The table track the progress of work are applied

Panel track the progress of the work is the project management tool to help manage the group monitoring the implementation of tasks, projects or specific goal. Provides an overview of what is going on in the project, allow the team members to identify the problem, adjust the plan, improving performance.

Track articles from Lac Viet Computing to get the most useful information.

1. Why should monitor the progress of work of the staff – team?

1.1 Manage time effectively

One of the biggest benefits of board track progress is to help manage time more efficiently. When all the tasks, deadlines, progress is shown in a clear way, the working group can arrange the order of priority for allocation of reasonable time for each job.

• The milestones (milestones), deadline (deadlines) for each task is displayed clearly, help the team capture the tasks that would need to be completed soon, avoid overdue.
• Avoid overload of work when approaching deadline.
• Increased ability to complete projects on time.
• Reduce the waste time on the task is not important.

1.2 Increase flexibility, make the right decision

In the project there are many fluctuations or request changes quickly, panel track of progress acts as a tool to help managers and team work timely response. The track the status of ongoing work allows to adjust the plan as soon as there is a change in resources, time, or request from the customer.

Based on information on the progress, managers can identify problems early, such as shortage of resources, slow progress or potential risks. This allows them to take measures to adjust the plan or re-allocate resources in a timely manner to minimize negative impact.

1.3 enhance the ability to coordinate group

Table progress tracking is a tool to help the team members to coordinate easily communicate with each other, especially in large projects or when working remotely.

• Thanks to the comment feature, direct exchange on the mission and capabilities, real-time updates, the member can easily discuss and solve the problems related to tasks that don't need to cross multiple channels of communication different.
• Tools for monitoring progress as modern as Trello, Asana also allows integration with the communication application (for example: Slack, Microsoft Teams) to help optimize the coordination and exchange between group members.

1.4 allocate resources appropriately

When tracking progress of the project, managers can clearly see the tasks which are struggling and need more resources, or who can support for other tasks. This helps to ensure all resources are used efficiently.

At the same time, keeping track of each and every detail work well to help managers easily detect the areas that need improvement or individuals who need extra support to complete tasks on deadline.

Specific benefits:

• Avoid the situation that some member is overloaded work while others don't have enough jobs.
• Optimize the use of resources, reducing waste.
• Increased ability to complete projects on schedule, thanks to the resource allocation efficiency.

2. The type of table tracking the progress of work are applied

2.1 Panel track traditional (Manual Tracking)

Panel track tradition is usually done manually using tools such as Excel or Google Sheets. The tasks, deadlines, progress of the work to be entered and updated manually by the manager or team member.

DOWNLOAD TEMPLATE BOARD TRACK WORK PROGRESS EXCEL FILE FROM VIETNAM

Advantages:

• Simple flexibility: Excel or Google Sheets provides more formatting options, easy to customize table followed suit the needs of each project.
• Easy to use: Many businesses are familiar with the use of the spreadsheet, so do not require special training for staff.
• No cost: Use tools such as Google Sheets or Excel may not require the cost of buying new software.

Cons:

• Easy-to-happen errors: Data entry craft easily lead to errors in the update process progress.
• Hard real-time tracking: Update may cause information become obsolete if not regularly maintained.
• The ability to automate low: Lack of ability to automate or integrate with other management tools, other projects, causing difficulty in creating reports or track repeatedly.

When to use:

• The small project requires high flexibility does not need to track progress details in real time.
• Small and medium enterprises with limited budgets, the number of the task is not too big.

2.2 Panel track automatically (Automated Tracking)

Use the software manage modern work such as Trello,Jira, LV-DX Task, CoDX Task to track the progress of work in an automated way. These tools allow to set, update and report progress in real time without the need for manual intervention is too much.

Advantages:

• Automatic updates and notifications: When there is a change in progress, this tool automatically send notifications to people involved, helps to maintain transparency, the link between the group members.
• Features decentralized clear: Allows management assign tasks easy with the role and powers are set specific.
• Integrated with many other tools: Platforms like Jira, LV-DX Task can be integrated with email and chat tools (Slack, Microsoft Teams), CRM system, help optimize workflow.
• Report data analysis: Provides the ability to create visual reports, analyze the progress of the work, discovered the knot to process improvement.

Cons:

• High cost: Some software requires a paid monthly or according to the number of users, making the cost higher if used in large scale.
• Requires training: A number of complicated tools may need time for the staff to get acquainted to use competently.
• Depends on the technology: If system trouble or troubled user about connection, can cause disruption for the process, progress tracking.

When to use:

• Large projects with many members, complex tasks, reporting requirements, tracking details.
• Businesses are adopting methods of modern management want to integrate technology into the process of project management.

3. The critical components should be in the track progress

3.1 task list (Task List)

The task list is the core part of any table, track progress whatsoever. This is where lists all the tasks need to be completed in the project. Every work in the list need to be briefly described, apparently specific to all the members of the group are to understand the content and requirements of the job.

How to set up:

• Clearly identify each task, avoiding generic or vague. For example, instead of recording “complete projects”, you can split into steps such as “create project plan”, “collect request customer”, “product development”, etc.
• The task should be classified according to each stage or group of related work to easily track control.

• Some tools also allow to set the priority level for each task (for example: high, medium, low), helps to manage easily identify work priorities completed before.

3.2 Status of work (Work Status)

State jobs help track the progress of each task in the project. Each mission can go through many different stages, from start to completion, and this status to know the tasks that are at any stage.

The status of downloads:

• “Not yet started” (Not Started)
• “Are done” (In Progress)
• “Complete” (Completed)
• “Delayed” (Delayed)
• “Waiting” (On Hold)

How to set up:

• Status can be displayed by the text or the icon, various colors for easy identification. For example, red for work delayed, green for finished work.

• A number of tools have the feature automatically switch mode when a task is updated, help to reduce operation and avoid confusion.

3.3 the Person responsible (Assignees)

Each task should have at least one person responsible for implementation. Clearly assigned person in charge to help ensure all tasks are monitoring handled promptly.

How to set up:

• Ensure assigned to the right person, in accordance with the skills and experience of each individual in the group.
• In the table, track progress, the name of the person responsible will be clearly stated next to each mission, to help people to easily know who is the person in charge of privacy.

• Some systems track the progress supply function “mention” or “tag” that allows users to remind people directly responsible for their work.
• Can be integrated with the system of automatic notification (email, chat) when there are changes related to the task.

3.4 Time limits (Deadlines)

Deadlines are important factors to manage projects effectively. Each task should have a specific timelines to complete to ensure that projects are implemented on schedule.

How to set up:

• Determine the actual time reasonable to complete each task. Should be based on difficulty, available resources.
• Put out dates (milestones) for the key stages of the project. The mold is usually to help monitor the overall progress and detect potential problems early.

• A number of tools track features notifications when tasks coming due or overdue, help the person in charge quickly take timely action.
• Can integrate with your calendar to remind members about the milestone deadline critical

3.5 Progress completed (Progress Percentage)

Complete level indicates the percentage of work that has been done so with the entire job to do. This helps to track the detailed progress of each task, the entire project.

How to set up:

• Completed levels are usually expressed as the percentage (0-100%) or by the progress bar (progress bar) in the track.
• Updates completed level constant when the mission progresses, for example, a task can be reported as completed 50% when you've done half the volume of work.

• A number of tools provide features for automatic calculation of the level is completed based on the stages have completed, or allow users to update manually.
• When reaches 100% completed level the task will automatically switch to status “Complete”.

3.6 notes and comments (Comments)

Section notes, comments, allow the team members to exchange information, discuss or record the updates related to job. This is the place to record the problems, feedback, or comments from the group management or the implementation.

How to set up:

• The tool tracking progress is the usually integrated functions comment directly on each task, allow users to exchange instantly without the need to use email or other communication channels to another.
• The comment should be brief, focusing on the main problem to avoid information overload.

Additional features:

• Can attach files, documents, images, or links related to providing information support added.
• Some systems also allow the comment form constant discussion (thread), help maintain the clear easy to follow.

4. A number of shortcomings when using excel sheet to track progress

One of the biggest challenges when using the table track progress is that the member does not update the progress of the work regularly or not in sync with reality. This can lead to bad data in the table does not reflect the true current state of the project, reducing the efficiency of the management.

• Some employees may forget to update progress due to busy or not aware of the importance of this.
• There is no clear process or without tools supports automatic reminders updating

Where is the solution to overcoming the effect this situation?

• Construction update process clear: Define rules about duration and frequency of updates of progress for each task. For example, ask for an update at the end of each day or after the completion of each stage of work.
• Use automation tools: Take advantage of management software such as Trello, LV-DX Task or CoDX Task to automatically remind the members about the progress updates. These tools often have the feature to send notifications via email or app when the task needs to be updated.

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