The advent of next-generation Quality Management System Software has undoubtedly changed the way businesses used to manage quality. The software has made it simple and straightforward to align business processes with quality objectives.
It is an undeniable fact that cloud based EQMS solutions have helped enterprises raise the levels of productivity and profitability while meeting compliance requirements. Most importantly, the software helps streamline task schedules, so you don’t miss anything important, especially – approvals, audits, equipment calibration, and maintenance.
Task scheduler may seem basic, but it is critical to look for quality management software.
Why Task Scheduler Is Important?
Task Scheduler helps you dedicate your time to the priority tasks and takes you closer to your quality goals. It comes with multiple benefits. A task scheduler allows you to:
1. Build a routine
By sticking to a schedule, you are establishing a routine. The proper structure and discipline help make your work-life become more practical and focused. Those things may not seem necessary. But by committing to the correct routine, you can guard against uncertainty — leading to stress and unhealthy habits.
Moreover, routines can help reduce fatigue and improve your mental and physical health by reducing the amount of time you spend making decisions. There is no guesswork involved.
2. Eliminate Stress from Work life
Stress is one of the most often underestimated killers because it can harm the body and mind in so many ways. Although a schedule won’t eliminate stress, it can ease the burden.
Scheduling your tasks guide you in determining your priorities to spend the right time on the right jobs. Furthermore, it reminds you of any upcoming deadlines. You can then block out enough time to meet them. Moreover, it makes sure that your work does not pile up into a huge obstacle that you cannot conquer.
Stress also spreads rapidly. Feelings like frustration and anger can spread to your colleagues. When not taken care of, this can harm the culture of quality too.
3. Preserve Most Valuable Asset
“The most valuable asset we all have in common is time”. Once it is gone, it is gone forever.
With a consistent schedule, you’ll avoid getting sucked into unproductive activities like social media and spend less time making decisions, planning, and preparing. You’ll even end up with extra time left over for things that you like doing too.
4. Shift Focus to Priorities
Knowing how long something will take will give you a baseline on what your actual time frame is. This knowledge will help you create more efficient time blocks. For instance, if it takes you eight hours to complete an audit activity, you can adjust accordingly.
Especially when you spend too much time on less critical tasks, you may want to start assigning these tasks to others.
5. Attain Goals
If you wish to achieve your goals, you need a realistic schedule and a clearly defined plan. You cannot become an expert from day one.
You can reach your goals with methods like the RPM method instead. For example, you’d write down your goals, chunk your time, and then create RPMs for each specific purpose that includes a plan.
6. Reduce Rework
You are more likely to remember things like extra details or instructions when you’re organized and prepared in advance. If these are overlooked, you’ll have to add them later, and you are likely to become more vulnerable to mistakes.
With tasks rightly scheduled, you will make fewer mistakes. Making errors iwill not only embarrass you, but it could harm your reputation, costing you time and money.
7. Accomplish More
There is no better feeling than self-satisfaction when you know you have accomplished something. Feeling accomplished inspires you to do an even better job. And sticking to your task schedule will always help you achieve more than expected.
8. Define Task Ownership
Whenever you add any task to your calendar, you are committing to action or practice for the future and a substantial amount of money at the same time.
By blocking out a time on your calendar, you have committed to a given goal. During that time, there’s only one team you’re working with.
If you’re managing a team, then you can consider assigning tasks to each individual so that you won’t get confused when working together on a project because everyone knows what their role is.
9. Build a Good Reputation
We all know people like that – constantly striving to meet deadlines, running late, reneging at the last minute, and always missing essential tasks. There could be several reasons, but the top cause is not having their jobs adequately scheduled.
It doesn’t matter what the particular reason is; you should strive not to have a reputation of being undependable or unreliable. Instead, you should have a reputation as someone who is always dependable and trustworthy.
10. Prepare for Future Challenges
Despite your best efforts, the unexpected is still ready to strike without notice. Thankfully, you can address this by making a plan in advance. More importantly, your calendar should be adjustable for problems you don’t see coming.
11. Avoid Distractions
Distractions are inevitable- whether you are at work or home. But you can overcome them. All you need to do is schedule your task and create reminders so you can give more time to prioritize tasks.
For instance, you know social media distracts you more than anything else. You could mute the notifications and focus on the work instead whenever you receive alerts for upcoming tasks.
12. Prevent Rush
Getting everything done quickly can harm quality. In rushing, you speed through your obligations which results in sacrificing quality for quantity.
The scheduling process can make a difference to this. Because you schedule only tasks you realistically have the time and energy to accomplish, everything else is put to the side until you have the availability.
13. Improve Productivity
The repetition can start getting tedious after a while, but you can become more proficient until then. Taking an example of learning a new skill, if you schedule it for 30-minutes to practice every day, you will get better at it as you’re just doing the same thing over and over again.
14. Get Clarity to Achieve Goals Faster
Having a clear schedule gives you clarity and motivates you to prioritize tasks to help you achieve your goals. In other words, it enables you to remember that what you’re doing now is a part of the broader picture.
15. Keep Moving
Are you procrastinating on an important issue? Well, you can build momentum in your life by creating a schedule.
In a previous calendar article, Choncé Maddox suggests taking 20-30 minutes to work on a particular task, staying focused for that duration, and ignoring distractions.
Having reached the 20–30-minute mark, you can expect to be more focused on the project and more likely to continue working on it. Even if not, you’ve probably made progress during this time. Hence, scheduling pushes you closer to the quality objectives.
16. Make Progress Tracking Easier
Once you’ve devised your goals and scheduled the tasks necessary to achieve them, it’s relatively easy to track your progress. You can check your calendar to see what you accomplished, or you can work with others to see where they are in the process.
17. Unlock More Opportunities
It’s essential to act proactively. Working proactively can help prepare you for opportunities. For instance, you can earn a good reputation for handling your priorities well with scheduling.
18. Prevent Task-Time Conflicts
Scheduling is not only about being on time. It is also about avoiding conflicts of completing two or more tasks at a time. Such conflicts may leave you in confusion “which task to complete first?”
19. Get More Time for Yourself
The opposite is true — whenever you keep a schedule, you know what to focus on and when. That means you will accomplish these tasks during the designated times. Then, when you’re not busy, you can let your life flow.
20. Finish Tasks Within Time
It seems complicated to finish what you started at times because of distractions or other essential tasks that arise abruptly.
Making a schedule ensures you always finish the tasks you’ve started. With it, you know exactly when you’re going to focus your energy. You’re focused on only that for the duration of that time, and you won’t move on until this is complete.
21. Keeps Everyone Informed About Priority-Tasks
It is pretty common to experience times when you need to share your schedule with others. For example, a new client may inquire about your availability, and you may need to share your calendar with them to allow them to see your progress.
Sharing your schedule with co-workers so that they know when you’re available and when you’re busy is also a great idea.
22. Gamify Your Schedule
You can gamify your schedule by engaging in the activity in half the time. This way, you might finish the task in one and a half hours instead of two.
23. Track Budget As Well
Having a schedule for specific tasks can help you perform budget tracking even more efficiently.
24. Builds and Protects Boundaries
When you have boundaries in place, establishing and protecting them is a lot easier. And when you have a schedule in place, the process of putting your limits in place becomes much more manageable.
Let’s say a co-worker asks for a meeting to discuss an upcoming project. You can politely decline this request. However, you could share your calendar so that they can pick a time to meet with you.
25. Allocating Time Properly
A schedule for your tasks enables you to allocate your time more efficiently. Whether you should block out time for deep work or meetings or take care of yourself, scheduling lets, you dedicate time to whatever matters most to you.
You can leverage all these benefits to streamline your quality processes, too, with Qualityze EQMS Suite. However, it is just one among many advanced capabilities that this next-generation quality management software brings for you.
If you wish to explore other functionalities as well, you can get in touch with our customer success team on 1-877-207-8616 or write to us at firstname.lastname@example.org, and we will be right there for you.