In Part 1 (Why Mastering Work Management Tools is Crucial for Organisational Success?) , we discussed the vital need for understanding work management systems like Jira and Confluence for organisational success and beyond. Now that we've covered the fundamentals, it's time to go into the practical aspects.
In this section, we'll outline six key steps to implementing a successful work management system in your organisation. These steps will provide you with actionable insights and strategies to streamline your processes, enhance collaboration, and ensure that your projects are not only completed but also excel. Let’s get started.
Now that we've got the basics sorted, let's explore the six key steps to implementing a successful work management system in your organisation.
Six Steps to Successful Work Management
1. Scope Out Your Projects
2. Plan Deliverables and Assign Tasks
3. Maintain Stakeholder Visibility
4. Collaborate Strategically: Sync vs Async
5. Measure Productivity by Outcomes
6. Reflect and Learn Through Your Company Values
1. Scope Out Your Projects
The first step is to clearly define your projects. This means outlining objectives, expected outcomes, team roles and responsibilities, deliverables, and timelines. Think of it as creating a roadmap for your project's journey.
A top tip is to use a project plan template. This gives you a standardised format to document all the essential information, creating a single source of truth that can be shared with all stakeholders. Remember, a well-planned project is half done!
2. Plan Deliverables and Assign Tasks
Once you've scoped out your projects, it's time to break them down into manageable tasks. This is where a good project management tool comes in handy. Use it to add, manage, and track tasks on a single board.
When assigning tasks, consider team members' skills and availability. Don't forget about capacity planning, especially if you're working with a distributed workforce across different time zones. The goal is to match the right people with the right tasks at the right time.
3. Maintain Stakeholder Visibility
Transparency is key in work management. Stakeholders, particularly project managers, should always have a clear view of work in progress. This allows them to ensure projects are on track or make necessary adjustments if things are falling behind.
Your project plan and task board are invaluable resources here. They provide real-time insights into project progress, keeping everyone in the loop without the need for constant meetings or status updates.
4. Collaborate Strategically: Sync vs Async
In today's world of remote and hybrid work, it's crucial to use both synchronous (real-time) and asynchronous (not real-time) collaboration effectively.
Synchronous work is best for activities that require creativity, complexity navigation, and team bonding. Think brainstorming sessions or team-building activities. To make these meetings successful, always have a clear purpose, share an agenda beforehand, and be inclusive of all participants.
Asynchronous work, on the other hand, is ideal for focused tasks like writing proposals or documenting decisions. Encourage your team to block off focus time, agree on async collaboration norms, and use tools like video recordings for announcements or updates that don't require real-time interaction.
5. Measure Productivity by Outcomes
When it comes to measuring productivity, it's time to shift focus from tasks completed to outcomes achieved. This gives you a more accurate picture of your team's effectiveness.
Setting and tracking Objectives and Key Results (OKRs) is a great way to do this. Hold regular scoring meetings to assess progress and keep goals visible to all stakeholders. This approach not only improves productivity but also helps align individual efforts with broader organisational goals. Research by Atlassian shows that team gatherings lead to an average 27% increase in feelings of connection, and this boost lasts four to five months. In contrast, sporadic office attendance has no impact on team connection.
6. Reflect and Learn Through Your Company Values
Last but not least, make sure to weave your company values into how you learn and reflect on your work. Whether you're celebrating successes or learning from setbacks, communicate through the lens of your organisation's values.
Regular retrospectives are an excellent tool for this. They allow teams to reflect on what to start, stop, and continue doing, all while staying true to your company's core principles.
Start Your Journey to Your Work Management Success now!
In today's competitive business environment, can you afford to be without an effective work management system in place? NO.
As your organisation considers options of work management software, onpoint, a certified Atlassian solutions provider, is ready to help you make a smooth and personalised transition. Whether you're aiming to streamline operations or enhance productivity, our bespoke solutions are designed to meet your company's unique needs.
Why Choose onpoint?
Expertise in Atlassian: Take advantage of our extensive experience and certification in Atlassian products, enabling optimal deployment and integration.
Tailored Solutions: We recognise that each organisation is unique. Our team creates solutions that are tailored to your workflows and goals.
Start your journey with a complimentary consultation. Learn first-hand how Atlassian's powerful portfolio of technologies, combined with our experienced coaching, can improve your work management.
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