Work Management Process Explained: A Brief Guide

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September 2021
Work Management Process Explained: A Brief Guide

Do you find that your workplace needs more structure? Without it, your team may not be working at their highest efficiency potential. Deadlines may often be missed, which could impair your reputation with your clients and customers.

Without a well-established work management process, you may not have much of a grasp on what is happening in your business. This could be in contrast to whenever you have a strict deadline and set a project model that everyone follows and completes their assignments on time. 

So, what makes a good work management process? It requires you to apply the principles of systemized project management to your everyday work life. This strategy involves establishing effective workflow in your business so that your employees can follow specific guidelines that will lead to higher productivity and meeting deadlines. 

Work Management Definition

Work management is a set of practices, tools and systems that you can use to establish a perfectly organized workflow in your business. When implementing these practices and tools, you ensure a smooth flow of information across all business stakeholders, improve resource allocation, and gather insightful feedback on different aspects of your team performance.

The purpose of work management is to reshape and optimize your business’s workflow so that it produces the best possible performance outcomes. Here are the essential work management elements that allow for that:

  • Strategic workload scheduling 
  • Implementing resources that could improve productivity or save time on everyday tasks
  • Frequent performance evaluations to discuss your expectations of your employees’ work performance and how you can help them meet them

Work Management Benefits

By reworking how your business processes flow, you will have a higher chance of satisfying your clients and improving efficiency:

  • Work management aims to reduce any wasted time on redundant tasks or the use of materials you don’t need.
  • You’ll notice greater productivity and quality performance levels from your staff, as their work is more evenly distributed and balanced. With work management, you are giving your employees more time and structure to complete their work on time without becoming overwhelmed or needing to rush their assignments. Thus, they’ll be able to produce higher-quality results that will benefit your business and meet your customers’ expectations. 
  • Work management could lead to your employees’ growth, which will motivate them to stay with your business. Not only will you notice better employee performance, but reduced turnover, as your staff is given the opportunity and more time to meet their professional potential. They’ll feel more fulfilled in your workplace and remain loyal to supporting your company’s goals.

5 Key Steps in the Work Management Process

To implement a proper work management process in your business, you will first need to review your current organizational operations to recognize its functional strengths and weaknesses. By understanding the flaws in your current internal activities, you can realize where streamlining, new scheduling, redistribution of assignments, removed redundancies, and more should improve efficiency. By overhauling your system, you are ultimately allowing your employees to get work done without confusion or wasting time. 

Work management may be an intense endeavor to initiate, but it will help improve your workplace productivity. You can focus on one department at a time in your business, so all focused work management strategies make sense for your employees.

Here is how to develop a perfect work management system: 

1.   Make a plan

After reflecting on your current workflow and where you could improve, you will need to develop a concrete plan that makes sense. Without adequately thinking about all your systems and how changes could occur, you may create chaos by frantically changing parts of your workplace that may actually work well. When implementing work management, you don’t want to make things harder for your employees by being erratic. 

As you adjust to work management processes, you will need to maintain your plan, which establishes the how, when, and what for your employees to complete their work. You will break down regular work tasks to determine the best strategies for your staff to use when addressing them and standard timeframes in which they should be done. With the intent to improve efficiency, you may find methods for easily submitting completed work or for keeping your employees aware of upcoming deadlines. 

2.   Develop a schedule

With your plan in place, you will need to shape a schedule that will be easy for your employees to follow. Your schedule should address daily or weekly workload so your staff members can see their workload and develop their own plans to manage it, so everything is completed on time. 

Your work management schedule will control your business’s workflow and how you distribute responsibilities among your team. You will want everyone to have a balanced amount of work completed by their realistic deadlines.

3.   Finalize your schedule

As you refine your schedule to remove redundant tasks and establish workflow, you will also want to consider extra time-consuming activities like meetings or including opportunities for collaboration for higher efficiency. By setting these times for your staff members to work collectively on individual assignments, you may notice their elevated performance. Through collaboration, your employees will develop better, more innovative ideas and strategize how to approach their workload using their combined strengths for improved productivity

4.   Record your work progress

By recording all completed work, you can keep track of what is getting done and when. That way, you can determine how your work management strategies help your business and whether more adjustments need to be made for further improvement. Documenting all communications and weekly or monthly scheduling with deadlines will offer you the data that you need to evaluate your workplaces’ overall efficiency.

5.   Analyze your results

By adapting to streamlined work management practices, establishing your workflow system with scheduling, and recording all progress, you can determine whether your work management needs further tweaking. You may also learn that some tasks deemed redundant were perhaps actually necessary and worth the time consumption. By consulting with your staff and analyzing their progress when you implement work management, you can learn how to make your workplace more productive and understand what is already working well. 

Important Elements of Work Management

When you implement a work management process in your business, you must keep your employees at the center of your revitalization. Consider how work management will benefit them and where possible obstacles may arise.

Establish strong communication and transparency throughout the work management process. It helps to be open with your employees about the changes you are making and how you plan to use work management to boost productivity. If you allow them to offer feedback, you are making them feel respected as they can provide input on improving their work conditions to thrive with your business. 

The concept of work management could quickly become misconstrued with micromanaging. While you are setting your team up for success, it’s essential to give them freedom and trust to feel valued and complete their work independently. 

Use actiTIME to Enhance Your Work Management Process

Remember that the intent of work management is efficiency. That’s why you should rely on software where you and your staff can perform all necessary processes that enable productivity. Through actiTIME, you can arrange staff communication, project management, assignment and submission, scheduling, and time tracking. 

actiTIME is the ideal work management tool to support your mission of improving productivity for your business. With our platform, you will not need to look any further for tools to enhance your business operations. 

Learn more about how actiTIME will help you manage work. Start your free online trial today.

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