You’re trying to manage your team’s workload. What tools should you be using?

La clave principal para aumentar la productividad es aprender a decir "no". Al trabajar con equipos, nos enfrentamos al desafío de querer abordar muchas tareas a la vez. Uno de mis libros favoritos, "The ONE Thing", destaca la importancia de enfocarse en pocas tareas y hacerlas excepcionalmente bien. Para lograr esto, todos debemos perfeccionar la habilidad de decir "no". La eficiencia no se trata de hacer muchas cosas de manera regular, sino de destacar al hacer pocas cosas de manera extraordinaria.

This is a tough one. We are currently doing an internal audit on our tools. As a startup, we find that creating a customer made project management tool in Airtable has been amazing. The ability to tailor it to suit our needs and make use of the integrations it provides mean I would have to recommend it for small teams. Particularly if they are operating remotely.

It's better to start by listing down the tasks that the team has been assigned using tools like Trello, Notion, and Monday.com which would help in tracking the progress of each task as well. For time management tools such as Todist or TimeCamp will help individuals prioritize the tasks. And for resource management tools like SmartSheets & Float can aid in visualizing team capacity and scheduling workloads appropriately.

Tools can be your ally! Here's my quick cheat sheet: Data Detectives: Time Trackers: Identify efficiency gains & optimize workflows with Toggl/Harvest. Project Management: Prevent overload & meet deadlines with ClickUp/Asana. Financial Analytics: Maximize returns with Power BI/Zoho Analytics. Collaboration Champions: Real-time Chat: Avoid silos & foster teamwork with Slack/Discord. Collaboration Tools: Boost collaboration & feedback with Google Docs/Teams. Meeting Software: Stay efficient remotely with Zoom/Whereby. Remember: Tailor & Track: Choose tools for your team & measure impact. Invest in Training: Empower your team to be tool masters.

Task management tools offer a streamlined approach to organizing and monitoring your team's daily assignments and priorities. These tools often feature customizable task lists, due dates, progress tracking, and collaboration functionalities, enabling you to efficiently allocate workloads, track progress, and address any emerging issues in real-time

Implement an AI-driven time tracking software that not only monitors task completion but also analyzes individual work patterns to predict future bottlenecks and optimize resource allocation. Leverage creative AI algorithms within your time tracking tool to dynamically adjust priorities based on real-time data, ensuring your team is always focused on the most impactful tasks. Utilize sentiment analysis integrated into time tracking software to gauge team morale and proactively address burnout, fostering a healthier and more productive work environment.

Time-tracking software is essential. It offers insights into how each team member spends their time, helping to: 1. Identify Overloads: Spot who is overburdened and redistribute tasks accordingly. 2. Increase Productivity: Understand time spent on various tasks, highlighting areas for efficiency improvement. 3. Enhance Transparency: Team members can see their time allocation, fostering a sense of accountability. 4. Facilitate Reporting: Generate reports for clients or stakeholders, showcasing work done and time invested. Tools like Toggl, Harvest, or Clockify provide these functionalities. They can be integrated with other systems, offering a holistic view of your team's productivity and workload management.

Time-tracking software is an anti-pattern in software development, as it doesn't accurately measure productivity and, in my experience, promotes the wrong behaviours. Instead, engineering teams should prioritise outcomes and customer satisfaction over output or busyness. Tools like Jira and Linear can provide visibility into the teams' workflow efficiency and, together with sound, agile ways of working, enable teams to self-organise and proactively eliminate inefficiencies without requiring invasive time-tracking. From a department POV, compassionate and pragmatic use of engineering metrics available through tools like LinearB and workflow tools like Jira and Linear help with alignment, investment allocation and others such as R&D credits.

Resource management platforms go beyond traditional task management, offering features to allocate and optimize your team's resources effectively. These tools provide insights into team availability, skill sets, and workload capacities, allowing you to make informed decisions on task assignments.

I really believe in the value of tracking time allocation of the team. I think it's important because it can help identify the root cause of underperformance and, more importantly, can be used to define countermeasures. I really like using the "Category" function in Outlook to categorize how I spend time for both my meetings as well as my communication (email). In an office setting, this tool may suffice for capturing the essential data to make decisions later on.

Google Workspace (formerly G Suite) and Microsoft Office 365 facilitate seamless collaboration on documents, spreadsheets, and presentations. These platforms empower team members to edit files simultaneously, leave comments, and track changes in real-time, enhancing productivity and efficiency. By enabling collaborative document editing, Google Workspace and Office 365 streamline the review process, allowing teams to work together seamlessly regardless of geographical locations or time zones. With features designed for seamless collaboration, these tools promote teamwork and ensure that documents are refined and finalized efficiently.

Streamline your team's tasks with communication software – the ultimate messenger and meeting hub. Slack, Zoom, Microsoft Teams, or Google Meet serve as your virtual command center for seamless messages, file sharing, and efficient feedback. Enhance transparency, reduce misunderstandings, and foster engagement, creating a culture that thrives on clear communication. These tools not only keep your team aligned on projects but also build rapport with clients and swiftly resolve conflicts. It's the key to managing your team's workload with precision and effectiveness.

Collaboration platforms enhance team communication and cooperation by providing centralized spaces for document sharing, task discussions, and project updates. These tools facilitate seamless collaboration, allowing team members to work together in real-time and ensuring that everyone has access to the latest information.

Para facilitar a comunica??o eficaz em ambientes de trabalho remotos ou distribuídos, temos ferramentas como Slack, Microsoft Teams, Zoom e Discord proporcionam recursos como mensagens instantaneas, videoconferências, compartilhamento de documentos e colabora??o em tempo real. A escolha entre essas op??es deve levar em considera??o as necessidades específicas da equipe, a integra??o com outras ferramentas, a escalabilidade e os recursos de seguran?a. Esses softwares de comunica??o modernos desempenham um papel fundamental na promo??o da colabora??o eficiente, independentemente da localiza??o física dos membros da equipe.

It’s important to try different tools that cater to your team’s needs. Therefore, you’ll need to experiment a bit to see what works best. Explore project management tools like Forecast, which uses machine learning to predict task duration & allocate resources effectively. Introduce virtual whiteboards like Miro for brainstorming & visualizing complex workflows. Consider using workload management software that incorporates employee well-being metrics, like Officevibe (Workleap), to ensure a healthy work-life balance. Explore gamification platforms to motivate & engage your team in completing tasks. Regularly gather team feedback using tools like Polly.ai or SurveyMonkey to continuously adapt & refine your workload management approach.

The best feedback software will always be the one that can fully and efficiently integrate with the CRM SW you are using. It's important that the process of getting and integrating customer feedback is efficient, automated and accurate.

For effective planning and execution within project management, it is important to prioritize the quality of deliverables alongside the duration of execution. A timely delivery marked by incompleteness or defects significantly impacts the Total Cost of Quality. To mitigate such risks, clear acceptance criteria are indispensable for discerning whether a task has been fully accomplished under the specified conditions. Furthermore, conducting post-mortem analyses of past projects can unveil individual nuances among team members and identify critical situations that may impact scheduling.

Feedback is key for improvements, and having a specific place for colleagues to share feedback is important. Depending on the nature of the feedbacks, the platform that is the most adapted could change. If the feedback are specific to a particular activity or event, a simple text gathering tool like Typeform, Survey Monkey is perfect. Regarding feedback on people, choosing an HR tool like BambooHR, Officevibe, or others is great. This allows us to associate the feedback with individuals while offering anonymous options. Finally, working documents like a Google doc or a customer presentation allow the creator to manage permissions and invite colleagues to comment while keeping the final word on the end result.

Feedback are super crucial. if you are not collecting feedback from your team, than even the best of your efforts shall not do much good.

Utilizing feedback software embodies Carol Dweck's growth mindset by facilitating a continuous loop of feedback and improvement. Tools like SurveyMonkey and Google Forms are instrumental in cultivating an environment where constructive feedback is not just encouraged but is a cornerstone of team and product development. This approach reinforces the belief that abilities and intelligence can be developed through dedication and hard work. Embrace feedback tools to foster innovation, adaptability, and a relentless pursuit of excellence among your team. #GrowthMindset #FeedbackForGrowth

In this case, a PMS is the most crucial thing to be in place. At Banter Marketo, we have inhouse PMS that not only facilitate teams with perfect coordination but also keeps our global clients updated.

Invest in learning software such as Udemy for Business, LinkedIn Learning, or Skillshare for Teams to provide your team with access to educational resources, training courses, and skill development opportunities. Learning platforms enable team members to acquire new skills, stay updated on industry trends, and enhance their capabilities to tackle complex tasks and projects effectively. By investing in continuous learning and professional development, you empower your team to adapt to evolving challenges and excel in their roles, ultimately contributing to more efficient workload management.

1. Use AI-powered tools for personalized learning paths. 2. Implement gamified learning for increased engagement. 3. Use social learning platforms for peer interaction. 4. Consider microlearning for bite-sized learning. 5. Foster a culture of lifelong learning and curiosity.

it can boost your team's competence, confidence, and motivation. Utilizing learning software has many benefits, such as keeping your team updated on industry trends, filling skill gaps, fostering a culture of continuous learning and growth, retaining and attracting talent, and increasing satisfaction and retention. Popular examples of learning software are Udemy, Coursera, Skillshare, and LinkedIn Learning.

When managing my team's workload, I prioritize continuous learning and development, and learning software is instrumental in achieving this goal. I utilize platforms like LinkedIn Learning or Udemy to provide team members with access to a diverse range of courses and resources. These tools empower individuals to acquire new skills, stay updated on industry trends, and enhance their expertise. With personalized learning paths and on-demand courses, the team can upskill at their own pace, contributing to our collective growth. Integrating learning software into our workflow not only fosters a culture of knowledge-sharing but also ensures that we are well-equipped to tackle evolving challenges and stay ahead in a dynamic work environment.

Train and explain them enough that they understand - how to get tasks done, solve the problems among themselves and how to manage their time. These are the only tools, rest are just to make things complicated; if these basics are not practiced in your team. Your team should feel valued and included so that they own the tasks to prove themselves with time not to the organisation but also to themselves.

If you're trying to manage your team's workload, the *worst* place to start looking is software. The first place to look is why they're overloaded. Is it: 1) because you've been handing out spur-of-the-moment work? If so, you don't need a tool. You need to be more considered about what you ask them for. 2) because they're creating their own "busywork"? Tasks that don't create tangible value? Then have a 1to1 and cull the list mercilessly. (Warning. They'll likely be doing it to their team too). 3) lack of resource? See if increasing their team size helps, or if the potential outcomes don't warrant the investment. 4) Lack of organisation? Then help them develop their organisational skill, and only then see if a tool helps.

One of the most powerful tools for managing a team's workload is one-on-one conversation. Interview your team to check in about how much time they actually spend or need for certain tasks, and ensure it aligns with yours or the company's expectations. A leader's superpower should be providing clarity and prioritization, but only conversation can uncover hidden roadblocks or inefficiencies that even tech can't solve.

The question posed assumed software is the solution. People, process, [data], tools. Problems and solutions should be addressed in that order. So many times the challenges in a team environment are a leadership issue, roles and responsibilities issue, or a personality issue (pride or lack of pride, mostly). If the people topic is covered, then process is the next most likely issue. Process issues are first a definition problem and then a standardization problem. We, as humans, are tool users. We tend to think of that first. Don’t fall into that trap, like most. Solve people and process challenges first and then find the right tool to facilitate your process. And, good data management practices never hurt. Good luck out there.

All the software tools in the world mean nothing if your team don't use them One of the most powerful tools we get our clients to implement in the Scaling Up methodology is a Daily Huddle 3 Simple agenda items 1. How are you going against your weekly KPI's 2. What are the three things you are doing today that will help you achieve them (Be very specific) 3. What are you stuck on that someone in the team can help get unstuck? All this should take less than 15 min for most teams if run well, and you don't get caught going down rabbit holes and trying to solve problems in the session (get the appropriate people to come together after the huddle to avoid wasting others' time) An absolute productivity hack that every business should implement