Task Allocation – The Right Process

Architect team discussing on blueprints

Introduction

If you observe any sport carefully, you will find that the team leader or the captain spends a lot time on distributing responsibilities to each player. The process also involves offering each player some suitable position where they can put their best effort on the field. A good captain knows the team well and he is also aware of the skill and ability of his team members.

Likewise, we can apply same strategy in business. There is a need to prefer right people for the right job. If you are a team leader or a concerned person who distribute tasks among others, then you have to assign tasks based on their skills and proficiencies.

Therefore, the question is how you would execute your task if you were the concerned person. In sports, to hand over tasks to a team, you should have sound idea about the game and about the skills and abilities of your team members. For instance, if it is a soccer game, then you cannot ask the goalkeeper to play as a midfielder if you are about to play a must-win game.

In the same way, in the field of business, we cannot delegate a task to a person who is less efficient on that particular job.

Here we have laid out some strategies that will help you in the process of correct role allocation.

# Break the target down

If you find that you have a large target ahead then the best thing you can do is divide the goal into several pieces and assign your team members with those parts.

Before doing this, you have to understand the task-solving ability of your team members, you have to read your team well if you want to deliver some suitable tasks to each member of your team.

Evaluate all the tasks based on their importance and distribute them to each of the team member, who you think is most suitable for the task.

# Make a list based on the capabilities of team members

If you are working with large team then it will be difficult for you to remember that who is efficient on which task. Thus, try to maintain a database that will always keep you informed about skills and capabilities of your team members.

We have often seen that newly recruited or inexperienced team leaders pass on tasks to his or her team members without taking note of their ability and proficiency, which broadly affects the team’s performance. Thus, if you are new in the profession or for the team, try to note the skills and proficiencies of each team member so that you can offer them suitable jobs.

# Try to train existing team members for better result

You may often find that the proficiency of your existing team members is just falling short in terms of executing a complicated task. In that situation, team leaders tend to hire some new employees so that they can fill the gap.

However, the process may cost a lot for the organization, when you can make your existing employees better by offering them some skill-enhancing and motivational training. By doing this, you can pump up more confidence into them and can make them eligible and suitable for some complex tasks.

# Figure out the non-performers

If you find that your team is not performing on the pace you would like see them. In these circumstances, you have to point out those people among your team who are performing at slow pace and letting your team down.

You have to be more active in this situation and have to manage the issue tactfully. We know that non-performers refer to poor example for a team and block the growth rate of an organization.

Talk to those persons and make them fully aware of the situation. Then the best thing you can do is, ask them about the reason of their poor performances, if it is for lack of some privileges, then try to fulfill their requirements and give them chances to be productive for the organization.

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# Make team members aware of their position

Every team member should be well aware of their responsibilities that have been assigned to them. They must understand the true essence of the job, when at the same time, the authority and accountability of an individual should be defined by the team head.

Try to look at the previous record of an individual and learn about his work efficiency. If you find the person better for any particular job that he or she has done with accuracy in the past, then try to allocate the person same kind of task.

# Try to keep strong back-ups or substitute

You might be satisfied with your team performance and happy with the work efficiency of every team member. However, depending too much on your existing team members can cost you a lot in the future, because you can lose any of your skilled team members at any time. Thus, try to find a deputy who can work for the team when it is required most. Select some employees and provide them training so that they can fill the vacant with their skills hands.

# Increase productivity with proper task allocation

If you are a team leader then you have to learn the art of leadership. Allocating tasks properly to the others is one of the most important roles of an active team leader. Giving right task to the wrong team member can simply spoil the team performance, thus, never underestimate one’s skill and capability and try to allocate tasks after availing full understanding of the basic skills of your team members so that you can help your team to increase productivity.

Conclusion

Proper task allocation is very vital for team performance and a team leader should read out his or her team well so that the leader can easily find the right person for a particular task. Good relation between the leader and the team helps the leader to remain aware with the strength and weakness of his or her team.

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