Managing a team, especially amidst the ongoing pandemic, can be a difficult job. But it‘s equally inspiring and rewarding.
A busy working environment leaves team leaders with little time to check-in with their teammates to make sure they are being productive, feeling motivated, and are on track. At the same time, other considerations like balancing deadlines, operating within budget constraints, and ensuring high-quality work are equally important as well.
So how do you do this?
Critical Tips to Keep Team Members Organized
Here are ten best team management tips that can boost your team productivity, keep everything organized, and achieve your organizational goals as fast as possible:
1. Creating Schedules For Specific Tasks
There is no better way to keep everything organized and up-to-date than scheduling.
While it isn’t necessary to chalk out every second of every working day for your team members, you can definitely outline deadlines to give team members an idea about when a specific task needs to be finished.
The main idea here is to list out objectives clearly beforehand to eliminate the need for any micromanagement on your part. Try to work out the due dates for every project, and always communicate with your team in case they face any problems.
2. Using Efficient Platforms for Better Team Organization and Team Communication
Using collaborative platforms keeps everyone on the same page, irrespective of their time zones. It can also help alleviate any misunderstandings or assumptions.
You can hold virtual meetings with your team or board using reliable video conferencing tools like Zoom and Google Meet. Similarly, Monday and Trello are excellent project management software to get the latest updates on every project.
Communication platforms are also a more convenient alternative to emails. You can create multiple channels of discussion on Slack that can help maintain organized communication and updates. For instance, if you run a non-profit, you can have one channel dedicated to discussing fundraising and another towards volunteer management.
Services like Google Drive or Office 365 can be used for storing crucial documents, which can be accessed by every member of the team, any time.
3. Structuring Daily Activities
More organizations and associations are adopting a remote work culture because of COVID-19, which is why team leaders need to develop a flexible and understanding approach towards their team. This can be with regards to time zones, culture, or even different working styles.
Considering these unique circumstances, the best way to manage a diverse group of members is by maintaining a level of daily structure. It doesn’t have to be too stringent too – stand-up calls, general reports, and standardized documentation rules work just as well.
You can also use Monday and Trello for maintaining a day-to-day schedule.
4. Holding Weekly Meetings
Every member should be well-informed about the decisions, projects, and other consequential activities of the company.
And what better way to make sure everybody is in the loop other than holding weekly staff meetings? Achieving monthly goals will never be a problem when every team member knows what they need to do before their next meeting.
5. Effective Task Delegation and Clear Communication About Every Member’s Roles and Goals
Delegating tasks effectively is an art, and as a team manager, you need to master that.
Once you do this, it’ll instantly relieve you of a lot of pressure, and simultaneously give your team members a greater sense of responsibility and achievement.
The trick here is to break everything down into smaller tasks instead of assigning a large chunk of work to a single person. This allows your team members to become independent and empower them to make their own decisions rather than seeking your approval for everything.
You also need to be as specific as you can when giving instructions. Vague directions will only confuse your team since they won’t know what needs to be done and by when.
You don’t need to check with your team members every day. Just make sure that the appointed person has the correct information and is competent enough to complete the task.
6. Comparing Progress Against a Project Plan
A project plan should contain detailed information about the project’s approved objectives, budget, and schedule. Think of it as the roadmap or blueprint of your project.
To review the project against a project plan, consider the following:
- Are the tasks being completed on time and efficiently?
- Are the original deadlines realistic?
- Do specific tasks require more focus to ensure that they’re completed effectively?
- Does your team have access to the right resources and tools to complete the project?
Try reviewing team progress frequently using updates and feedback from your members. In fact, make this a priority when you hold team meetings. You should also address issues as they arise and make necessary adjustments to the plan if needed.
7. Developing a Proper Filing System
Working with team members often amounts to a mountain of paperwork in terms of document creation and amendment. Keeping track of all the documents can become a nightmare, and you can waste lots of precious time trying to find the latest version of a report or file.
To avoid this, you should have a proper filing system in place – one with clearly defined document-naming conventions – to create a consistent approach. Urge all the members to follow all the protocols for maintaining uniformity too.
8. Maintaining an Online Member Directory
Member-based organizations can benefit greatly by maintaining an online member directory.
These can help legitimize the groups since the directories are useful instruments and can be used for showing membership rates, advertising membership levels, and showcasing member accomplishments.
Besides these, it also allows members to connect with other members of the team in case they want assistance, mentorship, or network with each other.
9. Give and Receive Feedback
When giving feedback, you need to make sure that it’s done in a way that makes your team members feel good and motivated – not inferior and defeated.
Offering constructive feedback is a much better solution when compared to criticism when it comes to boosting productivity. Instead of focusing on members doing a bad job, give them tips on how they can improve. After all, employees and members are an organization’s most valuable asset.
Most member-based organizations are non-hierarchical, which makes having feedback conversations even more difficult. However, when done in the right way, it can help the member develop professionally and personally and also take the team one step ahead to achieving their goals.
10. Prevent Team Burnout
Preventing team burnout is a crucial part of team management.
It’s the team leader or manager’s responsibility to set a precedent about when and where the members should take a break. You have to work on setting positive boundaries of work, play, and relaxation.
For instance, you can ask members to avoid checking emails at odd times and switch off their phones before going to sleep to rejuvenate.
Always encourage your team to set working limits, sleep well, and avoid burnout. In fact, this can be very good in the long run – for your team and your organization.
As the team manager, you have to make sure your team follows the path to success while maintaining a happy work-life balance and staying productive and motivated.
Implementing the above team management tips will help you create a positive ambiance, maximize productivity and organization, and keep your team at the top of things.