5 Project Delegation Mistakes + What You Should Do Instead

April 29, 2024

We all want smooth project management and team delegation, right? But sometimes, despite our best efforts, you end up feeling like there has to be a better way. That’s why we have developed ProperPlan as a solution to your project delegation headaches. 

We all want smooth project management and team delegation, right? But sometimes, despite our best efforts, you end up feeling like there has to be a better way. That’s why we have developed ProperPlan as a solution to your project delegation headaches. 

Here are 5 project delegation mistakes to avoid and what you should do instead for effective, project management:


1. Using Multiple Systems to Share Files + Collaborate on Key Tasks


It can be easy to fall into the trap of using multiple tools when working on a project. 

For example, you or your team may link to Google Docs to review or graphics to approve when you’re emailing back and forth as well as using a project management tool in your business.

By working this way, you have to think about where the graphics/files are saved on top of remembering that you need to approve the graphics.


Try this instead:


Instead, streamline your workflow with ProperPlan. Say goodbye to scattered files and endless email chains. With ProperPlan, collaboration becomes a breeze, allowing you and your team to work together seamlessly on every task.

With ProperPlan, you can attach files to tasks, add links to tasks descriptions and comment feedback on the task as well as assigning a deadline the review needs to take place by.

This way – you and your team can collaborate on one task and you/your team member can come back to the task at any time to check the comments and most importantly – keep on track of your upcoming task deadline!


2. Team Members Not Understanding The Knock On Effect of Missing Deadlines


It can be easy to overestimate how much you can get done in a day! Team members can fall into the trap of saying ‘yes’ to being able to complete an action by X date without fully understanding their upcoming workload. This often leads to pushing back task deadlines.

Missing deadlines has a ripple effect, disrupting the whole project. 

For example, if a copywriter misses their deadline on web page copy, this then impacts the designers workload (losing time from their schedule and putting them under pressure to implement work under tight timeframes).


Try this instead: 


Don’t let missed deadlines throw your project off track. ProperPlan’s features are designed for efficient group task management to ensure you stay on top of deadlines and anticipate any potential roadblocks, keeping your project running smoothly from start to finish.

Inside your dashboard you will see your tasks to only work on that day. You can anticipate blockers on tasks if a team member pushes back on a task or is unwell so you can plan the rest of the workflow effectively.

It’s also important to foster a culture of open conversations in your team. This allows you to communicate challenges early, collaborate on solutions, and create smoother workflows for project success.


3. Business Owners Regularly Saying a Task is ‘Urgent’


If you find yourself regularly saying a task is ‘urgent’, your team is going to end up with a list of high priority tasks. This makes it extremely difficult to prioritise what they should be doing first.


Try this instead: 


No more scrambling to figure out what’s truly important – ProperPlan’s daily task list keeps you focused and on track.

By using ProperPlan to outline your entire project, you can assign deadlines effectively to ensure everyone is on the same page and working on the right tasks at the right time. 

In the case a task needs to be escalated, you can see the tasks due for that day and re-prioritise or re-delegate, keeping you and your project on track. 


4. Team Members Unaware of Key Dates and Information


In a growing business, it’s often fast paced. When all hands are on deck, it is very easy to assume how much your team is briefed on key information and key milestone dates in your current project(s). Not having visibility makes it easy for deadlines to be missed and for incorrect work to be completed.


Try this instead:


With ProperPlan, you and your team will have visibility on:


– deadlines of each task and subtask

– progress you and your team are making on a plan and at a plan stage level

– what everyone is working on and when you/your team need more information you can comment on a task asking for help

– Assign and delegate tasks to specific team members, with deadlines and attachments

By having this visibility on key dates and information, magic happens! Important tasks will stop slipping through the net, communication improves, deadlines are met, meaning projects flow smoothly. 


5. Team Members Not Knowing Their Own and Each Others’ Roles & Responsibilities


Again, it’s really easy to assume that each team member knows the expectations of their role and others on the team are responsible for. When team members aren’t sure about their own roles and what others are responsible for, things can get a bit messy.  Tasks slip through the cracks, team members can end up doubling up on tasks, and you increase misunderstandings in the team.


Try this instead:


ProperPlan enables you to have group project management. 

You can link to a roles and responsibilities sheet and have clarity on your team structure. Team members can see what you and your team members are currently working on or will be working on in the future, this level of transparency helps you to collaborate more effectively, avoid conflicts, and achieve goals with greater efficiency.

We get it, managing the moving pieces of your growing online business can feel like an uphill battle. 

But with ProperPlan, you can kiss those headaches goodbye and say hello to smooth sailing.

From avoiding the chaos of scattered files to keeping deadlines in check and ensuring everyone knows their role, ProperPlan has got your back every step of the way.

So why wait? Join the ProperPlan waitlist now and be among the first to experience the game-changing benefits of efficient project management action tool. 

With only 200 lifetime licenses available, you don’t want to miss out – secure your spot today!

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