Work Management System: Your answer to getting more things done more efficiently
Blog: Monday Project Management Blog
Get things done.
That’s the (unofficial) motto of pretty much any efficiency software.
Get things done. Or better yet, get more things done more efficiently.
And that’s really what work management systems are all about – providing the tools to help employees be more productive, more efficient, and get more work done … faster.
This article discusses the various work management systems that help individuals, teams, and entire organizations get more things done more efficiently.
Start simple: What’s a task?
Let’s start with the basics.
A task is a work item or activity with a specific purpose related to the larger goal. It’s a necessary – and essential – step en route to completing a project.
Tasks can be simple (schedule a meeting) to more detailed (create an outline for a blog post), to complex (fix a software bug).
Simple tasks are often single tasks – assigned to a single person or small team. However, larger, more complex tasks are often cross-functional and company-wide.
Again, depending on the size/complexity of the task, it may include start and end dates and even a series of subtasks.
But the end goal of any task is the same: DO IT!
How task management systems help with tasks
Task management systems ensure employees are constantly working on high-priority tasks and being as efficient as possible.
Using a task management system (like monday.com) means individuals and teams can:
- Get started quickly: Assign owners to new tasks, prioritize each item, set due dates, and so on.
- Manage tasks at any time from any place: A sound task management system allows members to see where things stand at any time, from anywhere. With more people working remotely these days, this anytime/anyplace ability is essential!
- Set smart notifications: Get notifications and reminders for all tasks, or filter to just the most important ones. Never miss a deadline!
- Efficiently manage resources: Save time, avoid rework, and spend more time focusing on what matters.
And all of this one in one customizable, intuitive platform.
Task management software becomes the single source of truth for all team tasks. No more switching between endless Excel files and never-ending email chains!
From task management to work management
Task management systems are great for managing day-to-day tasks.
When tasks become larger and more complex, they tend to involve more teams within the organization. At this point, we move from a task management system to more of a work management system.
Think of a work management system as a series of disparate task management systems bundled together in a systematic, organized, intuitive, collaborative manner.
Work management systems typically involve:
- Communication & collaboration
If you are not automating in 2021, you are missing a huge opportunity to increase efficiency.
And remember, work management systems are all about getting more things done more efficiently.
According to recent research, workers waste more than 40% of their day on manual digital administrative processes … with data entry being the world’s most hated computer task.
That 40% equates to about 3 hours spent every single day on tasks that could have been easily automated.
An effective work management system includes automations that enable tasks to “run themselves.”
monday.com automations mean users can take an event (like changing a status) to trigger an action (like sending a notification). We call these automations “recipes” – pre-defined combinations of triggers (events you choose which sets the automation into motion) and actions (what occurs as a result of that trigger).
We have all sorts of automations categories and a wide variety of pre-built recipes, including:
- Status change
- Recurring tasks
- Date reminders
- Item creation
- Moving items within a board
- Moving items across boards
And so on.
Very few (if any) software solutions stand on their own. So while we tout monday.com as the all-in-one solution, the reality is it becomes “the one-stop-shop” because our platform seamlessly integrates all of your favorite tools.
When considering your work management system, review the complexity (or ease) at which integrations occur.
Note: At monday.com, we pride ourselves on users’ ability to set up integrations in just a few clicks. Use our “integration recipes” with ease – no code required!
Recommended integrations can be broken down by team (CRM, Marketing, Software development, Project management, Sales, HR) or searched as a whole.
Communication & collaboration
Finally, work management systems must must MUST include seamless communication and communication tools.
Organizations have been moving to more remote workforces over the past decade. The global COVID-19 pandemic has only served to accelerate the pace of teams working from anywhere in the world.
The true power of communication and collaboration is when it happens in context.
Being able to communicate in context saves back-and-forth, reply all emails. For example, with monday.com, you can see if your message has been read (and by whom) by putting your cursor on the little eye located on the bottom right of the update.
At monday.com, we provide many collaboration features, including:
- File sharing: easy access to your most important files
- Instant messaging: real-time communication with your team
- Video conferencing: integrate with Zoom and other video conferencing platforms
- Tagging: tag specific team members (or entire team). See image above)
- Notifications: Alert co-workers whenever you assign them an item (or any status change, for that matter). See automation.
Why you may (or may not) need a Work OS
Our complete solution at monday.com – one that truly brings in all teams within your organization – is our work operating system platform, or “Work OS,” for short.
A Work OS is a cloud-based software platform where teams build custom workflow apps. It allows teams to plan, run, and track processes, projects, and everyday work.
The monday.com Work OS is built for organizations of all sizes across all functions. It’s a personalized, customized, totally flexible solution empowering teams to develop and adapt to any workflow, project, or process.
A Work OS is a centralized home for all work.
You may need a Work OS if you are running your organization as a truly digital, collaborative, integrated workspace.
We see most, if not all, companies moving to this environment shortly.
It’s time to jump on the bandwagon.
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