In this article we will talk about:
- The first steps in controlling your employees' tasks
- Track planned and performed tasks
- Track task tracking reports
- Task Control Worksheet
One of the most complicated indicators to measure and monitor is the productive capacity of your employees, a team, and even your company as a whole. I say this because it is important to control operational activities, but this can not be a boring activity or take time out of your team.
In my opinion the best way to keep track is with the control of your employees' tasks. In order to follow this up properly, you need to start by recording some essential information:
- of which are employees
- what positions do they occupy?
- of teams they are part of
- and the available hours per day of the week
This is going to be the simplest way to keep track of the results of activities throughout your company and, as I said, the idea here is to know if you are leveraging the productive capacity of an employee, team or your company to the maximum .
Here's how to register these fields in our task control worksheet:
Now that you already have the data and essential information about your business and employees, we can start with the control of the tasks themselves.
Task control will always have three main steps:
In planning, you define exactly everything that needs to be accomplished, defining the task name, breakdown (if necessary), responsible employee, start and end date of the activity.
During execution, you can control the allocated hours. Be careful not to have too long activities. In our task control worksheet, we allow the registration with a maximum term of two months, more than that indicates that the task is rethought.
A simple example might be a marketing activity, in which case Roberto Silva, a marketing trainee, needs to call company partners and start sponsorship trading at an event. This task starts scheduled for 24 / 03 and ends on 25 / 03 day. Here's how the tracking chart gets.
Now, in the third step, the follow-up, just fill in the status of each of the tasks. In our spreadsheet we allow 4 different options:
- Not Started
- Completed on time
- Completed late
If the task is in progress, leave the field blank.
Now, assuming you've done a lot of things, you'll have to analyze the productivity index and the details of the reports at different levels. There are three main controls that I think are important:
- General Analysis
- Team Analysis
- Individual Analysis
Now which of those reviews will be most relevant to your business will depend on your approach. Usually I like to keep up with all three dimensions. See how:
1. General Analysis
I like to start with the most general analysis possible to go deeper into the areas and staff that most need attention. To follow up on the entire company just follow a few steps of our task control worksheet:
- Select Month
- View the overall productivity index of all your company employees
- See what your team is more and less productive
- See what your 5 employees are more and less productive
According to the result shown, it pays to delve deeper into the indicators and information of its teams. Both for good cases (to analyze the factors that motivate and make them perform well), and in cases of low productivity (to analyze what makes performance below average).
2. Team Analysis
Entering the teams' level of detail, once again, in our task control worksheet, it is enough to make a selection (in this case, the team being analyzed) to see all the employees and registered tasks and their respective statuses.
This type of analysis can help you understand whether the problem lies with your analysts and performers or managers, who have a greater control, motivation, and follow-up function.
In the above example, you easily realize that Paul is the only employee who has a late task while the others have completed their activities on time. It would be worthwhile to identify a greater amount of activities as well as month-to-month performance to understand whether this is a pattern or an isolated case.
3. Individual Analysis
This is an analysis with a greater level of detail. This is an excellent time for managers to keep track of the total hours available in a given month, how many hours they have been allocated to the company's activities, and whether it is possible to make the most of the employee's productive capacity. Here's how the results on the worksheet look after the choice of a month and a professional:
In addition to the analysis of hours left over or occupied, as we did in general analysis and by teams, we will see the productivity index of that employee. See that you can see the indicator ranging from 0% (zero) to 100% and also the tasks delivered on time and those that were out of date.
This analysis can help you plan new tasks for future months, especially if you have recurring tasks, you can rearrange the time available for each item.
If your intention is to control tasks, activities, action plans or operational guidelines in the day to day of your business, it is worth knowing the task control worksheet which will help you organize all this and understand from the availability of time of your employees to the activities that were delivered on time and those that had some kind of delay.