making of: successful task
TRANSCRIPT
MAKING OF:SUCCESSFUL TASK
CO-WORKER’S NIGHTMARE
The “what’s going on?” task
CO-WORKER’S NIGHTMARE
The “what’s going on?” task
Task with incomplete and insufficient information
CO-WORKER’S NIGHTMARE
The “what’s going on?” task
Task with incomplete and insufficient information
Task that inhibits immediate action
CO-WORKER’S NIGHTMARE
The “what’s going on?” task
Task with incomplete and insufficient information
Task that inhibits immediate action
Task with unclear goal and/or deadline
The decision paralysisA state of too much options (tasks) to choose from with unclear diversity or comparability results in co-worker leaving the task board and doing something totally different, non-productive.
CO-WORKER’S NIGHTMARE
STOP!
TASK
“clear, understandable and straightforward assignment description, which needs to be carried out by a specific person, due to specific time with specific resources in a given fashion.”
TASK
“clear, understandable and straightforward assignment description, which needs to be carried out by a specific person, due to specific time with specific resources in a given fashion.”
WHAT
WHEN
WHO
HOW
WITH WHAT
BEFORE WE ASSIGN THE TASK
QUICK CHECKLIST - YOUR HOLY BIBLE
Is the thing I am about to assign compliant with the task definition?
QUICK CHECKLIST - YOUR HOLY BIBLE
Is the thing I am about to assign compliant with the task definition?a simple question, checking on the status or ongoing activity are not tasks!
QUICK CHECKLIST - YOUR HOLY BIBLE
Is the thing I am about to assign compliant with the task definition?
Can I handle the task differently or on my own?
a simple question, checking on the status or ongoing activity are not tasks!
QUICK CHECKLIST - YOUR HOLY BIBLE
Is the thing I am about to assign compliant with the task definition?
Can I handle the task differently or on my own?
a simple question, checking on the status or ongoing activity are not tasks!
sometimes it’s good to stop, think about other possibilities and don’t delegate automatically
QUICK CHECKLIST - YOUR HOLY BIBLE
Is the thing I am about to assign compliant with the task definition?
Can I handle the task differently or on my own?
Is it necessary to assign the task now?
a simple question, checking on the status or ongoing activity are not tasks!
sometimes it’s good to stop, think about other possibilities and don’t delegate automatically
QUICK CHECKLIST - YOUR HOLY BIBLE
Is the thing I am about to assign compliant with the task definition?
Can I handle the task differently or on my own?
Is it necessary to assign the task now?
a simple question, checking on the status or ongoing activity are not tasks!
sometimes it’s good to stop, think about other possibilities and don’t delegate automatically
tasks too far into the future or task that are on hold in the time of assignment unnecessarily disrupt the current focus & flow state and trigger the decision paralysis
QUICK CHECKLIST - YOUR HOLY BIBLE
Is the thing I am about to assign compliant with the task definition?
Can I handle the task differently or on my own?
Is it necessary to assign the task now?
a simple question, checking on the status or ongoing activity are not tasks!
sometimes it’s good to stop, think about other possibilities and don’t delegate automatically
tasks too far into the future or task that are on hold in the time of assignment unnecessarily disrupt the current focus & flow state and trigger the decision paralysis
NO
YES
NO
DON’TASSIGN!
A well assigned task is a gesture of respect!
“A well assigned task maximizes the effectivity of your co-worker’s job - they goal is to do the job, not to find out what it is about!”
ASSIGNING TASK WELL
TASK’S SUBJECT
Captures the essence
TASK’S SUBJECT
Captures the essencedescribes what needs to be done with concrete and not abstract verbs
TASK’S SUBJECT
Captures the essence
Clarifies context
describes what needs to be done with concrete and not abstract verbs
TASK’S SUBJECT
Captures the essence
Clarifies context
describes what needs to be done with concrete and not abstract verbs
it’s immediately clear which project/entity this task applies to
TASK’S SUBJECT
Captures the essence
Clarifies context
Defines desired outcome
describes what needs to be done with concrete and not abstract verbs
it’s immediately clear which project/entity this task applies to
TASK’S SUBJECT
Captures the essence
Clarifies context
Defines desired outcome
describes what needs to be done with concrete and not abstract verbs
it’s immediately clear which project/entity this task applies to
the required outcome is described in a non-ambiguous way
TASK’S SUBJECT
“Think about the mechanics of the second stage of the app”
“write additional texts for the Jameson FB App into the given text file”
EXAMPLE
TASK’S SUBJECT
“Think about the mechanics of the second stage of the app”
“write additional texts for the Jameson FB App into the given text file”
what does “Think about” mean?unclear
what? write additional textsclear
EXAMPLE
TASK’S SUBJECT
“Think about the mechanics of the second stage of the app”
“write additional texts for the Jameson FB App into the given text file”
what does “Think about” mean?unclear
what “App” is referenced?unclear
what? write additional textsclear
referencing? Jameson FB appclear
EXAMPLE
TASK’S SUBJECT
“Think about the mechanics of the second stage of the app”
“write additional texts for the Jameson FB App into the given text file”
what does “Think about” mean?unclear
what “App” is referenced?unclear
what? write additional textsclear
what should be the result of the task?unclear
result? given text file with updated textsclear
referencing? Jameson FB appclear
EXAMPLE
TASK’S SUBJECT
“Think about the mechanics of the second stage of the app”
“write additional texts for the Jameson FB App into the given text file”
what does “Think about” mean?unclear
what “App” is referenced?unclear
what? write additional textsclear
what should be the result of the task?unclear
result? given text file with updated textsclear
referencing? Jameson FB appclear
EXAMPLE
OK
TASK’S DESCRIPTION
Develops the situation and context for the task
TASK’S DESCRIPTION
Develops the situation and context for the taskdescribes in depth what needs to be done in what particular way
TASK’S DESCRIPTION
Develops the situation and context for the task
Provides all necessary resources & materials
describes in depth what needs to be done in what particular way
TASK’S DESCRIPTION
Develops the situation and context for the task
Provides all necessary resources & materials
describes in depth what needs to be done in what particular way
source files, designs, presentations and additional information that resulted into this task
TASK’S DESCRIPTION
Develops the situation and context for the task
Provides all necessary resources & materials
Prepares space for execution
describes in depth what needs to be done in what particular way
source files, designs, presentations and additional information that resulted into this task
TASK’S DESCRIPTION
Develops the situation and context for the task
Provides all necessary resources & materials
Prepares space for execution
describes in depth what needs to be done in what particular way
source files, designs, presentations and additional information that resulted into this task
defines in what file / directory to store the task’s resultIMPORTANT!
TASK’S DESCRIPTION EXAMPLE
Ales, we are going to re-deploy the Facebook tab apps that are currently running for the SR market to the CR market as well:[links to the apps]
For this, we need to update some images with text to the correct local version.
You can find all images that needs to be changed here: [link]
Texts that you should use in the images are to be found here: [link]
After that, please export and upload the images in the same resolution in this Dropbox directory: [link]
If you stumble upon an unpredictable change or get stuck, please comment here so I can assist you.
TASK’S DESCRIPTION
SITUATION
EXAMPLE
Ales, we are going to re-deploy the Facebook tab apps that are currently running for the SR market to the CR market as well:[links to the apps]
For this, we need to update some images with text to the correct local version.
You can find all images that needs to be changed here: [link]
Texts that you should use in the images are to be found here: [link]
After that, please export and upload the images in the same resolution in this Dropbox directory: [link]
If you stumble upon an unpredictable change or get stuck, please comment here so I can assist you.
TASK’S DESCRIPTION
RESOURCES
EXAMPLE
Ales, we are going to re-deploy the Facebook tab apps that are currently running for the SR market to the CR market as well:[links to the apps]
For this, we need to update some images with text to the correct local version.
You can find all images that needs to be changed here: [link]
Texts that you should use in the images are to be found here: [link]
After that, please export and upload the images in the same resolution in this Dropbox directory: [link]
If you stumble upon an unpredictable change or get stuck, please comment here so I can assist you.
TASK’S DESCRIPTION
PREPARED EXECUTION
EXAMPLE
Ales, we are going to re-deploy the Facebook tab apps that are currently running for the SR market to the CR market as well:[links to the apps]
For this, we need to update some images with text to the correct local version.
You can find all images that needs to be changed here: [link]
Texts that you should use in the images are to be found here: [link]
After that, please export and upload the images in the same resolution in this Dropbox directory: [link]
If you stumble upon an unpredictable change or get stuck, please comment here so I can assist you.
TASK’S DESCRIPTION
WHAT TO DO IF...
EXAMPLE
Ales, we are going to re-deploy the Facebook tab apps that are currently running for the SR market to the CR market as well:[links to the apps]
For this, we need to update some images with text to the correct local version.
You can find all images that needs to be changed here: [link]
Texts that you should use in the images are to be found here: [link]
After that, please export and upload the images in the same resolution in this Dropbox directory: [link]
If you stumble upon an unpredictable change or get stuck, please comment here so I can assist you.
WORKING WITH THE TASK
Followers / WatchersAdd everyone who has something to say to the task and/or should know about it.
WORKING WITH THE TASK
CommentsKeep them centralized in one place (not across various media) - they serve the purpose of giving feedback, updates and checking up on the task progress.
WORKING WITH THE TASK
FeedbackDon’t forget to give precious feedback - either good or bad. In the end - it helps your company and colleagues to grow in the right way.
WORKING WITH THE TASK
DeadlineHas to represent the real time, when the task needs to be done. It’s okay (and strongly recommended) to assign the deadline with some time reserve so you don’t get in the trouble if something unexpected happens.
WORKING WITH THE TASK
Closing the taskTask should be closed by the person who assigned it, not by the assignee. In most cases, it’s the task author that can reliably tell whether the task’s result meets given requirements.
WORKING WITH THE TASK
“clear, understandable and straightforward assignment description, which needs to be carried out by a specific person, due to specific time with specific resources in a given fashion because of a specific reason.”
WHY
Last but not least:Add reason
This way you are giving the assignee a way to challenge the task itself which shows them that you respect and value his opinion.
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