Any new project undertaking can be quite overwhelming for an organisation and their teams leading the projects. It is a no-brainer that breaking a humongous and complex project into small, manageable units of work is the mantra for successfully conquering any project within the planned timeline and allocated resources.

Same applies when organizations must implement and operationalize complex business processes that involve cross functional teams, multiple handovers, and innumerable dependencies


Breaking down an end-to-end business process into sequential tasks and activities, allocating to the respective department users and managing its progress through tracking and reporting, can enable businesses to optimize these processes at individual task level thus improving overall service SLAs and operational KPIs.

Significance of Task Management Solutions

Handling a specific task through its lifecycle – from its inception to completion is called Task Management. This involves planning, monitoring, tracking, analysing, evaluating, reporting the task’s progress, and taking swift decisions to accommodate real-time changes for successful task completion.

A task management solution provides a centralised platform for efficiently handling the entire life cycle of the task. It enables managers prioritize tasks, allocate the right resources to the right tasks, set timelines, monitor, and track their progress to ensure it is completed on time. And when things do not go as planned like unplanned outage, unexpected availability of a resource or supplies, unprecedented delays due to dependency on external factors; an effective task management solution will enable you to reprioritize tasks and reallocate resources to ensure no time is lost, and resources are optimised.

Now let us dive into 4 key benefits to help you understand how a task management solution can help your business grow by running your operation smoothly while improving your team’s efficiency.

Key Benefits of Task Management Solutions

Task prioritization:  When there is so much work on the plate and you must accommodate real-time changes from the outside, it’s easy to get lost in a lump of things. Without prioritization, your teams can get relegated to low priority tasks that can eat up valuable time while missing essential deadlines –a glaring manifestation of lagging task prioritization.

  • Task prioritization gives singular focus to your teams, keeps them on track to make the most efficient use of time.


  • It helps you reprioritize based on deadlines and dependencies to get things done on time and in the right order. For example, if the deadline is in a month, you can divide the total work into chunks with dependencies to provide internal deadlines to ensure stable progress.


  • Task prioritization makes delegation easier based on its urgency and importance.

Task prioritization is the foundation of successful task management. It helps channelize your team’s focus for smooth and swift progress without missing out on crucial tasks even when dealing with chaotic real-time changes.

Efficient delegation and resource allocation

Allocating the right task at the right time to the right resource to support the task goals is the cornerstone of efficient task management. However, changes in workload, project scope, resource availability, time zone differences and other challenges crop up which can rock the task management boat.

Task prioritization does help to efficiently identify the urgency to delegate the task. But identification and allocation of the right resource based on the complexity of the task and capability of the resources is where the real challenge lies. An ideal task management solution addresses and actively solves all resources allocation and management challenges.

Improved communication and greater clarity on business needs

Understanding the overall business needs enables the team members to have greater clarity about their role and its importance, and how their skills are critical to business success. Seeing the bigger picture can also help them understand the business needs and come up with innovative business ideas. With a centralized platform, it is easy to keep the team members in the loop and impart clarity on roles and business needs which pave way for enhanced communication.

Communication is key to successful task management, even more so in remote working when it comes to collaboration and coordination. And task management solution is a simple way to tackle this prevalent problem.

Opportunities for streamlining and optimizing operations

A task management solution streamlines operations making it easy to track, assign, and know the real-time positions of the tasks and make necessary tweaks or even assign a team for collaborated work.

With an intuitive interface and customization, Task Management Solutions provide simple and powerful dashboards that allow you to integrate and centralize all your tasks in one place. An integrated view is helpful in providing businesses data and insights for identifying areas for process improvements and task automation opportunities.

Work from Anywhere and Importance of Task Management post-pandemic

Do you know that only 2.5 % of the business successfully complete their projects on time? And this was before the pandemic!

While work-from-anywhere models are proven to improve the productivity and efficiency of the employees, it must be remembered that this happens when employees are equipped with the right tools to accomplish their tasks.

Given the adoption of work-from-anywhere or remote working options is growing rapidly, enterprises must be equipped with powerful task management tools and solutions that can plug existing gaps, improve their task management capabilities while enhancing their employee’s productivity and efficiency.

Imagine a world, where Managers could easily define and allocate tasks to their teams, and just monitor progress on their dashboard. Instead of spending endless hours organising and conducting status update meetings to understand progress, Managers can now use the time effectively to support their teams to resolve issues and discussing solutions to help their projects succeed.

Task Management in Salesforce

Salesforce provides a variety of ways to implement and automate task management on its platform. With Salesforce standard Activity and Task management, you can easily create tasks, assign, and reassign tasks to team members, prioritize your tasks by due date, and track tasks through custom lists, reports, and dashboards at level.  Out-of-the-box, you can start tracking progress with Salesforce Tasks (without any task dependencies), collaborate with your team and share documents via Salesforce Chatter, learn key insights with Reports and Dashboards, and even use Process Builder to automate some processes. In addition, Salesforce objects like Cases and Work Orders can be leveraged to define service-oriented tasks. For managing large enterprise projects, Salesforce AppExchange also provides a variety of custom Project Management tools that are slightly more complex type of task management solutions.

How Resource Optimizer helps enhance Task Management on Salesforce?

To help enterprises that are actively looking for ways to improve their task management process post-pandemic and transitioning to work-from-anywhere and remote / hybrid working model, Resource Optimizer has developed a simple and powerful, native Salesforce solution – Resource Optimizer™ that can help your business

  • Centralise the different types of tasks within Salesforce (like Case, Work Order, Task, Activity, and other custom objects) into an integrated view
  • Ability to swiftly allocate resources (with resource suggestions) across any type of task irrespective of the source object within Salesforce from a single console
  • Provide resource analytics for better planning and decision making while navigating all the time zone differences and locations

Resource Optimizer™ can become the indispensable task management tool for all your business needs. For more information on our task management solution, you can come this way:


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