There is a growing number of players in the task management/project management arena, and with the emergence of so-called Low Code or Lean BPM players, such as Appian, JobTraQ and Wrike, the competition is heating up. The big issue is how do you choose between them, and this article will outline the top 4 must-have features for any enterprise task management solution you are looking to implement.
Universal Task Assignment
Many solutions do not allow anyone other than those with admin status to assign tasks, and this is a major drawback. Tasks should be allowed to flow through your business processes in an automated fashion, and if you are required to have human interaction on a repeated basis, this slows the workflow down and introduces a greater risk of error into the business processes. Work should be capable of being assigned by anyone you choose to give the power too, and in many cases, this means everyone within the organization.
Role Based Permissions
This is a major security advantage to have with your solution, and it will also save admins a great deal of time when it comes to providing levels of access to those users who are authorized to hold it. By assigning access levels to the role, and not the individual user, you are able to enforce compliance and procedures – the authorized user is simply assigned to the role, which then provides them with the permissions to access company data.
If they are promoted, demoted, transferred, or their employment is terminated under any circumstances, then removing them from that role permissions group immediately removes their access assigned to that group. Their replacement can also simply be added in to that role group, and gain all the permissions authorized, without you having to set this up at each individual employee level and then trying to manage it.
This is a major advantage and a must-have feature for any task management solution.
Alerts and Notifications
As work flows through your business processes, you should have the ability for users to be notified of when a new task has been assigned, and also when a task is nearing or has become overdue. In addition, managers should be able to be alerted when a task is overdue or becoming so, in order that they may take the appropriate action to keep work flowing and on track.
Most task management solutions will come with a calendar, as part of their job tracking functionality. The major issue with this is that most businesses will already be running calendars via their email client, for instance Microsoft Outlook or Google Apps. Maintaining two calendars is clunky and unwieldy, plus it frequently leads to errors and double-booking. It makes a lot of sense to be able to sync your task management calendar with whatever other calendar you are using, so ensure your proposed solution has this.
In conclusion, deploying a Lean BPM or Low Code enterprise task management solution should not be a major headache. They do not typically require major IT involvement, nor are they expensive compared to traditional BPM solutions. However, you should ensure your proposed solution has at least the minimal feature set we have described here.
Jane Wrythe is a frequent contributor to business and technology blogs and she is currently reviewing managed IT services for Swift Systems.