Methods for Effective Task Distribution [with Samples]

What is task distribution?

Learn about the definition of work assignment

>>>> Learn More: What is Workflow? How to create an effective Workflow

The role of task distribution

Task distribution plays a key role in improving business performance. Viindoo provides here the different roles of good task distribution for personnel at different levels of management in an enterprise.

The assignor

Assignors gain these benefits if they assign tasks well:

• Well-balanced workload, reducing pressure.
• Smooth working process and time for other tasks.
• Fast work processing.
• Great trust from employees.
• Good personal reputation.
• Consolidation of personal skills.

Reasonable division of work helps to build trust between superiors and subordinates

The assignee

Assignees also benefit from effective task distribution:

• Opportunity to self-improve.
• Improvement in the sense of responsibility, work spirit, and personal capacity.
• Trust of superiors for good work performance.
• Opportunity to experience other fields.

Good task distribution brings more opportunities

Why should conduct task distribution?

It is not a coincidence that task distribution is widely applied in businesses. Here are some reasons why the allocation of work shows effectiveness.

• Utilize employee capacity: Individuals should receive tasks that match their abilities. This allows businesses to effectively exploit the capacity and strengths of personnel, bringing high-quality work performance. The assignee will also be more committed to the job.
• Provide development opportunities for employees: Reasonable allocation of tasks helps individuals better understand their capacity and provide them the opportunity to further develop. In addition, work allocation combined with the application of technology will bring more efficiency to the working process of enterprises.
• Save more money for businesses: Reasonable task distribution supports a smoother working process, reducing the waste of money for businesses. 
• Save time and keep tasks on schedule: Good division of work reduces stagnation, wasting time, and inefficiency.
  

Good division of work saves businesses more money

The principle of effective task distribution

To achieve the highest efficiency of task distribution, managers should follow these principles: 

• Assign workload appropriate to the ability and time of individuals.
• Ensure clear job requirements.
• Assure fair task distribution.
• Track work progress continuously.
• Provide a detailed task distribution checklist.
  

Pay attention to fairness and transparency when assigning tasks

Which information does the task distribution checklist need?

To track work progress, managers should have a detailed task distribution checklist to record the necessary information. What is included in that task distribution checklist?

• Type of Task: Let employees know which task needs to be done and at what priority.
• Purpose of the task: Transparent purpose defines orientation for employees; thus, they can come up with effective working methods.
• Task requirements: This should clarify how to proceed, completion time, and criteria to evaluate the level of job completion.
• Task reports: Employees make reports of work performance, the advantages and disadvantages, and relevant documents.
  

Task distribution Template

Viindoo introduces here several work division templates:

• Sample 1: 

• Sample 2:

• Sample 3:

Guide for effective task distribution

Refer to the following instructions for smooth task distribution:

Assign the right job to the right person

Assigning tasks right improves work efficiency

Explain the reasons for the tasks assigned

Leaders should make it clear to employees why they need to get the job done. Therefore, assignees can know the purpose of the work and how it contributes to the business goals. This will motivate employees to complete the assigned tasks well.

Support employees

Managers can assist employees in their work with detailed job descriptions or work instructions. In addition, proactively exchanging, reminding, and monitoring the work progress of employees will help managers promptly provide solutions for arising problems.

Provide support when needed

Provide adequate resources

Employees tend to be more productive if they have adequate resources and know what tools to use to get the job done. Therefore, making sure every team member understands the tool is essential.

Managers should provide the necessary tools for their employees

Empower employees

Empowerment provides employees with conditions to do their best work. Therefore, managers should increase employees’ flexibility and initiative when working by giving them the right to make decisions, ask questions, and give personal opinions.

Let employees freely contribute ideas

Create work motivation

Encouragement shows the leaders’ concern for the employees. This motivates employees to have a positive spirit to better complete their next work.

Motivate people to work better

Track, evaluate, and give feedback

After task distribution, managers need to monitor, evaluate, and give feedback on the progress and quality of individual workload. This helps limit unnecessary risks during work and allows quick solutions for arising problems.

Managers can monitor the work progress manually or with available software. Viindoo Project management software is an effective tool that businesses should consider using for better work evaluation.

With Viindoo Project, managers and employees can make plans, assign work, and track work progress on one software.

Besides, managers can easily assign work to assignees and view the list of tasks grouped by assignees in the form of the Gantt chart, Kanban view, etc. In addition, Viindoo Project supports:

• Set up and manage plans by priority
• Assign work and control the progress of individuals by task, time, due date, etc.
• Track useful working time rather than time attendance with the Timesheet feature included in the task, etc.

Viindoo Project allows easier task management

Viindoo Project helps managers resource allocation, assign tasks to teams or individuals, schedule completion, and closely monitor work progress. In particular, when finishing a project, users can compare the estimated time and the actual completion time to calculate the profit.

Besides, employees can perform smart operations on Viindoo Project such as sending messages and documents, exchanging with others, and reminding work online via Internet-connected devices.

Good task distribution is essential to achieve work efficiency. Viindoo hopes that the article provides businesses with the knowledge to apply in the division of work for employees.

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