How to avoid overloading our team?

In some professions, the rhythm of work is relatively constant – there are no peaks and troughs in activity. In professions such as engineering, however, there is so-called seasonality of projects.

At Kreyo, it usually happens that the summer is the lightest of the times, while in the winter we have more tasks in the planning.In the planning is rather calm, everyone is evenly occupied. However, when the pace begins to accelerate, we face the real risk that some team members will be much busier than others. And there comes the moment when we have to distribute the tasks. We distribute the current tasks in a way that will ensure our work efficiency.

And what does work efficiency mean?

In other words, being effective at work means achieving a goal by using available resources in the best possible way. This can be the time, but also the skills of the employees to carry out a given project.

Since we still can’t stretch time, whatever we do we always have 24 hours every day, in our team we implemented a system of distributing tasks according to the competencies of each one of the team.

Here is what it consists of:
  • First step: We have a meeting with everyone in the team to write down what tasks we have to complete in the next month.
  • Second batch:  We classify tasks by type, difficulty, and deadline.
  • Third step: We determine which member of the team is best suited for each of the tasks, taking into account his experience, knowledge and strengths.
  • Fourth step: We review the list of tasks and who they are assigned to. If one of the team is assigned too many tasks for the given deadline, we redistribute to balance the load. At first glance, this is the last step, but there is one more, which is perhaps the most important of our entire system.
  • Fifth step: Everyone on the team reviews the tasks assigned to them and says whether or not they can commit to their implementation.

Why do we do this? Because personal commitment is the first step to accomplishing a given task. If someone from our team thinks that the tasks are too much for him or do not correspond to his skills, he has the opportunity to express this as an opinion. The important thing is to do it before I get down to the execution of the planning, so that we can redistribute the tasks or renegotiate with our clients some tasks for execution at a slightly later stage.

At the moment when everyone is committed to their tasks, we proceed to the implementation of the plan.

These five steps ensure that even in busier periods, our team will be able to handle all tasks in the best possible way. Applying this system of organization, we guarantee that we will maintain the good quality of our work, we will meet the deadlines we have committed to,  we will ensure the balance between work and free time for our entire team.

If you are a design office and you are experiencing difficulties in the organization of your team, contact us to discuss how we can help you!

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