufficient to meet resource needs of
decomposed tasks
6. Identify missing resources (if any) and define sources of
acquiring those resources
7. Develop a resource management plan that explains what
resources to involve, where to acquire them and how to use
them throughout the project
8. Design a resource loading chart that reflects estimated effort
of all project resources required to perform individual tasks in
project breakdown.
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44. Through decomposing project work into
simple manageable and measurable
activities or tasks it is possible to develop
project schedules.
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45. There are 10 steps for developing a project
schedule through task decomposition:
1. Identify an amount of work to be
performed within a project
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46. There are 10 steps for developing a project
schedule through task decomposition:
1. Identify an amount of work to be
performed within a project
2. Estimate all resources required for the
project to perform necessary work
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47. There are 10 steps for developing a project
schedule through task decomposition:
1. Identify an amount of work to be
performed within a project
2. Estimate all resources required for the
project to perform necessary work
3. Develop a timeline that shows rough
timeframes for the project
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48. There are 10 steps for developing a project
schedule through task decomposition:
1. Identify an amount of work to be
performed within a project
2. Estimate all resources required for the
project to perform necessary work
3. Develop a timeline that shows rough
timeframes for the project
4. Define tasks and simple activities that
perform project work
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49. There are 10 steps for developing a project
schedule through task decomposition:
1. Identify an amount of work to be
performed within a project
2. Estimate all resources required for the
project to perform necessary work
3. Develop a timeline that shows rough
timeframes for the project
4. Define tasks and simple activities that
perform project work
5. Develop a decomposition diagram that
displays project tasks and timeline
(incl. project resources)
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50. 6. Use this diagram to identify project
breakdown levels or key steps of project
work
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51. 6. Use this diagram to identify project
breakdown levels or key steps of project
work
7. Perform accurate time estimation to
determine time for every
individual task of the decomposition
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52. 6. Use this diagram to identify project
breakdown levels or key steps of project
work
7. Perform accurate time estimation to
determine time for every
individual task of the decomposition
8. Sum up all durations of individual tasks
and compare the resulting value with
rough timeframes estimated earlier
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53. 6. Use this diagram to identify project
breakdown levels or key steps of project
work
7. Perform accurate time estimation to
determine time for every
individual task of the decomposition
8. Sum up all durations of individual tasks
and compare the resulting value with
rough timeframes estimated earlier
9. Make necessary corrections of project
timeframes if needed
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54. 6. Use this diagram to identify project
breakdown levels or key steps of project
work
7. Perform accurate time estimation to
determine time for every
individual task of the decomposition
8. Sum up all durations of individual tasks
and compare the resulting value with
rough timeframes estimated earlier
9. Make necessary corrections of project
timeframes if needed
10. Develop a project schedule based on the
corrected timeline
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55. Prioritize
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56. Give each task a priority.
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57. Give each task a priority.
You can't complete them all in a
day, and some tasks are
contingent on the completion
of a previous task.
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58. SUBTASKS SHOULD
BE PRIORITIZED TOO
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59. Some subtasks are less important than others
Complex tasks usually have a number of
subtasks, which are defined while task setting.
Some of these subtasks are more important and
others are less significant for the result of this
task.
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60. Some subtasks are less important than others
Complex tasks usually have a number of
subtasks, which are defined while task setting.
Some of these subtasks are more important and
others are less significant for the result of this
task.
The successful and timely accomplishment
depends on the prioritizing the subtasks by their
importance
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61. Some subtasks are less important than others
Complex tasks usually have a number of
subtasks, which are defined while task setting.
Some of these subtasks are more important and
others are less significant for the result of this
task.
The successful and timely accomplishment
depends on the prioritizing the subtasks by their
importance
If you spend the whole time assigned to a task
doing its less important points you risk to waste
the time and not to get a required result.
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62. "Prioritize the subtasks" To Do List
• When you have the task to do, think about
the steps you should do to fulfill it
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63. "Prioritize the subtasks" To Do List
• When you have the task to do, think about
the steps you should do to fulfill it
• Define which of these steps are more
important to get required result and set
lower priority to those that don't influence
the task result
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64. "Prioritize the subtasks" To Do List
• When you have the task to do, think about
the steps you should do to fulfill it
• Define which of these steps are more
important to get required result and set
lower priority to those that don't influence
the task result
• Set the order in which subtasks should be
done
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65. "Prioritize the subtasks" To Do List
• When you have the task to do, think about
the steps you should do to fulfill it
• Define which of these steps are more
important to get required result and set
lower priority to those that don't influence
the task result
• Set the order in which subtasks should be
done
• Use software to list the task and enter its
subtasks in a proper order
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66. PRIORITIZING IS THE
KEY TO GETTING
THINGS DONE
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67. Prioritizing, as any other task management tool, is well-
known but rare-used.
Prioritize, or lose time
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68. Prioritizing, as any other task management tool, is well-
known but rare-used.
Prioritize, or lose time
There is often a temptation to do the tasks we want or
like to do, yet we should do the important or urgent tasks
first.
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69. Prioritizing, as any other task management tool, is well-
known but rare-used.
Prioritize, or lose time
There is often a temptation to do the tasks we want or
like to do, yet we should do the important or urgent tasks
first.
You can set priorities in the evening when you
plan things to do for tomorrow or in the
morning when you look at your task list and
choose the tasks for the start.
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70. Prioritizing, as any other task management tool, is well-
known but rare-used.
Prioritize, or lose time
There is often a temptation to do the tasks we want or
like to do, yet we should do the important or urgent tasks
first.
You can set priorities in the evening when you plan things
to do for tomorrow or in the morning when you look at
your task list and choose the tasks for the start.
Otherwise, you will never achieve your goal: you will
keep on doing trifles never getting the result.
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71. Assign Due Dates
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72. Once tasks are in their
priority order assign due
dates to them to help you
track the status of a project
against the projects major
milestones.
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73. Each goal that you really want to achieve should
be time-bound.
Goal must be time-bound
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74. Each goal that you really want to achieve should
be time-bound.
Goal must be time-bound
It is not enough to say that you want to earn
200 thousand dollars a year; you must set the
time by which you will try to achieve it.
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75. Each goal that you really want to achieve should
be time-bound.
Goal must be time-bound
It is not enough to say that you want to earn
200 thousand dollars a year; you must set the
time by which you will try to achieve it.
When the goal is clearly connected with the time,
it becomes more material and serves you a light-
flash to move forward it and achieve it by
appointed due date in contrast to vague goals
that you hope to reach "one day".
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76. Separate tasks into
Categories
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77. Establish a set of categories
that correspond to the
projects characteristics and
assign certain tasks to the
appropriate category.
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78. CATEGORIES A, B AND C:
SIMPLE AND EFFECTIVE
TECHNIQUE OF PRIORITIZING
YOUR TASKS
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79. For better focusing and orientation
in your priorities you can use
technique of task categorizing.
Sort tasks from your to-do-list
into three categories:
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80. - urgent and indispensable tasks that
need to be accomplished without delay.
You must complete these tasks in time in
order to avoid undesirable
consequences.
Category A
This category of tasks is your highest
priority and you must concentrate all
your efforts on these
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81. - tasks of lesser urgency; important
but not urgent activities.
Category B
Tasks that you should do, but they
can be postponed for a while until
you accomplish tasks from your
Category A.
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82. - tasks that would be good to do, but they
are neither important nor urgent.
Category C
This is a category of lowest priority - non-
fulfillment of these tasks will not influence
you badly.
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83. Celebrate Important
Project Milestones
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84. Achieving important project
milestones is a great excuse
to celebrate the progress
you are making on the
overall project
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85. Thank You
For Listening
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86. The Art of effective
Listening is essential to
clear communication,
and clear
communication is
necessary to
Management Success.
-James Cash Penney1/26/2018 10:32 AM