Task Management In Projects

If you ever feel like delegating takes longer than doing it yourself, these are the only models you need! Delegation isn’t about giving work away. It’s about creating a system where your team can perform without constant supervision. Here are 5 proven models that make delegation more effective (and less stressful): 1. The Five Levels of Delegation Every task doesn’t need the same level of oversight. Here’s how to choose the right one: Level 1: Do exactly what I ask. Level 2: Research options and bring me a recommendation. Level 3: Decide, then check in before acting. Level 4: Decide and act - keep me informed. Level 5: Take full ownership; I trust your judgment. 2. The DELEGATE Mode Define the task → Empower → Let them know expectations → Establish parameters → Generate commitment → Authorize resources → Track → Evaluate Structure turns delegation into development. 3. The RACI Matrix Clarify roles: Responsible (who does it) Accountable (who owns results) Consulted (who gives input) Informed (who needs updates) It prevents the “too many cooks” problem. 4. The MoSCoW Method Prioritize before delegating: Must-haves, Should-haves, Could-haves, and Won’t-haves. It helps teams stay aligned when everything feels urgent. 5. The Skill-Will Assessment Before delegating, ask two questions: Do they have the skill? (Yes/No) Do they have the will? (Yes/No) High skill + Low will = They need motivation, not instruction Low skill + High will = They need coaching, not criticism The best leaders don’t hoard work. They design systems where others can thrive, and that’s what real influence looks like. P.S. What’s the hardest part of letting go of control for you?

Manufacturing Efficiency is More Than Numbers…It’s Transformational Science that Delivers Value. In my experience of deploying continuous process improvement, I’ve seen one truth repeat itself: small changes in cycle time create massive changes in organizational success. Consider a real-world example from a Fortune 500 distribution center. The facility struggled with a 12-hour lead time from order receipt to shipping. When we applied Manufacturing Cycle Time (MCT) and Manufacturing Cycle Efficiency (MCE) analysis, the data revealed that only 35 percent of production time was true value-added work. The rest was waiting, unnecessary movement, or inefficient scheduling. Through Lean tools like value stream mapping, Kaizen events, and standard work design, we cut average lead time from 12 hours to 8 hours. That 4-hour reduction meant faster customer fulfillment, increased throughput capacity, and a remarkable financial impact, more than 3.2 million dollars in annualized savings through reduced overtime, lower inventory holding costs, and fewer expedited shipments. The return on investment went far beyond financials. Employees who once felt pressured by bottlenecks were now empowered to work in a smoother, more predictable system. Morale increased as they could focus on craftsmanship and problem-solving rather than firefighting. When people feel their contributions directly improve performance, you build a culture of ownership and innovation. I have led these transformations across industries, from aerospace to government services and the outcomes are consistent. The combination of measuring cycle efficiency and acting on it with Lean methods delivers scalable success. Organizations gain profitability, employees gain pride, and customers gain trust. Continuous improvement is not just about efficiency metrics. It is about unlocking hidden capacity, protecting margins, and most importantly, enabling people to thrive in environments designed for excellence. That is the real power of Lean.🔋

Want a daily board that actually improves performance? Keep it simple, make problems obvious, and turn every red into an action. The goal is simple: See problems early and act fast. This is not a reporting tool. It is a problem-solving tool. It tracks SQDCP, which stands for: Safety, Quality, Delivery, Cost, People. It shows target vs actual clearly. Gaps become visible to everyone. Here is how the board works: Safety first → Review safety before everything else. → A stable workplace comes before performance. → No result is worth unsafe work. Simple daily priorities → Track the same few measures every day. → Keep focus on what matters most. → Balance the process, not one metric only. Clear status → Use green, yellow, and red. → Green means normal. → Yellow warns. → Red means act now. Trend visibility → Show more than today’s result. → Track several days in one view. → Patterns reveal deeper problems. Action ownership → Every red needs an owner. → Every action needs a due date. → That is how gaps get closed. Why this matters: Better visibility → Problems surface faster. → Teams see the same facts. → Leaders can manage by exception. Better response → A red is not failure. → It is the system exposing a problem. → That is how Jidoka works in practice. Better improvement → Teams discuss issues in the huddle. → They assign actions before problems grow. → Daily action builds kaizen rhythm. The best boards are simple, current, and team-owned. They do not just display numbers. They trigger countermeasures. They support escalation when needed. Fix it today. Or escalate it tomorrow with cause. This is not just a board. It is a daily habit for seeing problems, assigning action, and closing gaps. *** 🔖 Save this post for later. ♻️ Share to help others learn the power of SQDCP. ➕ Follow Sergio D’Amico for more on continuous improvement. PS: The board does not improve performance. The daily discipline to act on problems does.

🔍 Have you ever wondered how some companies keep things running smoothly, even when challenges pop up? Here’s a little insight: They’re often using Lean principles, a set of practices focused on making things simpler, faster, and more effective by cutting out the clutter. But Lean is about more than just efficiency; it’s about connecting people with their work in meaningful ways. Take visual management as an example. It’s all about making information visible and accessible. Imagine Walking into an office and immediately seeing a Kanban board showing where each project stands or an “out-of-stock” card on an inventory shelf. These aren’t just clever tools—they make work easier to understand and create a sense of ownership and accountability. And the results? Employees feel empowered to make decisions on the spot, without waiting for formal reports or meetings. According to recent studies, visual management can increase task accuracy by up to 60% in workplaces that adopt it. Then there’s gemba, or what Toyota calls the “go-and-see” mindset. Instead of guessing what’s going on from an office, managers head to the shop floor. They observe, listen, and understand what’s happening right at the point of action. Toyota Motor Corporation leads the way here, with most of its supervisors spending time on the production floor daily. And it pays off—problems get resolved faster, and solutions are based on firsthand observations, not assumptions. Finally, Continuous improvement is at the heart of Lean. It’s the mindset of always looking for ways to do things better, even if only by a tiny bit. Every tweak, every little fix, adds up over time, ensuring that the company is always moving toward giving customers more value. In fact, companies that embrace continuous improvement report a 15-20% increase in productivity over time, as noted by the Lean Enterprise Institute. And here’s what often goes unnoticed: Lean only works because it values people. Real, day-to-day improvements come from the employees who are involved in the work and whose insights and ideas shape better processes. When people feel heard, productivity grows—by as much as 30% in companies with strong employee engagement practices. So, Next time you hear about Lean, think beyond the jargon. At its core, it’s about creating a work environment where people feel connected to their roles, confident in their abilities, and motivated to make a difference every day. That’s the real impact of Lean.

Delegation is not just a skill – it is pure leverage. World-class leaders are world-class delegators. It took me years to develop the skills and to shift my attitude from “I can do it best!” to “who can do this better and faster?” Today, I have an executive assistant, a virtual assistant, a marketing lead, a designer, a podcast editor, an accountant, and a cleaner. None of them are full time, I rather collaborate with the best in their fields for as many hours as necessary. Smart delegation allows you to focus on what’s important instead of what’s urgent, so that you can create more impact in your life and career.  Here is my system for delegation, that I often share with my 1:1 CEO coaching clients. If you implement it, you will have more time and money (provided you reinvest the time), but more importantly, this is about your health and the life you want to live. 1/ 𝐄𝐥𝐢𝐦𝐢𝐧𝐚𝐭𝐞 - 𝐀𝐮𝐭𝐨𝐦𝐚𝐭𝐞 - 𝐃𝐞𝐥𝐞𝐠𝐚𝐭𝐞  ↳ Eliminate: Does this have to be done at all (now)?  ↳ Automate: Can AI do it? Can I create a workflow?  ↳ Delegate: If something needs to get done, ask “who?” not “how?” 2/ 𝐅𝐨𝐮𝐫 𝐋𝐞𝐯𝐞𝐥𝐬 𝐨𝐟 𝐃𝐞𝐥𝐞𝐠𝐚𝐭𝐢𝐨𝐧 ↳ By Task: "Please write this report by Friday."  ↳ By Process: “Complete this report every Friday and share it with the leadership team.”  ↳ By Goal: "Ensure the leadership team is informed about relevant sales data on a regular basis. Architect and execute the system."  ↳ By Anticipation: The first time you hear about a task is when it's done. 3/ 𝐓𝐡𝐞 𝐅𝐫𝐚𝐦𝐞𝐰𝐨𝐫𝐤: 𝐕𝐢𝐬𝐢𝐨𝐧 - 𝐂𝐨𝐦𝐦𝐢𝐭𝐦𝐞𝐧𝐭 - 𝐄𝐱𝐞𝐜𝐮𝐭𝐢𝐨𝐧  ↳ Vision: What's the goal or big why? ↳ Commitment: What are you and I prepared to do to achieve the vision? ↳ Execution: What's the plan to make it happen? 4/ 10-80-10 𝐭𝐨 𝐛𝐞𝐜𝐨𝐦𝐞 5𝐗 𝐦𝐨𝐫𝐞 𝐩𝐫𝐨𝐝𝐮𝐜𝐭𝐢𝐯𝐞 ↳ Provide a clear briefing and context at the beginning – the first 10%.  ↳ Let a person or AI do 80% of the work.  ↳ Quality control, taste and judgment – the final 10%.  5/ 𝐃𝐞𝐟𝐢𝐧𝐢𝐭𝐢𝐨𝐧 𝐨𝐟 𝐃𝐨𝐧𝐞  ↳ "We need a clock for the meeting room" = Amazon box on your desk  ↳ Clear DOD: “Ensure the meeting room has a visible and operational clock to reduce the need for participants to check their phones.” 6/ 𝐇𝐨𝐰 𝐭𝐨 𝐝𝐞𝐥𝐞𝐠𝐚𝐭𝐞 𝐭𝐨 𝐀𝐈  ↳ Delegate outcomes, not tasks ↳ Front-load context aggressively ↳ Treat AI work as iterative ↳ Standardise what you repeat ↳ Treat AI like leverage, not labour - - - - ♻️ Repost to help someone become a better speaker and follow me, Oliver Aust for more. ♟️ Ready to become a top 1% communicator?  Reach out here: https://lnkd.in/dg9VYZ3C

The Kaizen of Software Development: Small AI Improvements, Big Results When most people hear the term “Kaizen” (改善), they think of factories and assembly lines. However, continuous improvement isn’t limited to manufacturing. It applies equally to how we develop, test, and deliver software to our customers. Initially, we weren’t utilizing AI in our development process. It felt experimental and unproven. But step by step, we began integrating conversational AI and the results have directly improved the customer experience: - In coding, AI accelerated bug fixing and optimization. Customers see faster product updates and fewer disruptions. - In QA, AI-generated test cases helped us catch edge cases early, resulting in more reliable releases and fewer issues reaching customers. - In documentation, AI transformed technical specs into clear, accessible guides. Customers can now find answers quickly and onboard smoothly. - In support enablement, AI-assisted reviews and FAQs ensure that our knowledge base remains current, providing customers with consistent and accurate information. Every step begins with trial and error. The first attempts weren’t perfect, but that’s precisely how Kaizen works. Small experiments, consistent learning, and steady improvement ultimately compound into faster releases, higher quality, and better experiences for our customers. This is Kaizen in action: continuous, incremental improvements that add up to better products and better experiences for our customers. 💡 What’s one minor improvement you’ve made that had a significant impact on your customers? #Kaizen #ContinuousImprovement #AI #CustomerExperience #ConversationalAI

As a manager, how to stop feeling overwhelmed? If you feel like there are ‘too many monkeys on your back’, then the book 📕‘One minute manager meets the monkey’ is the book for you. It is one of my favourite management books, it is a super quick read, and delivers simple and sharp lessons for building an effective team that takes ownership. Key actions points from each chapter below: Chapter 1: Why is Everyone So Busy? * The Monkey on Your Back: First up, understand the 'monkey'. The monkey is that pending task or problem that needs attention. You might think you're helping by taking on your team's monkeys, but you're just getting weighed down. Remember, not all monkeys are yours to feed. * Ownership and Responsibility: Each monkey has an owner, and it's crucial to identify who that is. As a leader, don't snatch the monkey off someone else's back. Instead, empower them to handle their monkeys. This fosters responsibility and growth. * Time Management: Overloading yourself with other people's tasks leads to burnout. Effective leaders manage their time by ensuring they aren't bogged down by tasks that aren't theirs. This lets them focus on what truly matters. Chapter 2: How Management Time is Wasted * Mismanaged Delegation: Beware of the "drop and run" delegation. When someone comes to you with a problem, resist the urge to say, "Leave it with me." That's how your desk becomes a jungle of other people's monkeys. * Bottlenecks of Decision Making: If you're the only one making decisions, you become a bottleneck. Empower your team to make decisions. This speeds up processes and builds a more dynamic team. * Creating Dependency: Constantly solving your team's problems creates dependency. You want a team of problem-solvers, not problem-bringers. Teach them to fish, don't just hand them the fish. Chapter 3: Oncken’s Rules of Monkey Management * Rule 1 - Describe the Monkey: Every task should be clearly defined. What's the next move, who's executing it, and when is it due? Clarity is king. * Rule 2 - Assign the Monkey: Ensure the right person owns the task. Don't take it on yourself if it's not yours. Delegate with clarity and confidence. * Rule 3 - Insurance Policies: Have checkpoints or updates. This doesn't mean micromanaging; it means staying informed. It's about ensuring the monkey is on track without taking it back. Chapter 4: How to Get Your Own Monkeys Off Your Back * Empowering Your Team: Build a team that can handle their monkeys. Provide training, resources, and trust. Your job is to guide, not to do. * Effective Delegation: Delegating is an art. It's not about dumping tasks; it's about assigning them with purpose and support. Make sure your team knows what success looks like. * Time for Strategic Work: Freeing yourself from other people's monkeys gives you time for what's truly important. Strategic thinking, planning, and leading are where you should be spending your time. Hope this helps.

Do this to Stay on track and maintain focus. 1. Set Clear Goals - Break your larger goals into smaller, manageable tasks. If your goal is to complete a project, break it into tasks like research, drafting, editing, and finalizing. Identify the most important tasks and tackle them first. 💡 TIP - Use the Eisenhower Matrix to categorize tasks by urgency & importance. 2. Create a Plan - Spend 10 minutes each morning planning your tasks & estimating how long each will take. 💡 TIP - Time Blocking: Schedule specific blocks of time for different tasks and stick to the schedule. Allocate 9-11 AM for focused work, 11-12 PM for emails, and 1-3 PM for meetings. 3. Eliminate Distractions - Use apps like Freedom or StayFocusd to block distracting websites. Keep your workspace tidy and free from clutter. 💡 TIP - Spend 5 minutes each day for organizing your desk. 4. Use Productivity Tools - Use Trello, Asana, or Todoist to keep track of tasks and deadlines. 💡 TIP - Pomodoro Technique: Work for 25 minutes and then take a 5-minute break. Repeat this cycle to maintain focus and avoid burnout. 5. Practice Mindfulness - Incorporate short meditation sessions into your daily routine to improve focus and reduce stress. Use apps like Headspace or Calm for guided meditation. 💡 TIP - Mindful Breathing: Take deep breaths and focus on breathing to bring your attention back when you feel distracted. 6. Take Regular Breaks - Take regular short breaks to rest your mind and avoid fatigue. 💡 TIP - Take a 5-10 minute break every hour to stretch and move around. Physical Activity: Incorporate light exercises or stretches during breaks to rejuvenate your energy. Do a quick set of stretches or a short walk to refresh your mind. 7. Stay Organized - Keep a daily to-do list and check off completed tasks to stay motivated. Use a notebook or digital app to list your tasks for the day and enjoy the satisfaction of checking them off. 💡 TIP - Use a calendar to schedule meetings, deadlines, and important events. 8. Set Boundaries - Establish clear boundaries between work and personal time to avoid burnout. 💡 TIP - Set a specific end time for work each day and stick to it. Let others know your work hours and availability to minimize interruptions. 9. Stay Motivated - Celebrate small wins and reward yourself for completing tasks. Treat yourself to a favorite snack or activity after finishing a big task. Maintain a positive attitude and remind yourself of the reasons behind your goals. 💡 TIP - Keep a journal of your achievements and review it when you need a motivation boost. 10. Reflect and Adjust - Regularly review your progress and make adjustments to your plan as needed. Spend 15 minutes at the end of each week reviewing what worked well and what didn't. 💡 TIP - If you notice certain times of the day are less productive, adjust your schedule to match your peak performance.

Who needs sleep when you can overthink! Few days back I attended a talk by Ankit. We have been friends for almost two decades now, did some stupendous trips together (A month in Switzerland in 2008 was the highlight). During all this time, we had a lot of friendly banter, discussions on almost all topics under the sun. However, this time, Ankit Jhamb, #yourblackcoffeeguy spoke on something which resonated deeply with me as UX enthusiast. As UX designers, we thrive on creativity, empathy, and problem-solving. Our passion for perfection and innovation can often lead to overthinking, which can stifle creativity. Sharing few pointers inspired by Ankit's talk, on how designers can clear that mental traffic and put ideas into action: 📍Move Your Body A hyperactive mind is often a sign of an inactive body. Regular physical activity can help reduce mental clutter.If you're stuck on a design problem, take a break and go for a walk or do a quick workout. This physical movement can refresh your mind and provide new perspectives on the issue at hand. 📍Identify Overthinking Time Zones Overthinking tends to occur in specific "time zones" – moments when your mind is more prone to ruminating, such as before sleeping, while commuting, or during breaks. Recognize these patterns and create strategies to distract or redirect your mind. 📍Write It Down Overthinking often manifests as mental chitter chatter. One effective way to manage this is by writing down your thoughts. If you're grappling with multiple design ideas, jot them down in a notebook. This practice helps you process and prioritize your ideas & also reduces mental noise. Creating a mind map can be particularly useful for visualizing and organizing complex thoughts. 📍Ask the Right Questions When you catch yourself overthinking, pause and ask, "What am I thinking?" This technique can help you become aware of your thoughts and manage them more effectively. When you're overthinking a design decision, ask yourself, "What specific problem am I trying to solve? What is the most important user need here?" This focused questioning can help clarify your thoughts and guide your design process. 📍Embrace Imperfection No design is ever perfect, and striving for perfection can paralyze progress. Embrace iterative design – test, learn, and refine. Instead of agonizing over the perfect color scheme, create a prototype and gather user feedback. 📍Collaborate and Seek Feedback Collaboration can reduce overthinking. Share your ideas and prototypes with your team. Constructive feedback can provide new perspectives and validate your design choices, helping you move forward confidently. Conduct regular design critiques where team members can offer suggestions. 📍Break Down Tasks Overthinking often stems from feeling overwhelmed. Break your tasks into smaller, manageable steps and prioritize what's most important. Create a task list for a design project and tackle one item at a time.

"How many dashboards do we have?!?!" The meme attached could be elicit the thought that Jordan is going to talk about dashboard design...well, I am not. There are plenty of experts and minds around these topics (look at Brent Dykes and Cole Nussbaumer Knaflic). Ask yourself a question to cause meaningful tension: if i were to stop doing this, what would be the outcome? Set aside 30 minutes to reflect on this. Instead, I want to discuss this on a deeper level: how much work are we currently doing that doesn't need to be done? I once met with someone who said they were maintaining something maybe around 200 or 400 dashboards but only 6 or whatever were in use. Why in the world are you maintaining so many dashboards? Is it comfort? Is it protectionist, as in I am protecting my job because I am busy or I am maintaining these? Let's make sure we understand that busy does not mean effective. Busy does not mean value. Busy means, well, busy. It can also mean burnout, distracted, whatever we want to call it. I encourage everyone to set aside 30 minutes a day to reflect and think, distraction free. Get into flow, truly. Put away the phone or turn it off, keep it out of sight. Turn off notifications or shut the laptop. You may think "that would be nice, but Jordan, I don't have freedom to do that, I have too much to do." I would counter it and say you can't afford not to. For your own well being, for true career success. You need to spend time without distraction and busy work. So, your call to action today is to set aside 30 minutes a day to reflect on your work. Find new ways to innovate. Think of new ideas. TURN OFF THE DISTRACTIONS!! Being connected isn't all that amazing if it distracts you from purpose. Did you know that it takes an average 23 minutes and 15 seconds to refocus when you are distracted by something? Even a phone notification, like a text, can cause you to be distracted. So, stop it! Truly, put away the tech and be more human. Stay nerdy, my friends, and be more human. #data #AI #dataliteracy #AILiteracy #EngineeredIntelligence