Have you ever noticed how much precious time in your favorite work you spend only on switching from one communication device to another? A picture of the day, familiar to every manager: Skype in one hand, ICQ in the second, ten overflowed mailboxes, the handset is balancing on your shoulder … It seems that all this is customary trivia, but if you think seriously how much attention they take, it becomes somehow uncomfortable. Do you want to spend your day calmly and efficiently? Try to transfer all your communications to a single centralized system – for example, to Megaplan.
Get current tasks in Megaplan and discuss them only there. Try to minimize communication through email, Skype and telephone – it will be unusual at first, but you can handle it! This decision will begin to bear fruit immediately, decisions will become more systematic and will be made much faster. Schedule regular meetings, periodic reports and motivational meetings. Magic Megaplan will allow you and your employees to plunge into the work as much as possible, without being distracted by unnecessary stimuli.
For example, this is how you can organize communication with representatives of advertising agencies: no extra letters and calls. All information about meetings and plans, as well as files and documents are stored in tasks and projects. Nothing is lost, nothing is forgotten, the course of discussion and decisions are always visible. Everything is laid out on the shelves.
With Megaplan everything will be in a second access, at hand, in plain sight. And you risk nothing! If Megaplan is still not suitable for you, all the information will remain in your inbox, as if you were doing the same in the old manner, via e-mail. You do not need to read 50 comments to understand what has already been done on the project and what remains to be. Get a check-list and a list of control points for the task, and then mark the execution of the next stage, deleting the corresponding item from this list. Spend more pleasant time by reading numerous comments from ten sources.
Consider a specific example: how Megaplan is used directly by the company’s employees themselves, in particular, the marketing department.
Every Friday we hold meetings at which department heads discuss and agree on tasks for the next week. On Monday morning, for each manager with the help of a periodic template, the project “Weekly planning of the department” is assigned the task “Planning for week N”, where the co-workers are all employees, and the auditor is the general director of the company. Megaplan does all this automatically.
The head of the department makes a list of tasks, broken down by employee, a check list is created for each task. As tasks are completed, staff members delete them from checklists. Discussion, edits and clarifications are conducted in the comments to the problem. At the next meeting on Friday, the manager looks at the status of all tasks and discusses them with the staff, after which the task is closed. It’s simple!
What is the advantage of this approach: you can always remember what happened in the department in a particular week. This is especially helpful for compiling quarterly reports, for example, when a lot of time has passed and it is difficult to restore the course of events. The list of “Weekly planning” project subtasks shows how many cases are closed from the checklist for each week, which provides a graphic illustration of the growth or decline in work efficiency (even without using the reporting module). And, of course, with this approach, no task will be lost, and the employee will never dismiss that something “was not in the plan” and therefore he forgot something.
And in order to facilitate the “transition period”, create a rule: “What is not added to the Megaplan does not exist”. Then you can realistically assess the volume of everyday tasks, view your business from a bird’s eye view and go even higher.