Challenge

During a project, division of work and keeping track of all the works as per schedule is a  tedious task, given it is noted in a spreadsheet like we normally do. This results in  unnecessary tasks and a waste of time. Sometimes, there is a track of time, given all the  numbers denoting the time left gets mixed up with the data so that track is lost. And also,  another important task of recognising tasks that are on schedule and that are off schedule  which need more importance to be given is lost.

One such situation is when we, a group of six, undertook a project as per academic  requirements and initially faced issues with keeping track of tasks and delegation of duties.  Later, we came up with a visual solution that helped us a lot.

Selection

Visualisation is one tool that gives an overview of entire process at a glance. This helps in  unloading the data in an intuitive manner so that, we understand the tasks that need to be  concentrated and appreciation can be given to, who is on schedule.

Application

The idea is to form teams of two and create a hierarchy of different tasks. We started with  making a list of broad tasks and separated them in three departments. Each team is given  responsibility of each department and tasks that pertains to it. Then, we divided those  broad tasks into different sub-sections such that every detail of them is covered.

Then, the time division is given for the penultimate set of tasks, so that tasks which are  dependant on different departments can be given the required time to complete its entire  process in a department before entering other. We then made tasks that are independent  to one department and interdependent so that, they can be fitted in schedule without any  waiting time.

To keep a track of time, entire time given, which is about six months is made as a  spreadsheet with least division being each day. Then the time decided for each task is fitted,  starting from the ultimate simplest task we divided in number of days required. This data  ranged from half day to ten days or more.

Then this continued by taking one step up in the already created hierarchy of tasks and  fitting them in weeks and moths as per required. This schedule is separate for each  department so that delegation is achieved.

Then there was use of colour codes to exactly indicate the tasks that need to be completed  first before others take it or tasks that other departments should finish before we start  working. There is also indication for critical tasks and buffer time is provided for such tasks.

Insight

By doing this exercise, we overcame the initial trouble we faced due to translucent nature  of the tasks that are hidden in what appears to be a simple task at first. Later delegation and  making teams helped us to get clear picture of what need to be done. The hierarchical chart

along with a schedule attached to it in colour codes made it easy to track the progress of  each task. Due to clear scheduling, departments had time to help each other in critical tasks.

Approach

Though this method helped us a lot, lack of practice in using this tool left us with only a half- baked visualisation where we still had to refine it again and again.

