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Keep Your Team Organized with These Simple Tools

Dec 5, 2017 2:15:00 PM

Teamwork is a part of nearly every job. Chances are that wherever you work, you will have to work with other members to solve a problem or complete a project. And if you have ever worked on a team, you know that they aren’t always the most organized.

Unorganized teams can cause large problems for organizations and communities. Teams can miss deadlines, forget assignments, or create problems for a project if they are not carefully organized and prepared. But regardless of if you are leading the team or not, there are steps you can take to ensure that your team is organized and working efficiently and effectively. Here are a few ways to get your team started.

Clearly Divide Tasks

When team members do not have a clear idea of what they are supposed to be doing, important things often get left behind. Team members may accidentally do something that has already been completed by another member, while others tasks may not get done at all. It is important that the tasks are divided up fairly and based off of what each member brings to the table. It may be helpful to ask people to volunteer for specific tasks in the beginning so that members can work on areas of the project that they enjoy.

Set Expectations

Before getting started on any project, every member on the team should be aware of the expectations in place, not only for the project, but also for their individual contribution. It is important to be clear about expectations as soon as possible and to set expectations that align with the team’s goals and objectives. If you are currently working on a team that does not have clear expectations, you should attempt to call a meeting where the focus is defining those expectations.

Make Plans Visible

One of the best ways to keep your team organized is to visualize tasks, to-do lists, and deadlines. Doing so enables everyone to stay on track and on the same page. A great way to do this is by using a GANTT chart that everyone has access to. A GANTT chart is a spreadsheet that lays out deadlines, tasks, and roles in a chronological order that prioritizes tasks. With a GANTT chart, team members can see clearly what they should be working on before they can move onto the next step and how much time they have left.

Create a Line of Communication

Communicating with your team should not end outside of work meetings and random office run-ins. Create an online platform on which your team can communicate outside of meetings. This allows group members to ask and answer questions as soon as they have them and enables everyone to stay on top of their assignments. With a communication platform, you can easily and quickly remind people of deadlines. Great options include GroupMe for a less formal approach or Slack for a more project-based approach.

Hold Documents in One Place

Similar to having a place for communication, your team should also have a platform that holds all of your documents in one place for everyone to see. If your team does this, then members no longer have to worry about getting in touch with other team members to secure a specific document or checking on progress. Additionally, this helps to ensure that your team does not lose any of those important documents or deadlines as things get busy over the course of your project.

Conclusion

There’s no denying that teams are hard to organize. They involve a lot of working parts with different people, deadlines, and projects, so it can be easy to let things get out of control. But it’s not impossible to keep your team organized along the way. Introduce these tools during your next team meeting and you will be well on your way to having the most organized team you have ever been on.

Elizabeth Paul

Written by Elizabeth Paul