Nowadays, it is very common to hear phrases from a work team like “I didn’t know what I was supposed to do” or “the activity has been stopped with someone since last week”. These questions are the result of inefficient (or even non-existent) activity management.
But do not worry! There is still time to reverse this scenario and make a good management of your daily activities and help your team to practice this management as well.
Follow our text to understand how to organize your day with an efficient Activity Management.
What is efficient Activity Management?
Activity management is the art of organizing, distributing and controlling the activities that will be carried out in a certain period of time, in order to optimize the time and prioritize the most important deliveries.
Doing an efficient activity management means knowing how to organize tasks according to their importance, follow the progress of all so that no deadline is missed and delegate when necessary.
Activity management should be a daily practice for every professional who needs to deal with many different (and even simultaneous) tasks during their workday, but it must also be accompanied and reinforced by the area manager, who needs to make sure that professionals are managing correctly and interfering when necessary.
Also check out how you can plan and execute your work using the online activity management system.
In addition to the factors we told you about above, activity management is still important for a number of reasons. Follow up to find out what they are:
The importance of Activity Management
Some professionals spend hours on activities that do not bring any immediate results to their work, while there are other more important activities waiting to be performed.
This is a serious problem of lack of prioritization of activities .
Prioritizing activities basically means first carrying out the activities that generate the most impact on the employee’s life and neglecting others that can be carried out with a more relaxed timeframe and that do not directly impact everyone’s life.
In addition, prioritization helps professionals to focus and focus their efforts on what is really important.
Let’s look at an example to understand how activity management is important for prioritization : with a list of activities that need to be performed, the employee can ask himself “what activity affects other employees the most and will have a greater impact on my daily life? ”And so he can first perform the activity that answers that question.
In a team with low productivity it is common to find some characteristics, such as: lack of clarity of what needs to be done, many factors of distraction and even demotivation.
With efficient activity management it is possible to get around these problems!
Creating a list of activities, making it clear to employees what is important for them to perform and delegating tasks that need to be performed, can clarify what is obscure about the work of professionals in their area, direct their attention so that they have more focus and understand the importance of your deliveries and, of course, have a team that knows exactly what needs to be done and when it needs to be done.
One of the main objectives of managing activities is to observe the deadlines for each task so that everything is delivered as expected. Therefore, we could not stop talking about this benefit.
With the management of activities, it is possible to organize all tasks according to the delivery deadlines established by the applicants.
In some work environments, such as a project office or a marketing agency , it is very common for people to be moved by the delivery deadlines for activities. That is why it is so important that they are well defined and clear to everyone.
Efficient activity management still allows communication between all team members to be easier.
This is because each one will be clear about the mapping of activities and will know what needs to be delivered and how their deliveries interfere in the lives of other employees.
Communication is still made easier if the activities are easy to visualize.
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But you must be asking yourself: how to organize these activities in a way that is easy to visualize and use? Simple! With an activity management tool:
Online tools for doing Activity Management
Looking at all the benefits listed above, you are certainly thinking about adopting activity management or at least improving the way you do that management today, right?
Many teams still use spreadsheets or even physical tools such as printed tables to manage the activities of their employees. However, this is definitely not the most efficient method for managing tasks.
Nowadays it is common to adopt online tools for managing activities, so that everyone involved can see the progress of activities and the manager can have control over what each employee is doing.
The following briefly summarize some benefits of having an online activity management tool:
- Centralizes all activity management in one place.
- It allows the manager of each area to distribute tasks among employees.
- Facilitates the visualization of deadlines.
- It allows tasks to be delegated between participants.
- Generates a schedule based on the activities registered when the team is working on a project.
If you want to know even more about how an online tool can help you track your team’s activities, read our text on How can online activity management software increase your team’s productivity?
Given that you will certainly want to hire your own online tool for managing activities, right? To help you in this step we list some requirements that the tool of your choice needs to meet:
How to choose an Activity Management tool
Choose an activity management tool that fits the size of your team, whether large or small. Therefore, do not hire a very complex tool, which has features that will hinder more than assist your team, nor a very simple tool, which will end up leaving some important features out.
Complexity of activities
Do you need a tool that only records your activities and allows distribution among participants, or do you also want to make documents available for the activities, manage the execution time of each one and check what your professionals are delivering?
Take these questions into account when selecting a tool, so that it meets the complexity of your activities.
How much are you willing to invest in an activity management tool to help your employees? Many managers fall into the old tale of choosing a free tool, with many limitations, and end up having to change afterwards in the same way.
So choose a tool that fits in your pocket, but also leaves something to be desired.
Do people recommend this tool?
Do a brief search on Google or among other companies you know: do they choose and recommend the tool you are thinking of adopting?
See testimonials and successful cases. There is no greater certainty than seeing what has worked before.
Have you learned how you can better organize your day with efficient activity management? Enjoy and also see our webinar with tips for managing teamwork and be the manager your team has always dreamed of.