In project management, task planning is essential to ensure that operations run smoothly and deadlines are met. Effective task tracking not only improves time management, but also optimises team productivity. Every task, whether simple or complex, must be organised and monitored rigorously to ensure the success of the project.
Project managers are often faced with the challenges of coordinating tasks and managing resources. Using the right task management tool can make this process much easier. Project management software, such as Teambook, offers advanced features for visualising deadlines, organising tasks and ensuring accurate tracking.
This article will guide you through the best practices for creating an effective task tracking schedule. We’ll explore the tools and methods available, share practical tips for maintaining effective tracking and present a case study illustrating the benefits of good planning. Get ready to discover how you can optimise your project management with a powerful planning tool.
Why is good task tracking crucial?
Effective task tracking plays a fundamental role in the success of a project. Not only does it ensure optimum time management, it also ensures smooth coordination within the team. Here are a few reasons why it’s so important to keep track of tasks.
Improved time management
Task planning and rigorous monitoring enable work to be structured efficiently. Each member of the team knows exactly which tasks need to be done and when. This reduces wasted time and unnecessary interruptions, optimising the use of available resources. As a result, time management becomes more fluid, enabling the deadlines set for each stage of the project to be met.
Increased team productivity
By having an overview of the tasks to be carried out, teams can better organise their work. Good monitoring enables projects to be broken down into smaller, manageable tasks, making them easier to complete. Clarity of task allocation and transparency of responsibilities encourage motivation and commitment from team members, increasing their productivity.
Reduced risk of delays and budget overruns
Tracking tasks enables any obstacles or delays to be identified quickly. By detecting problems early on, it is possible to make the necessary adjustments to prevent the project falling behind schedule or going over budget. Tracking deadlines and progress also helps to prioritise tasks according to their importance and impact on the overall project.
Improved communication and collaboration
A task management tool promotes better communication within the team. Members can share updates, ask questions and provide feedback in real time. Transparency about the progress of tasks and everyone’s expectations improves collaboration, avoiding misunderstandings and duplication of effort.
Facilitating the evaluation and adjustment of plans
With detailed task tracking, project managers can regularly assess the project’s progress against the objectives set. This means they can adjust plans and resources according to actual needs. This flexibility means they can adapt to unforeseen changes and optimise the achievement of the desired results.
Tools and methods for monitoring and managing tasks
An effective task management tool is essential for successful project management. Several software packages stand out for their functionalities and their ability to facilitate task planning. Here’s an overview of the best management software available on the market.
Trello
Features
Kanban board system for organising tasks.
Customisable cards with checklists, due dates, attachments and comments.
Integrations with numerous third-party tools (Slack, Google Drive, etc.).
Positive points
Intuitive, visual interface.
Flexibility to adapt panels to different types of project.
Free version with a host of features.
Prices
Free version available.
Business Class Plan: USD 10 per user per month.
Enterprise Plan: prices on request.
Asana
Features
Task management with lists, tables and calendar.
Assigning tasks, setting deadlines and monitoring in real time.
Options for creating recurring tasks.
Integrations with various tools (Slack, Dropbox, Google Workspace).
Positive points
Clear, structured interface.
Robust collaboration and communication tools.
Detailed reports and dashboards.
Prices
Free version available for teams of up to 15 members.
Precise monitoring of resource utilisation rates with a comprehensive dashboard.
Detailed reports to analyse performance.
Positive points
Tool focused on project resource planning
User-friendly, intuitive interface.
Enables actual times to be tracked (timesheet)
Available in a wide range of languages (English, German, French, Spanish, Italian, etc.).
Prices
14-day unlimited free trial.
Plan Small: 45 / month – 11-40 active projects
Medium plan: $75 / month – 41-80 active projects
Plan Large : $90/ month – 81-120 active projects
ClickUp
Features
Task management with lists, tables, calendars and Gantt charts.
Workflow and view customisation.
Integrations with over 1,000 tools (Slack, Google Drive, etc.).
Integrated collaboration and communication tools.
Positive points
Highly flexible and customisable functionality.
Modern, intuitive user interface.
A good time-tracking tool for large organisations.
Prices
Free version available.
Unlimited Plan: USD 5 per user per month.
Business Plan: USD 12 per user per month.
Enterprise Plan: prices on request.
Task monitoring methods
Using Gantt charts
Gantt charts are visual tools that help plan and monitor the progress of tasks. They show deadlines, dependencies between tasks and the critical path of the project. This tool is particularly useful for complex projects requiring precise coordination of the various stages.
Agile Method
The Agile method focuses on flexibility and adaptability, dividing projects into short sprints and regularly reviewing priorities. Tasks are managed iteratively, allowing the schedule to be adjusted according to feedback and changes in the project. This approach is ideal for projects where requirements may change frequently.
Prioritising tasks
Prioritising tasks is essential to ensure that the team’s efforts are focused on the most critical activities. Methods such as the Eisenhower matrix or the MoSCoW technique (Must have, Should have, Could have, Won’t have) help to identify the most important tasks and allocate resources accordingly.
By combining these tools and methods, project managers can ensure rigorous task tracking, improve team productivity and guarantee that deadlines are met. Each task management software offers unique features, and the choice of tool will depend on the specific needs of the project and the preferences of the users.
Best practices for keeping track of tasks
Effective task tracking is based on tried and tested practices that optimise project management and ensure that objectives are met. Here are some of the best practices to adopt to ensure rigorous and effective tracking.
Regular reviews and adjustments to the schedule
To keep track of tasks effectively, it is essential to carry out regular schedule reviews. These reviews help to ensure that tasks are properly aligned with the project’s objectives and to detect any gaps or delays at an early stage. Project managers should organise regular meetings with the team to review the progress of tasks, adjust priorities and reschedule deadlines if necessary. This proactive approach helps to keep the project on track and avoid last-minute surprises.
Communication and collaboration within the team
Effective communication is the key to good team collaboration. Using task management tools with built-in communication features, such as comments, notifications and real-time updates, makes it easier to share information and coordinate efforts. Encouraging a culture of transparency, where every team member can ask questions, provide feedback and report problems, also contributes to smoother, more responsive task tracking. Daily or weekly meetings, like the stand-up meetings in the Agile methodology, can also strengthen communication and collaboration.
Use of reports and analyses for continuous improvement
Reporting and analysis are powerful tools for evaluating task performance and identifying areas for improvement. Task management software often offers detailed dashboards and reports that provide insights into task progress, deadlines met or exceeded, and the workload of each team member. Analysing this data regularly enables project managers to make informed decisions, optimise processes and continually improve task management. For example, a report showing recurring delays in certain tasks may prompt a review of planning or additional support for the team concerned.
Clear definition of roles and responsibilities
A clear division of roles and responsibilities is essential for effective task monitoring. Each member of the team must know exactly what their tasks and responsibilities are. This avoids ambiguity and duplication of work, while ensuring that each task is carried out by the most qualified person. Using task management tools that allow tasks to be clearly assigned to specific team members contributes to better organisation and greater accountability.
Adoption of task prioritisation methods
Not all tasks are equally important or urgent. Adopting prioritisation methods, such as the Eisenhower matrix (ranking tasks according to their urgency and importance) or the MoSCoW technique (Must have, Should have, Could have, Won’t have), helps to focus the team’s efforts on the most crucial activities. Prioritising tasks maximises the impact of each action and ensures that resources are used optimally.
By incorporating these best practices into their day-to-day task management, project managers can significantly improve their team’s performance and efficiency. Rigorous, methodical monitoring of tasks not only ensures that deadlines and budgets are met, but also contributes to the satisfaction and motivation of team members. These practices, combined with the use of high-performance management tools such as Teambook, help to create a structured and productive working environment that is conducive to successful projects.
Conclusion: which task management software should you choose for an effective monitoring schedule?
Choosing the right task management software is a crucial step in ensuring efficient and effective tracking. The choice of software depends on a number of factors, including the size of the team, the complexity of projects, specific needs in terms of functionality, and the budget available. Here’s our summary.
Trello is ideal for small teams and projects requiring a simple and flexible visual approach. Its intuitive interface and numerous integrations make it a popular choice for those looking for an accessible ‘card’ task management solution.
Asana is recommended for teams that manage complex projects and require robust collaboration and real-time tracking tools. With its many customisation options and detailed reports, Asana is particularly suited to dynamic work environments and large-scale projects.
Teambook stands out for its advanced resource management features from the point of view of planning and time tracking. It is particularly well suited to teams that need to coordinate a variety of skills and optimise each member’s workload.
ClickUp is a flexible solution that offers great customisation of workflows and views, making it a good choice for teams with varied and evolving needs. Its comprehensive free version and robust collaborative features make it a powerful task management tool.
Ultimately, the best task management software for effective follow-up planning will depend on the specific needs of your team and your projects. Don’t hesitate to try out several options using the free trial versions offered by these tools to find the one that best meets your expectations.
To optimise your project management and ensure effective resource planning, Teambook is a particularly interesting solution, combining advanced functionality with ease of use. Try it today for free and discover how it can transform the way you manage projects.
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