7 Tips For Professional Work Allocation Across The Company

When it comes to being a manager, delegating a fair amount of work and tasks to your employees should definitely be one of your main priorities. Improper delegation can cause chaos and ill feelings between managers and their employees, which is not healthy for the office environment.

It can be a bit tempting to try and delegate the work to your employees who get the job done faster, but you should always remember to be fair and evenly distribute the workload to everyone. For this to be possible, you need to have a clear strategy laid out so you would not have to worry about it later on.

Today, we will discuss some of the things that you’d have to keep in mind when delegating workload across your teams and the whole company.

Familiarize Yourself With The Workload

Before anything else, make sure to familiarize yourself with the workload. This can get confusing if you have multiple plans, projects, and tools that you usually use on a daily basis. To get on top of everything, try following these simple tips:

  • Make a list of the active and on-going projects that you and your team are handling. This will help you become organized and in control of all the tasks.
  • Make a timeline of every single project that you are currently dealing with. Know which ones should be done first and which ones can be handled later on.
  • Divide the projects into smaller tasks. Once you finally have a list of what should be your main priorities, try breaking the workload down into smaller chunks so you’d know how to properly delegate.

Discuss Their Roles

Your employees most likely know what types of work they are supposed to do based on their titles. However, sometimes, you just have to discuss the exact tasks that they are assigned to and what is expected of them.

Activity allocation across multiple roles

Before a project starts, make sure to discuss every single detail with your team members. Be clear and concise about what types of tasks they are supposed to do and when they are expected to finish each. You should also make sure that you are assigning the right tasks to every team member so the outcome would be positive.

You can also discuss this with your team members or employees so you’d know if they are comfortable with the tasks that are being assigned to them.

Have A One-On-One

As a manager, you have to be open with talking to your team members individually. This will help you gauge their strengths and weaknesses so you can properly delegate the tasks amongst them. Talk to them about their goals, insights, blockers, and suggestions.

Some of your employees might have a difficult time saying no to you, so make sure to ask them if they can handle the workload or if they already have a lot on their plate. Let them know that it’s alright to be honest and say no rather than not being able to deliver on time.

It is also your duty as a manager to talk to your employees and ask them about certain blockers. Let them know that you are always willing to help and listen to them to get the job done faster.

When it comes to high performers, it can be quite tempting to give them all the tasks, especially if they deliver in a timely manner. However, you have to let them know that while you appreciate the work that they do, they also have to give way to their colleagues so everyone can do what they are expected to.

Communication is key, especially when it comes to managing teams and employees.

Create Your Own Routine

As a manager, it might seem easier to just go with the flow and delegate the tasks as you go. However, this practice is not healthy, and therefore, you should make it a point to create your own routine to get things done the right way.

Executive activities early in the day

Once you’ve properly allocated the tasks, make sure to check-in on your employees every day and by the end of each week. Know how they are doing with their tasks and ask about their progress. This way, you’d know when the project will be finished and what each of their blockers is.

Be Ready For Adjustments

Just as we have mentioned earlier, blockers can keep you from following the timeline. With this in mind, you have to keep an open mind when it comes to adjustments. This is the importance of knowing where your employees are with their tasks and asking them if they need extensions.

You can also ask them if they need any type of help with the project so you can assign someone to help them with it.

Try Using Some Tools

If you are still having a difficult time managing your teams and distributing the workload, then consider using tools that could help you get the job done. SaaS BPM is a software that can help you manage your teams responsibly and fairly. It can help you save time and effort by letting you know about the projects’ development without having to conduct daily meetings.

Additionally, communication is so much easier when everyone is using the same tool.

Know Your Employees’ Strengths And Weaknesses

If you have been working with your employees for quite some time, then you are probably already familiar with their strengths and weaknesses. If not, then you can talk to them one by one and ask them what they can bring to the table.

You should consider their professional experiences too, as this will definitely come into play later on in the project.

Conclusion

Managing a team of people, no matter how many persons you have in a team can be quite overwhelming. Make sure to put these tips into mind and practice them to make your workload seem a lot easier and enjoyable. Always talk to your team and keep everyone updated so you can expect a positive outcome with your projects.

SaaS BPM is the perfect solution for executives, entrepreneurs, and managers eager to increase performance internally and improve transparency toward their staff. Sign up today and include your recurring activities across different roles and individuals. Keep track of completion rates and communicate comfortably with your staff – all process additions will be marked automatically in their schedules.

5 Reasons to Use Business Process Management Software as an SMB

Business process management (BPM) is the discipline of organizing and optimizing internal workflows and initiatives across an organization. BPMS is a software solution that provides total visibility into your company’s business processes. It enables managers in creating automated activities and repeatable tasks within the whole organization. 

The technology focuses on repetitive processes that can form predictable patterns. This helps businesses to organize their processes better and have a clear picture of the entire company’s activities.

What Is a BPM Software

A BPM software can help teams to scale their productivity in order to boost process efficiency across the whole company. In addition, it can support all departments such as HR, sales, finance, support, tech, marketing and more. 

A business process management software could support small and medium-sized businesses shaping their internal processes and keep different aspects of operations running optimally.

what is BPM software

It could solve different problems companies are facing when speaking about communication, visibility, and accountability. 

In case you are a business owner or a manager trying to optimize your internal processes towards visibility and better planning, we might have a solution for you. Check out those five reasons why implementing a business process management software can help you grow. 

1. Gain Control of Chaotic and Unclear Internal Processes 

Businesses face different challenges. One of them is unclear internal processes, chaos across projects, tasks overdue, mistakes and more. 

It’s essential for a company to have a clear and strategic plan of how things are happening. BPM technology can improve internal business processes with standardization and automation. 

There are plenty of processes that are repeatable. You don’t need to rely on sticky notes nor different reminders. If you need to send an invoice at the beginning of the month to a client, reimburse travel costs to employees, monthly bills, following-up emails and more, you can easily automate them by creating repeatable tasks. 

Automation won’t only put internal processes in order but will save your time which you can use in something else, like planning future sales or marketing strategies for your company. 

you company departments benefits

Different departments in your company can benefit from automation such as:  

  • Marketing: social media posts and planning; blogging and scheduling time-sensitive blog posts; analysis monthly reports 
  • Customer service and support: email responding; following-up on clients; sending surveys asking for feedback 
  • Financial tasks: invoice reminders; receipts; monthly bills 
  • Administrative tasks: backing up files; planning; sharing calendars; online forms; job recruitment; daily to-do lists

2. Improving the Onboarding Process for New Roles 

Onboarding new people to your company can happen much easier if you have an automated process for it. 

Onboarding new staff members with predefined activities

Each BPM software has different features that can help companies with assigning new roles of new hires. SaaS BPM for instance allows assigning repeatable tasks per job role. What does it mean? 

For example, you need to onboard a new marketing person to your team. The first step is to create a new employee profile. You will be able to do it quickly as you can follow profile templates. 

The next action is to create repeatable tasks such as – respond to guest blogging emails each Friday and plan the social media posts for a month ahead. The software provides the ability to create tasks for each job role you need daily, weekly, bi-weekly and monthly. 

One of the cool features of the SaaS BPM is that you can visualize the team activities in multiple ways such as table, grid, list, or mindmap. 

All this automated process won’t only support new hires in their first days of the new company, but will also help companies to improve this process along the time. 

3. Improve Communication and Visibility Across the Organization 

Improve Communication and Visibility Across the Organization

The costs of poor communication are enormous – $37 billion in 2018 according to global Holmes reports. In addition to this data, 400 surveyed corporations with more than 100,000 employees in the U.S and U.K estimated that communication barriers cost the average organization $62.4 million per year in lost productivity. 

The lack of proper communication and visibility can threaten the entire company. Everyone in an organization needs to be on the same page. Teams need to work together toward achieving a common set of goals. 

If the connection between different departments is broken this can seriously impact your business. 

Without business process management different departments can lose the connection and become entirely unaware of how processes relate to or conflict with one another. 

BPM software can significantly improve cross-department collaboration because everybody can visualize and understand the process and their role in it. The management team can have access to all the information and have an overview of the entire company. 

This will create transparent processes and will bring more effective results. 

4. Reporting Delays to Management

BPM can help organizations move in a clear direction and identify problems or delays beforehand. When a whole organization is managed well, delays once in a while can happen. But if this became a trend probably something needs to be fixed. 

BPM can help the organization move in a clear direction. It can help set priorities for the organization and plan out possible errors. 

Using the SaaS BPM management can track easily if everyone from the team completes their daily tasks and chime in or allocate tasks to other teammates if needed. 

It will also help managers to identify if more people are needed in a certain department. If people from one department constantly delay tasks this will be a sign that more people need to be hired. 

5. Help The Business Reduce Costs 

Identifying which processes take too much time and don’t worth the investment will help companies to make informed decisions if some processes need to be optimized or outsourced. 

BMP software Helps The Business Reduce Costs

BPM software can reduce costs in several directions: 

  • Better organization: better organization of your company processes will reduce the risk of mistakes because the management will have better visibility. 
  • Workflow automation: automation can save valuable time to the whole company which can boost team productivity. Also, it can reduce the costs of operations and limit the manual processes. 
  • Better overview of the company’s goals: often in companies employees can lose the bigger picture. Understanding what is their role in the company and they are valuable can increase motivation and will contribute to the company’s growth. 
  • Risks and mistake reduction: setting repeatable tasks will reduce mistakes or missing on important tasks such as emails, invoices, or contract renewals. 

Wrapping up 

Growing a business is a complicated process. You need to tackle several challenges in order to grow your company. Implementing business process management software enables you to have a better overview of your internal processes. 

This will help you to optimize them when needed, improve communication across departments, identify problems and keep track of your company’s effectiveness. 
SaaS BPM is a powerful alternative to enterprise-grade BPM solutions on the market. Build with productivity in mind and transparency across the entire organization, we excel at refining business processes and tracking success across the team – a necessary tool in the arsenal of executives, managers, HR directors, entrepreneurs, and consultants.