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ADAM SZARŻANOWICZMay 14, 2021

How To Communicate Well With Tasks?

Does your team need Alan Turing to decrypt your task?

Project management is the main element of a well functioning company. If everything works like in a good watch (e.g., Omega Master with the Co-Axial mechanism), you know you have nothing to worry about because every project is going to be delivered on time for the client.

Ahhaa your wish!

How much do you lose on one job description?

Without wasting time, let's move on to the task at hand - or rather its incorrect description. Each of us from time to time, depending on our role, has to insert a task into a manager such as Assana, ClickUp, Nozbe, etc. The way I understand it sometimes reminds me of the words of a song

What Does the "Fox Say?" Do you remember? Generally the refrain is:

"Ring-ding-ding-ding-dingeringeding Gering-ding-ding-ding-dingeringeding Gering-ding-ding-ding-dingeringeding What the fox say?”

Does it sound familiar when you try to figure out what the author of the assignment meant? I sometimes feel that way while reading someone's topic of a certain task, not mentioning the description itself.

A little non-specification and it works like a snow avalanche that creates endless amounts of requests for clarification from teammates. It gets even harder when instead of asking the author for clarification, the questions are directed to someone else on the team.

Capisce? - If you’d need to hop to a translator to understand, then I just stole your time.

How much do you lose on one job description?

Of course, it all depends on the size of the team. The bigger it gets the more the lack of precision and clarity hurts.

May one task require even a minute of your extra time to understand - and that's the most optimistic scenario. Let's assume a team of 10 people and 4 non-understandable tasks per day and so on for 1 month.

By almost half FTE your team has to make up for the loss of incorrectly described 4 tasks.

Ok I get it, so how should I make a right description?

Tiny tweaks, great change

  1. Write short, concise and understandable.
  2. Focus on what you are writing.
  3. Place the task in an appropriate project.
  4. Create a description as if a person "outside the project" is supposed to understand it.
  5. Proofread, then publish.

You have to always remember, you are not the only one who’s working in a company.

Summary

The success of any organization is a properly set up and enforced process. It must occur smoothly through proper planning and distribution of allocated resources. The goal is to execute the intended plan in accordance with the expectations of the project and those who commissioned the project.

The most important asset in business is your time, baby!