Proper task setting and communicating with your colleagues is only half the battle! Learn how to perform tasks efficiently in the new article by Go Mobile.
In our recent article, we talked about how to set tasks so that colleagues perform them. But apart from the task setting itself, the ultimate success of the task performance is also contributed by its proper solution. Let’s take a look at the standard life cycle of a task, discuss different types of tasks and then explore the paradox of the deadline a little.
Getting a task
When we get a task, we usually don’t take it on immediately — we first have to find time in our work schedule to solve it. But we can process it right away:
Tip 1. Let your colleagues know that you’ve seen the task
You can put a like on the task (if your task manager has a function like that) or comment on the «Seen» format. This will relieve the person who sets you tasks from the need to additionally ping you on them. And it will also make you less distracted and annoyed by constant reminders.
Tip 2. Make sure you have been correctly assigned to the task
Look at the overall contents of the task to see if this is your area of responsibility. If you realize that someone else should do the task, reassign it immediately so that you can help your colleagues get to work sooner.
Tip 3. Check if the deadline is adequate
If you think you won’t be able to get the task done by the due date, discuss the deadline and find an option that suits everyone.
Preparing to perform a task
The next step is to prepare for the task you’ve been assigned to.
Tip 1. Don’t hesitate to ask clarifying questions
If you can’t get what the final product should be like, specify it from the task assigner, otherwise you risk doing everything wrong and spending extra time on revisions.
If the task is clear to you but you don’t fully understand how to do it technically, come to your supervisor with questions. They will clarify any ambiguities you might have or refer you to someone who will give you the answers.
Tip 2. Evaluate the steps you need to take to perform the task
Consider at once whether you need to involve other colleagues or use third-party services to get the task done. The better you prepare for the task, the easier it will seem to you and the easier it will be to make yourself do it.
Tip 3. Feel free to delegate tasks
It’s okay to ask your colleagues to collaborate on tasks! Especially if you have a work overload and there are interns in the department who are willing to help you. If the task can be delegated in whole or in part, you should do it.
Performing a task
Most of the work is over now — the task itself is left to deal with!
Tip 1. Make sure that everything is completed
If you have delegated a task, be sure to check the result of its readiness — now it is your task. Delegating is not about shifting responsibility — it is about optimizing your time.
Tip 2. Warn if you can’t make it by the due date
Forewarned is forearmed. If you can’t get the task done on time, you need to tell the client about it as soon as possible.
Completing a task
Tip 1. Check if the task is really to be complete
Does the final product match what the task-assigner expected? Did you answer all the questions?
Tip 2. Don’t complete tasks silently
When you give out a result on a task, you should do it with comments. Don’t just close the task without commentary — be sure your colleagues will come back to you for it. It also lets you and the whole team know what was being done, what is done, and what needs to be done.
Tip 3. Give your feedback on task
If you’re the one who assigned the task, when you get the final product, you need to dive into it. Make sure from your perspective that all aspects of the task have been solved and that everything is clear to you. If there’s something that needs to be clarified, ask the task-assignee questions.
Tip 4. Thank your colleagues for their work
If you delegated a task, make sure to thank the person who helped you with it. If you set a task, thank the person who performed it. It just feels good, makes the person see that their work is valuable, and makes them feel better.
About other types of tasks
Sometimes we have to do tasks that are not part of our routine. For example, if you are a designer, you probably have to do report writing anyway. It is better to prepare for such tasks in advance.
Tip 1. Create a guide on how to successfully solve repetitive problems
First, it makes it easy to delegate tasks. Even if you are not yet ready to delegate a task, having such a guide will be useful if you suddenly fall ill or are going on vacation.
Second, it saves you from having to remember all the details of the task — you will be able to peek into an already prepared script.
Tip 2. Create templates for recurring tasks
A task template is a way to make it easier for you to delegate tasks and speed up your work process. For example, you can use templates in those tasks where you have to collect statistics or analytics all the time, but not with a specific recurring deadline. In the future, you will be able to duplicate this task and change the minimum inputs in it, thereby reducing and facilitating the process of setting tasks.
The deadline paradox
The deadline paradox, or Parkinson’s first law, states:
Work expands to fill the time available for its completion
This law works, and we know it from our own experience:
- If the task is due tomorrow — we’ll be dying all day and night, but we’ll get it done by the deadline.
- If a due date is in a month — we’ll be procrastinating until the deadline is tomorrow.
Based on this law, we have the following recommendations:
Tip 1. Don’t set deadlines too long or too short
Long deadlines are evil! Don’t expect the performer to tackle a task step by step throughout a long deadline. Deadlines should be adequate, but succinct — it helps to avoid procrastination and not to expand the project deadline for its sake.
Tip 2. Divide and conquer
If you have a project that includes many different tasks, it is better to divide it into single-unit tasks with short deadlines. Often tasks in such projects require different levels of inclusion, and setting one long deadline makes no sense.
Tip 3. Make up artificial deadlines
Even if these deadlines do not really exist. Meanwhile, the team does not need to artificially shorten the deadline. Transmit the deadline for the task, laying downtime for checking it by yourself, if necessary. And if the task-assignee can do it, they will shorten the deadline themselves.
To sum up
Sometimes tasks can look terrifying, and you don’t want to get to them at all. We all go through it, but with the tips listed above, you will become more aware of the tasks and perform them as efficiently as possible.
