Or the key role of efficient task management in digitalization projects (and others as well)
In the era of digitalization, projects aimed at digitally transforming companies have become critically important. These digitalization projects bring not only technological change, but also a realignment of processes, mindsets, and strategic goals.
In this blog, we will take a closer look at why efficient task management in digitalization projects is a non-negotiable requirement and how powerful tools must support this process.
Is it really that simple? Basically yes—but how?
Time and again, I am amazed at how supposedly experienced implementation partners once again prove to be like the cobbler whose own shoes are the worst.
This is also the case in task management. Because here, for example, when implementing an ERP system in a company with 250 employees, you may ultimately have to manage hundreds, if not thousands, of tasks.
You have to wonder how this partner gets the idea to manage this task via Excel® spreadsheets or even emails—especially when they have just sold you a project management tool from their portfolio but do not want to use it themselves.
But let’s first take a look at the requirements:
Complexity of the transformation
Digitalization projects are often extremely complex. They involve many departments and the people working there, both internally and externally.
Executive management, project management, key users, users, developers—the list is long.
Good task management would be appropriate here, because without structured task management, complexity can lead to confusion and delays and ultimately additional costs.
Suitable tools help organize tasks, visualize dependencies, and maintain an overview.
Accordingly, transparency in the project with regard to tasks should be a critical criterion.
Agility and adaptability
The digital landscape is dynamic and constantly changing. Agility is crucial in order to respond quickly to new challenges and opportunities.
Efficient task management makes it possible to reprioritize, reassign tasks, and adapt project plans flexibly. Tools provide the necessary flexibility to promote agility in digitalization projects. You cannot do that with Excel® and email.
Collaboration across boundaries
Digitalization projects often involve employees from different departments or even external partners. Collaboration plays a central role here. Powerful task management tools offer features such as shared task lists, discussion threads, and real-time updates to facilitate collaboration across geographic and organizational boundaries.
The goal should always be that everyone involved has all relevant knowledge within their decision-making scope so they can make those decisions themselves.
Learning how to formulate tasks
Anyone who thinks it is easy to formulate a task should think again. After all, most people have not learned how to do it. Defining a goal, describing the core of the task, and defining the desired outcome is not trivial.
A well-described task means recognizing the appropriate level of detail—neither writing prose novels nor creating requirements so short that nobody understands what you actually want.
That is why you should actually specify the wording, level of detail, etc., and align it with those involved before letting them run with it and end up doing more harm than good.
Do you also feel overwhelmed by project tasks?
Nothing works without a deadline
Very often, people forget to assign realistic deadlines to tasks. “Do that soon” is simply not enough, because the definition of “soon” is highly open to interpretation.
That is why a strict rule in task management should be to assign every task a clear deadline.
Otherwise, how are you supposed to monitor completion—even automatically? Try that in Excel® or with emails. You will definitely despair.
Who is actually responsible?
Every task should have a clearly responsible owner who is accountable for completing it on time.
Some people tend to assign tasks to a group or link them to several employees at once. As a rule, this either leads to nobody feeling responsible or always the same person taking responsibility. Whether that person is also the best choice is another matter.
When assigning tasks, you should also consider whether the person can actually handle the task or, if necessary, can organize the appropriate support.
Assignment to the project plan
Wild “task creation” is not particularly effective. That is why it is essential to assign tasks to a specific part of the project plan. Whether you assign it in an agile way to a “sprint” or, in the “waterfall principle”, to a project step does not matter—as long as you can see where things stand with the tasks and whether the overarching goal can be achieved on time and with the required quality, or whether you are currently being flooded with tasks.
Change management and traceability
Sure, you can upload an Excel file to a platform like MS SharePoint® and set it to read-only. You can protect change access via password, or you can also prevent simultaneous editing. But these are just crutches, because Excel® simply is not a task management tool. At some point, everyone should have understood that.
We do not even need to discuss tasks via emails in Outlook® and the like. From my point of view, that is a pure waste of time, because sending tasks back and forth by email is comparable to “management by ping-pong.” Eventually someone wins—but not the project.
You can forget “manual” tracking by entering values such as “changed on, by”. Everyone wants it, but in the end nobody actually does it.
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Conclusion
Anyone who has recognized the complexity of the tasks described above will be clear that “task management with Excel® or Outlook® must not be an option, because delivering a successful digitalization project requires more than just introducing new technologies—it requires a structured approach and efficient task management.
At a time when change is the only constant, well-chosen tools are the backbone of project success. They promote agility, collaboration, data-driven decision-making, and transparency—all of which are essential for digitalization projects to succeed. Companies that invest in powerful task management tools lay the foundation for a smooth and successful transformation into the digital future.
If you would like to know which tools are suitable for your own project, need an analysis of why task management is not working in your project and how to make it more successful, or would like to be accompanied as a coach in the project, you are welcome to contact me for a free initial appointment.
Remember: If you fail at task management, you will also fail at the project
Image sources: Unsplash
