TASK VS WORKLOAD

1.TASK

a task is an activity that needs to be accomplished within a defined period of time or by a deadline to work towards work-related goals. A task can be broken down into assignments which should also have a defined start and end date or a deadline for completion. One or more assignments on a task puts the task under execution. Completion of all assignments on a specific task normally renders the task completed. Tasks can be linked together to create dependencies.

Tasks completion generally requires the coordination of others. Coordinated human interaction takes on the role of combining the integration of time, energy, effort, ability, and resources of multiple individuals to meet a common goal. Coordination can also be thought of as the critical mechanism that links or ties together the efforts on the singular level to that of the larger task being completed by multiple members. Coordination allows for the successful completion of the otherwise larger tasks that one might encounter


HOW YOU CAN MANAGE YOUR TASK

1. Make a record of how you spend your time.
2. Do not procrastinate.
3. Managing meetings by attending only the ones that are absolutely necessary 
4. Be organized.
5. Prioritize the tasks.
6. Delegate tasks.
7. Say no- sometimes its good to say 'NO'.

FOLLOWINGS ARE THE TASK MANAGEMENT METHOD

• The "Grocery List"
• Getting Things Done
• Plain Text Tasks
• Rows, Columns n' Sheets
• Team-Based Productivity
• Pen and Paper
• The Kanban Method
• String-Around-The-Finger

I WILL DISCUSS ABOUT STRING AROUND THE FINGER METHOD

The String-Around-The-Finger Method

Remember things without tech

Even though a notification on your iPhone can be a great reminder to complete a task, nothing jogs your memory like a change in something you use everyday. A classic example of this is tying a string around your finger. Or if you prefer a modern take on the method, wrap a rubber-band around your phone.

The basic idea is, put something in your way when you're thinking of something you need to do. Then, the next time you notice that thing—string, rubber band or whatever—your mind will be jogged to remember the task.

Getting a bit more technical with this idea, rearranging app icons or changing your iPhone's wallpaper are other good ways to jog your memory. If you're using this method on the desktop, you can set special photos or text as your screen saver, or my personal favorite: putting a Post-It note in the center of my laptop's screen. Either way, doing something that's out of the ordinary can be a great way to make sure you remember what you need to do.

THE STRING-AROUND-THE-FINGER METHOD AND CONS

• Pros: The simplest possible way to remind yourself to do something.
• Cons: You might end up forgetting why you tied the string in the first place.

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2.Workload 

Workload is the amount of work an individual has to do. There is a distinction between the actual amount of work and the individual's perception of the workload. Workload can also be classified as quantitative (the amount of work to be done) or qualitative (the difficulty of the work).

The assessment of operator workload has a vital impact on the design of new human-machine systems. By evaluating operator workload during the design of a new system, or iteration of an existing system, problems such as workload bottlenecks and overload can be identified. As the human operator is a central part of a human-machine system, the correction of these problems is necessary for the operation of safe and efficient systems.

An operating budget may include estimates of the expected workload for a specific activity. Work loads can vary in many different situations, but the average workload is average

How to Manage Your Team’s Workload

There’s a fine balance to be had between meddling in your team’s To Do lists and ensuring that the workload is equal and fair for everyone.

One of the most critical parts of a manager’s job is to get that balance right. Project teams look to you to clarify what they should be doing and when. But they don’t want you hovering over their shoulder as they tick off every task.

This simple 5-step approach to ensuring your team stays on top of their tasks will make it easy for you to manage the workload in the team without looking like you are micro-managing.

1. Review Your Team’s Current Workload

If you are starting from scratch then you need to start by reviewing what’s currently going on. Perhaps this has been initiated by someone in the team saying they have too much work to do, or perhaps another team manager has called you to say that your guys aren’t keeping on top of their work and have missed a deadline for him.

In ProjectManager.com, you can review your resource allocation at a glance.

Remember, you can only manage what you know. In a matrix environment, you might have some people who are only available to work on your tasks for a portion of their week, so be sure to get clarity on that. These days, “Who is in my team?” is definitely not a stupid question!

The fastest way to find the answer is to use resource management reports from your project management system to show you who is working on which tasks. 

2. Identify Over Allocated Staff

Look for people on the team who are over allocated. That just means that they have been given more work than they can actually do in the time available.

A good rule is that people should be allocated to specific tasks only 80% of their time. The remaining 20% will be for answering phone calls, attending team meetings, dealing with the customer who calls with an urgent problem and so on.

The 20% should be spread out across the week; it’s better to fill people’s time for, say 6 hours per day, than give them every Friday with nothing to do apart from catch up on the things they weren’t able to finish earlier in the week.

View resource allocation across all projects on the dashboard.

3. Identify Under Allocated Staff

You are also looking at your resource reports and dashboards for people who don’t have enough work to do. Keep your team motivated by ensuring they have meaningful tasks to fill the day.

In reality, your team members will always look busy. They will find things to work on, perhaps taking on tasks of their own accord or helping out one of their colleagues. Your time management system will help you understand if they are working on tasks that you deem to be their priority.

You can also pick up clues about whether your team is over or under allocated from them directly. They may ask for more work or point out that they can’t take on another assignment. This is where your professional judgement comes in: are they genuinely too busy or just working on the wrong tasks? Or incredibly unproductive? The better you know the strengths and work patterns of your team the easier it will be to interpret what your time sheet system is telling you.

4. Account for Skills and Absences

You can manage your team’s workload better if you know when they are going to be around. Talk to them about upcoming holidays and include those in your planning so you don’t assign them work while they are away.

Equally, check in with your team to make sure your knowledge of their skills is up-to-date. They may be able to work on more projects than you expected if they have developed new skills.

If you don’t have the skills you need in the team you may have to go out and get them. This video guide by Jennifer Bridges explains how to build a team with the right skills.

5. Adjust Your Assignments

Finally, you’ve got to put those over and under allocations right. Start with the people who have too much work assigned to them. Split up the big tasks into smaller chunks and assign someone else to help them out. Or make the task stretch over a longer period so they have fewer hours to work on it each day.

Re-allocate tasks to balance your team’s workload.

You could also move some of their work to another member of the team who doesn’t have enough to do. Boost someone’s workload by asking them to take on another project, develop their skills or involve them in planning for next year.

If you are going to change an assignment in your resource planning system, don’t forget to speak to the people involved first! That’s one of the key ways to make sure that you are keeping your team happy. You can explain that you are shifting resource requirements around to balance out the work and that it is not a reflection on their performance. In fact, as a result of your workload planning they may end up with even better assignments.

There’s also prioritizing, and that applies to workload management too. Take a look at project manager trainer Devin Deen’s video, “Project Work Priority: How To Prioritize Work For Project Teams,” embedded below to learn more.