A Fail-Proof Guide To Improve Employee Efficiency

  Published : May 30, 2024
  Last Updated: May 30, 2024


Ever feel like your team is drowning in tasks? Maybe deadlines loom, projects stall, and getting a clear picture of everyone’s workload feels impossible.

Without task tracker tools like ProHance, managers’ visibility into workload is usually based on line-of-sight and hearsay.

In today’s fast-paced world, managing tasks effectively is crucial for both remote and office-based teams.

This is where task trackers come in, offering a digital lifeline to boost employee efficiency.

What is a task tracker?

Think of a task tracker as a digital assistant for your employees’ to-do list. It’s a software program or app that lets you create, manage, and track your tasks.

Using a task tracking system for your employees, you can:

  • Break down large projects into smaller parts
  • Create more manageable steps,
  • Set deadlines, and
  • Prioritize tasks based on importance.

A Microsoft study found that employees spend a whopping 57% of their workday communicating! That’s nearly 4.5 hours juggling emails, chats, and meetings. Here’s the breakdown:

  • 1.12 hours on emails
  • 1.31 hours on team chat
  • 1.5 hours in meetings

This adds up to a staggering month and a half per year spent communicating! No wonder 68% of employees feel they lack time for focused work.

Task Management Process

How can I make the employee task-tracking system more efficient?

You can use the following tricks to make your employee task-tracking system more efficient:

Invest in User-Friendly Tools

Choose a task tracker that’s easy to learn and use. A clunky system will only discourage adoption.

Set Clear Expectations

Define how tasks should be created, prioritized, and tracked within the system.

Integrate with Existing Tools

Look for task trackers that integrate with your existing project management or communication software for a smooth workflow.

Encourage Regular Updates

Employees should update their tasks regularly to ensure everyone has a clear picture of progress.

What are the types of task-tracking tools?

How to improve team productivity with Task Management System 

While there are many task-tracking tools available, they can be broadly categorized into three main types based on their functionality and approach to visualizing tasks:

To-Do List Apps

These are the simplest task trackers. They focus on creating and managing individual tasks. They often include features like

  • due dates,
  • priorities, and
  • checklists.

Kanban Boards

Inspired by the Kanban methodology, these systems visualize tasks on a board with different columns representing stages of completion. These stages can be

  • To Do,
  • In Progress,
  • Done

Trello is a well-known Kanban board tool. It offers a drag-and-drop interface for easy task movement. ProHance also offers excellent visualization tools.

Gantt Charts

These task trackers use bar charts to illustrate project timelines. Each bar represents a task, with its length indicating duration.

  • Gantt charts are ideal for projects with clear dependencies between tasks.
  • It allows visualization of the overall workflow.

With ProHance, you can utilize Gantt charts to track tasks.

Beyond these core types, there are also hybrid solutions that combine features from different categories. The best approach for your team depends on your specific needs and project complexity.

What benefits do task-tracking tools provide?

5 Benefits of Using Employee Task Management System

There are numerous advantages to using task-tracking tools. Here are some key benefits:

Improved Focus and Prioritization

By visualizing tasks and deadlines, employees can focus on what matters most. Task trackers

  • help prioritize urgent tasks and
  • ensure important projects don’t get lost in the shuffle.

Enhanced Team Collaboration

Task-tracking tools create a shared workspace. In that space, your team members can

  • see each other’s progress,
  • collaborate on projects, and
  • stay on the same page.

Increased Accountability

Knowing their work is tracked can motivate employees to stay focused and accountable. Task trackers also provide managers with valuable insights into individual and team performance.

Boosted Productivity

By streamlining task management, employees can avoid wasting time switching between tasks or forgetting deadlines. This leads to a significant increase in overall productivity.

Better Project Management

Task trackers help break down complex projects into manageable tasks with clear deadlines. This

  • improves project visibility,
  • allows managers to identify and address roadblocks before they derail progress.

How do I find the right task-tracking software for my team?

Finding the right task-tracking software for your team involves understanding your needs and evaluating different options. Here’s a roadmap to guide you:

Assess Your Team’s Needs

  • Team Size: Smaller teams (under 10) might be happy with a basic to-do list app, while larger teams (over 20) likely need a feature-rich project management platform.
  • Workflow Complexity: Do your projects involve simple tasks or complex workflows with dependencies? Complex projects might benefit from Gantt chart capabilities.
  • Collaboration Needs: How much collaboration is required between team members? Look for tools with file-sharing and commenting features if collaboration is crucial.

Prioritize Features:

  • Task Management Essentials: Make sure the software allows easy task creation, assignment, and progress tracking.
  • Advanced Features: Consider additional needs like time tracking, reporting, or budget management.

Set a Budget:

  • Free vs. Paid Options: Many task trackers offer free versions with limited features. Paid plans typically unlock advanced functionalities.
  • Long-Term Value: Consider the long-term value proposition. While a free option might seem attractive initially, a paid plan with features that boost productivity can be a worthwhile investment.

Research and Compare:

  • Popular Options: Explore popular task trackers like Trello (Kanban board) or ProHance that cater to your industry’s specific needs.
  • Read Reviews: Read user reviews and comparisons of different software options to understand their strengths and weaknesses.

Free Trials and Demos:

  • Take Advantage of Trials: Most task trackers offer free trials. You can test the platform with your team and see if it fits your workflow.
  • Schedule Demos: Some software companies like ProHance offer demos. You can discuss your specific needs. Get a personalized walkthrough of the features.

What features should an employee task-tracking software have?

Benefits of Using Task Management Software

Here are some key features to look for in employee task tracking software:

  • Task Creation and Assignment: The system should allow easy creation and assignment of tasks with clear deadlines and descriptions.
  • Progress Tracking: Track the progress of tasks and monitor completion rates to identify bottlenecks.
  • Prioritization: The ability to prioritize tasks based on importance and urgency helps keep everyone focused.
  • Collaboration Tools: Features like file sharing and commenting allow team members to work together seamlessly.
  • Reporting: Generate reports to gain insights into team performance and identify areas for improvement.

Also Read: How to Boost Employee Productivity and the Best Way to Improve It

Wrapping Up

In today’s competitive business landscape, a well-organized and productive team is a recipe for success. So, ditch the overflowing to-do lists and embrace the power of task trackers.

Frequently Asked Questions

Q1. What is a daily task tracker?

A daily task tracker is essentially a task-tracking system specifically designed to help you manage your daily workload. These tools typically offer features like creating daily to-do lists, setting priorities, and tracking progress throughout the day.

Q2. Are there any benefits to employee task tracking?

Absolutely! Employee task tracking offers a multitude of benefits, including improved focus and prioritization, enhanced team collaboration, increased accountability, boosted productivity, and better project management.

Q3. What features should I look for in employee task-tracking software?

When choosing employee task-tracking software, prioritize features like task creation and assignment, progress tracking, prioritization options, collaboration tools (file sharing, commenting), and reporting capabilities.

Q4. How can I find the right task-tracking tool for my team?

Finding the right task-tracking tool involves assessing your team’s needs (size, workflow complexity, collaboration needs) and prioritizing features. Research popular options, compare features and pricing, and take advantage of free trials and demos before making a decision.

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