Unlocking Efficient Workflow: The Power of Task Tracking in Design

If you’re still writing down your daily tasks on a piece of paper, it might be time for a change. Task trackers make keeping track of day-to-day jobs infinitely easier, and they provide a whole host of other benefits too. 

In this guide, we’ll take you through all there is to know about task tracking, to show you what this technology can really do. Before long you’ll be taking full advantage of the productivity benefits of task tracking, and the panic of forgotten deadlines and overlooked design jobs will be a distant memory. 

What do task trackers do? 

A task tracker is a type of software designed to simplify keeping track of tasks. 

Task management software gives designers and creatives the tools they need to keep on top of their own workloads, while also providing project managers with a full overview of what everyone is working on.

Task trackers tend to come as part of a more comprehensive software package, which includes other collaborative tools. Typically, the task tracking offering comprises a number of different features, which, when combined, can maximize the productivity of a team. 

Software makes it easy for project managers to split a complex workload into a number of smaller, more manageable tasks. These tasks can then be quickly prioritized and delegated amongst team members. Task tracking provides project managers with full visibility on progress, and automated reminders help to keep everyone on track. 

Project managers have the option to add to, edit or re-assign tasks as work progresses, to ensure that everyone’s time is being well spent. Task tracking software also often includes collaborative tools and communication features. This means that discussions about different designs, tasks and deliverables can be kept in a single, easily accessible place, and any information or other resources that might be needed can be found at a moment’s notice. 

Six reasons to use a task tracker

Task trackers are beneficial in all projects, but as projects grow more complex so too does the importance of keeping an eye on the numerous tasks, goals and deliverables involved. 

Using a task tracker makes all the difference to both team members and project managers, providing a whole host of different benefits that will be apparent to the workforce and management alike. 

Here are our top six reasons to start using a task tracker today. 

A single, centralized view

A task tracker provides the whole team with access to a single, centralized view of the project. 

Team members can quickly check in and see their daily to-do list, taking note of other information like prioritization and upcoming deadlines. Everyone knows what they need to work on first - and what’s got to be done that day. 

Automation opportunities 

Automation frees up huge amounts of time for project managers and ensures that nothing goes under the radar. 

Task tracking software provides automated notifications, reminding team members about deadlines that are fast approaching and drawing attention to any work that might be overdue. 

Embrace remote working 

Software like this can make remote working far simpler and more productive. When teams use task-tracking software, they can easily communicate with colleagues based elsewhere, updating them on progress and assigning new tasks without having to schedule time-consuming phone calls or meetings. 

Boost morale and engagement 

Task tracking gives colleagues a full overview of the projects they're working on, and enables them to see how their own tasks fit into the scope of the overall project. 

As tasks are ticked off and projects move towards completion, this results in a huge morale boost for all involved. Team members can easily understand how they’ve contributed to the project’s goals and the difference they’ve made personally. 

Delegate efficiently 

Project managers need to be able to delegate tasks as and when required to keep projects moving. 

Typically, managers assign tasks to the employees with the skills to complete them. But task tracking goes one step further by giving managers a clear view of the workloads of different team members. This enables project managers to see who might have the creative skills and the time to complete the required task sooner, thus speeding up progress. 

Make informed estimates on progress and delivery 

As tasks are completed, teams can tick them off their to-do lists and move on to the next job. Project managers can then see which tasks are finished and what teams are currently working on. 

Good task management software provides data on the time team members have taken to complete different tasks, thereby giving project managers the information they need to accurately predict future progress and final project delivery. 

How to use task tracking

Task tracking provides a huge productivity boost. It also improves morale, as team members work together in a collaborative way that makes the most of everyone’s unique set of skills. But there are a few things you need to know before you dive in head first. 

Take a look at our tips on effective task tracking to make sure your design team is getting all they can from it. 

Break down tasks 

By splitting bigger tasks into smaller, more manageable chunks, you’ll improve progress and keep your team motivated. 

Huge, complex tasks can feel overwhelming and off-putting, but by assigning team members smaller tasks that can be completed in a shorter space of time, you’ll give them all the encouragement they need to hit the ground running. 

Prioritize 

Read up on how to prioritize tasks, and put your knowledge to full use. 

Prioritization is a vital part of task tracking, and once you understand how to do it well you’ll make a real difference to the efficiency of your team and the speed at which they’re able to deliver the work they’ve been assigned. 

Track progress 

Start by setting a number of smaller goals at different stages of your project, and use these goals as a way of tracking progress. 

As your team moves towards the next goal, you’ll be able to see where they are with the tasks they’ve been assigned. This will also provide you with the information you need to estimate future progress. 

Set reminders 

Automated reminders are invaluable in any project, but for complex, multi-faceted design projects they really are essential. 

Forget sending out manual reminders about upcoming deadlines. Task tracking software will do that for you, and it’ll keep an eye on any work that might’ve been forgotten about along the way. All you need to do is set it up. 

Centralize communication 

Communication systems are often built into the project management software that task-tracking tools are part of. We’d highly recommend you use these. 

Encourage team members to communicate on current work via the software and keep discussions in one place. This allows team members to check back on recent chats and find the information they need when challenges or queries arise. 

Delegate flexibly 

Task tracking makes it far easier to delegate tasks. It also allows project managers to do so in a flexible way, bearing in mind both the current workloads of different team members and the future tasks that they’ve already been assigned. This allows project managers to delegate in an informed and flexible manner for the benefit of the project overall. 

Use task tracking software 

Task tracking software takes the hard work out of managing, assigning, prioritizing and delegating all manner of tasks. 

Take advantage of brilliantly smart automation tools, collaborative features and communication options to give your teams the power to fulfill their potential. 

Find out more about task tracking with Hello Ivy

Project management software like Hello Ivy puts all the benefits of task tracking in the palm of your hand. With Hello Ivy, you can manage tasks more efficiently than ever before, keeping track of even the most complex design jobs with ease. 

Find out more about how it works. Sign up for a free trial to see Hello Ivy in action. And if you’d like to find out more about the role of project management for small teams, don’t hesitate to get in touch.