This post was contributed by Daniela McVicker
Micromanagement in project oversight makes the employees or members of the team feel that you deem them incapable of completing the task at hand. Projects have deadlines, and meeting these deadlines means that you get timely feedback once the work is done, and timely invoicing, allowing you to embark on other projects. However, in the quest for meeting deadlines, you should not micromanage your team as this shows that you doubt their abilities to churn out the deliverables.
At the same time, keep in mind that setting deadlines for each and every step of the project may also hurt the productivity of the team, especially when employees have their own way of getting things done. The best possible thing you can do, to encourage your team, is to show them that you trust their abilities to bring the project to a satisfying end, without the need for micromanagement.
As a project manager, you may feel it is your duty to keep track of all the small tasks that your team has to finish, but often, it can actually work against you. Not only will it make your team feel you don’t trust them, but you will also lose precious time that could be used for more important tasks, such as preparing the next projects, or completing reports.
With that being said, what are the best ways to put micromanagement aside, but still be able to keep track of your team’s work, and ensure the project will be done in time?
1. Use Task Tracking Software
Task tracking software often has an array of features and capabilities that include assigning tasks and tracking the progress and life cycle of the tasks. When you assign a task to a team member, the software shows the person in charge, and notable changes and updates to the task are visible to you and the person in charge. This way, you can monitor progress, and it also places the onus on the member to complete their task in time.
Task tracking or project management software has become quite popular recently, precisely because companies are looking for ways to give employees more freedom and eliminate unnecessary micromanagement. The majority of tools are almost fully customizable and can be tailored to fit the exact needs of your department and thus, increase productivity at work. Below are just a few examples of such software, but feel free to prospect multiple options before deciding on one:
● Jira
What first started out as a bug tracking app, became now one of the most popular project management software. Developed by the Australian company Atlassian, Jira is mostly used by software development companies, but its features allow for it to be extremely customizable and fit almost all industries. If you want to try it out, you will be glad to know that the software is free to use for teams under 10 members, and for 11 to 100 users, the subscription plan starts at $7 per month.
● Trello
If you and your team like to work with visuals, then Trello is the best option for effectively managing tasks. The app works based on the Kanban methodology, with projects being turned into boards, that can be organized with task lists. Each list can be given a deadline and can be assigned to the person for your choice. On top of that, Trello allows for tools such as Evernote or Dropbox to be integrated, to make your transition even smoother.
● LiquidPlanner
Praised for its large number of features, LiquidPlanner is used by huge companies, such as Cisco and Bayer, for successfully planning and tracking their projects. It allows users to assign resources, prioritize tasks and estimates the hours needed to complete a project. Then, you can simply check how many hours of work has been put in by each member of the team, as well as generate full reports on the project. If you want to test it, you have a 14-day free trial, and then, multiple payment plans to choose from.
● Zoho Projects
Over the last few years, Zoho has become one of the most popular business management tools, precisely because it offers complete business solutions. Zoho Projects, their project management tool allows you to plan and track tasks, making collaboration a piece of cake. Apart from the Kanban boards, Milestones tracker and Gannt charts, it also has a live chat where your team can easily communicate. For 6 users, the standard plan starts at $18/ month.
2. Work with Milestones
To ensure that the team is on schedule with whatever they are doing, you might want to create milestones. These will help to guide how the team works and their progress throughout the project. Setting sights on these milestones makes the members conscious of the deadline, which might work to enhance input and efforts to the deliverables.
Remember that setting milestones is very different from micromanaging. I have mentioned above that you should not set deadlines for each and every step of the project, but dividing the process into a few segments, each with its own deadline can turn out to be quite productive. You don’t have to set the same milestones for every member of the team. Instead, determine what tasks each member has to complete and how it will affect the final product. Then, set those milestones in a way that allows your team to collaborate and make sure anyone does their part for the completion of the project.
Jeff Branch, project manager shares: “It is important for your team to know what is expected of them, in order for them to achieve their goals. After deciding on the stages of the project, schedule a meeting with the entire team and discuss how you made those decisions.”
During the meeting, you should listen to what they have to say and involve them in the process. Make sure they all agree to the deadlines and that every person can deliver their part in time.
If they want to, they can break those tasks into even smaller ones, and start working on them little by little, but let it be their decision. People tend to get more satisfaction when they are allowed to get more involved in the decision-making process. They can better evaluate and estimate the time needed to complete some tasks and work speed.
Remember that milestones are useful for both you and the team, to keep an eye on the major events that are happening during the completion of the project. For example, let’s say that, after completing the first stage of the project, you need the client’s approval, to keep going forward. If you set that as your first milestone, you and your team will know when the first stage needs to be complete, and the client will be aware of when they need to meet and discuss with you. This sends out a much better message to the client than if you told them “We’ll let you know when the first stage is complete”.
3. Schedule Meetings
You can schedule weekly, bi-weekly, or even monthly meetings, depending on the extent of the project. These meetings could have specific objectives of evaluating progress attained thus far. This way, you can work towards meeting deadlines without micromanagement.
Don’t schedule the meetings all by yourself. Instead, ask your team whether you should do it once a week, or more often, depending on the difficulty of the tasks. You may see that, throughout the course of the project, you may need to adjust the frequency of the meetings, for a better workflow. If, in the beginning, you may need to do bi-weekly meetings, to make things clear, towards the end, those meetings may need to happen more sporadically. Or, quite the contrary, everything may seem clear in the beginning, but as the project advances, you need to meet more often, to ensure everyone is on the same page and the deadlines are being met.
For each meeting, make sure you have an agenda and you stick to it. Decide, together with the team, what should be discussed and when. Draw out reports from the project management tool you are using and discuss things based on them. If someone falls behind the deadline, don’t jump to conclusions and let them explain what happened, before making a decision. Have them come up with ideas on how to get back on track and try to rather mentor them, than telling them what to do.
If everything goes as planned, don’t schedule long meetings just for the sake of holding a meeting, as it will affect your team’s productivity. Try to keep it short and concise, and only include vital things to your list of tasks. You might need to check guides or ask for assistance from professional writers if you have difficulties with keeping your schedule and papers clear and concise. Try to give people a heads up about what will be discussed during the meeting, so they have time to prepare and present their ideas.
Bottom Line
There are ways that you can exploit to ensure your team meets set deadlines without your active involvement in their work affairs. Try to be more of a mentor and guide, rather than a ruler, and your team will feel more engaged and trusted. By using the proper tools, scheduling meetings when they are absolutely necessary, and making sure everyone knows what their duty is, the entire team will be much more productive and focused on finishing their tasks.
About the Author: Daniela McVicker is a professional writer, a contributor to Trustmypaper and a blogger. Her primary fields of interest include business communication, leadership, and management. On her Twitter page, she often shares her insights about leadership presence and building a trustworthy relationship between a manager and employees.
