Having systems in place to coordinate and track employee time management ensures that your business doesn’t miss deadlines because it is operating inefficiently. However, even if you meet all your deadlines, your business must operate smoothly and cooperatively to maximize growth and profit.

To boost your business, we’ve shared our 7 best tips and tricks for effective task scheduling and employee time management. If you implement these strategies, your business will run like a well-oiled machine in no time.

Understanding Task Scheduling and Time Management

Before we dive into best practices for task scheduling and time management, we need to explain these two concepts and how they benefit your organization and employees.  

Task scheduling and time management are tools and frameworks that assist your employees in visualizing their goals. They help employees break their goals down into small, achievable tasks and prioritize the most important tasks to make the best use of their time and resources. Juggling numerous appointments, to-dos, and deadlines can feel overwhelming even to the most capable employee. However, proper task and time management structure tasks and make it easier to tackle each day’s work as it comes. 

Using smart strategies or task management software to manage tasks and time usage also allows your employees to schedule more demanding tasks for their peak focus times, use tools like planners, calendars, and lists to their advantage, and remain flexible, even when unexpected challenges or responsibilities arise. Ultimately, task scheduling and time management help employees create a workflow that balances productivity with energy levels, resources, and well-being, promoting progress without overstepping limits. 

Practices to Implement Task Scheduling and Time Management

Below, we’ve outlined the most effective ways to implement task scheduling and time management in your organization. This will help your employees streamline their workflows, maximize their productivity, and ensure that they reach their goals in a fast and sustainable way.

1. Utilize Enterprise Collaboration Software

One of the best ways to improve task scheduling for efficient company-wide time management is through enterprise collaboration platforms. The ultimate goal of this kind of software is to enhance company-wide communication to support synergistic collaboration efforts. It ensures clarity on shared targets and goals, allowing greater flexibility when working in teams.  

Enterprise collaboration software allows you to view organizational charts, thus clearly illustrating the business architecture that dictates the appropriate lines of communication. This software also includes reminders, scheduling features, and workforce monitoring. Additionally, it allows external collaborators to utilize the channel seamlessly. It streamlines communication by offering direct messaging services alongside email and video conferencing. It’s also important to note that scheduled tasks can be synced across features.  

Another attractive feature of enterprise collaboration software is that it’s highly secure. This means that employees can communicate without experiencing anxieties surrounding the potential leakage of sensitive company information. If you want to begin task scheduling while boosting employee time management, Comidor’s enterprise collaboration software is the ideal solution.

2. Improve Your Scheduling Process

Many businesses overlook the vital role that scheduling plays in daily productivity and effective task scheduling. Countless potentially productive hours are lost every day to poorly planned schedules. When you utilize Comidor’s process scheduling feature, you can avoid wasting precious time when scheduling repeat or rescheduled tasks and processes. This feature manages your schedule in a highly organized and time-efficient manner so you don’t have to.  

Scheduling offers several optional details such as assigning “importance,” “priority,” “responsible group,” and “supervisor” specifications, to name a few. The layout of a high-quality schedule management tool should be intuitive and user-friendly, too. This will help you in your task scheduling and employee time management endeavors. 

3. Utilize a Task Management Tool

Another important step to implement effective task scheduling alongside employee time management involves utilizing a helpful task management tool. Task management tools streamline processes that would otherwise be laborious and include inevitable slip-ups and miscommunications. Tools like Comidor Task Management manage personal and team tasks. It manages tasks assigned to you and tasks assigned to others.  

Task management tools allow you to get as intricate and detailed as you require per task. They boast exceptional organizational capabilities that ensure tasks and relevant information are meticulously ordered, grouped, and shared with relevant colleagues.

4. Customize Your Digital Workplace

While there are many recommendations everyone should follow for effective task scheduling and time management, you must establish a system solution tailored to your individual preferences and needs. Every individual in a business will have different daily priorities—not to mention completely different jobs.  

It’s important that every employee can customize their digital workplace to bolster their productivity. To optimize efficiency and productivity within your organization, it is highly advisable to leverage customizable online workspaces, dashboards, or productivity tools provided by platforms like Comidor. By incorporating such tools, employees gain the flexibility to manage their schedules, tasks, meetings, documents, and notes in a manner that suits their preferences, leading to enhanced organization and effectiveness across the board.

5. Your Manager Matters

At the end of the day, you can have the best software tools at your disposal. But you still need a passionate individual to oversee your business’ coordination and time management. The good news is that the availability of digital workspace platforms can enhance the insights and capabilities of a good manager.  

Digital workspaces are famously supportive of collaborations among various employees in a company. Managers can utilize this to its full potential by streamlining communication and the assignment of tasks. Furthermore, depending on the business policy, they may have access to behind-the-scenes insights into the activities and overall productivity of individual employees and different departments.   

6. Be Flexible

It’s vital to remain open and flexible when working towards increased efficiency and organization in any business. As mentioned above, your manager is responsible for overseeing the practical pursuit of this goal.    

Managerial insights from your online workspace are often generated through statistics. This allows managers to track and compare internal company progress in a highly accurate and accessible manner. With careful thought and skill, task scheduling strategies and time clock or tracking data can be compared to weekly productivity insights. This can help a manager assess which task scheduling system works most efficiently. This information can then be utilized to inform a more long-term strategy for improved employee time management.  

7. Embrace Automation

Automation is an essential tool for any business. It offers the ability to automate and streamline repetitive tasks to save time and money while maximizing efficiency. It can provide an enhanced experience for your customers or clients, boost productivity, and help you gain a competitive edge in your industry. Automation can also free up your team to tackle more creative tasks and problem-solving requirements, leaving your organization with more room to grow without sacrificing efficiency or customer satisfaction.  

Utilizing automation software to implement effective task scheduling and employee time management can take a little time to integrate and get used to. However, the best platforms are intuitive and user-friendly, making the learning curve short and sweet.   

All-in-one business process automation tools like Comidor offer a unique collection of automation features that work together to achieve highly effective task scheduling and time management. Features like process automation, low-code application development, project management software, CRM and sales automation, accounting and finance modules, and quality, risk, and compliance tools ensure that every part of your business can be partly or fully automated to reduce the pressure on your workforce. You can also integrate Comidor with popular cloud services like Dropbox and Google Drive, making it easier to store and share large files securely, or incorporate the use of tools like Google Search Console into your business operations”.

Conclusion

If you follow our recommendations, we are certain that you will effortlessly gain mastery in the art of effective task scheduling and proficient employee time management in your projects. With the right software tools at your disposal and a positive attitude driving your team forward, success is not only achievable but also inevitable. Embrace these strategies wholeheartedly, and witness unparalleled efficiency and productivity within your organization unfold before your eyes!

The post 7 Best Practices for Effective Task Scheduling and Employee Time Management appeared first on Comidor Low-code Automation Platform.

Create a Schedule

1. In order to access Scheduling, go to Packages Icon >Process Orchestration > Scheduling.
2. Click on the “+” icon to create a new Schedule.
3. Fill in the Title of the Scheduling and the Basic Info.
   • Type: Select the type of Process you want to schedule. This means that a Process of type “General”,  “Event”, etc. will start in the scheduled start date and time in a repetition plan.

1. • Business Function: Choose a categorization option (see Process map).
   • Assigned to: Click on the “Assigned to” field in order to see Comidor Users and Groups. You can assign this Process (when created) to as many people or groups as you want. This means that people you will select here, are those who should participate in this process.
   • Set Scheduled Start and Scheduled End dates and times of the Process.
   • In the Unit type choose between Workflow or Application
     • Workflow – choose the workflow you would like to be triggered every time the scheduling runs.
     • Define the Application you would like to be triggered every time the scheduling runs.
2. Complete Schedule’s Description.
3. Then, you should set the repetition of the scheduling, which is actually the timeframe of the process that is about to be created, and choose which State you wish the Process to begin with. (Opened, Confirmed, Scheduled, etc.)Comidor allows you to set the repetition of a Process (in minutes, hours, days, etc.) from a specific date to another. Choose:
   • Minutes to repeat the Process per minutes
   • Hourly to repeat the Process per hour
   • Daily to repeat the Process per day
     • You can exclude weekends by choosing “Every weekday”
   • Weekly to repeat the Process per specific day of the week
   • Monthly to repeat the Process per specific day of the month
     • You can choose an -every 2 weeks- repetition by selecting “Day 14 of every 1 month”.
     • You can choose a -last day of the month- repetition by selecting “Day L of every 1 month”.
   • Yearly to repeat the Process per specific day of a given year(s).
4. Additionally:
   • Choose Responsible group: The group which has the accountability of this Process.
   • Select Importance (Normal, High, Top) and Priority (Low, Normal, High, Top) of the Process, if applicable.
   • Each Process Schedule may have its core relations. So, you can Link this Process with a related Contact, Parent Template, and Personnel.
5. Set users that will be Administrators and Process’s Supervisor. Practically, this means that these users will have access to the created Process, even if you have not added them in the Basic info above.
6. For repetitive processes, that you are certain of the Start and End time, you can enable the Parameter Execute automatically. The process will be set as running at the scheduled start date and will automatically change to completed at the Scheduled end date and time. If you wish to complete the processes manually, leave this parameter unchecked.
7. In addition, you have to complete the following:
   • Send notification to: Fill in the Comidor Users and Groups that will receive a notification when someone comments on this Process.
   • Access rights: People or/and Groups that should have access to this Process, without being necessary to act upon it.
   • Change rights: People or/and Groups that could edit the Process details in the future. “Everyone” is chosen by default. This means that everyone who has access to this Process will have the right to modify it.
8. The Scheduled duration must be set in order to calculate the Tasks Workload later, if applicable. So, put the scheduled duration of the Process (any type) in hours. e.g. put 0.5 for a Process that will last half an hour or 20 for a Process that is about to last 20 hours.
9. Finally, set a Reminder:
   • Choose when to send the notification (On process completion or On process time). Or select when the reminder should be triggered (Number of Days/Number of Hours/Number of Minutes delayed or before the process completion/process time).
   • Select the user to whom the reminder will be sent.
   • Check the Email and/or SMS box if the user is to be notified via email and/or SMS.
   • Email reminders will be sent provided that the email account is connected to Comidor. SMS reminders will reach users provided that the recipient user has set a Mobile phone in his Personal Profile – this is available upon request.
10. Click on Save to save the Schedule, on Save and New to save this Schedule and create a new one, on Save and notify when you need to save but also send a Note- Notification message to appropriate people, or Cancel to cancel the procedure.

View and Edit a Scheduling

1. In order to access Scheduling, go to Packages Icon >Process Orchestration > Scheduling.
2. Select a Schedule from the List view and click on it to access.
3. A new record preview will be displayed on the right side of the screen. You can move the bar with your cursor to resize your preview, click on the full view icon, or on the “x” button to close the preview.
4. Click on Tags to add a new Tag on the Scheduling that it may be private, group, internal or public. From this point, you can also manage old tags that have been added to that Schedule.
   • Putting Tags in Process Schedules may help you in grouping them, filtering, and finally finding them easier.
5. Click on Links to connect Schedule with other Comidor entities such as Accounts, Contacts, Projects, Opportunities, Messages, Files, etc.
6. If you wish to Edit the Process Schedule, simply click on the pencil button on the top left.
   • Make any modifications in the Process Schedule and then press Save to save the Process Template, on Save and notify when you need to save but also send a Note-Notification message to appropriate people with the changes you made, or Cancel to cancel the procedure.
7. Click on the Actions button:
   • To Delete this Process Schedule. A confirmation message will appear.
   • To Print this Process Schedule view.
   • Click on Link with in order to Link this Schedule with any Comidor entity (another process, account, contact, project, opportunity, etc.). A pop-up window appears.
   • Click on Notify in order to Notify a person or group of people regarding this Schedule. Watch out to Notify someone that has access to this Schedule.
8. Also, you can easily upload related files straight from your Desktop or by clicking on to attach a File URL. Different versions of Files that are uploaded here, may both be kept and managed. You can:
   • Open to view online or download a file or check its versions
   • Rename it
   • Delete it

Managing Schedules

1. In order to access Scheduling, go to Packages Icon >Process Orchestration > Scheduling.
2. Select Schedules(s) from the List view. You can Delete the selected Process Schedule(s). A check message appears in a pop-up window prompting you to be specific and check which Schedules you would like to delete. Choose between “Yes” or “No”.

1. • You can Link Schedule(s) with other Comidor entities such as Accounts, Contacts, Projects, Opportunities, Messages, Files, etc.
   • Finally, you can Run the selected Schedules.

3. In the Scheduling table, click on the Actions button and select between Export or Print buttons to export or print the list of the Process Schedules that you are viewing at that moment or all. Regarding printing, a new tab will open in your browser; please, make sure you will follow your browser’s printing procedure.

Make sure prior to this action that you are viewing the searched or filtered or all Schedules, having them sorted and/or grouped by the way you wish. Check Data Management for more information about all these options above.

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