INTRODUCTION - Overview
This manual details how to apply TASKey's Distributed Management Method to manage many projects and tasks with many teams and individuals. TASKey TEAM software is used to make this method easy to apply consistently and achieve the coordination required for success.
Teams are the Key
Teams and individuals complete work. Consequently the traditional approach of simply managing tasks provides only half the solution. A number of different types of project teams are described in Annex A.
Teams and individuals need to be effectively coordinated so that tasks can be completed efficiently. Simply treating people as resources provides no team coordination. Team coordination needs to be distributed so that decisions can be made in the correct context. This is not possible with traditional centralised approaches to management.
The natural way people work together is by forming teams for the purpose of completing a task or action. TASKey's Distributed Management Method enhances this natural team coordination by distributing and coordinating both task and team management processes.
Key Steps to Managing a Project
The key steps of the TASKey Distributed Management Method are:
1. Identify the Project Owner Team
Identify the Business Owner of the project and the key people outside the project who can influence the project's success. This group plus the Project Manager form the Project Board or Steering Group that sets, manages and approves changes to scope, monitors progress, manages the external environment, and ensures the project has access to adequate resources.
2. Set the Goal
The "Goal" defines what you want to achieve. Your project or task is successfully completed when your goal is achieved.
3. Identify the Project Management Team
The project management team is led by the Project Manager and includes the leaders of key task teams and project-enabling personnel. This team should do the detailed planning of the project. The team composition may change as the scope of the project is clarified and task plans are developed.
4. Break down the Project
The project needs to be logically broken down into interrelated smaller tasks (sub-tasks). The breakdown framework provides the context for each smaller task.
5. Enter Project-Enabling Tasks
In addition to completing project tasks, a number of project-enabling tasks are required to maintain a healthy project environment. The major project-enabling tasks are: project coordination, communications, issues management, risk management, quality management, and support teamwork.
6. Plan Key Tasks (including all actions)
Major tasks needs to be planned to the level of the actions/ToDo's required to complete the tasks. A plan template makes planning easier and faster. The common template ensures all key information is included and that other team members can readily understand the plan.
7. Confirm Timings (on Gantt chart)
As you plan each task, you need to be aware of the relative position and timings of related tasks. This will allow you to maintain a logical flow and keep the project moving forward.
8. Complete Actions
When an individual completes an action on their personal ToDo List or Task Action List task progress is updated automatically. This shows all task team members the progress, and focuses action team members on the actions still to be completed.
9. Monitor Progress Bars
As actions are completed, progress bars are automatically moved to the next uncompleted action. This shows when the next action is due for completion and if it is overdue.
10. Achieve Success
By using the TASKey Distributed Management process, projects and tasks can be controlled to ensure maximum value for effort, and a significant reduction in stress caused by poor coordination.
The Basic TASKey TEAM Module
The Task acts as a container to hold all information about the task. The Task Team includes all people who need to see the task (such as the person responsible for the task, delegates, managers, team members, and other people who need to coordinate their tasks with the Task). The Task Actions are a list of actions that contribute to the task and need to be completed before the task is completed. An Action Team consists of the people assigned to do the action and the person responsible for completion of the action. People in Action Teams must be included in the Task Team (otherwise they will not see the task or their action).