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Structured Thought: Problem Solving

As the leader of a high-performing team , how you distribute and balance work across the members of that team is a critical success factor. It needs to be done fairly. Note, I didn’t say equally. Work allocation needs to be done fairly because you want your team to operate on the basis of equality. You want people to work on things they’re good at but also that they’re excited by. There are five criteria to think about as you think about distributing work.

1. Priority

Consider the work’s priority. Priority needs to drive everything. If you’ve been rigorous in your prioritization process, start at the top of the list and begin allocating work from there. That list should be based on the team’s and the organization’s goals. This has to be the first consideration in terms of how you distribute work. If a project is a top priority and somebody is available to do that work, they should be tasked with that work.

2. Skill Sets

Evaluate the skill set of the people who you’re thinking about distributing the work to. If they have the right skill set, you’re going to get a high quality result. The end product will be something that meets your customer’s needs. This also reduces the likelihood of people failing because you’re not giving them work that they don’t have the skill set to perform. You’re giving them something they can be successful with.

3. Availability

The next consideration for allocating work is a person’s availability. All things being equal in terms of priority and skill set, who is free to do the work? Who has the bandwidth? You should not be shifting resources from one project to another when you have available resources to pick up that new project.

If you start shifting resources around between projects when you have available resources elsewhere, you’re going to lose momentum on that first project and that project might fail. Additionally, the people who are on the project are going to be very frustrated. They had the resources they needed and all of a sudden they don’t. It’s going to seem like it was at a whim to just move somebody around. The person who will be most frustrated is the person who has the resource taken off the project they’re succeeding on and put onto something new.

4. Development

Next, you have to think about the development opportunity this project might present for that person. You should be constantly upgrading your team’s skill set. A way to do that is to give them new work where they’re going to learn new skills. Put them in situations where they’re going to be a little bit uncomfortable. Give them projects where they’re going to have to step up and learn, be taught, and be open to feedback and coaching. That’s how you’re going to take your team to the next level of performance.

5. Interest

The last consideration in terms of which person gets the work when it needs to be allocated is does somebody have an interest in performing that particular task? If someone is really interested and passionate about a project, you should let them take it on. They’re going to be motivated, excited to do it, and hopefully their performance will follow. One caveat here – make sure people don’t only gravitate to the work they enjoy doing and they stay away from things that they’re not comfortable with. If you let that happen, they’re going to end up getting pigeonholed and they’ll be very narrow in their focus.

Go allocate some work

If you think about all of these considerations as you distribute work across your team, doing so will ensure you tackle the highest priority projects with the people who have the right skills to do it. The work will be balanced in a way where you’re going to execute the project but at the same time you’re going to develop your people.

Want to learn more about this topic?  How about taking an entire course on it?  You can take the video-based course at lynda.com in the comfort and privacy of your own home.  Go directly to the course now and start learning how to lead a high performing team.  The entire course is available at lynda.com .  Enjoy!

– Mike Figliuolo at thought LEADERS , LLC

Did you enjoy this post? If so, I highly encourage you to take about 30 seconds to become a regular subscriber to this blog . It’s free, fun, practical, and only a few emails a week (I promise!). SIGN UP HERE to get the thought LEADERS blog conveniently delivered right to your inbox!

Photo: Prioritizing user stories by Jacopo Romei

Douglas Glaeser

Good Managers and Leaders need to delegate. It comes with the territory. No one person can do it alone. The distinction is, good Managers and Leaders do not pile work, which is their responsibility, onto others, but assign work to each resource based on each resource’s responsibility to the job. For example, I regularly need to report to executive management the overall status on multiple programs for which I am accountable for. Each program could have as many as six to ten individual work-streams. The day-to-day activities to manage each workstream fall to Project Managers who report to me, with each Project Manager managing as many as four or five initiatives. Each week, a collective view of each program needs to be created. I do not ask any of my Project Managers to work on the collective view which includes rolled-up budgets, schedules, interdependencies, risks, etc. That is my responsibility. I do make each PM responsible to provide their individual budgets, schedules, etc. which are necessary for me to create the collective view. Week to week, it’s not uncommon for me to assign additional work to be performed by my Project Managers; I need the numbers formatted differently; a new matrix; a new Gantt chart, etc. While I certainly have the capability to do these tasks myself (I could have taken what each Project Manager provided in the past and reworked everything myself), designating this work to those who report to me is an appropriate delegation. If one feels they are unnecessarily being “piled on” with inappropriate requests from a “slacker”, immediately start to record and track each and every request made of you. If you are to get anywhere with the “slacker” or upper management in correcting this situation, you’ll have to substantiate your position with facts (as if you needed any more work…sorry about that). – from “A Lifetime Working with Idiots & How to Survive”. Visit: http://www.WorkingWithIdiots.net

Les Harper

Delegation is the key factor. As previously said a good manager cannot do everything. Delegating to the right person in the correct way can reap benefits for your business. Interest in the project is one main factor to be considered to maximize rewards for the business. Delegation is an essential management skill which can take time to get it right.

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How to Allocate Your Time, and Your Effort

  • Elizabeth Grace Saunders

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Aiming for universal perfection is a great way to be mediocre at everything.

How does he find time to meet with 10 customers a week and make his yearly quota in the first quarter? , a salesman wonders about his top producing coworker. I can barely find time to have five appointments a week and get all my paperwork done correctly and turned in on time.

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  • ES Elizabeth Grace Saunders is a time management coach and the founder of Real Life E Time Coaching & Speaking . She is the author of How to Invest Your Time Like Money and Divine Time Management . Find out more at RealLifeE.com .

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Resource allocation in project management + examples & template.

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What is allocation of resources?

What is considered a resource, what are the benefits of resource allocation, how are resources allocated.

  • Resource allocation examples

Resource allocation template

How can workamajig help you allocate resources like a pro, browse more blogs.

Imagine this: you're an elementary school teacher and it’s the first day of school. You’ve got 3 piles of workbooks to give out and boxes of pencils, glue sticks, and scissors. How do you go about giving them out?

Call each child to your desk one at a time to collect their pencil and then repeat for every item?

Choose one capable-looking child to give everything out to everybody?

Both ideas are pretty foolish, not to mention downright inefficient.

Though usually more complicated in nature, project resourcing is only as efficient as the person and processes in charge of it.

Resource allocation definition: the process of arranging resources in the most efficient way possible so that the right resources are available at the right times.

In project management, this translates into coordinating projects and resources so that there are enough of the required resources for the duration of a project. It also prevents over-allocation or under-allocation of resources, as well as ensures that employees are suited to and happy with the tasks they are being allocated.

Resources include everything needed to complete a project, such as:

  • Office space/outdoor space
  • Hardware/software 

Maximizes efficiency: when resources are thought out and allocated wisely, projects can be completed with minimal hiccoughs or delays. 

Increases bottom line: when projects are completed efficiently, more projects can be taken on, so more profit is made. Efficient project management resource allocation also keeps your agency's costs down, e.g. you won’t be paying employees to sit idly at their desks.

Improves client satisfaction: all clients enjoy working with agencies that complete projects before the deadline, which ultimately adds to the bottom line. The more satisfied your clients are, the more likely they are to ask for more projects.

Boosts team morale : good resource allocation planning means that no one has too much or too little on their plate and that tasks are paired with the most suitable people for the job. When employees have just enough of the right amount of work, morale is guaranteed to improve.

Improves collaboration: when resources are well allocated, team members know what their responsibilities are and what their colleague's responsibilities are, making your team a collaborative unit.

Define project scope: to know what resources are required for a project, you first need to know what exactly the project entails. A scope statement comes in handy at this point - a document that details exactly what the project entails.

Work out your resource availability: Before you can allocate your resources, you need to know what resources you have available.

Record all resources into a table/software: By having all available resources recorded in one place, you’ll be able to designate resources most efficiently, as well as track when resources increase/decrease. Having different resources recorded and tracked in different places is cumbersome and makes it extremely difficult to allocate resources effectively.

Match tasks with people : One of the best ways you can effectively allocate your resources is to allocate tasks to the people who are best at them and enjoy them most. That way, tasks will be completed quickly and employees will be happy.

Don’t over or under-allocate: Back to our elementary school teacher; imagine the teacher would give every child five pencils, three glue sticks, and two pairs of scissors. Most of those resources would probably get lost before the first week of school is over. But, if the teacher would give out only one workbook between two, and one gluestick between four, the class would struggle to get any work done and end up far behind. Same with project management: allocate too many resources to a project, and it’s a waste, allocate too little and the project will not be of good quality and likely miss the deadline. If we’re talking about people as resources, it’s also important not to over or under-stretch your employees.

Make expectations clear: the best resource allocation plan will only be as effective as how well your team understands it. By ensuring that each team member knows what is required of them and which resources they have at their disposal, you ensure that each resource is used to its maximum.

Track resources and reallocate when necessary: Once your project is off the ground, it’s unlikely that everything will stay status quo. Instead, you’ll likely be faced with unexpected shortages and surpluses of resources. It’s therefore imperative to keep your finger on the pulse and reallocate resources as the project goes along.

Know your budget and track it: A fundamental resource to keep track of is the project budget, as it will determine the availability of other resources. The best way to keep tabs on your budget is with resource management software that can update you in real time about where and how your budget is being used.

Track time: Strategic resource allocation includes tracking time . Then, at the end of the project, you can see how long various tasks took and use that information to realistically allocate resources for the next project.

Minimize scope creep: Although scope change is pretty much inevitable, you can take control of how badly it affects resources by planning ahead with a change management plan . A change management plan is set before a project begins and determines how the agency will deal with a scope change request.

Put someone in charge: Make someone responsible for allocating resources and staying on top of them. Without that, it’s easy for everyone to assume that someone else is in charge and then your careful plan goes out the window.

Resource Allocation Examples

We’ll base our example of resource allocation around an ad campaign project, and discuss how to allocate the necessary resources.

First, we’ll define what’s included in the project, which in this case, is a series of print and TV ads.

Then, we figure out what resources we have available and plug them into a resource management software (which would probably be Workamajig being that it’s the best one;))

Now, we designate, making sure every team member gets the right amount of work, not too much or too little. We also ensure that we’re matching tasks to the people who are best at them. So the print ads go to James, who has 3 years of experience in print ads and enjoys creating them, and we task Amanda with the TV ads because her greatest joy is seeing the ads she created appearing on TV.

Once the project is off and running, we track, track, track. Track where the resources are going, track the budget and track team members' time.

Tim is put in charge of monitoring resources because he has the head and organizational skills required and we minimize scope creep by processing any change request through a predetermined change management plan. 

And…guess what happens?

The project fails miserably!

Why? Did you notice what stage we forgot?

We merrily allocated tasks to James, Amanda, and Tim, but failed to tell them about it - no go!

Next time, we’ll remember to clearly inform team members of their tasks and document tasks and progress in a place that can be easily accessed.

Use the basic template below to start effectively allocating resources.

Screen Shot 2023-03-29 at 1.33.17 AM

As the only resource management software created specifically for creative teams, Workamajig’s intuitive resource management capabilities help you pull off successful projects without hiccups or headaches. Here’s how:

  • Easily see what's needed & assign work in just a few clicks from the project schedule.
  • Get ahead of the game with our ready-to-go templates - or customize your own - that include typical resources needed for each project type.
  • Have everything you need at your fingertips. View workloads by week or day for the whole team, & filter by office, department, role, service, or person.
  • Plan proactively, not reactively. View real-life utilization, including meetings, vacations, company holidays & job commitments.

Screen Shot 2023-03-29 at 1.29.38 AM

Get the updates you need, in real-time

Know exactly where you stand with updates that factor in assigned work, task updates, and schedule changes.

  • Get the bigger picture with less manual work. Easily view, filter, sort, & group all tasks - current, future, assigned, or unassigned
  • Resourcing that stays connected to related projects lets you make quick changes & get instant recalculations
  • Color-coded views factor in vacations, company holidays, and overbooked schedules to show you exactly where you need to focus

Keep your team happy & engaged.  

See your creatives' daily schedules (& meetings) just like they do, & easily rebalance work for the week - or month.

Screen Shot 2023-03-29 at 1.31.07 AM

  • New tasks show up automatically on your creatives' daily task lists, with full context.
  • Managing priorities with drag & drop ensures tasks that need attention get it.
  • De-stress resourcing surprises. Is someone out or sick? Reassign their tasks with ease.

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Article • 10 min read

The BALM Task Allocation Model

Picking the right team member for the right job.

By the Mind Tools Content Team

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Let's say that you want to coach a world-class sports team. To be successful, you have to understand the game you're playing and the skills that your team needs to play it.

Then, you assign the the right people to the right roles, depending on their abilities and experience. In football, for example, you wouldn't suddenly ask a defensive player to play offense. It's just not what they're trained for.

You can apply the same principle in the workplace. In this article, we explore how a simple model called BALM can enable you to put the best players in the best positions, to get the best possible results.

What Is the BALM Model?

BALM* is a four-stage process that you can use to allocate tasks to the team members who are best placed to complete them successfully. The acronym stands for:

B reak down broad team goals into specific, individual tasks.

A nalyze the competencies required to perform each task.

L ist the competencies of each of your team members.

  • M atch individuals to task competencies.

Using this model gives you and your team clarity about what you need to achieve and how you intend to do it.

How to Use the BALM Model

Let's look at the BALM model in more detail, and examine how you can use it to allocate tasks more effectively. All you need is some sticky notes in different colors and a surface to stick them onto.

1. Break Down Your Goals Into Individual Tasks

First, identify the specific tasks that will enable you to achieve your goal or complete your project. Tools such as the Drill Down Technique and Work Breakdown Structures can help you to clearly set out what's involved.

When you've listed all of the tasks, you can use Eisenhower's Urgent/Important Principle or an Action Plan to rank them in order of priority.

2. Analyze the Competencies Needed for Each Task

Think about the skills, knowledge and expertise that your team needs to complete each task, and write these competencies down on sticky notes. It's easier if all of these competency notes are the same color.

3. List the Competencies of Each Team Member

Consider each of your team members' competencies (creating a Skills Matrix can be useful here) and write those down on sticky notes, too. Choose a different note color for each person.

4. Match People to Tasks

Match up your task requirements with your team members' skills by moving your sticky notes around on a board or table. You may want to consider having a backup person or "substitute" for the most important tasks, too, in case you lose any key team members.

Bear in mind that for some tasks, "soft skills" such as negotiation or conflict resolution are just as important as technical skills or formal qualifications. Our article, Four Dimensions of Relational Work , can help you to match tasks to your team members' interpersonal skills.

At this point you may discover some overlaps or gaps in your team's competencies. If that's the case, you can employ two further steps, as follows:

5. Identify Skills Overlaps

If you discover that multiple team members are qualified to perform certain tasks, you might choose to assign the best-qualified individuals to the most important tasks. This gives you a degree of certainty that the tasks will be completed to a high standard.

Alternatively, you might choose to allocate tasks to competent but less senior team members. This can reduce costs, and give you the opportunity to develop your less experienced team members (see Getting the Best Results From the BALM Model, below).

6. Identify Skills Gaps

To fill gaps in your team members' capabilities, you have two choices: to train your existing team members , or to hire new ones.

Training is often less expensive than recruitment. What's more, you already know the people concerned and their strengths and weaknesses, and they are familiar with your business and working methods.

On the other hand, a newly trained person may lack practical experience, and it can take time for them to become proficient.

If you recruit a specialist for the job, there's a good chance that the person will be able to "hit the ground running." But recruitment can be costly and time-consuming, so it pays to be aware of the potential pitfalls .

Also, you may not need a full-time employee for a one-off task or short-term project. If this is the case, you may wish to hire a freelancer or a part-time employee instead.

Getting the Best Results From the BALM Model

Although the basic BALM process is quite simple, there are several ways to refine it and make it more effective.

Involve Other People

You don't have to make all of your task allocation decisions on your own. In fact, it's often useful to involve other people – including, where appropriate, your team members themselves.

They may have valuable insights into the specific requirements of each task, and into their own skills and abilities. They may also feel more valued, and will more likely support your decisions, if they are consulted in advance.

You can also talk to colleagues from across your organization to get their input. Collaborating with a diverse range of people enables you to tap into a wider pool of ideas and experience, and can reduce the risk of groupthink or of developing a silo mentality.

When consulting your team, remember that people don't always have an accurate view of their own skills. Those who lack competence in a particular area may tend to overestimate their abilities in this field, while highly skilled people will more likely underestimate their own talents. You can learn more about this in our article, The Dunning-Kruger Effect .

Balance Task Requirements With Your Team's Needs

At its core, BALM is a tool for slotting cogs (your people) into a machine (your process), to get things done as quickly and efficiently as possible. Of course, this is important – particularly if you're under pressure or working to a tight deadline.

But, when you're dealing with less urgent tasks, or if there's a degree of flexibility around how and when your projects are completed, BALM also offers you a way to focus on your team's longer-term Career and Personal Developmental Needs .

Perhaps you've identified certain individuals as having some, but not all, of the skills they need for a particular task. Training them in these areas can boost their confidence, performance and motivation, and increase their value to your organization.

However, you may need to provide support with unfamiliar tasks, especially at first, so make sure that a manager or a more experienced co-worker is on hand to offer feedback and assistance.

Take care if you have an " extra miler " on your team. Avoid giving too many tasks to the people who always say "yes," as eventually this can cause them to burn out . It may also cause resentment in the wider team, if others feel overlooked.

Communicate Clearly

Good communication is a key part of successful task allocation.

When you assign tasks, be sure that each team member is clearly briefed on what is required, and when. Define each person's role, and spell out their individual responsibilities, authority and accountability (a RACI Matrix is a useful tool here). A team charter is a good way to outline your team's mission, structure and ways of working.

Include your "substitutes" in the briefing process, too. Then, if someone falls ill, takes a vacation, or leaves the team, you can fill their role quickly and prevent delays or bottlenecks .

Monitor Progress

Sometimes, despite your best efforts to match the right person to the right task, the individual you assign doesn't perform as well you expected.

Aim to address this situation as soon as possible. First, talk to your team member. Is the task not what they expected? Do they already have too much on their plate? Do they find the task boring or unchallenging?

In these cases you might decide to reassign the task to someone else, offer feedback and support, or change the scope of the task, for example. (See our article, Dealing With Poor Performance , for more on this.) When you understand why someone isn't performing at their best, you can find a way to resolve the issue.

BALM* is a model that managers can use to allocate the right tasks to the right team members. It has four stages:

  • B reak down projects into specific tasks.
  • A nalyze the competencies required for each task.
  • L ist the competencies of each team member.

To get the best results from the BALM model, involve others in your task allocation decisions, and balance task requirements with the development needs of your team.

When you allocate a task, provide a clear brief, monitor your team member's progress, and provide feedback and support where necessary.

Originator unknown – please let us know if you know who developed this model.

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Exploring Workflow Mechanisms and Task Allocation Strategies in Agile Software Teams

  • Conference paper
  • Open Access
  • First Online: 14 April 2017
  • Cite this conference paper

You have full access to this open access conference paper

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  • Zainab Masood 9 ,
  • Rashina Hoda 9 &
  • Kelly Blincoe 9  

Part of the book series: Lecture Notes in Business Information Processing ((LNBIP,volume 283))

Included in the following conference series:

  • International Conference on Agile Software Development

27k Accesses

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Task allocation is considered an important activity in software project management. However, the process of allocating tasks in agile software development teams has not received much attention in empirical research. Through a pilot study involving mixed open-ended and closed-ended interviews questions with 11 agile software practitioners working within a software development organization in India, we explain the process of task allocation as including three different mechanisms of workflow across teams: team-independent, team-dependent, and hybrid workflow; and five types of task allocation strategies: manager-driven, team-driven, individual-driven, manager-assisted and team-assisted. Knowing these workflow mechanisms and task allocation strategies will help software teams and project managers make more effective decisions around workflow and task allocation.

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Task allocation and coordination in distributed agile software development: a systematic review

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Factors Affecting Task Allocation and Coordination in Distributed Agile Software Development

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Task Allocation Approaches in Distributed Agile Software Development: A Quasi-systematic Review

  • Task allocation
  • Allocation mechanism
  • Agile software teams
  • Task allocation strategies

1 Introduction

Successful project completion depends on how well and effectively the project activities are planned and managed throughout [ 1 ]. Primary project management activities include managing resources, task allocation, and tracking time and budget in the best possible way [ 2 ]. Several studies have researched task allocation in global and distributed software development using traditional or agile methods [ 3 , 4 , 5 , 6 ]. A limited number of studies have assessed task allocation mechanisms practiced by Free/Libre Open Source Software (FLOSS) development teams; however, they did not cover commercial projects [ 7 ]. Overall, task allocation in agile software teams, which are meant to be self-organizing [ 9 , 12 ], has not be studied.

We conducted a pilot study involving face-to-face interviews with 11 agile practitioners from three teams in a software organization in India. Thematic analysis [ 8 ] was performed to derive the different types of workflow mechanisms and task allocation strategies from the interview data. We identified three workflow mechanisms: team-independent, team-dependent, and hybrid workflow. We also identified five types of task allocation strategies: manager-driven, team-driven, individual-driven, manager-assisted and team-assisted. Identifying these mechanisms and strategies helped understand the flow and forms in which tasks arrives to the team and the basis on which tasks are classified and allocated.

2 Related Work

In traditional software development, the project manager plays a key role in task allocation and management and overall decision making. With the evolution of agile methods, software teams are meant to be self-organizing with high levels of autonomy, teams empowerment and mutual decision making in their everyday work [ 10 , 12 ] including project management activities such as task allocation [ 11 , 12 ]. In practice, however, agile teams are seen to display varying levels of autonomy as they gain experience of functioning in a self-organizing way [ 11 ]. How the varying levels of autonomy influence task allocation is not well understood. In particular, it is unclear how work flows to and within the team, how tasks are allocated on an individual level, and what are the different types and autonomy levels of task allocation in agile teams.

The research on task allocation in software teams has been largely dominated by distributed contexts in global software development. Imtiaz et al. in their recent survey-based study identified “functional area of expertise and phase‐based” task allocation as the most common way of allocating tasks global software development [ 5 ]. Other studies, e.g. [ 4 , 6 ], explored task allocation in distributed agile software development contexts through literature review and proposed models indicating further studies as a promising area of research. Crowston et al. 2007 [ 7 ] demonstrated the possible mechanisms of tasks allocation in community-based Free/Libre Open Source Software (FLOSS) development in self-organized volunteer teams. Their findings support self-assignment as one of the common ways of assigning tasks adopted by FLOSS teams. However, not much has been explored in the literature about task allocation mechanisms outside the FLOSS domain and specifically for commercial software development. Overall, much remains to be understood about how work flows to and within agile teams and how they practice task allocation.

3 Research Method

Our pilot study involved mixed open- and closed-ended interview questions with 11 agile practitioners. The overarching research questions were:

How does work flow in agile teams?

How does task allocation happen in agile teams?

3.1 Participant Selection and Description

An invitation to participate was sent out to members of the Agile software community of India. The company willing to offer a maximum number of teams and participants was selected. Eleven software practitioners from three agile teams working in this digital technology company were included (one additional participant was later dropped since they were the sole representative of a fourth team). Participants were experienced software practitioners and were using agile methods, either Scrum or Kanban, including key agile practices such as Daily Team Meetings, Release and Iteration planning, Pair Programming, Review meetings and Retrospectives. Teams were collaborating with off-shored customers or product teams in the USA through Google Hangout, Skype or Webex. The project management tool used by all teams was Jira. Team, project and participants’ details are profiled in Table  1 .

3.2 Data Collection and Analysis

We conducted face-to-face interviews lasting 30‒40 min with each participant using a combination of open- and close-ended questions about their current projects applying agile methods. Initial questions gathered participants’ demographical data, details related to the project, team and the agile methods used. Most other questions focused on task allocation process e.g. how, when and from whom the teams receive the tasks and how the tasks are allocated among the teams and the individuals. These were mostly open-ended questions to allow a range of answers, with some choices being given to facilitate the interviewees during the interview.

All the interviews were recorded with detailed notes taken during the interview. Interview data was transcribed and analyzed manually using thematic analysis [ 8 ] to derive the common themes, i.e. patterns of workflow mechanisms and task allocation strategies common across the participants. This was led by one of the authors and supported by the other two through careful reviews and discussions.

In answer to RQ1, we identified three distinct workflow mechanisms (illustrated in Fig.  1 ) that describe how the teams receive the work from the relevant stakeholders: team-independent, team-dependent, and hybrid workflow. Additionally, in answer to RQ2, we found five different task allocation strategies based on how tasks were allocated within the team: manager-driven, team-driven, individual-driven, manager-assisted and team-assisted.

Teamwise task allocation mechanisms (T1: team independent workflow; T2: team dependent workflow; T3: hybrid workflow)

4.1 Team Workflow Mechanisms

Team independent workflow:.

In this workflow, the tasks are defined irrespective of the team location (US, India). Tasks comes to both teams from Product Owner mostly in form of user stories during sprint planning meeting. Members of all teams individually pick and break user stories into technical tasks. The work allocation is done by volunteering for tasks through mutual discussions. For example, one participant explained:

“They[Product Team] bring whole description of the ticket[user story]…Everyone is in sprint planning meeting, every developer I should say and then ticket by ticket we volunteer, they do not assign any name.” SP1, Tech Lead.

Team Dependent Workflow:

Client defines the tasks for respective teams (US, India) separately as user stories during fortnightly iteration planning meeting. Before sprint planning meeting, the team (T2) go through their stories and team members allocate the tasks either individually or through mutual consensus. SP7 described the workflow as follows:

“Client creates user stories then one day before sprint planning we [T2] go through stories which are meant for India team and we pick whatever we want to do.” SP7, Tech Lead

Hybrid Workflow:

Team T3 was seen to follow multiple workflow mechanisms, but tasks are typically allocated during a monthly release from the USA technical team, who collaborates with the client. For a few members of the team, the USA team creates Jira tickets with a set priority and complexity level. As specified by SP9:

“Now that teams have been divided so they have to work according to the tasks that are assigned to those particular teams only so it’s not like that X team can work on team Y cards.” SP9, Associate. Tech Lead

For other team members, work comes as features with a defined priority and release date from the USA team. These features are selected by the Tech Lead in USA, who breaks them into tasks and sub-tasks and allocates them to their ‘buddy’ programmer in India.

“ So the client decides the criticality and to which release these [cards] will belong so once the lead has decided that then pair [buddy] can pick up.” SP10, Sr. Software Engineer

4.2 Task Allocation Strategies

In Manager-driven Task Allocation , the manager/client/technical-lead allocates tasks to the team members with names against the tasks as stated by a participant, where the ‘buddy’ was a senior Tech Lead in the USA:

“Nowadays I am given task by my buddy.” SP11, Assoc. Tech Lead

In Team-driven Task Allocation , the team discusses and mutually decides who will perform which task, for example:

“We are three people [in the team] so mutually decide who will do [what].” SP6, Sr. Software Engineer

In Individual-driven Task Allocation , tasks are self-assigned i.e. selected and managed individually without any assistance from others. For example, SP4 quoted practicing self-driven allocation:

“Mostly we volunteer it.” SP4, Software Engineer

In  Manager-assisted Task Allocation , tasks are allocated with some assistance from the manager/client/technical-lead to the team members. As a technical lead, SP1 mentioned assisting team member with picking tasks:

“‘Hey [name] you should do this [task]’, let say he is new and he doesn’t know [so] I help him, ‘pick this one because this is lesser complex’.” SP1, Tech Lead

In  Team-assisted Task Allocation, every team member self-assigns tasks with some assistance from fellow team members, for example:

“So any of the pair[s] can pick up [a task].” SP10, Sr. Software Engineer

5 Discussion

We identified five task allocation strategies. Four of these strategies involve either the team as a whole or the manager/client in the task allocation process, making it evident that the task allocation mostly takes place through assistance or mutual discussions. In other words, task allocation strategies rely on collective decision making. A prior study [ 13 ] has shown that agile teams make effective decisions collectively compared to individual decisions, benefitting from collective knowledge and experiences.

Another aspect is that for high priority tasks all mechanisms agree on a common allocation method, i.e. tasks are directly allocated to a skilled and experienced person, an aspect supported by previous research [ 7 ].

Our study supports the different levels of autonomy evident on agile teams [ 11 ] as we found evidence of varying management approaches: manager-driven, manager-assisted and team-driven. Additionally, we also identified a new level: individual-driven task allocation.

With respect to the effectiveness of their current strategy, all the teams reported being satisfied, but some participants shared a few challenges, e.g. vagueness or missing clarity on tasks was the most commonly reported challenge. One participant (SP10) mentioned that with their current task allocation strategy (Team-assisted), work at times is not evenly distributed. Another participant (SP1) revealed drawbacks of picking tasks remotely. Since their client and the USA team are co-located they were perceived to have an advantage in picking tasks over SP1’s India team. However, these challenges are not directly related to task allocation, rather, they are also linked to requirements clarity issues and the distributed nature of the team. This illustrates that task allocation is impacted by many factors.

This research study can serve as a basis for exploring other task allocation strategies and internal workflow mechanisms of agile teams. This pilot study included only 11 interviews from the same organization which signifies a limited dataset and context. Our larger study will interview more software teams and individuals representing different roles. Future work can focus on evaluating the effectiveness of the strategies.

6 Conclusion

This study presents a preliminary understanding of workflow mechanisms and task allocation strategies in agile teams. Clients typically provide high-level requirements as features or user stories to the agile teams who then break them down into technical tasks or sub-tasks by themselves or directly allocate them to team members. The team members then select them individually or through mutual discussions within the team. Allocation of tasks usually takes place during iteration or release planning. The findings of this study demonstrate that there are multiple types of task allocation strategies practiced by agile teams based on what suits the completion of the work in the best possible way. A common mechanism found in a majority of the teams is that if the priority of the task is high, then the task is allocated to the most suitable person directly. Also on average, the practice most commonly followed is that the team members collaborate with each other and with their manager/client when assistance is needed.

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Masood, Z., Hoda, R., Blincoe, K. (2017). Exploring Workflow Mechanisms and Task Allocation Strategies in Agile Software Teams. In: Baumeister, H., Lichter, H., Riebisch, M. (eds) Agile Processes in Software Engineering and Extreme Programming. XP 2017. Lecture Notes in Business Information Processing, vol 283. Springer, Cham. https://doi.org/10.1007/978-3-319-57633-6_19

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Home > Blog > Business Advice > 15 Time Allocation Techniques to Improve Your Productivity

15 Time Allocation Techniques to Improve Your Productivity

They say that whoever manages to master time will become all-powerful.

When you come to think of it, there is some truth in this because human beings are capable of great things as long as they have the time to achieve them.

Whether you’re a student, a professional, an entrepreneur, or simply looking to make the most of your day, effective time management is essential.

If you strive for greatness and you want to boost your productivity, we’ve prepared for you 15 time management allocation techniques:

  • The Pomodoro Technique
  • Task Batching
  • Eating the Frog
  • Golden Hours
  • Eisenhower Matrix
  • Automate your tasks
  • Plan your day
  • Make to-do lists
  • Prioritize tasks
  • Eliminate distractions
  • Elon Musk’s “time blocking” method
  • Track your time (use time tracking apps)
  • Define MITs (most important tasks)
  • Do not multitask (loss of productivity)

These tips might not teach you how to master time but they might bring you closer to the goal.

How to manage time?

There are many different time management strategies that you can easily apply to your day-to-day activities to reduce your stress levels.

It all depends on your goals and self-discipline because you might plan well but you also have to stick to the schedule you created to be productive .

Thus, you should be realistic and create doable schedules.

I understand that you are eager to tackle everything in one day but even machines need some rest otherwise they overheat.

You will have to experiment with a lot of different methods, techniques, and systems until you find out which one works the best for you.

1. The Pomodoro Technique

Toggl says that this technique can be a solution to your worries if you have noticed that your co-workers or employees get easily distracted.

All you have to do is to persuade them to set the timer.

The technique distributes your workload more evenly throughout the day and helps you keep your focus on the task.

  • Take your to-do list
  • Choose the task you want to complete
  • Set your timer for a 25-minute block (aka one Pomodoro).
  • Don’t multitask, and don’t interrupt your working process with small distractions. Work solely on the task of your choice.
  • When the time is up, you have earned yourself a 5-minute break.
  • After 4 cycles of Pomodoros, take a longer break – 20-ish minutes.

2. Task Batching

If you are constantly multitasking but realize that at the end of the day, you haven’t fully completed not even one of your to-dos, the task batching technique can be the right one for you.

Grab your to-do list and a bunch of highlighters and get to work.

The goal is to find a few tasks in your list that are similar and could be done at once.

With the help of different highlighters, you will be able to group activities into categories based on their similarities.

You might be used to tackling urgent matters first and this could change the order a bit, but it will actually make you more productive than before if you tend to get off track easily.

Organizing meetings often takes time and resources. Luckily, there is a tool that can help you manage your time more effectively.

3. Eating the Frog

Are you struggling to complete the more challenging and unpleasant tasks? Are you a fan of procrastinating ?

Again, grab your good old friend – the to-do list, and a sip of courage, and do the worst task you see on the list.

This technique is inspired by Mark Twain who once said that if a man’s job consists of eating a frog, then the first thing he should do in the morning is to eat that frog. Maybe he could have used a more pleasant example to illustrate his message.

Anyway, the idea is that a person should be dealing first with the most unpleasant tasks of the day. Then it only gets better.

4. Golden hours

It is impossible to stay motivated at all times. A person is constantly influenced by other circumstances, moods, feelings, and thoughts.

Therefore, you shouldn’t judge yourself harshly if you are lacking focus or motivation.

This time management activity is quite similar to the Circadian Rhythm with the sole difference that you can do it for personal purposes, instead of for trying to build the perfect team.

Start a journal where you document your workdays. Try to keep it for a week or so.

Describe how your day is going and when you are feeling the most productive in order to find the pattern. This will help you determine your golden hours .

From now on, you’ll know when to take on the more energy-demanding stuff.

5. The Eisenhower Matrix

This time allocation strategy is related to the feeling of disorientation when you have tons of work and no idea where to start.

  • Grab a blank sheet of paper and divide it into four equal quadrants.
  • At the top, label the two columns “Urgent” and “Not Urgent”.
  • Name the rows “Important” and “Not Important”.
  • Drop your tasks into their designated categories.
  • When you have them all ordered, follow this system:
  • Urgent and Important: First to be done.
  • Urgent and Not Important: Next in line.
  • Not Urgent and Important: Create a plan for action.
  • Not Urgent and Not Important: Why bother at all? Scratch them off.

This is great on its own but could also be a complement to any other prioritization technique.

6. 80/20 rule

The 80/20 rule, also known as the Pareto Principle , is a time allocation technique that suggests that our daily tasks are divided into 2 sections – vital and trivial.

The vital tasks take up 20% of our to-do list, while the trivial, more simple, tasks are 80%.

It is important to understand this rule since it can be applied to everything in our life. Including handling our businesses.

Determine what are the most important tasks for the day and focus your time on them. This will help you be more productive and efficient. The 80/20 rule can be applied to everything in your life but it’s especially helpful if you run a business .

Before you begin work, always ask yourself, “Is this task in the top 20 percent of my activities or the bottom 80 percent?”

The rule for this is: resist the temptation to clear up small things first.

7. Automate your tasks

I bet you’re fed up with dealing with repetitive manual tasks that a machine could easily do for you. All you need is the right software or a set of tools.

The process of automation could reduce operational costs, increase reliability, and give you more time which you can spend on something of greater importance.

Different platforms could offer you the best automating tools.

You might be asking what could be automated?

  • Marketing, more specifically – social media posts.
  • Administrative tasks such as scheduling appointments and sorting emails.
  • Finance and accounting – managing invoices and calculating sales tax.

8. Plan your day

If you plan your day in advance, you’ll be way more organized. That’s facts.

You might think that you’ll systemize what you are doing throughout the day or as soon as you wake up, however more often than not that’s not the case.

You might wake up and not feel in the mood for doing anything in particular, that’s why you should have a clear idea from the day before.

Self-discipline also plays a huge role, because if you are running your own business, then you don’t have a boss to tell you what you MUST do.

You’ll have to motivate yourself and never listen to that inner voice that tries to persuade you that procrastination is a nice option.

9. Make to-do lists

To-do lists are the ultimate time allocation tools because they give you a clear idea of what is left for you to complete.

If you don’t write all the tasks down or you forget to update your already existing list, you might forget something.

An entrepreneur’s day is a hectic one, don’t rely on your good memory.

When you put everything on paper, you are also able to reflect on your tasks and batch together some of them.

Let’s not forget about the feeling of self-satisfaction when you cross something off the list, which can motivate and inspire you to do one more.

10. Prioritize tasks

I already mentioned the 80/20 rule. It is an illustration of the ratio of unimportant to important activities.

In order to be efficient, you should prioritize and complete important tasks first.

They might take more time; they might be more difficult to tackle. However, at the end of the day, they will be way more beneficial in comparison to the rest.

If you get used to dealing with trivial to-dos, you will always leave the most pressing matters for later which is an absolute no-no in the professional world.

Also, completing the more insignificant tasks might leave you with a deceitful feeling that you’re day has been fruitful, which is not the case.

11. Eliminate distractions

There is this saying that we make plans so that life (or destiny) could cancel them. Consider distractions as life’s little attempts to throw you off the road.

Of course, if it is something really important, then you should deal with it ASAP.

But don’t waste too much time paying attention to what’s not going to damage you a great deal or help you a great deal.

Time allocation is not an exact science and you should always keep in mind that unexpected things happen and they might delay you.

Try to be prepared and whatever happens, don’t lose focus on your goals.

12. Elon Musk’s “time blocking” method

What time allocation technique does Elon Musk use? It’s so simple and yet so efficient.

  • Divide your whole day into 5 minutes slots.
  • Order the tasks for the day and think about how much time each one will take.
  • Assign tasks to specific time slots in your calendar.
  • Execute those tasks exactly as it is given in your calendar. Don’t prolong, and don’t multitask.
  • One time slot = one activity.

This method will merge your to-do list with your calendar and will help you avoid procrastination.

13. Track your time

When you track your time you are aware of how much time a specific task takes you. This could help you immensely when you plan your next day.

You’ll have a clear idea of whether a task is time-consuming or not and you’ll be able to structure better schedules and meet deadlines.

You’ll also be conscious of the amount of time spent on unimportant activities and you’ll either reduce it or move on to the next thing.

It’ll be easier for you to notice that you’re getting stuck.

14. Define MITs

As I have repeated a few times in this article, any entrepreneur must be able to distinguish between the Most Important Tasks and the ones that could wait a bit.

But how do you do that?

What is the most important among them all?

Anything that could affect your income should be considered critical and should be dealt with ASAP.

It doesn’t matter whether it has a negative or a positive effect, do that first!

Usually, you should have one or two pressing matters of this kind per day. They tend to be more complicated and time-consuming, therefore you should never let them pile up!

15. Do not multitask

Multitasking is the number one enemy of time allocation techniques for various reasons.

  • You get easily distracted.
  • You start doing different things at the same time and they end up uncompleted.
  • You don’t follow a clear plan and you might get confused.
  • Being overwhelmed by the workload is also a key downside.
  • Even if you manage to complete everything, the quality of execution won’t be as good as it would be if you had focused on one thing at a time.

Overall, I highly advise you against taking up this activity no matter how little time you are left with.

It’s better to apologize, explain and do it properly with a delay, instead of making a botch out of the task.

Combine various time allocation techniques to get the best of your day

I hope that we’ve managed to provide you with the best manual for time management activities and that you’ll be able to go into the day more confidently than ever.

Don’t forget that you can use different time allocation strategies for different situations and you can also combine a few of them to be as efficient as possible.

Experiment, try out different things, and see what works like a charm for you.

After all, a true time master has many tricks up their sleeve.

PS. Don’t forget the good old time management worksheet . An hour of planning saves you hours of doing.

Stop missing opportunities

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Vartika Kashyap

A simple guide to effective task allocation in project management

Task Allocation In Project Management

Task allocation in project management is crucial. No project manager can afford to overlook its importance. Yet, many project managers struggle to harness their team’s full potential due to inadequate task allocation strategies simply because they lack the necessary skills.

Do you want to know how you can do better allocation of tasks?

Do you want to know what is the best task allocation tool?

Look no further. This article will provide all the information you’re looking for.

Let’s get started.

What is task allocation?

You don’t have to read a definition by an expert project management guru to understand what it is all about. As the term suggests, task allocation is the process where employees are assigned relevant tasks, according to their skills and capabilities. Tasks are allocated in a way that the workload is distributed properly so that some employees do not feel overburdened with the work at hand while others are not left with too little work to do.

There are times when human resources can be scarce in project management. Therefore, it is the responsibility of a project manager to ensure tasks are allocated at the right time to the right people within the project schedule .

Benefits of task allocation software :

Task allocation, when done correctly, with the help of efficient task allocation software, can deliver benefits to organizations in more ways than one.

Here, I will share with you some benefits of task allocation that are too worth ignoring.

1. Optimal resource utilization

Smart task allocation helps organizations utilize their resources optimally, which is one of the most effective ways to achieve set goals. Assigning tasks according to employees’ skill sets and capacity ensures that the quality of work is not compromised as it is performed by experts in that particular domain.

Incorrect utilization, like assigning irrelevant tasks, assigning more tasks than your workforce can handle, or even assigning little work to some employees can affect the morale and decrease the productivity of your team.

Using task management software eliminates such possibilities as every employee gets a fair share of the workload.

2. Task accountability

When people don’t know who’s supposed to work on what, it’s easy for tasks to get overlooked.

By assigning tasks to employees, you can assign tasks to one or more people, thus ensuring a clear distribution of responsibilities in one place. Everyone can see who’ll be working on what, and there’s no scope for employees ignoring relevant tasks intentionally. Task allocation fixes job accountability .

3. Better task delegation

Task allocation involves assessing available resources and allocating them to projects and tasks as per their specialization and competency. This will help you delegate tasks to the best people for the job. Better delegation of tasks means no team member feels left out or overworked, which is also crucial for a better employee retention rate.

With better task delegation , project managers know whom to ask questions in case tasks are not completed in time, by the assignees.

4. Accurate tracking of progress

Using Excel sheets for task allocation is a thing of the past . Spreadsheets are prone to human errors besides being vulnerable to damage or theft. On the other hand, using a task management tool allows project managers to have a Bird’s eye view of all task-related data at a centralized location.

Kanban boards display which stage the task is in, Timesheets display how much time is being spent on performing assigned tasks, Table view lets you create your to-dos, and Gantt charts allow you to set dependencies between tasks and easily adjust your plans as work changes and deadlines shift.

5. Boost in employee morale

When employees are assigned relevant tasks that suit their expertise, they feel motivated to do their best and prove their credentials. It also reduces the case of passing on the task to people who do possess the right skills to do it.

Also, project managers are in a better position to identify top performers, mediocre performers, and poor performers based on their performance.

6. Save time and money

Smart task allocation means efficient utilization of resources, which eventually leads to a significant reduction in the wastage of time and money. When skilled people are assigned relevant tasks, they can perform them in less time while making the most of available resources.

Allocating tasks through task management software helps to bring down business costs. For example, overutilization may lead to employee burnout as well as increased payout in case you pay over time.

7. Better project profitability

Smart task allocation leads to better project profitability because you choose the best people for a given task. And it’s not easy when you have to manage 100-plus employees. Top-rated task management tools like ProofHub give you a good overview of the resources available at your disposal.

You can see who is available for a particular task, create tasks and subtasks , assign them to individuals or groups, set time and dates, set time estimates, track time spent, create recurring tasks , and attach files in one place.

Six tips to improve task allocation

Understanding the importance of task allocation is crucial for organizational success. We know how task allocation brings many benefits to organizations and their project teams. The question is how to get better at task allocation. Well, you don’t need to hire an expert in this field to achieve this goal.

As a project manager and team leader, how you allocate tasks across the team members is a critical factor in your organization’s overall success. Task allocation needs to be done smartly.

You would want people to do what they’re good at, so the quality and quantity of work are not compromised in any way.

Let’s take a look at some tried and tested tips to better task allocation in project management.

1. Have a plan

As the adage goes, failing to plan is planning to fail. Project managers need to create a concrete task allocation plan that outlines the following questions along with the right answers.

  • How many tasks are to be completed within a set time frame?
  • Who will be the team members that are going to be involved in the project?
  • Which team members excel in what area, and who needs the training to improve his/her skills?

2. Identify available resources

You want certain people to do certain tasks and you have shortlisted them in your plan. However, have you checked on them to find out whether they will be available to do planned tasks? It could be that their schedule is already packed to the extent that they’ll not get adequate time to dedicate themselves to a given date and time. So, make sure that you identify available resources so that you can plan and allocate tasks effectively.

3. Set clear expectations

Before your team commences on a project, schedule a group meeting and let every participant know what the outcomes would be. Every participant should know about his/her role in the project, but the manager should also see to it that there are no unrealistic expectations and goals.

Progress of the project and tasks should be apprised at regular intervals and so should the individual performance. This will help in checking whether your team is on the right track to meet the set project goals.

4. Communicate one-on-one

With remote work and social distancing applicable in many organizations, maintaining clear communication with all team members is critical to promote intra-team transparency. Having one-on-one conversations with team members about their share of the workload is vital to motivate and engaging employees.

As a manager, you also need to be an attentive listener to your team’s suggestions, ideas, and concerns.  ProofHub’s Group Chat feature allows managers and team members to send and receive instant messages for the exchange of information.

5. Divide tasks into subtasks and create to-do lists

It always helps to divide big, complex tasks into smaller, manageable subtasks to make things easier and clear for project participants. It becomes easier to manage your workflow in case some tasks are to be rescheduled.

Also, creating to-do lists can reduce confusion and stress by bringing order into your workflow. The tick on the box makes you feel more satisfied and accomplished that you have completed some or most of your tasks. ProofHub offers features like Stickies and Bookmarks, which allow users to create To-Do lists.

6. Say NO to multitasking

As mentioned before, we, at ProofHub, never advocate and practice multitasking. We believe it halves the potential of your workforce when they have to perform multiple things at once. In project management, multitasking can plummet your team’s morale, productivity, and utility.  These all can stoop down to an all-time low. Multitasking kills fair and even distribution of workload. Agreed, at times, it is difficult to avoid multitasking, but stay away from it whenever you can.

The best tool for task allocation – ProofHub

Smart task allocation cannot be achieved through spreadsheets. When it comes to project management, there’s so much for project managers to manage and supervise. You have to create tasks, divide them into subtasks , assign them to individuals or groups, set time estimates, and track their progress. Can you expect spreadsheets to help you perform all of these functions? I guess we know the answer already.

ProofHub is an award-winning team collaboration and project management software that helps project managers in more ways than one. Be it project planning, execution, sharing, and collaboration on tasks and projects , ProofHub allows project managers to have ultimate control over teams and their performance through powerful features in a centralized location.

So, how does ProofHub simplify task allocation and boost productivity? ProofHub’s strength lies in its long list of powerful features that cover almost every aspect of project management including task management and task distribution.

Let’s take a look at all those advanced features that help project managers to evenly divide and allocate workload to the right people within the team. Using ProofHub, project managers can have a bird’ eye view of all tasks-related activities from a single location.

1. Task management software

Task allocation remains a challenge for even seasoned project managers, especially when you have to manage multiple projects and a plethora of tasks at once. ProofHub’s task management feature simplifies the entire process of task planning and assigning most easily and efficiently.

Using this thoughtful feature, project managers can create tasks and assign them to individuals or groups in one place. You can fragment large tasks into small, manageable subtasks. You can add labels, set the start and due dates, set time estimates, track time spent, create recurring tasks, and attach files, ensuring a clear distribution of job responsibilities in one place.

2. Table View

ProofHub’s all-new Table View easily removes the painstaking tediousness of dealing with unorganized tasks. With Table View, project managers can assign and organize tasks to bring more clarity to task allocation.

ProofHub’s all-new Table View

You can categorize different types of tasks, which makes it easy for assignees to understand what tasks have been completed and what tasks are still pending. The table view has functionalities that will ease down the exhausting process of searching for assigned tasks from a long list through color codes and categories.

Table view can be used by project managers to give their team a clear idea of which task is a priority.

ProofHub’s table view offers the following features:

  • A list-like structure makes it easy for teams to filter tasks according to priority
  • You can choose to display or hide columns like task assignees, due date, task progress, etc. 
  • A single click enables you to add new columns
  • Organize your work with powerful grouping and sorting. 
  • Check the subtask count and every information of about the task right from a single window.

3. Custom Fields

The default fields offered in various PM tools may not be adequate when you feel the need to add more details to your tasks. Custom Fields in ProofHub enable you to add detail to your tasks according to your workflow requirements. Custom fields are descriptive spaces that allow you to add information that is unique to your project. Using this feature, project managers and team members can add the following custom fields:

  • Currency 

Use Custom Fields feature in ProofHub

Let’s take a look at the benefits of using Custom Fields in the task allocation process. 

  • You can add relevant and additional information that is not possible with fixed, default fields
  • You can customize your workflow based on the unique requirements of your project
  • You get more insight into work progress and task requirements
  • It gets easier for you to access, filter, and sort your tasks and let your team know which task is a priority 
  • You can track budgets and costs that are related to your project or workflow
  • A single custom field can be used for multiple purposes   

4. Control access and security

With ProofHub’s Smart Task Allocation system, you can define roles, create private and group task lists, and give access control to only selected people who are assigned to do certain tasks. You can create custom roles and assign them to the team members, and choose what they get access to according to their responsibilities.

Control Access With ProofHub

You can create Private Tasks and keep information limited to specific people whenever you want. IP Restriction feature enables you to restrict access to only selected IP addresses to avoid unauthorized access to keep your data secure.

5. Kanban Boards

Kanban boards in ProofHub allow project managers to visualize and prioritize tasks according to the project requirements. You can divide your workflow into as many sections as you want. Kanban gives you a clear view of which task is in which stage. See work moving through multiple stages. Every time the task is moved to another stage, all people who are assigned to the task get notified. This helps to check the project’s progress as well as improve transparency within the team.

Improve transparency by ProofHub kanban boards.

6. Gantt Charts

Gantt charts in ProofHub allow you to visualize and plan tasks to stay on your schedule. You can set dependencies between tasks and change your task allocation plans as work changes and deadlines shift. Set task dependencies, highlight critical paths, associate milestones , track progress, drag and drop tasks as work changes, export or print Gantt charts, and see all your Gantt data in one central place.

Gantt Chart In ProofHub

  • Add tasks and task lists to the Gantt chart. Project managers can plan and schedule the task allocation order priority-wise, and visualize them in a timeline view
  • Assign tasks to an individual or multiple people, ensuring a clear distribution of job responsibilities in one place
  • Set dependencies between tasks and adjust schedules as both deadlines and work change
  • Associate milestones with tasks and denote important dates such as desired completion dates and project review meetings on the project plan
  • Track the progress of tasks with the percentage that gives a clear picture of how much work has been done and how much is left
  • Limit visibility of task lists only to the assigned people with private task lists in the Gantt chart, making the most of ProofHub’s online Gantt chart
  • Drag and drop tasks right in the chart to change their start or due dates and/or duration. 
  • Highlight critical paths to track the tasks’ status that directly affects the start/ end date of a project
  • Export Gantt charts and keep a documented record to use for resource management , planning, and scheduling
  • Print Gantt charts
  • Use email-in to add tasks in the Gantt chart through email without logging in to your ProofHub account
  • Import tasks and task lists from CSV files in Gantt charts without starting from scratch

7. Timesheets

As a project manager, you should know where your team is spending all the time, how much time each task is taking to complete, which tasks are running on time, and which ones are running behind schedule time. ProofHub’s Time Tracking Software empowers project managers to keep all their time data in a central place.

ProofHub Timesheets

Here’s what you can do with ProofHub’s time-tracking software.

  • Add timesheets
  • Set time estimates
  • Bird’s eye of all-time data
  • Track time manually
  • Track time using timers
  • Create custom time reports
  • Export and Archive timesheets
  • Mark timesheets as private

8. Notifications

The Notifications feature in ProofHub makes it easy for both project managers and team members to get updates every time the task stage is changed, the task is assigned, or someone mentions other team member’s names in the comments to give instructions about tasks. You can get notifications even on the go through the app, desktop, email, and mobile notifications.

Get real time updates with ProofHub notification

9. Project scheduling calendar

ProofHub’s Project Scheduling Calendar offers a single location to project managers and team members to schedule events, tasks, and milestones. You can set automatic reminders for recurring tasks, events, milestones, and tasks. You can have multiple views – daily, weekly, 2 months , and monthly . A Bird’s eye view for all calendars enables you to see all tasks, events, and milestones, without having to jump through projects.

ProofHub Project Scheduling Calendar

The success of your project depends on the task allocation system that you execute in your organization for project management. It’s quintessential to assign tasks to the right people so they can do the work with minimal errors, in a quick time. 

Using the best task allocation software can put aside your task assignment woes if you’re struggling with it. ProofHub offers powerful task management features in a centralized location and can be used easily by both project managers and team members.

Flat pricing plans make ProofHub an affordable yet effective solution to all your task allocation problems. So, what are you waiting for?  Give ProofHub a try today and experience seamless task allocation like never before!

ProofHub - Try now!

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Definition of allocate

transitive verb

Examples of allocate in a Sentence

These examples are programmatically compiled from various online sources to illustrate current usage of the word 'allocate.' Any opinions expressed in the examples do not represent those of Merriam-Webster or its editors. Send us feedback about these examples.

Word History

borrowed from Medieval Latin allocātus, past participle of allocāre "to place, stow, hire out, place on hire, allow, admit, credit," from Latin ad- ad- + locāre "to place, situate" — more at locate

1616, in the meaning defined at sense 1

Phrases Containing allocate

  • sub - allocate

Dictionary Entries Near allocate

Cite this entry.

“Allocate.” Merriam-Webster.com Dictionary , Merriam-Webster, https://www.merriam-webster.com/dictionary/allocate. Accessed 11 May. 2024.

Kids Definition

Kids definition of allocate, more from merriam-webster on allocate.

Nglish: Translation of allocate for Spanish Speakers

Britannica English: Translation of allocate for Arabic Speakers

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Cambridge Dictionary

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Meaning of allocate in English

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  • The local council has decided not to allocate funds for the project .
  • The president has agreed to allocate further funds to develop the new submarine .
  • Tickets will be allocated on a first-come, first-served basis .
  • There are ten marks allocated to every question .
  • Try to allocate yourself a set time each day to practise your exercises .
  • corporately
  • distribution
  • distributive
  • distributively
  • portion something out
  • ration something out
  • redistribute

Related word

Allocate | american dictionary, allocate | business english, examples of allocate, translations of allocate.

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with the use of a gyroscope (= a device containing a wheel that spins freely within a frame, used on aircraft, ships, etc. to help keep them horizontal)

Varied and diverse (Talking about differences, Part 1)

Varied and diverse (Talking about differences, Part 1)

allocated task for

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Definition of allocate verb from the Oxford Advanced Learner's Dictionary

  • allocate something (for something) A large sum has been allocated for buying new books for the library.
  • allocate something (to somebody/something) They intend to allocate more places to mature students this year.
  • More resources are being allocated to the project.
  • allocate somebody/something sth The project is being allocated more resources.
  • allocate something to do something Millions have been allocated to improve students' performance.
  • More money should be allocated for famine relief.
  • More funds will now be allocated to charitable organizations.
  • efficiently
  • according to

Take your English to the next level

The Oxford Learner’s Thesaurus explains the difference between groups of similar words. Try it for free as part of the Oxford Advanced Learner’s Dictionary app

allocated task for

Definition of 'task' task


COBUILD Collocations allocate a task

English Quiz

Browse alphabetically allocate a task

  • allocate a portion
  • allocate a seat
  • allocate a sum
  • allocate a task
  • allocate an amount
  • allocate assets
  • allocate capital
  • All ENGLISH words that begin with 'A'

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  1. allocated task Crossword Clue

    allocated task Crossword Clue. The Crossword Solver found 30 answers to "allocated task", 4 letters crossword clue. The Crossword Solver finds answers to classic crosswords and cryptic crossword puzzles. Enter the length or pattern for better results. Click the answer to find similar crossword clues .

  2. 5 Keys to Successfully Allocating Work Across Your Team

    The last consideration in terms of which person gets the work when it needs to be allocated is does somebody have an interest in performing that particular task? If someone is really interested and passionate about a project, you should let them take it on. They're going to be motivated, excited to do it, and hopefully their performance will ...

  3. How to Allocate Your Time, and Your Effort

    When you look over your daily to-do list, put an "I," "N," or "O" beside each item and then allocate your time budget accordingly, such as four hours for the "I" activity, three ...

  4. How To Assign Tasks To Team Members Effectively? Our Full Guideline

    Open the desired task, click "Assignee", and choose the right team member (s). Keyboard shortcuts: Hover over the task and press "A" to open the Assignee picker. Press the space bar to assign yourself. This way makes assigning tasks easier and quicker!

  5. A Comprehensive Guide to Implementing a Task Allocation System

    A well-implemented task allocation system can streamline workflows, improve productivity, and ensure the timely completion of projects. This comprehensive guide will walk you through the basics of task allocation, the steps to implement a task allocation system, the tools and technologies available, and strategies to overcome common challenges.

  6. Allocation of Tasks in the Workplace: Defining Roles ...

    A structured allocation of tasks defines roles and responsibilities, delineates duties, negates blurred lines, and increases accountability and productivity. Task allocation is an essential aspect ...

  7. How to Allocate Tasks Effectively and Avoid Overwhelming ...

    Assess your team's strengths and weaknesses. 2. Break down the project into manageable tasks. 3. Prioritize and categorize the tasks. 4. Match the tasks to the team members. 5. Communicate and ...

  8. How to Allocate Time to Tasks: A Guide for Managers

    Executing tasks is the final step in allocating time to a task. To do this successfully, you should follow your schedule and minimize distractions. Additionally, monitor your progress and ...

  9. Resource Allocation in Project Management + Examples & Template

    We merrily allocated tasks to James, Amanda, and Tim, but failed to tell them about it - no go! Next time, we'll remember to clearly inform team members of their tasks and document tasks and progress in a place that can be easily accessed. Resource allocation template. Use the basic template below to start effectively allocating resources.

  10. Three Strategies for Task Allocation

    Unfortunately, the agile community gives relatively little guidance in this area. In this article, I will share my experiences with three strategies for task allocation, drawn from several typical agile projects with two to three week iterations. Strategy 1 - Ad Hoc. The simplest approach to selecting tasks is ad hoc.

  11. The BALM Task Allocation Model

    BALM* is a four-stage process that you can use to allocate tasks to the team members who are best placed to complete them successfully. The acronym stands for: B reak down broad team goals into specific, individual tasks. A nalyze the competencies required to perform each task. L ist the competencies of each of your team members.

  12. Exploring Workflow Mechanisms and Task Allocation Strategies ...

    We also identified five types of task allocation strategies: manager-driven, team-driven, individual-driven, manager-assisted and team-assisted. Identifying these mechanisms and strategies helped understand the flow and forms in which tasks arrives to the team and the basis on which tasks are classified and allocated.

  13. 15 Time Allocation Techniques to Improve Your Productivity

    Make to-do lists. Prioritize tasks. Eliminate distractions. Elon Musk's "time blocking" method. Track your time (use time tracking apps) Define MITs (most important tasks) Do not multitask (loss of productivity) These tips might not teach you how to master time but they might bring you closer to the goal.

  14. How Task Allocation Software Aids In Project Management

    Let's take a look at some tried and tested tips to better task allocation in project management. 1. Have a plan. As the adage goes, failing to plan is planning to fail. Project managers need to create a concrete task allocation plan that outlines the following questions along with the right answers.

  15. Allocate Definition & Meaning

    allocate: [verb] to apportion for a specific purpose or to particular persons or things : distribute.

  16. How to Allocate Tasks to Your Workforce Effectively

    Assign tasks. Be the first to add your personal experience. 4. Monitor and adjust. Be the first to add your personal experience. 5. Here's what else to consider. Be the first to add your ...

  17. It does not matter how hard you work: The importance of task allocation

    In the presence of output-related incentive pay, task allocation will have implications for wage inequality and incentivise workers to influence task allocation. 12 As an illustration, over a course of one hour, output of the average worker continuously allocated difficult tasks (10th percentile of the task fixed effects distribution) would be ...


    ALLOCATE definition: 1. to give something to someone as their share of a total amount, to use in a particular way: 2…. Learn more.

  19. Allotted vs Allocate: When To Use Each One? What To Consider

    When referring to the amount of time given for a task, the term "allotted" is generally used. However, in some cases, "allocate" can also be used. For instance, in the sentence "We need to allocate more time for this project," the term "allocate" is used to refer to the amount of time needed for the project.

  20. allocate verb

    allocate something (for something) A large sum has been allocated for buying new books for the library. allocate something (to somebody/something) They intend to allocate more places to mature students this year. More resources are being allocated to the project. allocate somebody/something sth The project is being allocated more resources.

  21. ALLOCATE A TASK definition and meaning

    ALLOCATE A TASK definition | Meaning, pronunciation, translations and examples

  22. Game-theoretical approach for task allocation problems ...

    The time evolution of allocated tasks w i, the total cost function C(W), and individual fitness function f i. We can find that the total cost function is decreasing monotonically as time increases and finally reaches the minimal value. Correspondingly, the allocation task for each individual gradually converges to the optimal solution, and ...


    PER_ALLOCATED_TASKS_. This table records the tasks within an allocated checklist to a person. These may be copied from templates in PER_TASKS_IN_CHECKLIST, but it is possible to override with values specific to the particular allocation.

  24. How are common costs allocated?

    If the common cost task is the lowest task, then costs captured under that task are allocated among assets, which are assigned at the top task or lowest task in the same task hierarchy. If no asset is assigned for the task, then the application generates asset lines but leaves them as unassigned asset lines.