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<title>How to Create a Powerful Team Mission Statement + Examples</title>
<link>https://www.mindmeister.com/blog/how-to-create-a-powerful-team-mission-statement-examples/</link>
<dc:creator><![CDATA[Gary Parkinson]]></dc:creator>
<pubDate>Tue, 02 Apr 2024 10:23:36 +0000</pubDate>
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<description><![CDATA[Most organizations have documented mission and vision statements – and for good reason. Mission statements, in particular, describe the organization’s purpose through well-defined goals and values. Want to take it a step further? Encourage each department to create a team mission statement […]
The post <a href="https://www.mindmeister.com/blog/how-to-create-a-powerful-team-mission-statement-examples/">How to Create a Powerful Team Mission Statement + Examples</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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<content:encoded><![CDATA[Most organizations have documented mission and vision statements – and for good reason. Mission statements, in particular, describe the organization’s purpose through well-defined goals and values. Want to take it a step further? Encourage each department to create a team mission statement and align everyone around a unified purpose and direction. 
Mission statements require careful, thoughtful consideration. A team mission statement sets the agenda, functioning as a north star, a guiding light directing each team member toward a common goal.
Author and businessman Stephen Covey <a href="https://www.brainyquote.com/quotes/stephen_covey_636510">said it best</a>:
<figure class="blockquote">
<blockquote>A mission statement is not something you write overnight. But fundamentally, your mission statement becomes your constitution, the solid expression of your vision and values.</blockquote><figcaption>Stephen Covey, Author of “The 7 Habits of Highly Effective People.”</figcaption></figure>
Well-constructed mission statements assist teams when:
<ul>
<li style="font-weight: 400;" aria-level="1">Setting agendas</li>
<li style="font-weight: 400;" aria-level="1">Building forecasts</li>
<li style="font-weight: 400;" aria-level="1">Collaborations</li>
<li style="font-weight: 400;" aria-level="1">Project management</li>
<li style="font-weight: 400;" aria-level="1">Reporting</li>
<li style="font-weight: 400;" aria-level="1">Assigning new responsibilities</li>
</ul>
What goes into creating a mission statement? How do you create a team mission statement? And what are some mission statement examples you can use as inspiration? Read on or jump to the most appealing section to find out:
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What is a Mission Statement</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Difference Between Mission, Vision, Goals and Values</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">How a Mission Statement Works</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">Advantages of a Mission Statement</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">What is a Good Vision Statement</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">How to Write a Good Mission Statement</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#7">Mission Statement Examples</a></li>
</ol>
<h2 id="1">What Is a Mission Statement?</h2>
<figure id="attachment_31588" aria-describedby="caption-attachment-31588" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-scaled.jpg"><img fetchpriority="high" decoding="async" class="size-full wp-image-31588" src="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-scaled.jpg" alt="Team united by a shared mission" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/What-Is-a-Mission-Statement-min-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31588" class="wp-caption-text">United by a shared mission!</figcaption></figure>
A corporate mission statement is a brief description that summarizes the purpose of the company’s existence. It alludes to the company’s corporate culture, defining shared goals and values that drive companies to achieve growth.
A team mission statement is very similar. However, unlike the corporate mission statement, a team mission statement <a href="https://www.masterclass.com/articles/team-mission-statement">defines the team’s purpose</a> with more narrowed goals and values.
Your team leader, director, or VP may seek input from each team member to create the team mission statement. Collaborative construction of the team mission statement ensures every team member agrees with the purpose, the shared values, and the general vision the team defines on a path to success.
<h2 id="2">Difference Between Mission, Vision, Goals, and Values.</h2>
<figure id="attachment_31589" aria-describedby="caption-attachment-31589" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31589" src="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-scaled.jpg" alt="Pieces on a board symbolising strategy" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/mission-vision-and-vales-min-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31589" class="wp-caption-text">Fulfilling a mission to achieve the goals and vision.</figcaption></figure>
Your corporate or team mission statement isn’t the only method to instill structure in your organization. There are also vision statements, goals for the organization, and the values each team will embody while conducting business.
These terms are often used interchangeably, but their meanings differ. Make sure that your team defines each of these terms in concise statements. You want to create clarity and consistency across the organization.
<ul>
<li aria-level="1">A mission statement defines the team or company’s purpose. The mission statement is a brief synopsis describing what your team will collectively work to accomplish. Team members may refer to their mission statements if or when they’re uncertain about newly assigned tasks. The mission statement helps team members realign themselves around the team’s core purpose.</li>
<li aria-level="1">A vision statement is an aspirational future a company or team strives to achieve. Unlike a mission statement, which embodies how teams conduct themselves, the vision statement describes an idyllic outcome. Vision statements should tap into shared emotional desires among team members. If everything proceeds perfectly, your vision statement could become a reality.</li>
<li aria-level="1">Goals are long-term outcomes your team aspires to achieve. Unlike mission or vision statements, goals describe very tangible desires. Common examples are profitability, brand awareness, exceptional customer service, employee satisfaction, or market share. Defining your team goals creates alignment around shared desires that you can use as milestones to flourish.</li>
<li aria-level="1">Values are <a href="https://blog.hubspot.com/marketing/company-values">a series of shared guiding principles</a> or fundamental beliefs. Shared values help each team member complete their work ethically and responsibly to achieve team goals. Examples include integrity, accountability, perseverance, compassion, and discipline. Values help define corporate culture, assisting hiring managers with talent recruitment and allowing managers to promote team members who best embody the shared cultural values.</li>
</ul>
<h2 id="3">How a Mission Statement Works.</h2>
<figure id="attachment_31590" aria-describedby="caption-attachment-31590" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-scaled.jpg"><img decoding="async" class="wp-image-31590 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-scaled.jpg" alt="Team working together on a mission statement." width="2560" height="1829" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-712x509.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-1024x732.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-768x549.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-1536x1097.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-2048x1463.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/How-a-mission-statement-works-min-min-796x569.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31590" class="wp-caption-text">Your mission statement helps define your organizational structure.</figcaption></figure>
The purpose of a mission statement is to create focus and structure within a team. Mission statement examples encompass the corporate vision, goals, and values. Team members refer back to the mission statements for clarity as they work to improve productivity or efficiency.
The mission statement applies to all corporate stakeholders regardless of their titles or roles. Therefore, think of the mission statement as a rule book to which all members of the organization are accountable, such as:
<ul>
<li style="font-weight: 400;" aria-level="1">Employees</li>
<li style="font-weight: 400;" aria-level="1">Managers/Directors</li>
<li style="font-weight: 400;" aria-level="1">C-suite executives</li>
<li style="font-weight: 400;" aria-level="1">Shareholders</li>
<li style="font-weight: 400;" aria-level="1">Suppliers</li>
<li style="font-weight: 400;" aria-level="1">Distributors</li>
<li style="font-weight: 400;" aria-level="1">And even customers</li>
</ul>
The mission statement defines what the team does, how the work gets done and, most importantly, why. This is key to creating an organizational structure. Structure and organization allow teams to <a href="https://www.meistertask.com/blog/turning-plans-into-action-5-steps-to-successful-strategy-implementation/">execute tasks with precision and efficiency</a> in pursuit of shared goals.
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Project management and documentation help you communicate clear, structured, and accessible tasks to all team members. Transparent guidelines enable every team member to effectively and efficiently contribute to the team’s pursuit of the shared mission, vision, goals, and values.
<div class="pro-tip">You can use project and task management tools to create working processes that make collaborative teamwork a success. Learn more about <a href="https://www.meistertask.com/blog/why-good-stakeholder-collaboration-matters-and-how-to-get-it-right/">how to get collaborative teamwork right</a> so that you can achieve the goals of your mission.</div>
<h2 id="4">Advantages of a Mission Statement.</h2>
<figure id="attachment_31591" aria-describedby="caption-attachment-31591" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31591" src="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-scaled.jpg" alt="Team working on mission statement at desk" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Advantages-of-a-mission-statement-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31591" class="wp-caption-text">From hiring to team alignment – your mission statement matters.</figcaption></figure>
A team mission statement benefits organizations in several ways. Here are some of the most prominent advantages of a mission statement.
<ul>
<li aria-level="1">Hiring managers hire the best talent whose values align with those of the team. A clearly defined mission statement articulates the desired values in new recruits. As a result, the best hires get made, improving team productivity while reducing turnover rates.</li>
<li aria-level="1">All team members align around one shared direction. Mission statements provide a documented summary of the team’s purpose. A collective goal creates alignment as each team member agrees to work together.</li>
<li aria-level="1">Team members refer to mission statements to realign themselves. Sometimes, stress causes team members to lose focus or question their roles. During these times of crisis, team members can refer back to the mission statement and realign themselves with the shared team mission and values.</li>
<li aria-level="1">Mission statements set performance standards for all team members. As organizations work to achieve their goals, all team members must perform at a certain level of excellence. Mission statements help every team member understand what’s expected of them so they can excel in their role.</li>
</ul>
<h2 id="5">What Is a Good Vision Statement?</h2>
<figure id="attachment_31592" aria-describedby="caption-attachment-31592" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31592" src="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-scaled.jpg" alt="Tiles reading "share your vision"" width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/vision-statement-min-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31592" class="wp-caption-text">Identify a vision that excites you!</figcaption></figure>
Creating a viable team mission statement requires alignment with the company vision statement. Whereas a mission statement is more detailed, reflecting the shared goals and values of the organization, a vision statement is more concise.
<div class="pro-tip">Mind mapping exercises help jumpstart and organize creative thinking. Use <a href="https://accounts.meister.co/payments/mm/pricing">MindMeister</a> to build a collaborative vision statement workflow and <a href="https://accounts.meister.co/payments/mt/en/pricing">document your efforts with MeisterTask</a>.</div>
Begin by listing out several ideas of what your organization wants to achieve. Trim down those concepts into one or two key objectives that best represent your organizational desire to make a difference. Keep your vision statement <a href="https://www.shopify.com/ca/blog/vision-statement">clear and easy to understand</a> so that everyone on the team knows how best to fulfill their purpose.
<figure id="attachment_31597" aria-describedby="caption-attachment-31597" style="width: 1344px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Vision-and-mission.png"><img decoding="async" class="size-full wp-image-31597" src="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Vision-and-mission.png" alt="MeisterTask Vision and Mission note template." width="1344" height="1530" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Vision-and-mission.png 1344w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Vision-and-mission-469x534.png 469w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Vision-and-mission-900x1024.png 900w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Vision-and-mission-768x874.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/Vision-and-mission-524x597.png 524w" sizes="(max-width: 1344px) 100vw, 1344px" /></a><figcaption id="caption-attachment-31597" class="wp-caption-text">Try the Vision and Mission note template in MeisterTask.</figcaption></figure>
<div class="pro-tip">Document your mission and vision with MeisterTask’s Vision and Mission Note Template. All you need to do is fill in the template and invite team members to make their contributions. It’s easy to share, structure, and finalize!</div>
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</div>
<h2 id="6">How To Write a Good Mission Statement</h2>
<figure id="attachment_31593" aria-describedby="caption-attachment-31593" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31593" src="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-scaled.jpg" alt="mission statement planning " width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/how-to-write-a-good-mission-statement-min-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31593" class="wp-caption-text">Keep your mission statement clear, focused and connected.</figcaption></figure>
Every company and every team is unique. There’s no single cookie-cutter way to craft a mission statement in a diverse global landscape.
However, a handful of underlying principles help answer how to create a mission statement. Follow these five concepts to help write an effective mission statement for your team.
<ul>
<li aria-level="1">Provide clarity on your team’s purpose. Internal and external stakeholders must understand what your team does before they can trust you will provide real value. Your mission statement should explain to people outside your team the value of your service or contributions.</li>
<li aria-level="1">Describe your shared team values. Values represent your promise to uphold a certain standard of care while delivering your service. People who connect with your values form an emotional bond with your team, brand, or services. Your mission statement should allude to your team values so that those emotional bonds can develop.</li>
<li aria-level="1">Connect your team’s purpose to your core values. People won’t form those emotional bonds without help. You must show how your services will improve their livelihoods and fulfill those expectations. As a result, your mission statement must explain how you’ll realize your purpose while staying true to your values.</li>
<li aria-level="1">Make it clear who you’re servicing and why. Mission statements should be clear, concise, and transparent. You need to convey in a few short sentences what you’re offering to do, who your service will benefit, and why it ultimately matters. Follow that structure while writing your mission statement to be as clear and concise as possible.</li>
<li aria-level="1">Keep your mission statement free of fluff. Remember that your mission statement summarizes your team’s purpose. Keep hyperbolic language out of the mission statement so that it professionally summarizes your purpose.</li>
</ul>
<div class="pro-tip">Improve your mission statement creative process with task and project management software. Add <a href="https://accounts.meister.co/sign_up?_sp=d15a4f3d-a981-42f0-b748-b5b328a0b6fe.1708368430644&locale=en&product=mindmeister&r=140672&return_to=https%3A%2F%2Fwww.mindmeister.com">MeisterTask</a> to your mission statement workflow today.</div>
<h2 id="7">15 of the Best Mission Statement Examples.</h2>
<figure id="attachment_31594" aria-describedby="caption-attachment-31594" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-scaled.jpg"><img decoding="async" class="size-full wp-image-31594" src="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-scaled.jpg" alt="Lightbulb symbolising a bright idea." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2025/03/jack-carter-tMGMINwFOtI-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31594" class="wp-caption-text">Find inspiration for your own mission statement.</figcaption></figure>
Now that you understand the purpose of a mission statement and how to distinguish a mission from a vision, goals, and values. It’s time to create your team’s mission statement.
What are some mission statement examples to use as inspiration? These are 15 of the most prominent mission statements from leading global brands to help you get started.
<h3>1. Life is Good: To Spread the Power of Optimism</h3>
There are thousands of t-shirt companies, but Life is Good has distinguished its products with a compelling mission statement. Their mission is to help people feel more optimistic whenever they read one of their t-shirt’s funny or uplifting slogans.
Examples of their t-shirt slogans include “Seas the Day” or “Forecast: Mostly Sunny.” You can’t help but smile and feel more positive when you see one of their uplifting shirts.
<h3>2. Patagonia: Use Business to Protect Nature</h3>
Patagonia’s mission is to give back to the environment. Their founders believe in creating environmentally sustainable products that can last a lifetime and be recycled. It reduces ecological footprints by conserving the planet’s limited resources.
Patagonia believes so passionately in their values that it donates a percentage of its sales to global environmental causes. If your team is passionate about giving back, use Patagonia as an example to create a mission statement that makes a difference.
<h3>3. American Express: Become Essential to Our Customers</h3>
American Express prides itself on its customer service. Therefore, promoting their service as essential for their customers is an excellent mission statement.
The mission statement extends to the values of teamwork and celebrating employee excellence. Empowering employees to feel good about their contributions directly feeds into the quality of service delivered to customers.
<h3>4. Warby Parker: Impact the World with Vision, Purpose, and Style</h3>
Some mission statements use precise language to communicate their values. Warby Parker is a perfect example of a brand that conveys its vision and goals as a business.
The more detailed parts of their mission statement allude to their innovative business model. If your team’s goal centers around innovation, Warby Parker shows how to craft an innovative mission statement.
<h3>5. Honest Tea: Promote Great-Tasting, Healthy, Organic Beverages</h3>
Health-conscious brands are very upfront about the quality of their products and the purity of their ingredients. The name Honest Tea summarizes the company, and its mission statement reinforces a commitment to provide healthy organic products that taste amazing.
Modern consumers seek out brands that prioritize organic natural ingredients over artificially enhanced products. If your team delivers a similar type of service, use Honest Tea’s mission statement as a template to transcribe your purpose.
<h3>6. IKEA: To Offer Functional, Low-Cost Furnishing Products</h3>
IKEA’s leaders dream big, and that dream is to make fashionable home furnishing products that are affordable for everyday consumers. It’s hard to find fault in a mission statement that places the needs of its customers above anything else.
IKEA includes the phrase “as many people as possible” in their mission statement. A simple statement makes all the difference by conveying that they are a global brand that wants to help everyone it can reach.
<h3>7. Nordstrom: Offering Customers The Very Best</h3>
Nordstrom aspires to create the best customer shopping experience possible. Their mission statement alludes to the quality, value, and selection of their products, but it’s the commitment to their customers that shines through all their positioning strategies.
Exceptional customer service is what any Nordstrom shopper can expect upon walking into one of their stores. The company prides itself on hiring customer-first associates who are always happy to lend a helping hand.
<h3>8. Cradles to Crayons: Providing Children With Essential Items</h3>
Cradles to Crayons helps children from impoverished backgrounds acquire resources so they can thrive. Their more detailed mission statement includes the terms “provides,” “low-income,” “with essential items,” “to thrive,” “at home, at school, or play.”
It’s apparent who Cradles to Crayons services, why they provide their support, and how it ultimately helps children in need. It’s a prime example of “the rule of 3,” showcasing why families should turn to their organization when in need.
<h3>9. JetBlue: To Inspire Humanity — In the Air and On the Ground</h3>
An airline helps people soar the skies and travel to exotic destinations. Therefore, a mission statement that celebrates inspiring journeys helps JetBlue form a special connection with its customers.
JetBlue lives up to its mission through colorful marketing campaigns and partnerships with charitable organizations. Their mission is to serve as an inspiration for humanity, and the fulfillment of that purpose strongly resonates with global travelers.
<h3>10. Workday: Our Core Values Drive Everything We Do</h3>
Sometimes, a mission statement is very transparent in promoting corporate values. Workday is a prime example of this approach, and its mission statement lists all the cultural values it embodies as a business.
Their values include employee recognition, customer service, innovation, integrity, fun, and profitability. When people see the Workday brand, they immediately know what to expect.
<h3>11. Tesla: Accelerating The World’s Transition to Sustainable Energy</h3>
Electric cars are an innovative solution to greenhouse gas emission challenges. Tesla is at the forefront of this shift to more sustainable vehicles, and their mission statement reflects its leadership in this transition.
Including the phrase “sustainable energy” in their mission statement describes how their mission goes above and beyond the automotive industry. Tesla strives to make sustainable energy products more appealing and more accessible.
<h3>12. Invisible Children: Local Peacekeeping, End Violent Conflict</h3>
Some mission statements spell out their end goal so that there’s no mistaking the organization’s purpose. Invisible Children makes it clear that they strive to end the conflict in central Africa that disrupts the lives of millions of innocent children.
They may be a non-profit, but Invisible Children’s mission goes above and beyond the need for corporate profitability. They collaborate with peacekeepers who want to help families live free and fulfilling lives. There’s no greater mission than one that seeks to help others in need.
<h3>13. TED: Spread Ideas, Foster Community, Create Impact</h3>
TED stands for “Technology Education and Design.” Using the simple acronym, TED uses its platform to educate audiences and help people live more enriching lives.
Knowledge is one of the most valuable commodities, and TED aspires to share knowledge with as many people as possible. Their mission revolves around the idea of spreading knowledge and empowering communities so that positive impacts are achievable.
<h3>14. Microsoft: Empower Every Person to Achieve More</h3>
Microsoft has been one of the most globally recognized brands for generations. It creates products that individuals and organizations use for creative or business purposes.
People have used Microsoft products to achieve desired results for years. Therefore, their mission statement celebrates the achievement of those results.
<h3>15. Disney: Entertain and Inspire Through Unparalleled Storytelling</h3>
Disney is one of the most celebrated entertainment companies on the planet. Their mission is to deliver exceptional entertainment experiences through the power of remarkable storytelling.
When people think of the Disney brand, they think of entertainment, education, and excitement. People feel inspired by the power of Disney, and it’s no secret that the corporate mission statement represents their desire to deliver just that.
<h2>FAQs</h2>
<h3>How Long Should a Mission Statement Be?</h3>
A good mission statement is clear and concise. It can be as short as a single sentence or as long as a paragraph. Generally speaking, your mission statement should range between one to three sentences.
<h3>What Are the 3 Parts of a Mission Statement?</h3>
A mission statement should communicate what your team does, what values you represent, and how you will work to achieve them. Your mission statement should convey to internal or external stakeholders what they can expect from your team. Clear expectations allow stakeholders to evaluate how you fulfill your mission so they can form emotional bonds with your business.
<h3>How Do You Write a Powerful Mission Statement?</h3>
Impactful mission statements express the business value, an aspirational vision, a plausible mission fulfillment plan, and specific milestones for success. Powerful mission statements provide crystal clear clarity about what to expect from your team’s performance.
The post <a href="https://www.mindmeister.com/blog/how-to-create-a-powerful-team-mission-statement-examples/">How to Create a Powerful Team Mission Statement + Examples</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>The Top 7 Team Management Skills That Make Teams Successful</title>
<link>https://www.mindmeister.com/blog/team-management-skills/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Tue, 12 Mar 2024 06:03:39 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[team management]]></category>
<category><![CDATA[team management skills]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31529</guid>
<description><![CDATA[Modern working environments increasingly rely on dynamism, flexibility and teamwork to achieve success. To tap into each of those qualities, good team management skills are critical. These soft skills help you keep projects on track, and empower each team member to play […]
The post <a href="https://www.mindmeister.com/blog/team-management-skills/">The Top 7 Team Management Skills That Make Teams Successful</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Modern working environments increasingly rely on dynamism, flexibility and teamwork to achieve success. To tap into each of those qualities, good team management skills are critical. These soft skills help you keep projects on track, and empower each team member to play to their unique strengths. In this article, we explain the most important team management skills and give you tips on how you can improve these skills in your day-to-day work.
According to <a href="https://www.zippia.com/advice/company-culture-statistics/">a study by Zippia Research</a>, 88% of employees believe a strong company culture is key to business success – and effective teamwork is crucial to company culture. Here’s how to build an effective and enthusiastic team culture:
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What is team management?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Why are great team management skills so important to success?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">What are team management skills?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">7 important teamwork management skills – and how to optimize them.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How MeisterTask helps you to improve your team management skills.</a></li>
</ul>
<h2 id="1">What Is Team Management?</h2>
<figure id="attachment_31534" aria-describedby="caption-attachment-31534" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31534" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-scaled.jpg" alt="" width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/chris-montgomery-smgTvepind4-unsplash-min-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31534" class="wp-caption-text">Team management skills help you organize your team.</figcaption></figure>
Team management is a conscious, active and goal-oriented collaborative approach to complete a task or project.
Efficient team management means that, as a manager, you support your team members. Your job is to motivate them with effective communication that guides each team member to achieve a common goal.
Effective team managers help their teammates make the best possible use of their skills so that they can develop into more effective and professional teammates over their careers.
<div class="pro-tip">Read <a href="https://www.meistertask.com/blog/6-simple-tips-effective-team-management/">6 tips for effective team management here</a>.</div>
<h2 id="2">Why are Great Team Management Skills So Important to Success?</h2>
<figure id="attachment_31535" aria-describedby="caption-attachment-31535" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31535" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-scaled.jpg" alt="" width="2560" height="1274" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-712x354.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-1024x510.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-768x382.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-1536x764.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-2048x1019.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/oliver-buchmann-oOUPXGcItas-unsplash-min-796x396.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31535" class="wp-caption-text">Good team management skills help you lead your team.</figcaption></figure>
Team management plays a central role in the working environment for various reasons. Among other things, it ensures that both managers and team members work to achieve clearly defined common goals.
Good team management skills empower teams to:
<ul>
<li style="font-weight: 400;" aria-level="1">Conduct transparent communication between managers and employees.</li>
<li style="font-weight: 400;" aria-level="1">Solve problems faster and implement solutions.</li>
<li style="font-weight: 400;" aria-level="1">Define the roles and expectations of all team members to maximize productivity.</li>
<li style="font-weight: 400;" aria-level="1">Inspire team morale and motivation to achieve the desired results.</li>
<li style="font-weight: 400;" aria-level="1">Increase productivity in a natural, organic way.</li>
</ul>
Good team management skills lead to more successful teams and positive working environments. Subsequently, you’ll significantly boost your success as a team manager.
<div class="pro-tip">Effective team management leads to better teamwork. Read on to get the benefits of <a href="https://www.meistertask.com/pages/business-collaboration/">better business collaboration</a>.</div>
<h2 id="3">What Are Team Management Skills?</h2>
<figure id="attachment_31536" aria-describedby="caption-attachment-31536" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31536" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/aceofnet-KHVM9_KvAPw-unsplash-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31536" class="wp-caption-text">Team management skills are aces up your sleeve.</figcaption></figure>
The purpose of having effective team management skills is to make it easier to effectively lead your team.
As a team leader, you must set the overarching team goals, delegate tasks to team members, and promote effective team communication. You must also adopt an empathetic approach to problem-solving and conflict resolution within the team.
Mastering these skills increases the odds of success. Your teammates will feel more comfortable and more satisfied with their work, which boosts productivity and team morale.
<div class="pro-tip">While Kurt Lewin’s recommended four classic leadership styles used to be widespread, modern team leadership has become more transformational. <a href="https://www.transformationale-fuehrung.com/Transformationale-Fuehrung-Definition.html">You can test your transformational leadership skills here</a>.</div>
Read on to explore 7 of the most important team management skills:
<h2 id="4">7 Important Team Management Skills and How To Optimize for Them.</h2>
<figure id="attachment_31537" aria-describedby="caption-attachment-31537" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31537" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/lyle-hastie-k0k40Q4F6w8-unsplash-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31537" class="wp-caption-text">Embrace the colorful strengths of your team.</figcaption></figure>
So what are the tools managers need to enable teams to develop their full potential? And what skills make you successful as a team manager? 
Here are 7 team management skills that will help you move your team forward:
<h3>Team Management Skill #1: Communicate Transparently</h3>
<figure id="attachment_31538" aria-describedby="caption-attachment-31538" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31538" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-scaled.jpg" alt="" width="2560" height="2048" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-668x534.jpg 668w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-1024x819.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-768x614.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-1536x1229.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-2048x1638.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/clay-banks-N3SsG7xR-Dg-unsplash-min-746x597.jpg 746w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31538" class="wp-caption-text">Open communication promotes trust and teamwork.</figcaption></figure>
87% of employees surveyed by Slack in <a href="https://slack.com/blog/transformation/trust-tools-and-teamwork-what-workers-want">the Future of Work 2018 study</a> said they hope their next job is transparent. Communication and employee feedback are essential aspects of transparent workplaces. According to <a href="http://www.globoforce.com/resources/research-reports/mood-tracker-spring-2012-the-growing-influence-of-employee-recognition/">a study by Globoforce</a>, 55% of surveyed employees said they would leave their jobs for another company that openly recognizes employee efforts and contributions.
For transparent communication and a “good atmosphere” in the team, you must communicate goals, expectations and feedback with your teammates. You should also discuss the overarching team goals with your team members.
With transparent communication, you create an atmosphere that helps every team member feel valued and included.
By acting in a comprehensible and understandable way, you also promote a culture of trust in which everyone involved can give constructive feedback and make decisions that are in the best interests of the project.
<div class="pro-tip">Use regular meetings and tools such as MeisterTask to make goals and progress visible to the entire team. This ensures that every team member is on the same page. Not only do you promote transparency in communication with your employees, you also encourage accountability within your team.</div>
<figure class="blockquote">
<blockquote>Using MeisterTask creates transparency in projects. This effectively saves time, because we need fewer meetings and can often do without minutes altogether. Thanks to MeisterTask, we work more effectively and communicate in a more targeted way.</blockquote><figcaption>Katja Esch, IT Project Manager at LBBW</figcaption></figure>
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<h3>Team Management Skill #2: Promote Collaboration</h3>
<figure id="attachment_31539" aria-describedby="caption-attachment-31539" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31539" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-scaled.jpg" alt="" width="2560" height="1475" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-712x410.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-1024x590.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-768x443.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-1536x885.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-2048x1180.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/jannes-glas-0NaQQsLWLkA-unsplash-min-796x459.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31539" class="wp-caption-text">Teamwork makes it easier for you to stay on the ball.</figcaption></figure>
Teamwork is about more than just working together on projects. It’s about creating an environment where different opinions are valued and appreciated.
In well-functioning teams, every voice is heard without the person having to fear criticism or rejection.
The good thing is: In an open and transparent working environment, you are more likely to find innovative solutions with your team. Simply encourage all teammates to exchange ideas and solve problems together. This will lead to more effective results.
Celebrate successes as a joint achievement to strengthen the sense of unity. Use tools and methods that promote collaborative work, such as brainstorming sessions or project management software to further empower team productivity.
<figure class="blockquote">
<blockquote>We brainstorm together in MindMeister and then export our ideas directly to MeisterTask, where we can work on them immediately. It’s a really great workflow.</blockquote><figcaption>Axel Fischer, Fischer Accumulator Technology</figcaption></figure>
<div class="pro-tip">Read the <a href="https://www.meistertask.com/blog/fischer-switching-from-trello-to-meistertask-success-story/">success story of technology development company FiSCHER</a>, and find out how the company improved its productivity and teamwork with MeisterTask.</div>
<h3>Team Management Skill #3: Be a Role Model</h3>
<figure id="attachment_31540" aria-describedby="caption-attachment-31540" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31540" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/herbert-goetsch-EC7bv_A8JU0-unsplash-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31540" class="wp-caption-text">As a manager, you act as a role model and inspire your team.</figcaption></figure>
According to <a href="https://www.new-work.se/de/newsroom/pressemitteilungen/2022-xing-studie-jeder-vierte-kuendigt-job-ohne-neue-stelle-in-aussicht%20zu%20haben">a New Work study conducted by Xing in 2021</a>, 59% of respondents believe that the best employers demonstrate good leadership behavior. According to <a href="https://www.gallup.com/services/182216/state-american-manager-report.aspx">the Gallup Report 2021</a>, up to 70% of the reasons for employee dissatisfaction are directly related to their manager.
As a manager, you are, by definition, a role model. Your behavior, attitude and commitment influence the behavior, attitude and commitment of your team. You set the standard that your teammates emulate with their own attitudes and behaviors.
Show your team members that what you say and what you do are in alignment. Once you set an expectation, demonstrate how important those standards are through constructive actions. This will make your colleagues recognize you are an authentic individual worthy of team leadership.
Many small gestures in particular – such as always keeping promises and regularly showing gratitude – will strengthen team cohesion.
<div class="pro-tip">Regularly reflect on your own behavior and ask yourself whether you are exemplifying the values you expect from your team. </div>
<h3>Team Management Skill #4: Be Open To Change</h3>
<figure id="attachment_31541" aria-describedby="caption-attachment-31541" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31541" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-scaled.jpg" alt="" width="2560" height="1705" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-1024x682.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-768x511.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-1536x1023.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-2048x1364.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/priscilla-gyamfi-xVRIFWOBK3U-unsplash-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31541" class="wp-caption-text">You can change things for the better by working as a team.</figcaption></figure>
Having the ability to adapt and change is a core team leadership skill. It’s also an essential quality in today’s fast-paced working world.
Promote a team culture in which change is seen as part of growth. Leaders who resist change prevent the team from finding innovative solutions. It is interesting to note that middle managers in particular tend to be poor at dealing with change. Yet it is precisely these managers who lead employees directly and bring change to the organization.
You can use tools such as MeisterTask and MindMeister to help you, which provide insights and information to help you implement change more easily. <a href="https://www.capgemini.com/insights/research-library/change-management-study-2023/">According to Capgemini’s 2023 Change Management Study</a>, managers who use data-driven approaches to implement change strengthen employees’ trust in the organization. As a result, the likelihood that changes will successfully improve results increases by 23%.
Be open to feedback and new ideas from team members in order to explore innovative paths together.
<div class="pro-tip">Use tools such as <a href="http://www.meistertask.com/">MeisterTask</a> and <a href="https://www.mindmeister.com/">MindMeister</a> to brainstorm with your team and incorporate new ideas directly into the project for everyone to see.</div>
<h3>Team Management Skill #5: Motivate and Support</h3>
<figure id="attachment_31542" aria-describedby="caption-attachment-31542" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31542" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/prateek-katyal-6jYnKXVxOjc-unsplash-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31542" class="wp-caption-text">Motivate your team – it will bear fruit.</figcaption></figure>
<a href="https://www.ey.com/en_ca/workforce/work-reimagined-survey">According to a 2023 study</a>, over one third of employees are willing to change jobs in the next twelve months. One of the reasons: companies that lack people-centric leadership models and the negative effect this has on culture and productivity. Mass resignations and high turnover rates amount to billions in new talent acquisition costs.
As a team leader, it’s your responsibility to prevent these concerns and improve employee satisfaction rates. Simple communication and recognition goes a long way towards helping employees feel heard and motivated, contributing to a net positive effect on productivity.
Recognizing the performance of individual employees has a particularly motivating effect. Praise your employees for good results in a prompt and personal manner so that they feel appreciated.
You can also motivate and encourage your team members by focusing on common goals. Don’t just align the goals with the company goals — link them to personal development and career mapping plans for each employee.
You can also use a mentoring system to promote personal development and strengthen employee loyalty. With mentoring, provide new or inexperienced employees with an experienced team member who supports them with knowledge and experience. Personalized coaching and mentorship helps employees feel safer, which empowers them to feel confident in their decision-making abilities.
<div class="pro-tip">Hold regular one-on-one meetings to understand the personal and professional goals of your team members. MeisterTask can support you in this by documenting these discussions in the notes function, for example.</div>
<h3>Team Management Skill #6: Resolve Conflicts Effectively</h3>
<figure id="attachment_31543" aria-describedby="caption-attachment-31543" style="width: 2000px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/photo-1613491291185-eab390ed50eb.jpeg"><img decoding="async" class="size-full wp-image-31543" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/photo-1613491291185-eab390ed50eb.jpeg" alt="" width="2000" height="1500" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/photo-1613491291185-eab390ed50eb.jpeg 2000w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/photo-1613491291185-eab390ed50eb-712x534.jpeg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/photo-1613491291185-eab390ed50eb-1024x768.jpeg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/photo-1613491291185-eab390ed50eb-768x576.jpeg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/photo-1613491291185-eab390ed50eb-1536x1152.jpeg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/photo-1613491291185-eab390ed50eb-796x597.jpeg 796w" sizes="(max-width: 2000px) 100vw, 2000px" /></a><figcaption id="caption-attachment-31543" class="wp-caption-text">Use your intuition to resolve team conflicts well.</figcaption></figure>
The ability to manage and resolve conflict effectively is crucial for any team.
Conflict is inevitable in any group from time to time…but how you handle it can make the important difference between strengthened collaboration or long-term tension.
As an empathetic and good team manager, you will recognize conflicts early on, understand the underlying causes and work with the parties involved to find fair and sustainable solutions. 
Therefore, promote a culture of open communication where team members are encouraged to raise concerns and problems without fear of retribution. 
<div class="pro-tip"><a href="https://www.graygroupintl.com/blog/peaceful-conflict-resolution">Use active listening</a> and empathic communication techniques to understand the different perspectives in your team.</div>
<h3>Team Management Skill #7: Make Proactive Decisions</h3>
<figure id="attachment_31544" aria-describedby="caption-attachment-31544" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31544" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-scaled.jpg" alt="" width="2560" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/belinda-fewings-foWXTrjbirk-unsplash-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31544" class="wp-caption-text">Sometimes it’s not easy to make decisions. Do it anyway.</figcaption></figure>
As a top team manager, you are in a position to make clear and timely decisions – especially in situations that require quick action. Otherwise, you could unsettle your team and lose authority.
Evaluate all information and consider the potential impact of a decision on your team and your project goals.
Involve your team in the decision-making process – for example, by collecting the pros and cons in <a href="https://www.meistertask.com/pages/documentation/">MeisterTask</a> and making a joint decision. This will encourage commitment and acceptance of the decision within the team. 
Also, use data and feedback to support and improve your decisions. Be ready to adjust your decisions as new information becomes available.
<div class="pro-tip">Find out why you should <a href="https://www.meistertask.com/blog/7-reasons-you-should-involve-your-team-in-decision-making/">choose team decision-making</a> as your default solution. </div>
<h2 id="5">How MeisterTask Helps You Improve Your Team Management Skills</h2>
Of course, you can attend business coaching sessions or courses to improve your team management skills. However, there are cheaper – and much easier – ways.
The modern and proactive way to improve your team management skills is to use tools like MeisterTask.
<h3>MeisterTask: The Tool for Effective Team Management</h3>
<iframe title="Team Management" width="628" height="353" src="https://www.youtube.com/embed/exy5_RDsEOs?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
MeisterTask is an intuitive task management tool that helps you develop your team management skills with many practical features:
<ul>
<li style="font-weight: 400;" aria-level="1">Task management: You can assign tasks, set deadlines, and track progress, making it easier to organize and prioritize work.</li>
<li style="font-weight: 400;" aria-level="1">Collaboration: The tool supports team collaboration through shared workspaces where team members can access and discuss files and documents.</li>
<li style="font-weight: 400;" aria-level="1">Custom workflows: Teams can create their own processes and workflows. You can adapt the workflows to your specific way of working.</li>
<li style="font-weight: 400;" aria-level="1">Real-time communication: Your team can communicate and share information in real-time, reducing the need for external communication tools. </li>
<li style="font-weight: 400;" aria-level="1">Mobile access: Team members can access projects from anywhere, promoting flexibility and productivity.</li>
<li style="font-weight: 400;" aria-level="1">Reporting and analysis: Insight into project progress and team performance supports decision-making and promotes team cohesion.</li>
</ul>
<h4>Best Practice: Ritter Sport</h4>
<figure id="attachment_31545" aria-describedby="caption-attachment-31545" style="width: 2024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/RS.png"><img decoding="async" class="wp-image-31545 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/RS.png" alt="" width="2024" height="1304" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/RS.png 2024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/RS-712x459.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/RS-1024x660.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/RS-768x495.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/RS-1536x990.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/RS-796x513.png 796w" sizes="(max-width: 2024px) 100vw, 2024px" /></a><figcaption id="caption-attachment-31545" class="wp-caption-text">Sweet success: Ritter Sport’s teamwork is as smooth as their chocolate.</figcaption></figure>
Ritter Sport has implemented digital transformation with the help of MeisterTask and specifically improved the team management skills of its managers.<a href="https://www.meistertask.com/blog/ritter-sport-digital-transformation-with-meistertask-success-story/"> Read the Ritter Sport success story</a> to find out exactly how they did it.
<div class="pro-tip">Read <a href="https://www.meistertask.com/pages/communication-teamwork/">how MeisterTask improves communication for more effective teamwork.</a></div>
<h2>Set the Tone for Your Team — With Better Team Management Skills!</h2>
<figure id="attachment_31546" aria-describedby="caption-attachment-31546" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-scaled.jpg"><img decoding="async" class="wp-image-31546 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/03/mathias-jensen-5x4U6InVXpc-unsplash-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31546" class="wp-caption-text">Build on your team management skills – and take your team to the mountain top!</figcaption></figure>
Improving your team management skills is a process. It takes time and commitment to be successful.
However, you can also take the shortcut via task management tools like MeisterTask. Stay connected and aligned through transparent communication, and see how this openness increases motivation and accountability.
The right tool will promote your personal development as a manager, but it also has far-reaching positive effects on your team and the entire company.
In combination with a solid strategy, it will strengthen your ability to lead, as well as inspire and motivate team members. As a result, you will increase productivity and team cohesion – and create a better working atmosphere overall.
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<h2>FAQs</h2>
<h3>Why Are Team Management Skills So Important?</h3>
Team management skills help you effectively and efficiently motivate your team. By doing so, you’ll increase productivity, minimize conflict and create a positive working environment. Team management skills also improve communication and collaboration within the team, which is crucial to the success of any project.
<h3>How Can I Improve My Team Management Skills?</h3>
To improve your team management skills, you should assess your current competencies and identify areas where you can develop further.
Set clear goals for your personal development and use resources such as online courses, or workshops to further enrich your abilities as a leader.
Practical experience is also essential. Seek out opportunities to take on leadership roles and apply your skills in real-life situations.
Feedback from colleagues and mentors will give you valuable insights on how you can improve and become a more capable and effective team leader.
<h3>Is There a Method or Technique that is Particularly Effective for Team Management?</h3>
A proven method in team management is SMART goal setting. SMART stands for Specific, Measurable, Acceptable, Realistic and Time-bound. This method helps to define clear and achievable goals that are understood and accepted by all team members. In addition, the regular use of feedback loops to evaluate performance and identify areas for improvement is an effective technique to continuously improve team performance.
<h3>How Can MeisterTask Help Improve Team Management Skills?</h3>
<a href="https://www.meistertask.com/">MeisterTask</a> supports the improvement of team management skills in many ways.
The tool promotes transparency through clear task distribution and progress indicators, improves collaboration through simple communication channels and helps to set an example through its intuitive features.
MeisterTask’s flexibility and adaptability make it a valuable tool for teams that are open to change and improvement.
The post <a href="https://www.mindmeister.com/blog/team-management-skills/">The Top 7 Team Management Skills That Make Teams Successful</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>Efficiency and Effectiveness: How to Achieve Both As a Team</title>
<link>https://www.mindmeister.com/blog/efficiency-and-effectiveness/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Wed, 21 Feb 2024 13:00:55 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31452</guid>
<description><![CDATA[Efficiency and effectiveness are two distinct – but often conflated – traits of successful teams. But what exactly is the difference? And how can you help your team achieve both? In this post, we unpack each term using practical examples, and show […]
The post <a href="https://www.mindmeister.com/blog/efficiency-and-effectiveness/">Efficiency and Effectiveness: How to Achieve Both As a Team</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Efficiency and effectiveness are two distinct – but often conflated – traits of successful teams. But what exactly is the difference? And how can you help your team achieve both? In this post, we unpack each term using practical examples, and show you how you can reach “effective efficiency” in your organization.
Read on to find out:
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is Effectiveness in Management?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">What Is Efficiency in Management?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">What is the Difference Between Efficiency and Effectiveness?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">Effectiveness or Efficiency: Which Is More Valuable for My Team?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How Can I Improve the Efficiency and Effectiveness of My Team Today? 10 Tips.</a></li>
</ul>
<div class="pro-tip">Learn more about <a href="https://www.meistertask.com/pages/workplace-productivity/">workplace productivity</a> on our helpful overview page. </div>
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<h2 id="1">What is Effectiveness in Management? </h2>
<figure id="attachment_31461" aria-describedby="caption-attachment-31461" style="width: 1200px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN.jpg"><img decoding="async" class="size-full wp-image-31461" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN.jpg" alt="Typewriter with the word "effectiveness"" width="1200" height="800" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN.jpg 1200w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Typewriter_EN-272x182.jpg 272w" sizes="(max-width: 1200px) 100vw, 1200px" /></a><figcaption id="caption-attachment-31461" class="wp-caption-text">Being effective means being capable of producing the desired result.</figcaption></figure>
Effectiveness is the ratio of your result to your goal.
<div class="pro-tip">Effectiveness = result/goal</div>
It means achieving what you set out achieve, regardless of: 
<ul>
<li style="font-weight: 400;" aria-level="1">How long it takes you.</li>
<li style="font-weight: 400;" aria-level="1">How you get there.</li>
<li style="font-weight: 400;" aria-level="1">How much effort you put in.</li>
</ul>
Only when you define your goal(s) clearly and correctly can you effectively achieve them. Setting clearly defined goals provides a structured roadmap for your team to follow. This ensures they take the right steps to achieve the desired results.
<figure class="blockquote">
<blockquote>Those who know what is right will do the right thing.</blockquote><figcaption>Socrates, in Sophie’s World by Jostein Gaarder</figcaption></figure>
<div class="pro-tip">Save unnecessary headaches by starting a task only when you clearly understand the goal.</div>
<h3>A Practical Example of Effectiveness</h3>
Let’s say your team’s goal is to complete more tasks in less time. Possible solutions include:
<ul>
<li style="font-weight: 400;" aria-level="1">Hiring more employees,</li>
<li style="font-weight: 400;" aria-level="1">Working with an external agency,</li>
<li style="font-weight: 400;" aria-level="1">Investing in coaching for all employees,</li>
<li style="font-weight: 400;" aria-level="1">Purchase and implement task or project management tools.</li>
</ul>
<div class="pro-tip">Wondering how to assess your team’s effectiveness? Effective teams harness their strengths and focus on delivering results for customers. Keep this in mind as you calculate team effectiveness.</div>
<h2 id="2">What is Efficiency in Management?</h2>
<figure id="attachment_31475" aria-describedby="caption-attachment-31475" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-scaled.jpg"><img decoding="async" class="size-full wp-image-31475" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Frau_arbeitet_Cafe_Laptop-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31475" class="wp-caption-text">Efficiency = optimizing resources to produce the best results.</figcaption></figure>
Efficiency is the ratio of your result to your effort.
<div class="pro-tip">Efficiency = result/effort</div>
Efficiency means achieving a desired outcome with as little effort as possible. Being efficient means you are competent, capable, and reliable. Stakeholders can trust that you complete necessary tasks while conserving valuable resources like:
<ul>
<li style="font-weight: 400;" aria-level="1">Time</li>
<li style="font-weight: 400;" aria-level="1">Money</li>
<li style="font-weight: 400;" aria-level="1">Headcount</li>
<li style="font-weight: 400;" aria-level="1">Etc.</li>
</ul>
Whereas effectiveness is measured by results, efficiency is all about the process. Like effectiveness, you need clearly defined goals to be efficient. After all, you need to know what you’re working towards so you can determine the most efficient way to get there.
<figure class="blockquote">
<blockquote>Efficiency is intelligent laziness.</blockquote><figcaption>Gräfin Fito</figcaption></figure>
Suppose you’re assigned the task of providing monthly updates to your team. Let’s assume that part of your goal is also to provide clear and transparent updates that are easy to understand. What would be the most efficient way to execute the task and achieve the desired outcome?
Would it be effective to create those updates using a typewriter? Yes, but it wouldn’t be the most efficient way to do so. Using a typewriter will take more time than necessary which, by definition, is an inefficient exercise. Instead, a more efficient workflow would be to:
<ul>
<li style="font-weight: 400;" aria-level="1">Use a computer with proper editing and formatting software.</li>
<li style="font-weight: 400;" aria-level="1">Automate the workflow using a pre-built template.</li>
<li style="font-weight: 400;" aria-level="1">Share the updates via email or internal communications channels.</li>
<li style="font-weight: 400;" aria-level="1">Include team notifications in your task management app that automatically notifies your team of updates.</li>
</ul>
<div class="pro-tip">A proven way to think and operate more efficiently is by using the <a href="https://blog.hubspot.com/marketing/pareto-principle">Pareto principle</a>. Also known as the 80/20 rule, the Pareto principle hypothesizes that you achieve 80 percent of a goal with only 20 percent of the work.</div>
<h3>A Practical Example of Efficiency</h3>
Planning and organization help your team become more efficient and effective. Having clearly defined goals sets the agenda for the team’s workflows. Project and task management software helps you structure those workflows with:
<ul>
<li style="font-weight: 400;" aria-level="1">Task assignees</li>
<li style="font-weight: 400;" aria-level="1">Deadlines</li>
<li style="font-weight: 400;" aria-level="1">Timelines</li>
<li style="font-weight: 400;" aria-level="1">Project Overviews</li>
</ul>
Capterra lists almost 400 task management tools that help teams efficiently manage projects. If you’re overwhelmed by all these choices (we understand!), simplify your research by using MeisterTask to align your team with secure task management.
MeisterTask helps teams just like your own get more work done. <a href="https://www.capterra.at/directory/10030/task-management/software">Feel free to compare all the tools yourself</a>, or take the shortcut and see <a href="https://www.meistertask.com/pages/product-tour/">why MeisterTask is the easiest (and safest!) task management system.</a>
<h3>Efficiency vs. Productivity</h3>
There is a widespread misconception that efficiency is synonymous with productivity. However, there is a subtle difference between the two:
<ul>
<li style="font-weight: 400;" aria-level="1">If you want to increase efficiency, you must reduce resources to complete tasks</li>
<li style="font-weight: 400;" aria-level="1">On the other hand, to increase productivity, you must improve results with a fixed amount of available resources</li>
</ul>
<h2 id="3">What is the Difference Between Efficiency and Effectiveness?</h2>
<figure id="attachment_31462" aria-describedby="caption-attachment-31462" style="width: 1140px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Difference_EN.png"><img decoding="async" class="size-full wp-image-31462" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Difference_EN.png" alt="Efficiency and effectiveness visualized" width="1140" height="539" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Difference_EN.png 1140w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Difference_EN-712x337.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Difference_EN-1024x484.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Difference_EN-768x363.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_Difference_EN-796x376.png 796w" sizes="(max-width: 1140px) 100vw, 1140px" /></a><figcaption id="caption-attachment-31462" class="wp-caption-text">Which path would you choose?</figcaption></figure>
They say a picture paints a thousand words, and that’s one of the most efficient and effective ways to garner new information. The picture above is the best visual representation of how to think and operate more efficiently and effectively. You acquire knowledge using less time and with less effort.
The following image also provides a transparent overview of the differences between effectiveness and efficiency in management:
<figure id="attachment_31463" aria-describedby="caption-attachment-31463" style="width: 1140px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_BCG-Matrix_EN.png"><img decoding="async" class="size-full wp-image-31463" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_BCG-Matrix_EN.png" alt="Efficiency and effectiveness matrix" width="1140" height="714" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_BCG-Matrix_EN.png 1140w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_BCG-Matrix_EN-712x446.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_BCG-Matrix_EN-1024x641.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_BCG-Matrix_EN-768x481.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Efficiency-and-Effectiveness_BCG-Matrix_EN-796x499.png 796w" sizes="(max-width: 1140px) 100vw, 1140px" /></a><figcaption id="caption-attachment-31463" class="wp-caption-text">the “BCG matrix” for effectiveness and efficiency.</figcaption></figure>
Can you absorb information more efficiently with a list instead of a picture? Then this list is for you:
<figure id="attachment_31476" aria-describedby="caption-attachment-31476" style="width: 1282px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Tabelle-Efficiency-–-Effectiveness.png"><img decoding="async" class="size-full wp-image-31476" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Tabelle-Efficiency-–-Effectiveness.png" alt="" width="1282" height="458" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Tabelle-Efficiency-–-Effectiveness.png 1282w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Tabelle-Efficiency-–-Effectiveness-712x254.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Tabelle-Efficiency-–-Effectiveness-1024x366.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Tabelle-Efficiency-–-Effectiveness-768x274.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Tabelle-Efficiency-–-Effectiveness-796x284.png 796w" sizes="(max-width: 1282px) 100vw, 1282px" /></a><figcaption id="caption-attachment-31476" class="wp-caption-text">The differences at a glance.</figcaption></figure>
<h2 id="4">Efficiency or Effectiveness: Which is More Valuable for My Team?</h2>
<figure id="attachment_31477" aria-describedby="caption-attachment-31477" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-scaled.jpg"><img decoding="async" class="size-full wp-image-31477" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-scaled.jpg" alt="" width="2560" height="1704" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-1024x681.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-768x511.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-1536x1022.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-2048x1363.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Laptop-vs-typewriter-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31477" class="wp-caption-text">Great projects need both effectiveness and efficiency.</figcaption></figure>
Your team is effective but inefficient. Therefore, you’re completing the right tasks but using too much time, personnel, or monetary costs to complete your workflows.
Conversely, if your team works efficiently but not effectively, you’re completing tasks with minimal effort. However, you’re prioritizing the wrong work, leaving you short of your intended goals.
<figure class="blockquote">
<blockquote>There is surely nothing quite so useless as doing with great efficiency what should not be done at all.</blockquote><figcaption>Peter Drucker, Management Consultant and Author</figcaption></figure>
Efficiency and effectiveness require concrete goals to build a workflow around. Set your goals and create a working calendar that lists all milestones in pursuit of your goal. The rule is that effectiveness always comes before efficiency, but they must work together to deliver the perfect result for your projects.
<h3>Here’s What Happens If You’re Only Effective or Efficient:</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Efficient but ineffective: Your team completes tasks in very little time, but you don’t contribute to the company’s short or long-term success. As a result, management and teammates feel unsatisfied.</li>
<li style="font-weight: 400;" aria-level="1">Not efficient but effective: Your team completes a task for the company, but it takes too much time. The result is that success comes far too late, leaving the organization burnt out and demoralized.</li>
<li style="font-weight: 400;" aria-level="1">You’re neither efficient nor effective: Your team lacks clear instructions on what to do, causing workflows to go around in endless circles. You spend too much time and bandwidth on low-priority tasks which restricts progress.</li>
<li style="font-weight: 400;" aria-level="1">Efficient and effective: Your team completes all tasks in the least amount of time. Therefore, customers, managers, and team members are equally satisfied, leading to healthy growth and repeat business for the organization.</li>
</ul>
<div class="pro-tip">You work most successfully when you see both sides of a problem. Adopt a strategic and tactical mindset to learn how to work effectively and efficiently as a team.</div>
<h2 id="5">How Can I Improve the Efficiency and Effectiveness of My Team Today? 10 Tips.</h2>
<figure id="attachment_31478" aria-describedby="caption-attachment-31478" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-scaled.jpg"><img decoding="async" class="size-full wp-image-31478" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-scaled.jpg" alt="" width="2560" height="1762" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-712x490.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-1024x705.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-768x529.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-1536x1057.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-2048x1409.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/volts-796x548.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31478" class="wp-caption-text">Give your team more energy with effective and efficient project workflows.</figcaption></figure>
Now you’re more informed about the difference between effectiveness and efficiency. The next step is to apply those learnings to make your team more efficient and effective.
Here are some helpful hints to become a more productive team!
Get your team working more effectively and efficiently today with our ten tips and resources:
<ol>
<li style="font-weight: 400;" aria-level="1">Analyze your goals. Reflect on your goals and determine if <a href="https://www.meistertask.com/blog/achieving-goals-top-10-reasons-why-your-team-doesnt-solutions/">you’ve mapped them out appropriately</a>. Then, decide if you must start anew or revise how you’ll achieve your goals.</li>
<li style="font-weight: 400;" aria-level="1">Have an honest assessment of your effectiveness. Are your projects and tasks aligned with your team goals and company goals? Evaluate whether your tasks move the needle toward achieving your project milestones. If the answer is anything other than yes, reset your task management workflow.</li>
<li style="font-weight: 400;" aria-level="1">Look for causes of inefficiency. Make <a href="https://www.meistertask.com/pages/features/#project-documentation">notes</a> or <a href="https://www.mindmeister.com/pages/features">create a Mindmap</a> of your current project management workflow. Determine what barriers or roadblocks are causing problems that impede progress. You can find five of the most common causes of team inefficiencies in our guide on <a href="https://www.meistertask.com/blog/work-efficiency/">8 strategies to improve teamwork efficiency</a>.</li>
<li style="font-weight: 400;" aria-level="1">Simplify your team management. Use these <a href="https://www.meistertask.com/blog/6-simple-tips-effective-team-management/">6 team management tips</a> to improve efficiency and effectiveness.</li>
<li style="font-weight: 400;" aria-level="1">Increase the team performance of your team. Follow these <a href="https://www.meistertask.com/blog/team-performance-management-get-the-results-you-want-with-meistertask/">motivational guidelines</a> to maximize team performance. It’s that simple!</li>
<li style="font-weight: 400;" aria-level="1">Take a closer look at how you assign resources to complete projects. Any project management guru will tell you that resource efficiency increases team effectiveness. Learn how to <a href="https://www.meistertask.com/blog/how-to-develop-a-project-timeline/">set appropriate project timelines</a> and budget for the right resources and increase success. </li>
<li style="font-weight: 400;" aria-level="1">Increase productivity in your team. Help every teammate manage their time so they become more efficient and effective. <a href="https://www.meistertask.com/pages/workplace-productivity/">These 3 proven time management methods</a> will help your teammates complete their workflows faster and easier.</li>
<li style="font-weight: 400;" aria-level="1">Recognize the 5 warning signs of poor team communication. Poor communication creates redundancies and misalignment, triggering inefficient workflows and reduced team effectiveness. <a href="https://www.meistertask.com/blog/improve-team-communication-5-warning-signs-of-poor-communication-solutions/">Learn how to improve team communication</a> and maximize performance.</li>
<li style="font-weight: 400;" aria-level="1">Reflect on whether there is still room for improvement in your project collaboration. There are always improvements to be made in any operating workflow, but you need open dialogue with various teammates to identify those areas of improvement. <a href="https://www.meistertask.com/blog/is-project-collaboration-more-painful-than-productive-collaborative-project-management-could-be-the-solution/">Follow these tips</a> to focus on collaborative project management.</li>
<li style="font-weight: 400;" aria-level="1">Don’t decide everything on your own. The whole point of a team is to delegate and share responsibilities. Recognize how more efficient you can be with <a href="https://www.meistertask.com/blog/7-reasons-you-should-involve-your-team-in-decision-making/">team decision-making</a>.</li>
</ol>
<div class="pro-tip">Unlock efficiency and effectiveness quickly with <a href="https://accounts.meister.co/payments/mt/en/pricing">MeisterTask</a>!</div>
<h2>On to Effective and Efficient Projects!</h2>
<figure id="attachment_31479" aria-describedby="caption-attachment-31479" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31479" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/successful-business-team-working-with-project_envato-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31479" class="wp-caption-text">Effective efficiency achieved – and your whole team is happy.</figcaption></figure>
Now, you know how to communicate the difference between efficiency and effectiveness to your team. Use everything you’ve learned today as a guide to set them on the path to more successful collaborations.
Focus on doing what is right and naturally optimize for effectiveness and efficiency. When your team operates at maximum effective efficiency, you’ll increase your team’s performance and achieve your collective goals within the organization.
Use the insights and tips from this article to make your team projects even better to drive forward. Today is the perfect day to take the first step and help your team become even more successful and effective in the future.
Good luck!
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<div class="content">Embrace the Art of Efficiency.Empower Your Team To Perform.
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<h2>FAQs</h2>
<h3>What Is Effectiveness?</h3>
Effectiveness means having the ability to achieve a desired result or having the ability to produce a desired outcome. When quantifying effectiveness, take the ratio of the achieved result to the predetermined goal. Effectiveness is goal-oriented, and you must set clear goals so your team can focus on producing results and satisfying stakeholders.
<h3>What Is Efficiency?</h3>
Efficiency means achieving a goal using minimum effort, energy, or capital resources. You can calculate efficiency by taking the ratio of the result to the intent. The delta evaluates performance against the quantity of expended resources. You can classify resources as time, money, personnel, or a combination.
<h3>What Is the Difference Between Efficiency and Effectiveness?</h3>
Effectiveness is outcome-oriented, measuring if your team achieved the desired goals laid out at the beginning of a project. Efficiency focuses on the operational workflow, evaluating if you complete tasks using the fewest resources. Effectiveness is about achieving your goal, while efficiency is about completing the work with minimal effort.
The post <a href="https://www.mindmeister.com/blog/efficiency-and-effectiveness/">Efficiency and Effectiveness: How to Achieve Both As a Team</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>Why Online Collaboration is the Keystone of Modern Workplaces</title>
<link>https://www.mindmeister.com/blog/online-collaboration/</link>
<dc:creator><![CDATA[Azam Saghir]]></dc:creator>
<pubDate>Mon, 19 Feb 2024 09:29:43 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31390</guid>
<description><![CDATA[Today, working remotely isn’t just a trend, it’s a core part of how businesses, big and small, operate. The shift from office to home (or a mix of both) has been rapid and game-changing, and has reshaped our view on teamwork and […]
The post <a href="https://www.mindmeister.com/blog/online-collaboration/">Why Online Collaboration is the Keystone of Modern Workplaces</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Today, working remotely isn’t just a trend, it’s a core part of how businesses, big and small, operate. The shift from office to home (or a mix of both) has been rapid and game-changing, and has reshaped our view on teamwork and project management. In this post, we dive into the benefits of online collaboration and explore the tools that help you do it well.
The shift to online collaboration has its challenges, but the opportunities are even greater. It’s a chance to take a fresh look at how we get things done and work together.
A standout in this shift? The focus on software to make work smoother.
In this handy guide, we dive into the online collaboration world, how it can benefit your team, and the digital tools that make it easier.
<h2>Online Collaboration… In a Nutshell.</h2>
<figure id="attachment_31396" aria-describedby="caption-attachment-31396" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31396" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-scaled.jpg" alt="Coworkers collaborating remotely" width="2560" height="1440" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-712x401.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-1024x576.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-768x432.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-1536x864.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-2048x1152.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-in-a-nutshell-min-796x448.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31396" class="wp-caption-text">Work productively whenever, wherever.</figcaption></figure>
Online collaboration breaks away from the need to be in the physical office space. It relies on a variety of methods and handy tools that enable teams to work together over the internet, no matter where they are in the world. 
This way of working helps people from various places, time zones, and cultures <a href="https://www.meistertask.com/blog/how-to-execute-stellar-projects-with-cross-team-collaboration/">work together towards common goals</a>. Online collaboration is more than just talking to each other – it’s about bringing together a mix of different ideas and points of view to create something better than anyone could create alone.
<div class="pro-tip">Online collaboration is just one piece of the puzzle. From project collaboration to stakeholder management: Get to grips with the broader topic of <a href="https://www.meistertask.com/pages/business-collaboration/">business collaboration</a>. </div>
<h2>The Benefits of Online Collaboration.</h2>
<figure id="attachment_31395" aria-describedby="caption-attachment-31395" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31395" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-scaled.jpg" alt="Tools for collaborating online" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Online-collaboration-benefits-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31395" class="wp-caption-text">Easier, smoother collaboration drives business success.</figcaption></figure>
Online collaboration provides a host of benefits that massively reshape the professional landscape, such as:
<h3>Enhanced Productivity </h3>
Online collaboration simplifies how teams work and communicate. With the right digital tools to share information and manage projects effectively, everyone works more productively. Online collaboration software cuts down the time spent organizing tasks and looking for information. Instead, your team can focus on important work which requires their specific knowledge and skills.
<h3>Cost Efficiency </h3>
Online collaboration saves money. It reduces travel and office space needs, which consequently lowers costs linked to these areas. For example, video conferencing, collaborative mind mapping software and instant messaging tools allows teams to collaborate without ever meeting in person. This not only cuts costs, but also supports a greener, more eco-friendly way of working. 
<h3>Flexibility</h3>
Online collaboration tools have opened up new levels of flexibility in the workplace. They make it easy to work asynchronously across different time zones and schedules. As such, team members can schedule their time effectively and successfully balance private and professional responsibilities and priorities. This might mean picking up the kids from school, taking a walk to combat mental block, or going for a long lunch with a friend. The freedom this flexibility offers improves team members’ overall well being and satisfaction.
<h3>Access to a Wider Talent Pool</h3>
With online collaboration tools, your business isn’t limited by location in hiring. These tools let you find the best people for the job, no matter where they are. This access to diverse talents and experiences greatly improves the quality and effectiveness of output.
<h3>Increased Creativity</h3>
Online collaboration brings together people from different cultures and professional backgrounds. This leads to more creative and effective solutions, thanks to the varied experiences and ideas of a diverse team.
<h2>How Can Digital Tools Support Online Collaboration?</h2>
<figure id="attachment_31397" aria-describedby="caption-attachment-31397" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31397" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-scaled.jpg" alt="Employee collaborating online " width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/How-digital-tools-support-collaboration-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31397" class="wp-caption-text">Choosing the right software is key to effective online collaboration.</figcaption></figure>
There are many aspects of online collaboration that can be streamlined by software. Tools like cloud storage, instant messaging, and project management software have knocked down the old walls of distance and different time zones. Now, teams can easily talk, share stuff, and work together at the same time, no matter where they are in the world. 
In 2021 – an <a href="https://www.gartner.com/en/newsroom/press-releases/2021-08-23-gartner-survey-reveals-44-percent-rise-in-workers-use-of-collaboration-tools-since-2019">astounding 80% of workers</a> leveraged the power of online collaboration tools! This highlights a pretty significant shift in how businesses operate and the increasing use of these handy online assets. 
Let’s get into some of the leading online tools that help streamline your workflows more effectively – discussing their strengths and ‘focus points.’
<h3>Tools for Project Management.</h3>
Task and project management tools improve accountability and clarity. With responsibilities and scope of work clearly documented in one central space, your team can execute tasks efficiently. In turn, this leads to swifter project completion and better project outcomes. Take a look at the tools listed below to find the right fit for your team.
<h4>MeisterTask: Making Complex Tasks Easier</h4>
<figure id="attachment_31398" aria-describedby="caption-attachment-31398" style="width: 2126px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min.png"><img decoding="async" class="size-full wp-image-31398" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min.png" alt="MeisterTask" width="2126" height="1080" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min.png 2126w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min-712x362.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min-1024x520.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min-768x390.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min-1536x780.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min-2048x1040.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MeisterTask-Kanban-min-796x404.png 796w" sizes="(max-width: 2126px) 100vw, 2126px" /></a><figcaption id="caption-attachment-31398" class="wp-caption-text">Simplify task management with MeisterTask’s Kanban board view.</figcaption></figure>
Rating:<a href="https://www.capterra.com/p/139990/MeisterTask/"> 4.7/5 on Capterra</a>
<a href="https://www.meistertask.com/">MeisterTask </a>is an simple, secure and intuitive project and task management tool that helps teams work and collaborate productively by: 
<ul>
<li style="font-weight: 400;" aria-level="1">Helping you organize tasks efficiently (no more “Oops, I forgot!” moments).</li>
<li style="font-weight: 400;" aria-level="1">Providing an overview of progress in real-time (watch your projects grow!).</li>
<li style="font-weight: 400;" aria-level="1">Enhancing team communication via comments, notifications, and Notes (so everyone’s always on the same page!).</li>
<li style="font-weight: 400;" aria-level="1">Streamlining workflows via task relations, automations and more (so you can spend more time on the work that matters).</li>
</ul>
Companies across industries including banking, manufacturing and consulting use MeisterTask to manage their workflows. The result? A significant boost in <a href="https://www.meistertask.com/pages/customer-story-sozial-pr/">project delivery speed and a substantial increase in client satisfaction rates</a>.
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<h4>Trello: Perfect for Small Teams</h4>
Rating: <a href="https://www.capterra.com/p/211559/Trello/">4.5/5 on Capterra</a>
<figure id="attachment_31399" aria-describedby="caption-attachment-31399" style="width: 2570px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min.png"><img decoding="async" class="size-full wp-image-31399" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min.png" alt="Trello" width="2570" height="1388" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min.png 2570w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min-712x385.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min-1024x553.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min-768x415.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min-1536x830.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min-2048x1106.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Trello-Online-Collaboration-min-796x430.png 796w" sizes="(max-width: 2570px) 100vw, 2570px" /></a><figcaption id="caption-attachment-31399" class="wp-caption-text">Trello: An accessible and affordable option.</figcaption></figure>
Trello is great for small teams that need a simple way to manage tasks. Trello’s simple design – and straightforward task management features – make it an excellent choice for teams that don’t require complex project management tools. Plus, its user-friendly interface allows for quick setup and easy understanding.
<h4>Asana: Get on Top of Complex Projects</h4>
Rating: <a href="https://www.capterra.com/p/184581/Asana-PM/">4.5/5 on Capterra</a>
<figure id="attachment_31400" aria-describedby="caption-attachment-31400" style="width: 2422px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min.png"><img decoding="async" class="size-full wp-image-31400" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min.png" alt="Asana" width="2422" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min.png 2422w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min-712x502.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min-1024x721.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min-768x541.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min-1536x1082.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min-2048x1443.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Asana-Online-Collaboration-min-796x561.png 796w" sizes="(max-width: 2422px) 100vw, 2422px" /></a><figcaption id="caption-attachment-31400" class="wp-caption-text">Manage complex projects with Asana.</figcaption></figure>
Asana has a vast amount of advanced features for collaboration, such as customized request forms and a Workflow Builder for detailed or company-specific processes. As such, Asana is best suited for teams with lots of people who are working on large-scale, complex projects.
<h3>Tools for Creative Thinking</h3>
From mind mapping software to collaborative whiteboards, tools for creative thinking can improve the quality and quantity of ideas your team generates. Take a look at the shortlist below to see which ticks your team’s boxes – or use it as a jumping off point for further research.
<h4>MindMeister: Boosting Creativity in Teams</h4>
<figure id="attachment_31401" aria-describedby="caption-attachment-31401" style="width: 2844px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min.png"><img decoding="async" class="size-full wp-image-31401" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min.png" alt="MindMeister Retrospective" width="2844" height="1532" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min.png 2844w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min-712x384.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min-1024x552.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min-768x414.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min-1536x827.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min-2048x1103.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MindMeister-Retrospective-min-796x429.png 796w" sizes="(max-width: 2844px) 100vw, 2844px" /></a><figcaption id="caption-attachment-31401" class="wp-caption-text">Generate fresh ideas and find effective solutions with MindMeister.</figcaption></figure>
Rating: <a href="https://www.capterra.com/p/141357/MindMeister/">4.7/5 on Capterra</a>
MindMeister is a collaborative mind mapping tool for visualizing and organizing ideas. It helps your team to:
<ul>
<li>Easily and effectively brainstorm from anywhere, whether you’re holding a planning session, a meeting or a workshop.</li>
<li>Structure large amounts of information through color-coding, formatting and visual connections.</li>
<li>Work more efficiently with ready-to-use templates.</li>
<li>Present your ideas in a matter of clicks – no need to copy information into clunky PowerPoint slides.</li>
</ul>
<figure class="blockquote">
<blockquote>We develop topics collaboratively in MindMeister – it’s how we build solutions from ideas.</blockquote><figcaption>Sebastian Kraft, Head of Organizational Development, Volksbank Raiffeisenbank Würzburg</figcaption></figure>
With your ideas laid out in structured, scannable mind maps, you can easily identify the necessary next steps. Then, <a href="https://support.meistertask.com/hc/en-us/articles/360015802619-Use-MeisterTask-with-MindMeister">turn them into actionable tasks in MeisterTask</a>!
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<h4>Miro: Exploring Ideas in New Ways.</h4>
Rating: <a href="https://www.capterra.com/p/128955/Miro/">4.7/5 on Capterra</a>
<figure id="attachment_31402" aria-describedby="caption-attachment-31402" style="width: 1568px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min.png"><img decoding="async" class="size-full wp-image-31402" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min.png" alt="Voting in Miro" width="1568" height="1046" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min.png 1568w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min-712x475.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min-1024x683.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min-768x512.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min-1536x1025.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min-796x531.png 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min-300x200.png 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/voting-in-miro-min-272x182.png 272w" sizes="(max-width: 1568px) 100vw, 1568px" /></a><figcaption id="caption-attachment-31402" class="wp-caption-text">Generate ideas in Miro and reach a consensus quickly.</figcaption></figure>
Miro is known for its whiteboard function, which is great for brainstorming without limits. Team members can work together on the same board and everyone can add their ideas. Features like moveable notes and a voting system for group decisions makes choosing the best ideas easier.
<div class="pro-tip">For a deep dive into the best team collaboration tools out there, check out this <a href="https://www.meistertask.com/blog/9-of-the-best-team-collaboration-tools-to-boost-productivity/">comprehensive guide</a>.</div>
<h2>Get Set, Collaborate!</h2>
<figure id="attachment_31403" aria-describedby="caption-attachment-31403" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31403" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-scaled.jpg" alt="Man collaborating with team" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Get-Set-Collaborate-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31403" class="wp-caption-text">Embrace online collaboration and achieve more together.</figcaption></figure>
Online collaboration redefines teamwork by supporting flexibility and connecting diverse global teams. It’s crucial for enhancing your team’s productivity, fostering creativity, and meeting your goals – but you need the right tools to make it happen. So, if you’re ready to take it online, there’s no time like the present!
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<h2>FAQs</h2>
<h3>What is Online Collaboration, and Why is it Essential in Modern Workplaces?</h3>
Online collaboration refers to the use of digital tools and platforms to work together over the Internet. The best part? No geographical constraints – which means teams can work from anywhere alongside people from all around the world!
<h3>How Do Online Collaboration Tools Enhance Productivity?</h3>
Online collaboration tools streamline project management and communication. This reduces the time spent on organizing tasks and searching for information. Consequently, team members can work during their most productive hours.
<h3>Which Tools Are Best For Online Collaboration?</h3>
You can use a range of digital tools to support online collaboration, from instant messaging apps to mind mapping tools to project management software like MeisterTask. Combine a selection of tools optimized for a specific purpose to maximize your team’s productivity. Note that the exact tools you use will depend on your business needs, your team structure and your team’s working style.
The post <a href="https://www.mindmeister.com/blog/online-collaboration/">Why Online Collaboration is the Keystone of Modern Workplaces</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>Your Guide to Helpful Teamwork and Successful Work as a Team</title>
<link>https://www.mindmeister.com/blog/teamwork-work-as-a-team/</link>
<dc:creator><![CDATA[Gary Parkinson]]></dc:creator>
<pubDate>Fri, 16 Feb 2024 12:48:01 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31378</guid>
<description><![CDATA[Have you heard of that old saying “Teamwork makes the dream work?” The phrase was first coined by author John C. Maxwell in his book of the same name, in which he describes the value of adopting a more team-oriented approach to […]
The post <a href="https://www.mindmeister.com/blog/teamwork-work-as-a-team/">Your Guide to Helpful Teamwork and Successful Work as a Team</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Have you heard of that old saying “Teamwork makes the dream work?” The phrase was first coined by author John C. Maxwell in his book of the same name, in which he describes the value of adopting a more team-oriented approach to life. Let’s explore what that might look like for your team, and how you can make collaboration even more effective.
Ready to dive into the value of teamwork? Choose your focus by selecting the section that matters most to you.
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is Teamwork?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">What Are the Benefits of Teamwork?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">Why Is Teamwork Important?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">How To Improve Teamwork in the Workplace.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How To Promote Teamwork in Your Job.</a></li>
</ol>
<h2 id="1">What Is Teamwork?</h2>
<figure id="attachment_31384" aria-describedby="caption-attachment-31384" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31384" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-scaled.jpg" alt="A team around a desk" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-is-teamwork-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31384" class="wp-caption-text">Workplace teamwork is in effect!</figcaption></figure>
Teamwork is when professionals work together to achieve a common goal. Team members must rely on each other, trust each other’s capabilities, and develop a strong rapport through clear and consistent communication.
There’s also an element of personal accountability in effective teamwork. Collaborative projects have multiple pieces managed by different specialists. Effective teamwork means owning your responsibilities and following through on what you say you’re going to do.
The most successful teams master <a href="https://www.meistertask.com/blog/the-6-best-techniques-and-tools-for-decision-making-as-a-team-templates/">the art of team decision-making</a>. This is an agile and collaborative workflow that shares responsibility for key operating decisions. According to a <a href="https://www.gartner.com/smarterwithgartner/how-to-make-better-business-decisions">Gartner study</a>, 65% of the decisions we make today are more complex than they were three years ago. Therefore, a team-oriented work culture ensures decisions get made and work proceeds in the most efficient way.
<div class="pro-tip">Effective teamwork is a key part of business collaboration. Find out more about <a href="https://www.meistertask.com/pages/business-collaboration/">business collaboration</a> and what else you need to make it a success in our handy guide.</div>
<h2 id="2">What Are the Benefits of Teamwork?</h2>
<figure id="attachment_31385" aria-describedby="caption-attachment-31385" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31385" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-scaled.jpg" alt="Colleagues in conversation" width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/What-are-the-benefits-of-teamwork-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31385" class="wp-caption-text">Happy teams are productive teams.</figcaption></figure>
Teamwork directly influences organizational productivity. In a study that surveyed 1,100 companies, collaborative work environments were <a href="https://www.tmaworld.com/2017/08/24/stanford-study-demonstrates-how-collaboration-and-teamwork-can-dramatically-improve/">5 times more likely</a> to be high performing.
When employees work as a team, they understand each other’s diverse work styles. Greater awareness and understanding enable teammates to communicate more effectively.
Mutual understanding creates happier, more fulfilling, and more productive work environments. Happy and satisfied team members are less likely to leave their positions. As a result, you keep vital skills in-house and avoid knowledge gaps that can hamper project progress.
Speaking of the business benefits of teamwork, how about the net benefit for department heads? Suppose you’re tasked with creating a growth strategy for the C-suite to review and approve. It’s a lot of pressure to place squarely on one person’s shoulders. <a href="https://www.meistertask.com/blog/7-reasons-you-should-involve-your-team-in-decision-making/">Incorporating teammates in the decision-making criteria</a> eases some of that pressure.
Mind mapping is one way to go about this. When you brainstorm ideas together, you take into different perspectives and experiences. This prevents unforeseen problems down the road and ensures stakeholder buy-in for your strategy. With your strategy clearly documented, it’s easy to present it to the C-level for approval, reducing the time from planning to implementation.
<div class="pro-tip">Curious to learn about the power of mind mapping with MindMeister? <a href="https://accounts.meister.co/sign_up?_sp=81120d30-8273-4b0e-8d0a-81b987fb6181.1704999019296&product=meistertask&locale=en&return_to=https%3A%2F%2Fwww.meistertask.com%2Fapp">Sign up for free today</a>. </div>
<h2 id="3">Why Is Teamwork Important?</h2>
<figure id="attachment_31386" aria-describedby="caption-attachment-31386" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31386" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-scaled.jpg" alt="Team against the clock." width="2560" height="1708" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Why-is-teamwork-important-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31386" class="wp-caption-text">Every team member has a part to play in driving success.</figcaption></figure>
Every organization has many moving parts and multiple stakeholders. As a result, great teamwork is essential to help those organizations:
<ul>
<li style="font-weight: 400;" aria-level="1">Move faster</li>
<li style="font-weight: 400;" aria-level="1">Operate efficiently</li>
<li style="font-weight: 400;" aria-level="1">Improve communication</li>
<li style="font-weight: 400;" aria-level="1">Increase performance</li>
</ul>
Teams feel most satisfied in open environments that encourage transparent communication. Great teamwork and effective communication <a href="https://www.insidehighered.com/advice/2016/04/06/advantages-doing-research-teams-essay">result in more ambitious projects</a> that lead to timely and high-quality work.
On the flip side, <a href="https://www.zippia.com/advice/workplace-stress-statistics/">more than 50% of workers</a> admit to feeling disengaged as a result of stress, which lessens their overall productivity in the workplace. Help your team reduce their stress by creating an environment in which they feel comfortable sharing their anxieties. Your perspective on their current struggles may be the exact solution they need to push through.
<h2 id="4">How To Improve Teamwork in the Workplace.</h2>
<figure id="attachment_31387" aria-describedby="caption-attachment-31387" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31387" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-scaled.jpg" alt="Employee working remotely on a laptop" width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-1024x684.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/How-to-improve-teamwork-in-the-workplace-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31387" class="wp-caption-text">The right digital tools make teamwork easier and more effective.</figcaption></figure>
Collaborative teamwork supports the growth of global organizations. Teams that operate on a global level often work together, but they’re physically separated across different parts of the world. Therefore, it helps to use a platform that supports asynchronous online collaboration and communication. 
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Project and task management platforms like <a href="https://www.meistertask.com/pages/product-tour/">MeisterTask</a> allow teams to work from anywhere, at any time. In MeisterTask, you can structure your projects in one central location for all team members to work on asynchronously. Task deadlines and assignees boost clarity and accountability across your team — both of which are essential for effective teamwork. Contextual information, including project plans, strategic documents and project progress, can be documented in Notes and linked out to from your tasks. This way, your team always has the bigger picture in view, which informs and improves their work.
<div class="pro-tip">Commenting on tasks is a great way to give teammates a morale boost when they complete a piece of work. <a href="https://www.gallup.com/analytics/472658/workplace-recognition-research.aspx">72% of employees</a> say recognition through communication is one of the best ways to inspire and motivate them.</div>
In MeisterTask, conversations are logged on the task, so it’s easy to refer back to what’s been discussed or decided. This reduces misunderstandings and improves collaboration. Real-time comments and notifications on tasks and notes also keeps you and your team up to date with important information. As such, your team can take action quickly and independently to keep projects flowing smoothly.
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<h2 id="5">How To Promote Teamwork in Your Job.</h2>
<figure id="attachment_31388" aria-describedby="caption-attachment-31388" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31388" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-scaled.jpg" alt="A happy team" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/04/Promote-teamwork-in-your-job-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31388" class="wp-caption-text">Bring your team together – and reap the rewards.</figcaption></figure>
How do you help your team feel more included and recognized? Embrace the importance of teamwork and build a corporate culture that celebrates each other’s milestones. <a href="https://www.greatplacetowork.ca/en/articles/7-rules-for-creating-a-company-culture-people-love">A culture that celebrates every teammate</a> helps everyone feel like they belong. A shared sense of belonging allows everyone to benefit.
Team-oriented cultures encourage employees to voice their concerns when they feel stressed. Teamwork also helps employees feel that their voices are heard when they need a little positive reinforcement. Once again, transparency and communication are the bedrock that breeds solutions for stressful situations.
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<h2>FAQs</h2>
<h3>What Are Examples of Good Teamwork Skills?</h3>
Every great team develops skills that improve collaborations and increase productivity. Some of the best examples of good teamwork skills include:
<ul>
<li style="font-weight: 400;" aria-level="1">Communication (listening and influencing)</li>
<li style="font-weight: 400;" aria-level="1">Problem-solving </li>
<li style="font-weight: 400;" aria-level="1">Conflict resolution</li>
<li style="font-weight: 400;" aria-level="1">Decision-making</li>
<li style="font-weight: 400;" aria-level="1">Efficiency</li>
<li style="font-weight: 400;" aria-level="1">Planning</li>
<li style="font-weight: 400;" aria-level="1">Organizational skills</li>
<li style="font-weight: 400;" aria-level="1">Personal reliability</li>
</ul>
<h3>How Do You Demonstrate Teamwork in the Workplace?</h3>
Showing teamwork means demonstrating an active willingness to listen to teammates, contribute helpful ideas, and show reliable consistency. Whether working in-person in an office or remotely from various locations, working as a team is most effective when each member supports the team’s shared goals.
<h3>What Are the 5 C’s of Effective Teamwork?</h3>
The 5 C’s of effective teamwork are communication, camaraderie, commitment, confidence, and coachability. Blending these five attributes in one cohesive high-performing workforce ensures the entire team will achieve shared success.
The post <a href="https://www.mindmeister.com/blog/teamwork-work-as-a-team/">Your Guide to Helpful Teamwork and Successful Work as a Team</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>8 Strategies to Improve Work Efficiency</title>
<link>https://www.mindmeister.com/blog/work-efficiency/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Fri, 16 Feb 2024 12:45:06 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31405</guid>
<description><![CDATA[The clock is ticking, deadlines are looming, and your team is on the back foot. If this is a familiar scenario, these 8 strategies to boost efficiency in the workplace will help you get back on track. Read on to discover how […]
The post <a href="https://www.mindmeister.com/blog/work-efficiency/">8 Strategies to Improve Work Efficiency</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[The clock is ticking, deadlines are looming, and your team is on the back foot. If this is a familiar scenario, these 8 strategies to boost efficiency in the workplace will help you get back on track. Read on to discover how to help your team do more with less while maintaining morale and keeping burnout at bay.
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is Work Efficiency? </a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Why Does Work Efficiency Matter?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">What Stops Teams From Working Efficiently?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">8 Strategies to Improve Work Efficiency. </a></li>
</ol>
<h2 id="1">What Is Work Efficiency?</h2>
<figure id="attachment_31417" aria-describedby="caption-attachment-31417" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31417" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-scaled.jpg" alt="Woman working efficiently" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-is-work-efficiency-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31417" class="wp-caption-text">Efficiency = result / effort.</figcaption></figure>
Work efficiency means achieving the best possible results with a minimal amount of time, effort and resources. To complete a task efficiently, your output must be at least equal to the time and effort you invest.
Efficiency = result / effort
<h2 id="2">Why Does Work Efficiency Matter?</h2>
<figure id="attachment_31418" aria-describedby="caption-attachment-31418" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31418" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-scaled.jpg" alt="Efficient team collaborating " width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Why-does-work-efficiency-matter-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31418" class="wp-caption-text">Working efficiently makes it easier to maintain a work/life balance.</figcaption></figure>
Efficiency in the workplace is a hot topic in business because time is money. From infrastructure to employees, companies want the most out of their investments. And for good reason: an efficient workplace can be the difference between failure and success. Inefficiencies can be expensive, causing delays and putting business relationships — as well as your reputation — at risk.
Even if things are running smoothly for your business, you should still aim to improve work efficiency. An efficient company can tap into opportunities for growth, creativity and innovation, all of which are essential to thriving in a competitive market. 
Beyond the benefits to overall company performance, when you work efficiently, you:
<ul>
<li style="font-weight: 400;" aria-level="1">Accomplish more.</li>
<li style="font-weight: 400;" aria-level="1">Make a greater impact.</li>
<li style="font-weight: 400;" aria-level="1">Are more invested and engaged in your work.</li>
<li style="font-weight: 400;" aria-level="1">Can maintain a healthy work/life balance. </li>
<li style="font-weight: 400;" aria-level="1">Have more opportunities to advance in your career.</li>
</ul>
The same goes for your team. Efficient team processes:
<ul>
<li style="font-weight: 400;" aria-level="1">Improve collaboration and communication. </li>
<li style="font-weight: 400;" aria-level="1">Increase productivity. </li>
<li style="font-weight: 400;" aria-level="1">Contribute to <a href="https://www.mckinsey.com/mhi/our-insights/addressing-employee-burnout-are-you-solving-the-right-problem">lower levels of stress, burnout, and employee turnover. </a> </li>
</ul>
<h2 id="3">What Stops Teams From Working Efficiently?</h2>
<figure id="attachment_31419" aria-describedby="caption-attachment-31419" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31419" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-scaled.jpg" alt="Stressed worker" width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/What-Stops-Teams-From-Working-Efficiently-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31419" class="wp-caption-text">Is your team stressed, frustrated or just confused?</figcaption></figure>
Despite the advantages of efficiency in the workplace, according to a <a href="https://www.vouchercloud.com/resources/office-worker-productivity">study by VoucherCloud</a>, the average worker is productive for fewer than three hours per day. So where does all that potential go? There are many reasons the efficiency of your team might be suffering. Identifying the cause is key to solving the issue.
<h3>1. Slow and Ineffective Processes </h3>
If your team is spending a lot of time on administrative tasks that take away from their primary responsibilities, your internal processes could be to blame. Complex rules, having to follow multiple steps to get basic tasks done, or a convoluted approval process can all impact work efficiency. 
<h3>2. Lack of Clarity or Direction</h3>
A lack of clarity around goals and objectives, or even who is working on what and when creates confusion. This leads to delays and missed deadlines, as well as time wasted on fixing mistakes. Similarly, multiple conflicting priorities can lead to poor time and resource management, negatively impacting output.
<h3>3. Too Many Restrictions</h3>
On the flip side, too much direction can also hamper work efficiency. If your team doesn’t have the freedom to make decisions and manage their time effectively, efficiency will suffer. Too many restrictions can zap creativity and innovation and lead to a frustrated, unmotivated team.
<h3>4. No Tools — Or The Wrong Tools</h3>
Even with the best intentions, your team won’t be efficient without the right tools or equipment in place. If your team works with multiple stakeholders, processes, and projects, digital tools tailored to their needs are essential for smooth and productive collaboration.
<h3>5. Personal Challenges</h3>
Stress, anxiety or an inability to focus can affect anyone on your team and lead to inefficiency in the workplace. These challenges might be due to issues at work — such as those mentioned above — or to things outside of your control as a manager.
<h2 id="4">8 Strategies to Improve Work Efficiency.</h2>
<h3>1. Set Clear Goals and Objectives</h3>
<figure id="attachment_31421" aria-describedby="caption-attachment-31421" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31421" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-scaled.jpg" alt="Dart board with bullseye " width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Set-Clear-Goals-and-Objectives-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31421" class="wp-caption-text">Know what you’re aiming for.</figcaption></figure>
When your stakeholders are aligned on goals and objectives, they can pull in the same direction to achieve desired outcomes. By documenting your goals and objectives transparently, your team can refer to them at any time to ensure they’re focusing on work that counts. Make your goals effective by adhering to SMART criteria. This means your goals should be:
<ul>
<li style="font-weight: 400;" aria-level="1">Specific</li>
<li style="font-weight: 400;" aria-level="1">Measurable</li>
<li style="font-weight: 400;" aria-level="1">Achievable</li>
<li style="font-weight: 400;" aria-level="1">Realistic</li>
<li style="font-weight: 400;" aria-level="1">Time-bound</li>
</ul>
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Empowering your team to work independently boosts their productivity – and yours. They’ll rely less on you day-to-day, which means you can devote more time to strategic work that drives the team forward. Clear and realistic goals are also important in setting and managing stakeholder expectations, which saves time in the long run. For example, by agreeing on deliverables at the start, you’ll need fewer revisions or feedback rounds throughout your project. You’ll also spend less time explaining what you’re doing and why, leaving more time to actually do it.
<div class="pro-tip">Learn more about setting and <a href="https://www.meistertask.com/blog/achieving-goals-top-10-reasons-why-your-team-doesnt-solutions/">achieving goals as a team</a> — and the pitfalls to watch out for.</div>
<h3>2. Plan For Success 
</h3>
<figure id="attachment_31422" aria-describedby="caption-attachment-31422" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31422" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-scaled.jpg" alt="Woman holding a goal setting meeting." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Plan-For-Success-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31422" class="wp-caption-text">Keep the bigger picture in view.</figcaption></figure>
Behind every project should be a solid plan that provides clarity on scope, KPIs, methods, and timelines. Like your goals, your plan needs to be documented for your stakeholders. Documenting your project plan in clear, simple terms will help you get buy-in from decision-makers. It will also make it easier for your team to understand and execute your plan.
Project and task management software with documentation functionality –– like <a href="https://www.meistertask.com/pages/documentation/">MeisterTask</a> — facilitates efficient project planning as it:
<ul>
<li style="font-weight: 400;" aria-level="1">Enables you to share your plan quickly and easily with your team.</li>
<li style="font-weight: 400;" aria-level="1">Reflects changes and updates in real-time and lets you notify stakeholders quickly.</li>
<li style="font-weight: 400;" aria-level="1">Provides a centralized space for your team to add questions or feedback via comments.</li>
</ul>
As part of a successful planning process, you will evaluate your resources and allocate them strategically. By making the resources you have go further, you set the foundation for efficient project execution, delivering on time and within budget. Your plan is also your roadmap to success. By regularly referring back to your plan and assessing your performance against your KPIs, you can quickly identify when you’re going off-course and make adjustments.
<h3>3. Stay Organized With a Task Management Tool</h3>
<figure id="attachment_31423" aria-describedby="caption-attachment-31423" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MT-example-innovation-pipeline.gif"><img decoding="async" class="size-full wp-image-31423" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/MT-example-innovation-pipeline.gif" alt="Innovation pipeline project in MeisterTask." width="800" height="469" /></a><figcaption id="caption-attachment-31423" class="wp-caption-text">Efficient task management in MeisterTask.</figcaption></figure>
Managing tasks by email is confusing, time-consuming and ineffective – think about how many times you’ve missed important information because it got lost in your inbox. In-person meetings are just as problematic as it’s impossible to revisit what was discussed or share it with others who may need to be looped in.
A task management tool helps you and your team stay organized by providing an overview of task progress that can be accessed at any time, from anywhere. By managing your projects and tasks centrally and transparently, your team can easily find the information they need to collaborate efficiently — whether they’re in the office or at home.
With MeisterTask’s Kanban board view, you can see task progress at a glance. Keep the sections on your board simple, like “To Do”, “In Progress” and “Done”, moving tasks across the board as they’re worked on. Alternatively, you can adapt the sections to your team’s workflow. 
Every task has an assignee and deadline, so responsibilities and due dates are clear. This increases accountability and limits confusion around what needs to be done, when and by whom. On-task comments keep your team’s conversations transparent and easy to follow (no hunting through email threads or Slack channels), which reduces duplicate questions and misunderstandings.
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<h3>4. Simplify Workflows and Processes</h3>
<figure id="attachment_31424" aria-describedby="caption-attachment-31424" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31424" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-scaled.jpg" alt="Maze symbolising complex workflows." width="2560" height="1708" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Simplify-Workflows-and-Processes-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31424" class="wp-caption-text">Don’t turn processes into a maze.</figcaption></figure>
Want to speed up? Then simplifying your processes is a great way to start. If you often find your projects are held up by multiple rounds of input from stakeholders, ask yourself who really needs to be involved. Remember, not everyone should have decision-making power in a project. The buck has to stop somewhere, otherwise your project will never get off the ground. On the flip side, if there are meetings or projects you and your team are involved in but don’t feel are relevant – or you can’t add value – speak up. Your time is better spent elsewhere.
Workflows can be complex for other reasons, such as technical or legal considerations. You don’t want to cut corners when it comes to employee safety or data protection – but there are ways to optimize your efficiency without compromising on quality. For example, you can:
<ul>
<li>Use tools and software that simplify or condense processes — look for tools that can <a href="https://support.meistertask.com/hc/en-us/articles/360015778280-Automations">automate repetitive manual tasks or administrative work</a>.</li>
<li>Invite feedback from your team on how processes could be improved — there might be something you’re missing.</li>
<li>If one or two people are always bottlenecks, re-evaluate responsibilities within the team and ensure an equal distribution of work.</li>
</ul>
<h3>5. Cut Out Busywork</h3>
<figure id="attachment_31426" aria-describedby="caption-attachment-31426" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-scaled.jpg"><img decoding="async" class="size-full wp-image-31426" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-scaled.jpg" alt="Woman busy with admin tasks." width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Cut-Out-Busywork-min-1-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31426" class="wp-caption-text">Working hard or hardly working? Make sure you’re using your time wisely.</figcaption></figure>
Busywork is anything that takes up your time but doesn’t really contribute to company goals. This can include creating unnecessary documentation or holding meetings without any clear agenda. It’s both inefficient and ineffective. 
<div class="pro-tip">Do you know the difference between inefficient and ineffective work? Get a breakdown of the two terms – and why they both matter – in this <a href="https://www.meistertask.com/blog/efficiency-and-effectiveness/">blog post</a>.</div>
To avoid falling into this trap, consider impact versus output when evaluating your own or your team’s work. <a href="https://www.investopedia.com/terms/1/80-20-rule.asp">According to the 80/20 rule</a>, 80% of outcomes result from 20% of all inputs for any given event<a href="https://www.investopedia.com/terms/1/80-20-rule.asp">.</a> Identifying that high-impact 20% and focusing your attention there is a good starting point. As a manager, you can encourage your team to do the same. Help them succeed by reducing unnecessary meetings, filtering out unimportant, low-impact tasks, and creating a culture that rewards results and impact over hours worked.
<h3>6. Stay Agile</h3>
<figure id="attachment_31427" aria-describedby="caption-attachment-31427" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31427" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-scaled.jpg" alt="Agile rower" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Stay-Agile-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31427" class="wp-caption-text">Keep moving forward.</figcaption></figure>
Waiting for perfection can hinder progress, allowing your competitors to overtake you and steal your market share. That’s why it’s important to move quickly and maintain momentum. Flexibility is key in fast-moving industries such as tech and retail, but it can also benefit traditional industries like finance and law, whose “old” models are going up against innovative challenger brands. Just think about how brands like Monzo and N26 have revolutionized the banking sector.
Staying agile means being prepared to adapt to changing circumstances and new information. This requires you to:
<ul>
<li style="font-weight: 400;" aria-level="1">Avoid doing things out of habit.</li>
<li style="font-weight: 400;" aria-level="1">Take decisions based on data.</li>
<li style="font-weight: 400;" aria-level="1">Iterate and test new approaches quickly (think “better done than perfect”).</li>
</ul>
<div class="pro-tip">To coordinate efforts and implement changes quickly, you need open and transparent cross-team collaboration. Find out more in this <a href="https://www.meistertask.com/blog/how-to-execute-stellar-projects-with-cross-team-collaboration/">blog post</a>.</div>
<h3>7. Push Back When Necessary</h3>
<figure id="attachment_31428" aria-describedby="caption-attachment-31428" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31428" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-scaled.jpg" alt="No on a post-it note." width="2560" height="1696" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-712x472.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-1024x678.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-768x509.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-1536x1018.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-2048x1357.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-796x527.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Push-Back-When-Necessary-min-300x200.jpg 300w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31428" class="wp-caption-text">Practice saying “no” – the success of your team depends on it.</figcaption></figure>
Just because you can do something, doesn’t mean you should. Pushing back on requests that don’t align with your team’s goals is key to protecting your team’s time and resources. Only when your team can focus on priority work will you be able to achieve your KPIs.
Of course, it’s not always so simple. Say you’re overloaded with requests for work that does contribute to the overarching company goals and is within the scope of your team’s responsibilities – what then? 
It all comes down to prioritization.
This means saying no to things that are not urgent or important and focusing your team’s efforts where they have the most impact. To make this easier and less stressful for everyone involved, communicate openly with stakeholders and respond to requests in good time. More often than not, they’ll appreciate your honesty, if not relate to the challenges your team is facing.
<h3>8. Beat Procrastination</h3>
<figure id="attachment_31429" aria-describedby="caption-attachment-31429" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31429" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-scaled.jpg" alt="Woman procrastinating at work." width="2560" height="1708" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Beat-Procrastination-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31429" class="wp-caption-text">Step away from the phone.</figcaption></figure>
Procrastination is the enemy of efficiency. If you’re anxious about doing a good job, prone to perfectionism, or simply lacking motivation, you’ve likely experienced the <a href="https://solvingprocrastination.com/why-people-procrastinate/">procrastination cycle</a>. 
Creating a calming environment that encourages concentration can be helpful. Listening to soothing music or tidying your desk – these are small changes that impact your frame of mind and boost productivity. Similarly,<a href="https://www.nytimes.com/2023/02/03/well/mind/brain-break-focus-productivity.html?smid=url-share"> taking regular breaks</a> creates a healthy distance between you and your work. This can help you break out of your rut and regain perspective. Coming back to your desk with “fresh eyes” also makes it easier to review your work objectively, spot mistakes, and attack challenges from a new angle.
If procrastination is a problem for your team, reach out and encourage them to talk it through. Keep in mind that there could be more complex issues, <a href="https://www.mentalhealth.org.uk/explore-mental-health/publications/how-support-mental-health-work">such as struggles with mental health</a>, behind their procrastination.
<div class="pro-tip"> If you’re looking for more structured ways to tackle procrastination in the workplace, give these <a href="https://www.meistertask.com/pages/workplace-productivity/">practical productivity methods</a> a try. </div>
<h3>Put Workplace Efficiency Into Action.</h3>
<figure id="attachment_31430" aria-describedby="caption-attachment-31430" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-scaled.jpg"><img decoding="async" class="size-full wp-image-31430" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-scaled.jpg" alt="Efficient team celebrating success." width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-1024x684.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/05/Put-Workplace-Efficiency-Into-Action-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31430" class="wp-caption-text">Efficient teams are happy teams.</figcaption></figure>
With these eight strategies to improve efficiency in the workplace, you can boost your team’s output and achieve even better results. Not only that, but with more time for things that matter to you and a happier team, you’ll feel great while doing it! Get started now and enjoy a better, more efficient way of getting things done. 
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<h2>FAQs</h2>
<h3>Why Is Work Efficiency Important?</h3>
Efficiency in the workplace matters because it directly impacts productivity, cost-effectiveness, and overall success. Inefficient processes can lead to delays, increased costs, and strained business relationships. Moreover, a focus on efficiency enables companies to tap into growth opportunities and remain competitive.
<h3>What Are The Common Obstacles To Work Efficiency?</h3>
There are several factors that can hinder work efficiency, including slow or ineffective processes, lack of clarity or direction, inadequate tools, and personal challenges such as stress. Identifying and addressing these obstacles is crucial for improving overall efficiency and productivity.
<h3>Is Work Efficiency or Work Effectiveness More Important?</h3>
Effectiveness refers to taking the right steps to achieve the right goal, while efficiency refers to achieving that goal with as little time, effort and resources as possible. Work can be efficient without being effective, or effective without being efficient. However, a successful team must be both efficient and effective.
 
The post <a href="https://www.mindmeister.com/blog/work-efficiency/">8 Strategies to Improve Work Efficiency</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>Project Timeline: Meet Deadlines, Hit Milestones, And Achieve Project Goals.</title>
<link>https://www.mindmeister.com/blog/how-to-develop-a-project-timeline/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Mon, 08 Jan 2024 10:30:44 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[project timeline]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31307</guid>
<description><![CDATA[A project timeline lies at the heart of successful project management. Not only does it provide a structured timeframe for tasks and milestones, but it also acts as the basis for resource planning and allocation. In this article, you’ll find out why […]
The post <a href="https://www.mindmeister.com/blog/how-to-develop-a-project-timeline/">Project Timeline: Meet Deadlines, Hit Milestones, And Achieve Project Goals.</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[A project timeline lies at the heart of successful project management. Not only does it provide a structured timeframe for tasks and milestones, but it also acts as the basis for resource planning and allocation. In this article, you’ll find out why a realistic project schedule is vital to project success – and how to make yours stick. We’ll also take a look at the benefits of MeisterTask’s Timeline, along with practical tips to implement it in your next project. Let’s get started!
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What is a project timeline?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">How do project timelines vary?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">Why is it important to develop a project timeline?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">What happens when you don’t use a timeline for your projects?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How do you create a project timeline?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">How do you use MeisterTask’s timeline feature?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#7">3 best practices for creating a project timeline.</a></li>
</ul>
<div class="pro-tip">You can find out everything you need to know about project planning on our <a href="https://www.meistertask.com/pages/project-planning/">project planning overview page</a>.</div>
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<h2 id="1">What Is a Project Timeline?</h2>
<figure id="attachment_31314" aria-describedby="caption-attachment-31314" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-scaled.jpg"><img decoding="async" class="wp-image-31314 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/planning-chart-for-business_envato-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31314" class="wp-caption-text">Your project timeline outlines what needs to happen in your project, when.</figcaption></figure>
A project timeline is a detailed schedule that outlines the tasks, milestones and activities of your project. By serving as a project roadmap, it ensures everyone involved understands what needs to be done and when. It provides direction and purpose to your team’s work and allows you to maintain an overview of project progress. 
Your project timeline also serves as a basis for resource planning and allocation. It helps you to set informed, realistic project goals and identify what you need to achieve them. This can include skills, manpower and budget. The structuring of tasks within a set timeframe also allows you to evenly distribute the workload within your team, and to identify and resolve potential bottlenecks – before they become a problem.
Despite the clear benefits of project scheduling, according to the <a href="https://www.pmi.org/-/media/pmi/documents/public/pdf/learning/thought-leadership/pulse/pulse-of-the-profession-2018.pdf">10th Global Project Management Survey</a>, almost 50% of projects are not completed on time. Reasons for this can include scope creep, resource limitations and miscommunication. In a <a href="https://www.pmi.org/-/media/pmi/documents/public/pdf/learning/thought-leadership/pulse/pulse-of-the-profession-2018.pdf">survey conducted by the Project Management Institute (PMI)</a>, 21% of respondents stated that limited or overstretched resources were the main reason for project failure.
Task management tools like MeisterTask help you to avoid these issues by simplifying the project planning and scheduling process.
<h2 id="2">3 Project Timeline Examples.</h2>
<figure id="attachment_31312" aria-describedby="caption-attachment-31312" style="width: 1000px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/shutterstock_2245082975.jpg"><img decoding="async" class="wp-image-31312 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/shutterstock_2245082975.jpg" alt="" width="1000" height="629" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/shutterstock_2245082975.jpg 1000w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/shutterstock_2245082975-712x448.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/shutterstock_2245082975-768x483.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/shutterstock_2245082975-796x501.jpg 796w" sizes="(max-width: 1000px) 100vw, 1000px" /></a><figcaption id="caption-attachment-31312" class="wp-caption-text">Gantt chart, Kanban board, or diagram – the choice is yours.</figcaption></figure>
There are many different ways to visualize your project timeline. Here are the three most common methods and when to apply them.
<ul>
<li style="font-weight: 400;" aria-level="1">Gantt charts: A Gantt chart timeline displays the chronological sequence of tasks and milestones in a bar chart format. It’s effective for visualizing dependencies between different activities.</li>
<li style="font-weight: 400;" aria-level="1">Network diagrams: A network diagram, such as a <a href="https://www.meistertask.com/blog/pert-chart/">PERT chart</a>, visualizes dependencies between tasks and identifies critical paths in the project. It’s particularly useful for identifying bottlenecks.</li>
<li style="font-weight: 400;" aria-level="1">Kanban boards: A Kanban board organizes tasks into columns corresponding to each project phase, providing a clear overview of what needs to happen when. It allows you to manage tasks flexibly and maintain granular control of task progress throughout the project.</li>
</ul>
For projects with 5 to 10 team members, consider a hybrid approach. Kick off with a Gantt chart timeline for the big picture, providing a roadmap for your project. Then, dive into Kanban boards for active task management. This combination ensures both structure and flexibility. Regularly review progress and adjust schedules when needed, ie. if and when unexpected challenges arise.
<div class="pro-tip">Task management tools often have several functions to help you keep track of time. With MeisterTask, organize your tasks into sections on a Kanban board then view them in <a href="https://www.youtube.com/watch?v=ETCxqjBPt8M">timeline view</a>. This way, you can easily see when they’re scheduled to be worked on and when they’re due.</div>
<h2>Why Is It Important To Develop a Project Timeline?</h2>
<figure id="attachment_31315" aria-describedby="caption-attachment-31315" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-scaled.jpg"><img decoding="async" class="wp-image-31315 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/success-teamwork-and-happy-business-group-working-2023-11-27-05-17-23-utc-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31315" class="wp-caption-text">A realistic and transparent project schedule keeps your team motivated.</figcaption></figure>
There are a number of benefits to a clear project schedule:
<ul>
<li style="font-weight: 400;" aria-level="1">It creates clarity and transparency. A project schedule sets clear expectations for deliverables and secures stakeholder buy-in.</li>
<li style="font-weight: 400;" aria-level="1">It facilitates smooth collaboration. Everyone involved has a clear idea of time requirements and dependencies so they can work in alignment.</li>
<li style="font-weight: 400;" aria-level="1">It supports budget control. Resource planning is carried out in advance and budget overspend can be recognized in good time.</li>
<li style="font-weight: 400;" aria-level="1">It keeps you focused. You can evaluate performance and measure progress to ensure your project stays on track and goals are met.</li>
<li style="font-weight: 400;" aria-level="1">It improves team motivation. With a realistic schedule to follow, your team can better manage their workload, which limits stress and boosts productivity.</li>
</ul>
<div class="pro-tip">Review and update your project schedule regularly as new information or data arises. This ensures that the schedule remains a valuable and reliable resource for your team. It also allows your team to react flexibly to unforeseen events without jeopardizing the project deadline.</div>
<h2>What Happens When You Don’t Use a Timeline for Your Projects?</h2>
<figure id="attachment_31316" aria-describedby="caption-attachment-31316" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-scaled.jpg"><img decoding="async" class="wp-image-31316 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-scaled.jpg" alt="" width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/a-goal-without-a-plan-is-just-a-wish-2023-11-27-05-33-35-utc-min-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31316" class="wp-caption-text">Guardrails are important for efficient, effective projects.</figcaption></figure>
Projects will encounter significant problems and challenges without a clear timeline in place. A realistic schedule is essential to ensure your project is relevant, cost-effective and impactful. 
Failure to create a project management timeline will result in the following set-backs:
<ul>
<li style="font-weight: 400;" aria-level="1">Poor use of resources: Skills, budget and materials go to waste – and can even be reallocated to more successful projects.</li>
<li style="font-weight: 400;" aria-level="1">Unclear priorities: Priorities become blurred and team members struggle to complete their tasks in the right order.</li>
<li style="font-weight: 400;" aria-level="1">Loss of control: Tasks are often overlooked, leading to delays and inefficiencies. </li>
<li style="font-weight: 400;" aria-level="1">Poor communication: Team members lack an overview of project status and upcoming milestones, which creates conflict and frustration.</li>
<li style="font-weight: 400;" aria-level="1">Loss of quality: Chaotic processes cause the quality of work to suffer</li>
<li style="font-weight: 400;" aria-level="1">Budget overrun: Delays incur higher costs – your project can easily become a money pit. </li>
</ul>
The following steps will help you to avoid planning errors and successfully navigate unforeseen events:
<ul>
<li style="font-weight: 400;" aria-level="1">Prioritize tasks: Identify and focus on critical tasks to ensure key milestones are achieved despite delays.</li>
<li style="font-weight: 400;" aria-level="1">Show flexibility: Be prepared to reallocate resources to overcome obstacles.</li>
<li style="font-weight: 400;" aria-level="1">Improve communication: Streamline communication within the team to ensure everyone is pulling in the same direction.</li>
<li style="font-weight: 400;" aria-level="1">Enlist expert help: If necessary, consult external experts to help get the project back on track.</li>
<li style="font-weight: 400;" aria-level="1">Review regularly: Update your project schedule regularly and adjust it based on new information and insights.</li>
</ul>
<h2>How Do You Create a Project Timeline?</h2>
<figure id="attachment_31317" aria-describedby="caption-attachment-31317" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-scaled.jpg"><img decoding="async" class="wp-image-31317 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/andrew-neel-cckf4TsHAuw-unsplash-min-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31317" class="wp-caption-text">Create your project timeline in 5 steps.</figcaption></figure>
Creating a project timeline requires careful planning and team coordination. Here are five steps to creating an effective project timeline:
<h3>1. Bring the Big Picture in View</h3>
Identify project goals, define milestones and set clear time frames based on how long similar projects usually take. An analysis of the types of tasks and resources required for your project is the starting point for an effective timeline.
<h3>2. Identify Tasks </h3>
Identify all specific tasks necessary to achieve your project goal. Dependencies between tasks should be taken into account in order to minimize bottlenecks and delays. This detailed task list forms the basis of your project timeline.
<h3>3. Set Task-Specific Timeframes</h3>
Assign specific time frames to each task. Allow realistic buffers for unforeseen events. The project timeline should clearly show which tasks can run in parallel and which build on each other.
<h3>4. Create Your Project Timetable</h3>
Use tools like MeisterTask to visualize your project timeline. MeisterTask’s Timeline displays your project milestones and tasks in chronological order. Collaboration features including real-time updates, comments and notifications improve team coordination and communication.
<h3>5. Monitor and Adapt</h3>
A project timeline is dynamic and should be monitored regularly. Check progress, identify potential delays and adjust the timeline if necessary. Flexibility in the event of changes is crucial for the success of the project.
<div class="pro-tip">Use Notes in MeisterTask to document your project plan – including your timeline – and adjust it to reflect changes to your project as they occur. This helps you centralize project communication and keep stakeholders in the loop at all times.</div>
<h2>How Do You Use MeisterTask’s Timeline Feature?</h2>
<figure id="attachment_31318" aria-describedby="caption-attachment-31318" style="width: 640px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/01_Timeline_Gif.gif"><img decoding="async" class="wp-image-31318 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/01_Timeline_Gif.gif" alt="MeisterTask Zeitleiste" width="640" height="454" /></a><figcaption id="caption-attachment-31318" class="wp-caption-text">MeisterTask makes project scheduling easier.</figcaption></figure>
The timeline feature in MeisterTask is similar to a Gantt chart. Your tasks are visualized in an appealing calendar view with the following information:
<ul>
<li style="font-weight: 400;" aria-level="1">Start and end date</li>
<li style="font-weight: 400;" aria-level="1">Task owner</li>
<li style="font-weight: 400;" aria-level="1">Position in the workflow </li>
</ul>
<h3>Getting Started</h3>
To display Timeline, click on the timeline icon () in the header of any project. To add tasks to your timeline:
<ul>
<li style="font-weight: 400;" aria-level="1">Drag and drop one or more existing tasks from your board into the timeline.</li>
<li style="font-weight: 400;" aria-level="1">Double-click on the timeline and search for existing tasks that you want to add. </li>
<li style="font-weight: 400;" aria-level="1">Double-click to open the existing tasks in the timeline and set a start and end date.</li>
</ul>
<h3>Scheduling Tasks</h3>
Once you’ve added tasks to your timeline, you can move the small circle at the start of a task to change the start date. The end date can be changed by moving the small circle at the end of the task.
<div class="pro-tip">Get an even clearer overview of your project progress with <a href="https://www.meistertask.com/pages/de/subtasks/">Subtasks</a>. Break down complex tasks into manageable chunks, making it easier to track tasks at a granular level and identify bottlenecks faster.</div>
<figure id="attachment_31321" aria-describedby="caption-attachment-31321" style="width: 1920px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/sIEe7EIimq.gif"><img decoding="async" class="wp-image-31321 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/sIEe7EIimq.gif" alt="" width="1920" height="903" /></a><figcaption id="caption-attachment-31321" class="wp-caption-text">Customize your timeline.</figcaption></figure>
<h3>Assigning Tasks</h3>
If a task has not yet been assigned, you can add an assignee directly in the timeline. Simply click on the question mark and search for the team member who should take over the task.
<figure id="attachment_31320" aria-describedby="caption-attachment-31320" style="width: 1444px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/Populate-timeline-min.gif"><img decoding="async" class="wp-image-31320 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/Populate-timeline-min.gif" alt="" width="1444" height="676" /></a><figcaption id="caption-attachment-31320" class="wp-caption-text">Use color coding for a quick overview of tasks.</figcaption></figure>
 
<h3>Organizing Your Timeline</h3>
Want to change your timeline view? Click on the arrow icon to sort the timeline by place or start date. 
You can also select filters to determine which tasks are displayed in your timeline. Do this by clicking on the icon at the top right, then filter by tags, watcher, due date, or task status.
<video>
Why not use color coding for an even clearer overview of your tasks? In MeisterTask, the color of a task in the timeline corresponds to the column in which the task is located. 
For example, if the In Progress column is red, all tasks that are currently being worked on are displayed in red in the timeline.
<div style="width: 628px;" class="wp-video">
<video class="wp-video-shortcode" id="video-31307-1" width="628" height="293" loop="1" autoplay="1" preload="metadata" controls="controls"><source type="video/mp4" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/MT-timeline-Viewing-options.mp4?_=1" /><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/MT-timeline-Viewing-options.mp4">https://www.mindmeister.com/blog/wp-content/uploads/2023/12/MT-timeline-Viewing-options.mp4</a></video></div>
<h3>Why Use MeisterTask for Project Scheduling?</h3>
Using MeisterTask to visualize and manage your project timeline helps you to:
<ul>
<li style="font-weight: 400;" aria-level="1">Keep a project overview. Track the progress of individual tasks in the Kanban-based board and see the relationships between all project tasks.</li>
<li style="font-weight: 400;" aria-level="1">Simplify resource management. Easily check who is assigned which tasks and filter by task owner, due date status and more to display all the information relevant to you.</li>
<li style="font-weight: 400;" aria-level="1">Easily adjust your project schedule. If during the planning stage you find that a time frame is too tight, simply adjust the start and end dates in the timeline. In the event of time conflicts during project execution, tasks can easily be reprioritized and rescheduled.</li>
<li style="font-weight: 400;" aria-level="1">Improve information sharing and communication. With a centralized overview of what is planned for the coming weeks and months, your team can collaborate smoothly and take ownership of their work. </li>
<li style="font-weight: 400;" aria-level="1">Boost accountability. As tasks in MeisterTask are assigned to specific team members, everyone knows who has to do what and by when. The connections between individual tasks in MeisterTask’s Timeline view helps team members see how their work fits into the broader plan, building on their sense of purpose.</li>
</ul>
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<h2>3 Best Practices for Creating a Project Timeline</h2>
<figure id="attachment_31324" aria-describedby="caption-attachment-31324" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-scaled.jpg"><img decoding="async" class="wp-image-31324 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-scaled.jpg" alt="" width="2560" height="1696" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-712x472.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-1024x678.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-768x509.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-1536x1017.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-2048x1356.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-796x527.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/12/helpful-tips-2023-11-27-05-01-16-utc-min-300x200.jpg 300w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31324" class="wp-caption-text">Stay on track to success with these 3 key tips.</figcaption></figure>
<h3>Tip 1: Clearly Define Tasks and Milestones.</h3>
A detailed overview of project tasks allows you to estimate a timeframe for each project stage and minimize potential delays. To achieve your goals, you must ensure that your project timeline includes all tasks within your project and that your time estimates are realistic.
<h3>Tip 2: Allocate Resources In Advance.</h3>
Effective project timelines not only take into account the timing, but also the available resources. This includes team members, budget and materials. Careful resource allocation ensures that all necessary resources are available when you need them in order to avoid bottlenecks. For a successful project, regularly review your project timeline to make sure you’re using resources efficiently.
<h3>Tip 3: Update Your Timeline Regularly.</h3>
Projects are often subject to unforeseen events or changing requirements, which means a static project timeline will quickly become outdated. With this in mind, review your schedule regularly and adjust it as necessary. An agile approach makes it possible to react flexibly to changes and keep your project on track.
<h2>Maximize Project Success With MeisterTask.</h2>
A well thought out project timeline is the foundation for project success. MeisterTask not only provides a clear framework for your project, but also a visual timeline that allows you to create and manage your project schedule with ease. Ready to achieve excellent project outcomes? It’s just a matter of time!
<div class="pro-tip">Find out more about successful project planning. Dive into our <a href="https://www.meistertask.com/pages/project-planning/">project planning guide</a>, learn how to make the best use of your <a href="https://www.meistertask.com/blog/resource-planning/">project resources</a>, and discover how to use a <a href="https://www.meistertask.com/blog/pert-chart/">PERT chart</a> for more exact project planning.</div>
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<h2>FAQ</h2>
<h3>What Is a Project Timeline?</h3>
A project timeline is a detailed schedule that outlines the chronological sequence of tasks, milestones, and activities involved in a project. It serves as a visual representation and roadmap for the project, highlighting what needs to be accomplished and when.
<h3>What Are the Benefits of Creating a Project Timeline?</h3>
A project timeline benefits you and your project team as: 
<ul>
<li style="font-weight: 400;" aria-level="1">It creates clarity and transparency. </li>
<li style="font-weight: 400;" aria-level="1">It improves communication. </li>
<li style="font-weight: 400;" aria-level="1">It facilitates budget control. </li>
<li style="font-weight: 400;" aria-level="1">It defines milestones and processes. </li>
<li style="font-weight: 400;" aria-level="1">It motivates your team thereby increasing productivity.</li>
</ul>
<h3>How Do You Create a Project Timeline?</h3>
<ol>
<li> Bring the Big Picture in View.</li>
<li> Identify Tasks. </li>
<li> Set Task-Specific Timeframes.</li>
<li> Create Your Project Timetable.</li>
<li> Monitor and Adapt Your Timeline.</li>
</ol>
The post <a href="https://www.mindmeister.com/blog/how-to-develop-a-project-timeline/">Project Timeline: Meet Deadlines, Hit Milestones, And Achieve Project Goals.</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
<enclosure url="https://mt-blog-prod.meisterlabs.com/wp-content/uploads/2023/12/MT-timeline-Viewing-options.mp4" length="594213" type="video/mp4" />
</item>
<item>
<title>PERT: The Project Planning Model Explained + Chart Creation Tips</title>
<link>https://www.mindmeister.com/blog/pert-chart/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Tue, 12 Dec 2023 10:29:15 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[PERT chart]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31264</guid>
<description><![CDATA[PERT is a project planning model that helps you to accurately forecast how long your project will run. A PERT chart gives you a clear overview of the required time calculated for each task so you can plan your project accordingly. If […]
The post <a href="https://www.mindmeister.com/blog/pert-chart/">PERT: The Project Planning Model Explained + Chart Creation Tips</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[PERT is a project planning model that helps you to accurately forecast how long your project will run. A PERT chart gives you a clear overview of the required time calculated for each task so you can plan your project accordingly. If you’re a project manager and want to coordinate the resources of your team for a successful project, read on. Our favorite project manager, Bert the PERT expert, explains the PERT model in simple terms.
Did you know that the name Bert means “bright,” “famous,” and “noble”? Neither did we. But we’d like to introduce you to Bert. Bert is a project manager at AllGood Ltd – and he’s famous for his hugely successful projects. “How do you do it, Bert?” he’s often asked. His answer: “With PERT. Think BERT, only with P – for productive!”. And because this response always raises some eyebrows in the office, Bert wants to take this opportunity to explain his method for success.
<figure class="blockquote">
<blockquote>A PERT chart helps you easily assess and track the time and resources required to complete a project. It also allows your organization to commit to projects that are relevant to its strategic positioning. It even improves communication during the project, too.</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
In this 7-minute read, Bert explains how PERT can help you enhance your project planning. You’ll learn:
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What is the PERT method?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">What is a PERT chart?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">How do PERT charts improve your projects?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">When should you use a PERT chart?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How to create a PERT chart and integrate it into your project.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">How does a PERT chart differ from a GANTT chart and CPM chart?</a></li>
</ul>
<div class="pro-tip">Take a look at our other project planning tips – including how to create a project timeline, and how to improve your project <a href="https://www.meistertask.com/blog/resource-planning/">resource planning</a>.</div>
<h2 id="1">What Is the PERT Model?</h2>
<figure id="attachment_31272" aria-describedby="caption-attachment-31272" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/what-is-the-pert-model.jpg"><img decoding="async" class="size-full wp-image-31272" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/what-is-the-pert-model.jpg" alt="planning with PERT" width="1024" height="680" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/what-is-the-pert-model.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/what-is-the-pert-model-712x473.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/what-is-the-pert-model-768x510.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/what-is-the-pert-model-796x529.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/what-is-the-pert-model-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/what-is-the-pert-model-272x182.jpg 272w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-31272" class="wp-caption-text">Accurately plan your projects with the PERT model.</figcaption></figure>
The PERT model is a visual project planning method. PERT in project management stands for Program Evaluation Review Technique. PERT helps you to plan the average duration of certain tasks over the course of the project. This allows you to better estimate the expected overall project timeline and cost.
PERT was developed by the US Navy in 1958 to simplify the planning of the complex Polaris missile submarine project. The research and production of new components for the submarine were distributed to various contractors. It wasn’t possible to calculate the exact time and effort required for the individual steps, which is why the contractors were asked to provide an estimate of the possible duration.
<div class="pro-tip">The PERT model helped <a href="http://ekt.bme.hu/CM-BSC-MSC/PERTReadings02.pdf">shorten the development time of the Polaris project</a> by two years!</div>
At the same time, the private sector developed the critical path method (CPM). This method is similar to PERT. Both visually represent the project timeline. The only difference is that the CPM works with the longest estimated task duration of project tasks. PERT, on the other hand, works with 3 different task duration estimates:
<ol>
<li style="font-weight: 400;" aria-level="1">The shortest duration (optimistic value): You schedule the tasks without accounting for risk, assuming the lowest time requirement or cost.</li>
<li style="font-weight: 400;" aria-level="1">The longest duration (pessimistic value): You schedule tasks accounting for the highest risk, assuming the highest time requirement or cost.</li>
<li style="font-weight: 400;" aria-level="1">The most probable duration (expected value): You factor in minimal risks and plan for some changes and delays to project tasks.</li>
</ol>
PERT is, therefore, a more differentiated approach than the critical path method.
<figure class="blockquote">
<blockquote>The PERT model is ‘old but gold’. Although it was developed in the 1950s, it’s still used today by project managers around the world to simplify projects.</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
<div class="pro-tip">The PERT model was also used in the organization of the <a href="https://structurae.net/en/literature/journal-article/coordination-du-programme-olympique-de-travaux-par-la-methode-pert">1968 Grenoble Winter Olympics</a>. Although numerous similar management concepts have been devised and developed since then, PERT was the first technique of its kind – and it’s still popular today.</div>
<h2 id="2">What Is a PERT Chart?</h2>
<figure id="attachment_31277" aria-describedby="caption-attachment-31277" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-is-a-PERT-Chart.jpg"><img decoding="async" class="size-full wp-image-31277" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-is-a-PERT-Chart.jpg" alt="PERT chart example" width="1024" height="662" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-is-a-PERT-Chart.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-is-a-PERT-Chart-712x460.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-is-a-PERT-Chart-768x497.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-is-a-PERT-Chart-796x515.jpg 796w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-31277" class="wp-caption-text">A PERT chart helps you to accurately plan your project.</figcaption></figure>
A PERT chart is the practical application of the PERT model. It helps you to visualize the planned tasks of a project and their dependencies. For example, it’s useful if you want to share an initial timeline and a projected schedule with stakeholders before the project launch.
<figure class="blockquote">
<blockquote>I create a PERT chart using the template in MindMeister. I then link to the mind map in a large project overview task in MeisterTask. This way, everyone in my project team always has access to the information they need.</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
 
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/3062832088/pert-chart?width=600&height=400&z=auto&live_update=1&no_share=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/3062832088/pert-chart" target="_blank" rel="noopener">PERT Chart</a> on MindMeister.</iframe>
<div class="mb-5">Discover the <a href="https://www.mindmeister.com/3062832088/pert-chart" target="_blank" rel="noopener">PERT Chart Template</a> by <a href="https://www.mindmeister.com/users/channel/32620205" target="_blank" rel="noopener">MindMeister Public Maps.</a></div>
</div>
 
Tailor this PERT chart template to your project and link out to it from your MeisterTask overview task.
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<h2 id="3">How Do PERT Charts Improve Your Projects?</h2>
<figure id="attachment_31270" aria-describedby="caption-attachment-31270" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/improve-your-projects-PERT.jpg"><img decoding="async" class="size-full wp-image-31270" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/improve-your-projects-PERT.jpg" alt="Two people high fiving successful project" width="1024" height="613" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/improve-your-projects-PERT.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/improve-your-projects-PERT-712x426.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/improve-your-projects-PERT-768x460.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/improve-your-projects-PERT-796x477.jpg 796w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-31270" class="wp-caption-text">A PERT chart helps you to visualize and plan complex projects.</figcaption></figure>
As a project manager, a PERT chart helps you to visually plan a project in a structured way – and execute it methodically. Use a PERT chart to easily evaluate the schedule, the necessary resources and the critical path of your project. Doing so will…
<ol>
<li style="font-weight: 400;" aria-level="1">Improve your time management. A PERT chart highlights both the individual task duration and the overall project duration. It’s a great method to define the expected schedule in detail during the project planning phase. </li>
<li style="font-weight: 400;" aria-level="1">Improve your resource management. With a PERT chart, you can easily see which tasks require which resources. This saves you and everyone involved in the project time, as everyone can easily access the information independently. </li>
<li style="font-weight: 400;" aria-level="1">Improve your project overview. One of the key features of a PERT chart that sets it apart from other methods is its ability to determine the critical path of a project. The critical path method is important if you want to visualize the schedule of your project with all of its task dependencies and uncertainties.</li>
</ol>
<figure class="blockquote">
<blockquote>PERT charts improve accountability because my project team has a full overview of roles, responsibilities and timelines. I also often complete projects ahead of schedule because everyone on the team knows exactly what they are supposed to do and when. I can avoid delays as expectations are clear.</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
<h2 id="4">When Should You Use a PERT Chart?</h2>
<figure id="attachment_31269" aria-describedby="caption-attachment-31269" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT.jpg"><img decoding="async" class="size-full wp-image-31269" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT.jpg" alt="distressed woman struggling to plan her project" width="1024" height="680" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-712x473.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-768x510.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-796x529.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-272x182.jpg 272w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-31269" class="wp-caption-text">Don’t despair. A PERT chart helps you tackle complex projects.</figcaption></figure>
As mentioned above, PERT was developed for planning extremely complex projects. In other words, projects in which you and your team must coordinate and work through many parallel and consecutive tasks.
If your project requires allocating multiple tasks to various team members, a PERT chart can help. This practical template provides a robust framework that can serve as a basis for further steps. 
However, to implement the PERT model, you also need reliably observed data from the past or clear expert estimates of future expectations. If you do not have this data, the results will not be accurate or helpful.
If you’re dealing with a fairly straightforward project, introducing the PERT model will only cause confusion. Valuable time will be wasted on estimations, which are unnecessary due to the lack of detail in the project. Note that there are disadvantages to PERT charts, including:
<ul>
<li style="font-weight: 400;" aria-level="1">Calculating PERT and creating a chart is time-consuming. Once you start subdividing all the necessary tasks, the number of tasks to manage can quickly become overwhelming. </li>
<li style="font-weight: 400;" aria-level="1">You need to create a PERT chart before the launch of your project for the administrative effort to be worth it.</li>
<li style="font-weight: 400;" aria-level="1">If the optimistic and pessimistic estimates deviate greatly from the probable value, you’ll end up with a distorted result, which can ultimately lead to bad decisions.</li>
<li style="font-weight: 400;" aria-level="1">It’s difficult to give a concrete indication of the project duration, even with expert input.</li>
<li style="font-weight: 400;" aria-level="1">Diagrams such as PERT charts help illustrate expectations – but not the project status.</li>
<li style="font-weight: 400;" aria-level="1">Expectations are not necessarily met during the course of the project, which can quickly make your PERT chart redundant. </li>
</ul>
<figure class="blockquote">
<blockquote>If you decide to work with a PERT chart, it’s best to link it in your task management tool. This way, you create a higher level of accountability by providing a clear overview of roles and responsibilities in the main project task. When your team can easily access overall expectations and the current project status in one place, you empower them to reach project milestones on time.</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
<h2 id="5">How to Create a PERT Chart And Integrate It Into Your Project.</h2>
<figure id="attachment_31273" aria-describedby="caption-attachment-31273" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/unnamed-file.jpg"><img decoding="async" class="size-full wp-image-31273" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/unnamed-file.jpg" alt="Person creating a PERT chart" width="1024" height="683" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/unnamed-file.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/unnamed-file-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/unnamed-file-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/unnamed-file-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/unnamed-file-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/unnamed-file-272x182.jpg 272w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-31273" class="wp-caption-text">You’re only 6 steps away from completing your PERT chart.</figcaption></figure>
To create a PERT chart and integrate it into your project seamlessly, complete the following 6 steps in order:
<h3>1. Identify All Project Tasks</h3>
To create a successful PERT chart, start by identifying and collecting all project information and tasks. Use either a <a href="http://www.mindmeister.com">mind map</a> or a <a href="http://www.meistertask.com">note in your task management tool</a>. Whichever you choose, share it with your team and work on it collaboratively to quickly gather more insights. More eyes on it means less chance anything will be forgotten.
<div class="pro-tip">To give your team an easily accessible overview, link this “list” of project tasks to the actual tasks in MeisterTask once you create them.</div>
<h3>2. Define All Task Dependencies</h3>
You should now identify all tasks that rely on the completion of another task in order to be worked on.
Identifying all task dependencies will help you to:
<ul>
<li style="font-weight: 400;" aria-level="1">Allocate tasks appropriately and follow up on them later.</li>
<li style="font-weight: 400;" aria-level="1">Ensure the timely completion of tasks.</li>
<li style="font-weight: 400;" aria-level="1">Make clear what needs to be communicated, when and to whom. 
</li>
</ul>
<figure class="blockquote">
<blockquote>To make task dependencies clear from the start, I add connecting arrows between individual tasks in my mind map from step one.</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
<h3>3. Open Your PERT Chart Template</h3>
The best way to create a PERT chart is to <a href="https://www.mindmeister.com/3062832088/pert-chart">open the MindMeister template</a> (shown under “What is a PERT chart?”) and transfer the final tasks and dependencies from the above steps in a logical sequence. To make this easier, number the tasks and add the responsible person to your list before you transfer the information over.
<h3>4. Estimate the Duration of Each Project Task</h3>
Now it’s time to plan your project timeline by applying thePERT formula to each of your tasks:
PERT value = ((optimistic value + (4 times expected value) + pessimistic value)) / 6
This calculation relies on previous experience and data. It helps you to communicate with your project team – in the best case directly in your MeisterTask tasks – how long a task will realistically take.
<figure class="blockquote">
<blockquote>You use the formula to calculate the average value from the three estimated values for each task, with the most probable case being weighted by a factor of 4. This results in the planned value, also known as the PERT value.</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
Now transfer the PERT values to all your tasks in your mind map.
<div class="pro-tip">With PERT, you usually calculate back from a fixed end date rather than the other way around, as contractor deadlines often cannot be moved.</div>
<h4>PERT Example: Calculation Using the PERT Formula</h4>
Let’s assume that the marketing team at AllGood GmbH needs a visualization of the collected campaign data.
The team knows from experience that under optimal conditions, when all the information is available, they need 300 minutes to do this. Under normal conditions, when only individual pieces of information need to be researched, it takes 450 minutes. Under unfavorable conditions, when missing documents have to be requested, 600 minutes. The planned values are calculated using the PERT formula as follows:
Planned value = (300 + (4 x 450) + 600) / 6 = 2700 / 6 = 450 minutes = 7.5 hours
<h3>5. Create All Tasks in Your Task Management Tool</h3>
Create all the main or “parent tasks” for your project in your task management tool. Define the person responsible for the task, add all project participants as watchers, and link out to your project overview note and PERT diagram. 
It’s likely your task requires contributions from multiple team members. To provide more clarity as to what needs to be done and when, break down your high level tasks into <a href="https://www.meistertask.com/pages/subtasks/">subtasks</a>. Assign them to the responsible person with the required due date. However, Keep discussions to the parent task. This will ensure that your team uses this project task as the single source of truth for the project – and don’t miss any updates.
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<h3>6. Coordinate Your Project Workflows</h3>
Now all that remains is to coordinate the delivery of the tasks until the project is complete. By centralizing all your communication in your parent project task – where you can also access the linked PERT diagram at any time – you and your team can easily track the progress of each task and communicate updates. 
<figure class="blockquote">
<blockquote>Remember to update your PERT chart throughout the project as changes occur.</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
<h2 id="6">How Does a PERT Chart Differ From a GANTT Chart and CPM Chart?</h2>
<figure id="attachment_31271" aria-describedby="caption-attachment-31271" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-v-CPM.jpg"><img decoding="async" class="size-full wp-image-31271" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-v-CPM.jpg" alt="Apple and pear symbolizing PERT v CPM." width="1024" height="683" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-v-CPM.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-v-CPM-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-v-CPM-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-v-CPM-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-v-CPM-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/PERT-v-CPM-272x182.jpg 272w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-31271" class="wp-caption-text">Like apples and pears, these charts are similar but not the same.</figcaption></figure>
All three charts have a common purpose: to improve project planning. But there are a few key differences between them.
<h3>PERT Chart vs. Gantt Chart</h3>
PERT and Gantt charts are often conflated, but there are important differences between them. Not only do they differ visually, but they also offer different functions to suit different needs.
<ol>
<li style="font-weight: 400;" aria-level="1">PERT charts are flowcharts, Gannt charts are bar charts. The former are less structured in their appearance and the layout can be slightly different depending on the project.</li>
<li style="font-weight: 400;" aria-level="1">Gantt charts score points for their organization, PERT charts for their customizability. Gantt charts offer an organized structure while PERT charts allow for easy layout customization, which is better suited for presenting top level project plans. </li>
<li style="font-weight: 400;" aria-level="1">PERT charts are best used before the project begins. With their simple timeline-friendly layout, PERT charts are often used as visual aids during a project kick-off. Project managers then like to use other methods, such as a work breakdown structure, a GANTT diagram or a Kanban board, to specifically assign project tasks and highlight dependencies.</li>
</ol>
Ultimately, GANTT charts are best suited for mapping project tasks throughout the project cycle, while PERT charts are best used for planning and scheduling in the initial project phase. The charts can be used separately or together to create a comprehensive project plan.
<h3>PERT Chart vs. CPM Chart</h3>
Both charts, i.e. PERT and CPM charts are models for project planning and management. They’re used to efficiently plan and organize task sequences for larger projects. 
The main difference is that project managers like to use PERT charts to determine how much time will be required to complete a project, while they use CPM charts to control costs and time spent.
For optimal results, you can use CPM charts in parallel with PERT charts. By integrating both methods into your project management strategy, you can give your team a realistic deadline and provide the optimal workflow for your project.
<h2>Get Productive With PERT.</h2>
Sounds interesting? Then give it a try. Your PERT template is waiting for you! For further suggestions and tips on project planning, check out the <a href="https://community.meister.co/">Meister Community.</a>
<figure class="blockquote">
<blockquote>I wish you every success with your first PERT chart!</blockquote><figcaption>Bert, the PERT chart expert</figcaption></figure>
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<h2>FAQs</h2>
<h2>What is a PERT chart?</h2>
A PERT chart shows you the planned tasks of a project and their dependencies visually.
<h2>How do PERT charts improve your projects?</h2>
As a project manager, a PERT chart helps you to visually plan a project in a structured way and complete it quickly. With such a diagram, you can easily evaluate the schedule, the necessary resources and the critical path of your project.
<h2>How do you create a PERT chart and integrate it into your project?</h2>
To create a PERT chart and integrate it into your project efficiently and clearly, complete the following 6 steps:
<ol>
<li style="font-weight: 400;" aria-level="1">Identify all project tasks.</li>
<li style="font-weight: 400;" aria-level="1">Define all task dependencies.</li>
<li style="font-weight: 400;" aria-level="1">Open your PERT template.</li>
<li style="font-weight: 400;" aria-level="1">Estimate the duration of each project task.</li>
<li style="font-weight: 400;" aria-level="1">Create all tasks in your task management tool.</li>
<li style="font-weight: 400;" aria-level="1">Coordinate task progress.</li>
</ol>
The post <a href="https://www.mindmeister.com/blog/pert-chart/">PERT: The Project Planning Model Explained + Chart Creation Tips</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>The Nuts and Bolts of Project Resource Planning – And How to Do It Well</title>
<link>https://www.mindmeister.com/blog/resource-planning/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Tue, 21 Nov 2023 14:27:21 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31192</guid>
<description><![CDATA[You know what you want to do – but how are you going to get there? The only way to figure it out is to plan, plan, plan! If you want to make good decisions that lead to great results, understanding the […]
The post <a href="https://www.mindmeister.com/blog/resource-planning/">The Nuts and Bolts of Project Resource Planning – And How to Do It Well</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[You know what you want to do – but how are you going to get there? The only way to figure it out is to plan, plan, plan! If you want to make good decisions that lead to great results, understanding the resources you have, defining how you’re going to use them, and considering your limitations is key. It’s time to lay it all out. Dive into the topic of project resource planning to get all your ducks in a row.
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is Project Resource Planning?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Why Is Project Resource Planning Important?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">What Is a Resource Management Plan?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">What Should Your Resource Management Plan Include?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">Do You Really Need Resource Management Software?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">Common Pitfalls in Resource Planning – And How to Avoid Them.</a></li>
</ol>
<h2 id="1">What Is Project Resource Planning?</h2>
Project resource planning is vital to project success – yet <a href="https://wellingtone.co.uk/wp-content/uploads/2021/03/The-State-of-PM-2021.pdf">less than 40% </a>of project teams invest in resource planning and management. Good planning ensures that the right resources are available at the right time for smooth, successful project execution. Think of it as orchestrating a symphony – but instead of instruments, you’re harmonizing people, materials and tools. Your project will hit the right notes only when every element works in sync.
At its core, resource planning in project management includes:
<ul>
<li style="font-weight: 400;" aria-level="1">Identifying Needs: Figuring out what you require and in what amounts.</li>
<li style="font-weight: 400;" aria-level="1">Taking Stock: Understanding the resources you have.</li>
<li style="font-weight: 400;" aria-level="1">Scheduling Time: Deciding when to use what.</li>
<li style="font-weight: 400;" aria-level="1">Defining Roles: Clarity on who’s responsible for which task.</li>
<li style="font-weight: 400;" aria-level="1">Budgeting: Allocating costs effectively.</li>
<li style="font-weight: 400;" aria-level="1">Staying on Track: Adjusting as needed to keep things running smoothly.</li>
</ul>
<h2 id="2">Why Is Project Resource Planning Important?</h2>
<figure id="attachment_31211" aria-describedby="caption-attachment-31211" style="width: 1280px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important.jpg"><img decoding="async" class="wp-image-31211 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important.jpg" alt="Woman at her laptop planning project" width="1280" height="854" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important.jpg 1280w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Why-is-project-resource-planning-important-272x182.jpg 272w" sizes="(max-width: 1280px) 100vw, 1280px" /></a><figcaption id="caption-attachment-31211" class="wp-caption-text">Make the most of what you’ve got – and figure out what you need.</figcaption></figure>
Resource planning affects every stage of a project, and it doesn’t end there. The way you plan your resources now can impact concurrent or future projects, other business areas, and the company’s overall profitability. For example, if you fail to account for costs and your project goes wildly over budget, your ROI will be lower than expected. Budget may need to be pulled from a different project, leaving you with fewer resources next time. This can negatively impact project efficacy, leading to missed targets and unmet company goals.
Now, let’s take a step back and consider the benefits within the context of the project. As a project manager, an accurate and thorough plan helps you to:
<ul>
<li style="font-weight: 400;" aria-level="1">Maximize efficiency</li>
<li style="font-weight: 400;" aria-level="1">Reduce waste, and </li>
<li style="font-weight: 400;" aria-level="1">Ensure workflows run smoothly. </li>
</ul>
It also helps your team members to:
<ul>
<li style="font-weight: 400;" aria-level="1">Understand their role in the project, and</li>
<li style="font-weight: 400;" aria-level="1">Collaborate effectively towards shared goals and objectives. </li>
</ul>
Project resource planning provides the clarity and direction your team needs to execute the project well and achieve the desired results, while staying on time and within budget. Of course, the work isn’t over once your project is up and running. Project resource planning means monitoring, refining and adjusting the plan until the project ends.
<h2 id="3">What Is a Resource Management Plan?</h2>
<figure id="attachment_31209" aria-describedby="caption-attachment-31209" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-scaled.jpg"><img decoding="async" class="size-full wp-image-31209" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-scaled.jpg" alt="Tiles spelling out "Make" and "Plan"" width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-is-a-resource-management-plan-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31209" class="wp-caption-text">Resource planning: an essential component of any successful project.</figcaption></figure>
A resource management plan is one part of your overall project plan. It’s where you outline the details of what you need for your project, what it costs, and who will provide it. It’s also where you’ll define a project timeline, along with how you will keep resources in check throughout the project lifecycle. When the scope and requirements are documented and transparent, it’s much easier to:
<ol>
<li style="font-weight: 400;" aria-level="1">Evaluate your resources. </li>
<li style="font-weight: 400;" aria-level="1">Get approval on resource allocation from company leaders. </li>
<li style="font-weight: 400;" aria-level="1">Align with stakeholders and identify any potential issues. </li>
<li style="font-weight: 400;" aria-level="1">Keep track of changes e.g. budget cuts, team restructuring.</li>
<li style="font-weight: 400;" aria-level="1">Keep your team informed and aligned throughout the project.</li>
</ol>
<h2 id="4">What Should Your Resource Management Plan Include?</h2>
<figure id="attachment_31210" aria-describedby="caption-attachment-31210" style="width: 1280px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include.jpg"><img decoding="async" class="size-full wp-image-31210" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include.jpg" alt="Woman making a budget" width="1280" height="853" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include.jpg 1280w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include-1024x682.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/What-should-your-resource-management-plan-include-272x182.jpg 272w" sizes="(max-width: 1280px) 100vw, 1280px" /></a><figcaption id="caption-attachment-31210" class="wp-caption-text">From budgeting to communication – document it all.</figcaption></figure>
The following three categories include the key elements you should consider when creating an effective resource management plan:
<h3>1. Resource Identification and Allocation</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Required Resources: The resources you need for a successful project. Resources can include people (e.g. team members, stakeholders), equipment and tools, materials and supplies, and budget. </li>
<li style="font-weight: 400;" aria-level="1">Resource Estimation: The quantity of resources you need for a successful project. For example, how many hours will a developer work on a particular task? How many units of a material will be required? You can also note any resource constraints here.</li>
<li style="font-weight: 400;" aria-level="1">Roles and Responsibilities: Who is doing what in the project. A <a href="https://project-management.com/understanding-responsibility-assignment-matrix-raci-matr">RACI matrix</a> will help you define this. Embed your matrix into your project resource management plan for a quick visual overview.</li>
</ul>
<h3>2. Scheduling and Budgeting</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Resource Calendar: An overview of what resources are available, when. This is particularly helpful when resources aren’t available full-time or are shared across projects. Block out time in a shared calendar or use a <a href="https://support.meistertask.com/hc/en-us/articles/360015778140-Timeline">Gantt chart</a> to track this.</li>
<li style="font-weight: 400;" aria-level="1">Cost Breakdown: The cost associated with each resource. Breaking down costs helps you to allocate your budget strategically, <a href="https://www.indeed.com/career-advice/career-development/project-forecasting">make accurate forecasts</a>, and cut back on planned activities which don’t make sense financially. </li>
<li style="font-weight: 400;" aria-level="1">Acquisition Strategies: How to acquire resources. For example, if you need a specific expert, will you hire a new employee, use a contractor, or train up a team member?</li>
<li style="font-weight: 400;" aria-level="1">Training and Development: How you’ll bring the right skills and knowledge into the team. This could include learning a new software or acquiring a certification.</li>
</ul>
<h3>3. Analysis and Control</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Backup Plans: A plan for how you will deal with potential challenges or bottlenecks so your project doesn’t stall if a resource becomes unavailable.</li>
<li style="font-weight: 400;" aria-level="1">Communication Processes: Guidelines on how updates related to resources should be <a href="https://www.meistertask.com/blog/why-good-stakeholder-collaboration-matters-and-how-to-get-it-right/">communicated to stakeholders</a>. These will reduce misunderstandings and confusion during your project.</li>
<li style="font-weight: 400;" aria-level="1">Monitoring and Control Measures: The processes or tools which will be used to track and manage resources throughout the project. The approach you take will depend on your project KPIs.</li>
</ul>
<div class="pro-tip">Find out more about <a href="https://www.meistertask.com/blog/achieving-goals-top-10-reasons-why-your-team-doesnt-solutions/">setting and achieving goals as a team</a> – and what to do if your goals still seem out of reach.</div>
<h2 id="5">Do You Really Need Resource Management Software?</h2>
<figure id="attachment_31204" aria-describedby="caption-attachment-31204" style="width: 1280px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software.jpg"><img decoding="async" class="size-full wp-image-31204" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software.jpg" alt="Man using software at his desk." width="1280" height="853" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software.jpg 1280w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software-1024x682.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Do-you-need-resource-management-software-272x182.jpg 272w" sizes="(max-width: 1280px) 100vw, 1280px" /></a><figcaption id="caption-attachment-31204" class="wp-caption-text">All the bells and whistles? Complex software can actually hinder productivity.</figcaption></figure>
Trying to oversee your project resources without digital tools can lead to significant resource planning pitfalls. However, resource management software isn’t always the answer. The right tools for your team will depend on the scope of your projects. Only if you’re running multiple large and complex projects is optimized resource management software worth the investment. This software will typically work with big datasets to help you do things like match project needs with team members’ skill set, or test various resource allocation strategies to identify the best outcome.
If that sounds too in-depth for your team, a lightweight tool which helps you manage your project resources and execute your projects is a better option. A task management tool gives you the transparency and structure you need to stay agile by easily keeping on top of project developments. In contrast to a “hardcore” resource management tool, you don’t have to deal with unnecessary features adding additional complexity to your workflows.
To ensure planning and execution runs smoothly, look to <a href="https://www.meistertask.com/pages/documentation/">project management software with documentation functionality</a> – such as MeisterTask. With project documentation and project management seamlessly connected, you and your team always have a full, up-to-date overview of your resources at every stage of the project.
<iframe title="Using MeisterTask and MeisterNote" width="628" height="353" src="https://www.youtube.com/embed/6cw1zVu_ZLY?start=2&feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
<div class="pro-tip">Need some help getting started with your resource management plan? Use the “Project Plan” template in <a href="https://www.meistertask.com/pages/documentation/">MeisterTask </a>and easily adapt it to your needs.</div>
<h2 id="6">Common Pitfalls in Resource Planning – And How to Avoid Them.</h2>
<figure id="attachment_31203" aria-describedby="caption-attachment-31203" style="width: 1000px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Common-pitfalls-in-resource-planning.jpg"><img decoding="async" class="size-full wp-image-31203" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Common-pitfalls-in-resource-planning.jpg" alt="Stressed man facing a challenge." width="1000" height="667" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Common-pitfalls-in-resource-planning.jpg 1000w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Common-pitfalls-in-resource-planning-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Common-pitfalls-in-resource-planning-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Common-pitfalls-in-resource-planning-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Common-pitfalls-in-resource-planning-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Common-pitfalls-in-resource-planning-272x182.jpg 272w" sizes="(max-width: 1000px) 100vw, 1000px" /></a><figcaption id="caption-attachment-31203" class="wp-caption-text">Navigating the traps of project resource planning can be challenging.</figcaption></figure>
Getting project resource planning right lies somewhere between art and science. Some things you simply can’t control, but steering clear of these common pitfalls will help make your project a success. Here’s what to avoid – and how.
<h3>1. A Lack of Visibility and Transparency</h3>
<figure id="attachment_31201" aria-describedby="caption-attachment-31201" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-scaled.jpg"><img decoding="async" class="size-full wp-image-31201" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-scaled.jpg" alt="A magnifying glass symbolising visibility" width="2560" height="1708" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-lack-of-visibility-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31201" class="wp-caption-text">You can’t act on what you don’t know.</figcaption></figure>
It can be hard to get an overview of your resources if you don’t know what your stakeholders are working on, or how much time your team has to take on new projects. This can lead to overestimating resources and inaccurate forecasts (not to mention <a href="https://blog.iil.com/burnout-in-project-management/">a lot of stress</a> for everyone involved).
Centralizing all of your projects in an accessible and collaborative task and project management tool makes it easier to maintain transparent workflows.
This helps you to:
<ol>
<li style="font-weight: 400;" aria-level="1">Get an overview of how resources are allocated across multiple projects.</li>
<li style="font-weight: 400;" aria-level="1">Keep track of who is doing what and when.</li>
<li style="font-weight: 400;" aria-level="1">View and manage your team’s workload, and </li>
<li style="font-weight: 400;" aria-level="1">Gain a clear understanding of priorities and deadlines so you can plan and adapt accordingly. </li>
</ol>
To do this, you need a task or project management tool. In MeisterTask, you can assign tasks to team members, set specific deadlines, and add links for context – e.g. to your resource planning notes. With project scope, deadlines and responsibilities clear, you have more control over your resource planning. Your team can also better organize their work and execute tasks to a high standard. Better planning and greater transparency empowers your team to work productively – and a productive team gives you more of one valuable resource: time!
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<h3> 
2. Failing to Acknowledge Time Constraints</h3>
<figure id="attachment_31205" aria-describedby="caption-attachment-31205" style="width: 1280px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints.jpg"><img decoding="async" class="size-full wp-image-31205" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints.jpg" alt="Timer" width="1280" height="853" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints.jpg 1280w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints-1024x682.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Failing-to-acknowledge-time-constraints-272x182.jpg 272w" sizes="(max-width: 1280px) 100vw, 1280px" /></a><figcaption id="caption-attachment-31205" class="wp-caption-text">There are only so many hours in a day.</figcaption></figure>
You want to squeeze as much value as possible from your resources, but it’s important to leave some wiggle room when planning your timeline. Expect the unexpected, such as colleagues going on sick leave or unforeseen urgent tasks. Overly-ambitious resource planning can lead to an overwhelmed and panicked team prone to mistakes. Fixing errors will add extra time to delivery, eat into your budget, and reduce the quality of output.
Of course, in order to be realistic with your time, you need to know how long things really take. One way to do this is with <a href="https://support.meistertask.com/hc/en-us/articles/360015801759-Time-Tracking">time tracking in MeisterTask</a>. Use time tracking to find out how much time is spent on a task and compile the data to find an average time for completion. Then, schedule your tasks. With Timeline – MeisterTask’s Gantt chart view – you can easily see how tasks interact and overlap. For example, you might notice one week is jam-packed and the next is quiet. This helps you ensure resources are neither under-utilized or stretched to the extreme during any given time.
<figure id="attachment_31212" aria-describedby="caption-attachment-31212" style="width: 600px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/ezgif.com-gif-maker-6.gif"><img decoding="async" class="size-full wp-image-31212" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/ezgif.com-gif-maker-6.gif" alt="MeisterTask timeline view" width="600" height="342" /></a><figcaption id="caption-attachment-31212" class="wp-caption-text">Avoid overlaps: Plan and schedule tasks in Timeline view.</figcaption></figure>
<div class="pro-tip">Nailed down how long each task takes? Create an overview note in <a href="https://www.meistertask.com/pages/meisternote-overview/">MeisterTask</a> to share with stakeholders and colleagues. Understanding the time required for a certain type of task will inform their own project resource planning. It will also help them to submit realistic and timely task requests to your project team.</div>
<h3>3. Losing Control of Your Budget</h3>
<figure id="attachment_31206" aria-describedby="caption-attachment-31206" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-scaled.jpg"><img decoding="async" class="size-full wp-image-31206" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-scaled.jpg" alt="Man holding credit card." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Losing-control-of-your-budget-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31206" class="wp-caption-text">Over budget and overwhelmed? Drill down into why.</figcaption></figure>
Unexpected expenses not only strain your budget but can also cause delays and reductions in quality. This can have significant consequences, particularly in manufacturing and construction industries. Just think back to <a href="https://www.news.com.au/entertainment/tv/reality-tv/brutal-fallout-of-grand-designs-most-infamous-episode/news-story/0506ccb36c0e273ca0ef6d26a0364931">that Grand Designs episode</a>, or the <a href="https://www.euronews.com/2020/10/31/berlin-airport-opens-10-years-late-and-three-times-over-budget">fiasco with Berlin’s Brandenburg airport</a>. Starting with an accurate and detailed budget breakdown, which should be included in your resource management plan, will help keep a sticky financial situation at bay. However, overspending can be triggered by last-minute changes or unexpected external events. So what happens if you need to fix, rather than prevent, the problem?
<ul>
<li>First, identify exactly where the budget has been overspent – and why. </li>
<li>You can then create an action plan to reduce spending and make cuts where necessary. </li>
<li>You might need to recoup budget from elsewhere, which means taking a holistic view of your resource plan and making adjustments.</li>
<li>Importantly, you should be open about budget overrun with your stakeholders. Willingness to communicate issues as they happen builds trust. This is important to a successful working relationship – and the success of future projects. Doing so can also create the space to find a solution together and help you bring your budget back under control.</li>
</ul>
<h3>4. Poor Communication Around Requirements & Responsibilities</h3>
<figure id="attachment_31208" aria-describedby="caption-attachment-31208" style="width: 1280px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication.jpg"><img decoding="async" class="size-full wp-image-31208" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication.jpg" alt="Confused woman" width="1280" height="854" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication.jpg 1280w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Poor-communication-272x182.jpg 272w" sizes="(max-width: 1280px) 100vw, 1280px" /></a><figcaption id="caption-attachment-31208" class="wp-caption-text">Totally clear – or totally confused?</figcaption></figure>
With so many moving parts, project tasks – especially small to-dos – can easily slip through the net. This is often due to poorly communicated requirements. The solution? Help everyone to see exactly what is expected, from who, and when. Use <a href="https://www.meistertask.com/pages/subtasks/">Subtasks</a> in MeisterTask to break down large tasks into smaller, actionable steps, then assign them to individual team members and set specific deadlines for each subtask. In doing so, you provide an extra layer of clarity which improves accountability and reduces confusion in your team.
Subtasks also help your team understand how each step is connected to the overall task, and how this fits into the bigger picture of the project. As such, alignment is improved, which means better collaboration and smoother workflows.
<figure id="attachment_31215" aria-describedby="caption-attachment-31215" style="width: 709px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Subtasks-example-final.png"><img decoding="async" class="size-full wp-image-31215" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Subtasks-example-final.png" alt="Subtasks in MeisterTask" width="709" height="559" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Subtasks-example-final.png 709w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Subtasks-example-final-677x534.png 677w" sizes="(max-width: 709px) 100vw, 709px" /></a><figcaption id="caption-attachment-31215" class="wp-caption-text">Break a big task down into smaller parts with Subtasks.</figcaption></figure>
With each subtask neatly nestled under the parent task, it’s easy to stay organized and maintain control at a granular level – without losing sight of the wider project context. This is key to assessing whether your resource plan is working in practice, and whether adjustments (even small ones) need to be made. For example, you can easily identify blockers and missed deadlines for task components before they impact the overall task delivery – and take action.
Task updates and notifications make it even easier to do this as you’re alerted to developments in real-time. Likewise, keeping task-related communication on the task ensures communication is transparent and important information doesn’t get lost in email chains or instant messages.
<h3>5. Missing Opportunities for Learning and Improvement</h3>
<figure id="attachment_31207" aria-describedby="caption-attachment-31207" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-scaled.jpg"><img decoding="async" class="size-full wp-image-31207" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-scaled.jpg" alt="Arrow symbolising the right direction" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Missing-opportunities-for-learning-and-development-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31207" class="wp-caption-text">Make sure you’re going in the right direction.</figcaption></figure>
Missing valuable learnings can lead to you make the same planning errors across multiple projects. This is bad for business and terrible for team morale. A tool to evaluate the impact of your plan – i.e. assess project data – is essential for identifying opportunities to refine your approach. To ensure you’re moving in the right direction, you need:
<ul>
<li style="font-weight: 400;" aria-level="1">A Comprehensive Performance Overview: A transparent, at-a-glance view of performance metrics.</li>
<li style="font-weight: 400;" aria-level="1">Updated and Accessible Documentation: Up-to-date insights on project progress and learnings.</li>
</ul>
With MeisterTask Reports, you get an overview of missed deadlines and tasks awaiting assignment at a glance. You can instantly identify who has too much work – and who has capacity to take on more. This helps you to fairly redistribute workloads during the project and ensure no task is forgotten. Insights into the total hours dedicated to the project and specific tasks within it can inform future resource planning.
<figure id="attachment_31216" aria-describedby="caption-attachment-31216" style="width: 2496px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports.png"><img decoding="async" class="size-full wp-image-31216" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports.png" alt="MeisterTask Reports" width="2496" height="1456" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports.png 2496w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports-712x415.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports-1024x597.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports-768x448.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports-1536x896.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports-2048x1195.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/reports-796x464.png 796w" sizes="(max-width: 2496px) 100vw, 2496px" /></a><figcaption id="caption-attachment-31216" class="wp-caption-text">Make sure nothing slips through the cracks with MeisterTask Reports.</figcaption></figure>
If you’re coming up against the same problems again and again, ask whether project learnings are clearly documented. Keep updates, findings and results in a shared note in MeisterTask – and encourage your team to do the same. This will ensure all stakeholders can understand and learn from the project. Centralizing this information also saves time that would be wasted communicating the same things across multiple platforms, and keeps stakeholders aligned throughout the project’s lifecycle. When what works (and what doesn’t) is clear, you’ll be able to develop a formula for success, keep team morale high, and achieve great results.
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<h2>How We Do It: Meister’s Tips for Project Resource Planning.</h2>
Hopefully it’s no surprise that there’s power in knowledge – especially when it comes to resource planning in project management. With this in mind, we asked three Meister Lobsters to share their insights and tips. Put these pearls of wisdom into practice for a smoother, more effective planning process.
<figure id="attachment_31218" aria-describedby="caption-attachment-31218" style="width: 240px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squesse.png"><img decoding="async" class="wp-image-31218" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squesse-150x150.png" alt="Jesse Gnehm, VP Data at Meister" width="240" height="240" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squesse-150x150.png 150w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squesse-213x213.png 213w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squesse.png 480w" sizes="(max-width: 240px) 100vw, 240px" /></a><figcaption id="caption-attachment-31218" class="wp-caption-text">Jesse Gnehm, VP Data at Meister</figcaption></figure>
<figure class="blockquote">
<blockquote>We are never short on great ideas, but almost never have enough resources to bring them all to life – especially when they involve multiple teams. Having a clear company strategy and defined goals makes this much easier. This allows the team to prioritize which projects are essential and which ones are ‘nice to have.’ It also provides the direction we need to align on how to allocate resources for the best possible outcomes and to get all project stakeholders on board.</blockquote><figcaption>Jesse Gnehm, VP Data</figcaption></figure>
<figure id="attachment_31219" aria-describedby="caption-attachment-31219" style="width: 240px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squiis.png"><img decoding="async" class="wp-image-31219" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squiis-150x150.png" alt="Liis Monson, Staff PM of Growth at Meister" width="240" height="240" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squiis-150x150.png 150w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squiis-213x213.png 213w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squiis.png 480w" sizes="(max-width: 240px) 100vw, 240px" /></a><figcaption id="caption-attachment-31219" class="wp-caption-text">Liis Monson, Staff PM of Growth at Meister</figcaption></figure>
<figure class="blockquote">
<blockquote>My top project resource planning tip? Be brutally honest with your resource assessment. If you underestimate what you need for a project to be successful, your team will suffer for it later. My motto: “Under promise, over deliver”. A significant part of resource planning is negotiation, so ask for the things you need – and be prepared to explain why. Back up your requests with data wherever possible!</blockquote><figcaption>Liis Monson, Staff PM of Growth</figcaption></figure>
<figure id="attachment_31220" aria-describedby="caption-attachment-31220" style="width: 240px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squaula.png"><img decoding="async" class="wp-image-31220" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squaula-150x150.png" alt="Paula Jakubik, Revenue Operations at Meister" width="240" height="240" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squaula-150x150.png 150w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squaula-213x213.png 213w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Squaula.png 480w" sizes="(max-width: 240px) 100vw, 240px" /></a><figcaption id="caption-attachment-31220" class="wp-caption-text">Paula Jakubik, Revenue Operations at Meister</figcaption></figure>
<figure class="blockquote">
<blockquote>To understand the resources I have available, I refer to current and upcoming company initiatives. At Meister, these are documented and updated in MeisterTask for an easy overview. I can see which resources have been allocated where and if there’s room for reallocation if necessary. Keeping the lines of communication open with other department leads is also vital for effective resource planning. A personal touch can be helpful, especially when flexibility and creative thinking are required!</blockquote><figcaption>Paula Jakubik, Revenue Operations</figcaption></figure>
<h2>A (Resource) Plan for Success.</h2>
<figure id="attachment_31202" aria-describedby="caption-attachment-31202" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-resource-plan-for-success.jpg"><img decoding="async" class="size-full wp-image-31202" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-resource-plan-for-success.jpg" alt="Puzzle pieces representing a plan coming together" width="1024" height="741" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-resource-plan-for-success.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-resource-plan-for-success-712x515.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-resource-plan-for-success-768x556.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/A-resource-plan-for-success-796x576.jpg 796w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-31202" class="wp-caption-text">That feeling when all your resources come together perfectly.</figcaption></figure>
You’re ready to start your research and identify what will make the engine of your project run – congrats! One final note: preparation is key, but it’s what you learn along the way that will take your project over the finish line. By putting in the groundwork now, and by keeping watch for changes or opportunities to refine your plan, you’ll stay one step ahead and make your project a success.
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<h2>FAQs</h2>
<h3>What’s the Difference Between Project Resource Planning and a Resource Management Plan?</h3>
Project resource planning is an overarching strategy that ensures the right resources are available at the right time for a project. It involves identifying needs, scheduling, budgeting, and more. A resource management plan, on the other hand, is a specific document within the overall project plan. It details the resources required, their costs, and the plan to manage them throughout the project lifecycle.
<h3>How Can Software Support Project Resource Planning?</h3>
Project or resource management tools provide a centralized platform for tracking tasks, deadlines, and resource allocation. For instance, MeisterTask includes features such as Reports, which help you to get an overview of missed deadlines and task allocation. Such tools promote transparency, better workload distribution, and offer insights into project hours, aiding in future planning.
<h3>How Can I Ensure Continuous Improvement in My Resource Planning?</h3>
Regularly evaluate your resource management plans to extract key data and insights. This allows you to understand the plan’s efficacy and make necessary adjustments. Utilizing tools that offer performance metrics and up-to-date project progress – such as MeisterTask – can help you stay on track.
The post <a href="https://www.mindmeister.com/blog/resource-planning/">The Nuts and Bolts of Project Resource Planning – And How to Do It Well</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>Time Blocking: What Is It – And How Can It Help You Stay on Top of Your Workload?</title>
<link>https://www.mindmeister.com/blog/time-blocking/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Wed, 18 Oct 2023 14:36:06 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30985</guid>
<description><![CDATA[What flies but has no wings? Yes, it’s that thing you never seem to have enough of – time. With so much to do and not enough hours in the day, staying on top of your workload can seem impossible. That’s where […]
The post <a href="https://www.mindmeister.com/blog/time-blocking/">Time Blocking: What Is It – And How Can It Help You Stay on Top of Your Workload?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[What flies but has no wings? Yes, it’s that thing you never seem to have enough of – time. With so much to do and not enough hours in the day, staying on top of your workload can seem impossible. That’s where time blocking comes in. Like a roadmap for your day, time blocking provides a clear path to completing your tasks and achieving your goals. But how do you apply it? And is it the right method for you and your team? Read on to find out – and start using it today.
According to a UK-based <a href="https://www.vouchercloud.com/resources/office-worker-productivity">study</a>, office workers spend just under 3 hours per day working productively. From procrastination and distractions to <a href="https://www.lifehack.org/articles/featured/getting-things-re-started-dealing-with-mental-blocks.html">mental-block resulting from workload-related stress</a>, there are plenty of reasons you and your team might end up in a productivity black hole. It’s no wonder that there are over 1.5 thousand monthly Google searches for “time management techniques”. In this post, we’re honing in on one: time blocking. You’ll discover:
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is Time Blocking?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">What Are the Benefits of Time Blocking?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">How To Apply Time Blocking.</a></li>
<li aria-level="1"><a href="#4">How To Integrate Time Blocking Into Your Existing Productivity Workflows.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How Is Time Blocking Different From Time Boxing?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">How Is Time Blocking Different From Task Batching?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#7">When Is Time Blocking Helpful – And When Is It Not?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#8">5 Time Blocking Pitfalls To Watch Out For.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#9">3 Alternatives To Time Blocking.</a></li>
</ul>
<h2 id="1">What Is Time Blocking?</h2>
<figure id="attachment_30986" aria-describedby="caption-attachment-30986" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--scaled.jpg"><img decoding="async" class="size-full wp-image-30986" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--scaled.jpg" alt="What Is Time Blocking?" width="2560" height="1440" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--712x401.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--1024x576.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--768x432.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--1536x864.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--2048x1152.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Is-Time-Blocking--796x448.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30986" class="wp-caption-text">Turn your to-dos into an actionable plan with time blocking.</figcaption></figure>
Time blocking is a technique which involves scheduling blocks of time for your tasks throughout the day. Blocking time in your calendar for your to-dos helps you give your workday structure, making it easier to focus and get things done. It also encourages you to prioritize your tasks. For example, you might decide to carve out two hours on Monday morning to prepare for an important presentation on Tuesday. You will give this your full attention and deal with Slack messages, admin tasks, and everything else later. By fully committing to the task at hand – and doing it in good time – you give yourself the best chance of achieving great results.
A full, time-blocked day in your calendar might look like this:
<figure id="attachment_30987" aria-describedby="caption-attachment-30987" style="width: 2268px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar.png"><img decoding="async" class="size-full wp-image-30987" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar.png" alt="A time-blocked calendar. " width="2268" height="1382" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar.png 2268w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar-712x434.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar-1024x624.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar-768x468.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar-1536x936.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar-2048x1248.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Cropped-time-blocked-calendar-796x485.png 796w" sizes="(max-width: 2268px) 100vw, 2268px" /></a><figcaption id="caption-attachment-30987" class="wp-caption-text">A colorful day ahead.</figcaption></figure>
 
<h2 id="2">What Are the Benefits of Time Blocking?</h2>
<figure id="attachment_30988" aria-describedby="caption-attachment-30988" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--scaled.jpg"><img decoding="async" class="size-full wp-image-30988" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--scaled.jpg" alt="What Are the Benefits of Time Blocking?" width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/What-Are-the-Benefits-of-Time-Blocking--796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30988" class="wp-caption-text">Time blocking helps you focus on your tasks – and get more done.</figcaption></figure>
The time blocking method ensures your day is well-planned so you can transition smoothly from one task to the next. It helps you to:
<h3>1. Get Started.</h3>
Big tasks can be daunting, and a seemingly endless list of to-dos can cause stress and <a href="https://www.selfstart.co/articles/productivity/improve-productivity-by-breaking-down-tasks">inhibit your ability to focus</a>. Organizing and assigning a specific time to start or complete your tasks <a href="https://www.theguardian.com/lifeandstyle/2017/may/10/the-psychology-of-the-to-do-list-why-your-brain-loves-ordered-tasks">reduces task-related anxiety</a>, which makes your workload feel more manageable. When you’re able to reduce overwhelm for yourself and your team, it’s easier to get the ball rolling – and meet those deadlines.
<h3>2. Stay Realistic. </h3>
Time blocking forces you to really think about how long tasks take, and to reevaluate your estimations as you go along. The more you use time blocking – <a href="https://support.meistertask.com/hc/en-us/articles/360015801759-Time-Tracking">and time tracking</a> – the more accurate your planning becomes. When your team tracks their time and shares how long tasks typically take, you can use this information to create realistic roadmaps and divide work fairly across the team.
<h3>3. Prioritize Your Tasks. </h3>
The key to productivity is working on the right things at the right time. Time blocking helps you allocate enough time to priority work, so you don’t end up rushing to complete important tasks or wasting time on low-impact tasks. Prioritization improves with experience – but experience is often a luxury. Time blocking can help junior team members level-up their prioritization skills quickly.
<h3>4. Control Your Workload.</h3>
Time blocking helps you prevent your workload spiraling out of control. With your tasks planned out in your calendar, it’s easier to spot when deadlines aren’t realistic and when priorities need to be rearranged. It can also help team members identify prioritization conflicts early on – and reach out to you for support before issues become critical.
<h3>5. Avoid Procrastination. </h3>
Are you – like <a href="https://www.apa.org/news/press/releases/2010/04/procrastination">20% of the US population</a> – a chronic procrastinator? An <a href="https://erationality.media.mit.edu/papers/dan/eRational/Dynamic%20preferences/deadlines.pdf">MIT study</a> shows that self-imposed deadlines (rather than leaving tasks to the last minute) can have a positive impact on performance. It’s easy to procrastinate when the whole day is stretching out ahead of you, but when you know you only have two hours to write a report, you’re more likely to focus and get it done.
<h3>6. Stop Context Switching.</h3>
Regularly switching between tasks – i.e. context switching – <a href="https://www.loom.com/blog/cost-of-context-switching">increases stress</a> and costs as much as <a href="https://www.apa.org/topics/research/multitasking">40 percent of your productive time</a>. Time blocking prevents your attention being pulled in too many directions. When you decide that “for the next hour, I’m going to work solely on strategy development”, you commit to ignoring distractions and fully engaging with the task at hand. This leads to better quality work (and a better mood at the end of the day).
These benefits apply as much to your team as they do to you, so why not encourage everyone to try time blocking? Even if your team members are already doing excellent work and meeting deadlines, it could alleviate some pressure and make it easier for them to achieve great results. 
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<h2 id="3">How To Apply Time Blocking.</h2>
<figure id="attachment_30990" aria-describedby="caption-attachment-30990" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-scaled.jpg"><img decoding="async" class="size-full wp-image-30990" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-scaled.jpg" alt="You got this." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Apply-Time-Blocking-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30990" class="wp-caption-text">Doesn’t it feel good to tick things off your list?</figcaption></figure>
You can block out time in your calendar on a daily or weekly basis. If you have enough control over your schedule to be able to plan a week in advance, do it on a Friday afternoon or Monday morning. This way, you know exactly what to focus on for the week ahead. The process is simple:
<ul>
<li style="font-weight: 400;" aria-level="1">Step 1: List your tasks. Get all of your tasks out of your head and into a list. This includes everything you need to do, such as meetings, project work, administrative tasks, even breaks and exercise.</li>
<li style="font-weight: 400;" aria-level="1">Step 2: Prioritize your tasks. Not all tasks require the same attention. Some are <a href="https://www.eisenhower.me/eisenhower-matrix/">more important or urgent</a> than others. Identify which tasks are critical and which are less so – and plan your time accordingly.</li>
<li style="font-weight: 400;" aria-level="1">Step 3: Estimate how much time each task will take. This is a crucial step and one where people often run into the ‘<a href="https://rescuetime.wpengine.com/planning-fallacy/">planning fallacy’</a>, which is the tendency to underestimate how long a task will take. Find out more about the planning fallacy here.</li>
<li style="font-weight: 400;" aria-level="1">Step 4: Block out the time in your calendar. Simply add the tasks you want to work on and set a time period. Making your calendar public to your company will allow everyone to see when you’re busy. This helps them to plan meetings and make requests in a way that is considerate to your schedule.</li>
<li style="font-weight: 400;" aria-level="1">Step 5: Stick with it. Now it’s just about following your schedule. Close irrelevant tabs, put your phone on silent, and get focused. When a block of time is up, move onto the next task. If you don’t finish a task in its designated block, reschedule it to a future block.</li>
</ul>
<h2 id="4">How To Integrate Time Blocking Into Your Existing Productivity Workflows.</h2>
<figure id="attachment_30993" aria-describedby="caption-attachment-30993" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-scaled.jpg"><img decoding="async" class="wp-image-30993 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-scaled.jpg" alt="Connected wires symbolizing workflows." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-To-Integrate-Time-Blocking-Into-Your-Existing-Productivity-Workflows-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30993" class="wp-caption-text">Make time blocking part of your workflow.</figcaption></figure>
You probably already use a task management tool to manage your team’s workflows, and a calendar app for scheduling and joining meetings.
<div class="pro-tip">Here’s why you should <a href="https://www.meistertask.com/blog/using-meistertask-for-task-management/">use a task management tool</a>.</div>
Some task management tools, such as MeisterTask, integrate with calendar apps such as <a href="https://support.meistertask.com/hc/en-us/articles/360015801399-Calendar-Integration">iCal </a>and Google Calendar so you can create calendar events from tasks and vice versa. As such, you can see what is due and when, and plan your blocks around those task deadlines. Find out how to set up the integration <a href="https://support.meistertask.com/hc/en-us/articles/360015802079">here</a> (it’s easy).
With the MeisterTask-Google Calendar integration you can sync your calendar:
<ul>
<li aria-level="1">With all tasks in a specific project. This gives you an overview of every task which is being worked on in a project, no matter who it’s assigned to. This is helpful if you want to plan your team’s work around all project-based deadlines and dependencies. </li>
<li aria-level="1">With all tasks assigned to you in a specific project. This gives you an overview of your own tasks in individual projects. Syncing your projects as individual calendars – and using Google Calendar’s color coding – helps you to see at a glance which of your tasks belong to which projects. </li>
<li aria-level="1">With all tasks assigned to you in all projects. This gives you an overview of all of your tasks in MeisterTask. With all of your tasks in one concise Google Calendar, you can narrow your field of view, analyze your schedule, and start planning your time around your task deadlines.</li>
</ul>
<figure id="attachment_30996" aria-describedby="caption-attachment-30996" style="width: 1524px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Calendar-Integration.png"><img decoding="async" class="size-full wp-image-30996" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Calendar-Integration.png" alt="MeisterTask - Google Calendar integration in action." width="1524" height="740" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Calendar-Integration.png 1524w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Calendar-Integration-712x346.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Calendar-Integration-1024x497.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Calendar-Integration-768x373.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Calendar-Integration-796x387.png 796w" sizes="(max-width: 1524px) 100vw, 1524px" /></a><figcaption id="caption-attachment-30996" class="wp-caption-text">Google calendar with “all tasks from all projects” imported from MeisterTask.</figcaption></figure>
Your team can use the integration too, so their tasks appear on their own calendars. The ability to see each other’s schedules and deadlines via the integration makes scheduling meetings and making time for collaborative work much easier. Plus, as a manager, you can simply check your team’s calendars for an overview of their workload or availability.
<div class="pro-tip">Prioritize your weekly to-dos in MeisterTask. Pin the tasks you want to focus on to your <a href="https://support.meistertask.com/hc/en-us/articles/360015801179-Using-MeisterTask-s-Agenda">Agenda</a> – then simply turn them into calendar events using the MeisterTask-Google Calendar integration.</div>
When it comes to actually doing the work you’ve scheduled, your task management system features trackable tasks with context on what needs to be done – saving you time when you’re ready to start. Likewise, it’s a platform to collaborate on team tasks, which is useful for more complex tasks, or those which require input from stakeholders. A <a href="https://www.meistertask.com/pages/product-tour">task and project management tool</a> like MeisterTask will help you to keep an overview of your team’s tasks and easily track their progress, so your team stays organized, aligned and productive.
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</div>
<h2 id="5">How Is Time Blocking Different From Time Boxing?</h2>
<figure id="attachment_30998" aria-describedby="caption-attachment-30998" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--scaled.jpg"><img decoding="async" class="size-full wp-image-30998" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--scaled.jpg" alt="Dachshund in a box." width="2560" height="1700" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--712x473.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--1024x680.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--768x510.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--1536x1020.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--2048x1360.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--796x529.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/How-Is-Time-Blocking-Different-From-Time-Boxing--272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30998" class="wp-caption-text">Embrace structure – but don’t box yourself in.</figcaption></figure>
While time blocking involves allocating time for a set of tasks, time boxing involves allocating a specific amount of time to individual tasks at a more granular level.
If you were taking a time boxing approach to your work, your calendar would include more tasks, but those tasks would take up less time individually. They would also be more specific. For example, in a time blocked calendar, you might have “Prepare for presentation with legal” from 9:00 – 11:00. In a time boxed calendar, you would have:
<figure id="attachment_30999" aria-describedby="caption-attachment-30999" style="width: 2170px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing.png"><img decoding="async" class="size-full wp-image-30999" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing.png" alt="A time-boxed calendar." width="2170" height="610" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing.png 2170w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing-712x200.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing-1024x288.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing-768x216.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing-1536x432.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing-2048x576.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/cropped-time-boxing-796x224.png 796w" sizes="(max-width: 2170px) 100vw, 2170px" /></a><figcaption id="caption-attachment-30999" class="wp-caption-text">Time boxing in action.</figcaption></figure>
Time boxing is helpful if you have a lot of smaller tasks to complete within a tight time frame. On the other hand, it can also add extra pressure, causing you to rush through your work unnecessarily. If multiple looming deadlines make you panic, this method probably isn’t for you.
<h2 id="6">How Is Time Blocking Different From Task Batching?</h2>
<figure id="attachment_31000" aria-describedby="caption-attachment-31000" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-scaled.jpg"><img decoding="async" class="size-full wp-image-31000" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-scaled.jpg" alt="A batch of cookies symbolizing task batching." width="2560" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Batching-tasks-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31000" class="wp-caption-text">If your tasks were cookies, how many could you eat?</figcaption></figure>
Task batching is a subsect of time blocking. It involves grouping similar tasks together and working on them in “batches”, rather than moving between them sporadically throughout the day. You can group tasks by:
<ul>
<li style="font-weight: 400;" aria-level="1">Task type (e.g. administrative tasks, strategic tasks).</li>
<li style="font-weight: 400;" aria-level="1">The amount of concentration or effort they require (e.g. low-effort, high-effort).</li>
</ul>
Let’s say that, this morning, you have to:
<ul>
<li style="font-weight: 400;" aria-level="1">Reply to 8 emails.</li>
<li style="font-weight: 400;" aria-level="1">Review 3 contracts. </li>
<li style="font-weight: 400;" aria-level="1">Set up multiple tasks as part of a new team project. </li>
</ul>
Rather than flitting between emails, contracts and task creation, you structure your time to work on the same type of tasks within a set timeframe. As a result, your calendar looks like this:
<figure id="attachment_31001" aria-describedby="caption-attachment-31001" style="width: 1198px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/task-batching.png"><img decoding="async" class="size-full wp-image-31001" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/task-batching.png" alt="A task-batched calendar." width="1198" height="356" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/task-batching.png 1198w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/task-batching-712x212.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/task-batching-1024x304.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/task-batching-768x228.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/task-batching-796x237.png 796w" sizes="(max-width: 1198px) 100vw, 1198px" /></a><figcaption id="caption-attachment-31001" class="wp-caption-text">Task batching in action.</figcaption></figure>
You start with emails because you know some of them are urgent and require a quick response. You leave setting up project tasks until later as you know this requires more concentration, and you can focus better mid-morning (after a quick coffee). Task batching helps you optimize your time and work more efficiently, as you’re not constantly switching between contexts.
<h2 id="7">When Is Time Blocking Helpful – And When Is It Not?</h2>
<figure id="attachment_31003" aria-describedby="caption-attachment-31003" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--scaled.jpg"><img decoding="async" class="size-full wp-image-31003" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--scaled.jpg" alt="A team at their desks." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/When-is-time-blocking-helpful--272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31003" class="wp-caption-text">The time blocking method can be applied to a wide range of industries and professions.</figcaption></figure>
Time blocking is a useful method for project managers and team leads as these roles often involve balancing a variety of tasks and – occasionally – managing others’ schedules. However, the beauty of time blocking is that it can be applied to a wide range of industries to boost <a href="https://www.meistertask.com/pages/workplace-productivity">workplace productivity</a>. See the examples below.
<h3><img src="https://s.w.org/images/core/emoji/15.0.3/72x72/2705.png" alt="✅" class="wp-smiley" style="height: 1em; max-height: 1em;" /> The Manufacturing Sector.</h3>
Richard is working in the manufacturing industry as an Administrator. He uses time blocking for tasks such as inventory management and quality control. This helps him to manage his individual workload and meet departmental deadlines. He also recommends the method to Deja, the HR Manager, as a useful way of organizing her limited focus time around all the interviews and meetings she attends.
<h3><img src="https://s.w.org/images/core/emoji/15.0.3/72x72/2705.png" alt="✅" class="wp-smiley" style="height: 1em; max-height: 1em;" /> The Finance Sector.</h3>
Hannes is a senior manager in the banking sector. He uses time blocking to manage the many tasks he has to juggle, from client meetings and portfolio management to drafting documents. The method helps him allocate time for deep work, which is <a href="https://medium.com/better-advice/work-in-a-flow-state-for-2-hours-per-day-using-the-3c-method-3ffab28ee9e1">essential for complex analysis and strategic planning</a>. With time set aside for continuous learning, he can stay on top of industry legislation, laws, and market trends.
Not all professions will benefit from time blocking. If your job is extremely reactive by design, and you don’t work in a digital environment, time blocking in the traditional sense isn’t a practical solution. See the examples below:
<h3><img src="https://s.w.org/images/core/emoji/15.0.3/72x72/274c.png" alt="❌" class="wp-smiley" style="height: 1em; max-height: 1em;" /> The Manufacturing Sector.</h3>
Liza runs a production line. Time is of the essence, and one delay can cause more down the chain, affecting the overall delivery schedule. This is why she has defined <a href="https://www.applerubber.com/blog/5-time-management-tips-every-manufacturer-can-benefit-from/">set levels of time for task completion</a> for her team. However, because the work is physical, with each step sometimes taking only seconds, blocking out time in a calendar isn’t logical or enforceable.
<h3><img src="https://s.w.org/images/core/emoji/15.0.3/72x72/274c.png" alt="❌" class="wp-smiley" style="height: 1em; max-height: 1em;" /> The Finance Sector.</h3>
Ellis is a Teller for an international bank. Their day-to-day work involves working face-to-face with customers, receiving deposits and loan payments, cashing checks, and issuing withdrawals. How they spend their time depends on customer interactions and can’t be planned in advance. Therefore, time blocking isn’t going to help them work more efficiently. 
<h4>So, Should You Use Time Blocking?</h4>
Ultimately, whether time blocking is for you depends more on your profession and working style than your industry. However, if you do decide to give it a go, there are some typical time blocking pitfalls you should avoid…
<h2 id="8">5 Time Blocking Pitfalls To Watch Out For.</h2>
<figure id="attachment_31002" aria-describedby="caption-attachment-31002" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-scaled.jpg"><img decoding="async" class="size-full wp-image-31002" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-scaled.jpg" alt="Spilt ice cream symbolizing disappointment." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-pitfalls-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31002" class="wp-caption-text">Don’t let your time blocking attempts end in disappointment.</figcaption></figure>
As beneficial as time blocking can be, the following pitfalls could scupper your plans for a productive week. Here’s how to avoid them – and stay on track to success.
<h3>1. Falling Into The Planning Fallacy Trap.</h3>
The <a href="https://thedecisionlab.com/biases/planning-fallacy">planning fallacy</a> is the process of underestimating the time and resources required to complete a task, despite knowing similar tasks have generally taken longer than planned. This is due to an overestimation of our own abilities and a tendency towards wishful thinking. 
One way to avoid the planning fallacy is to track exactly how long your tasks actually take, rather than simply guessing. Having the cold hard data will help keep your planning in check. And the more you track the time spent on a particular type of task, the better you’ll be able to plan for it next time. 
<div class="pro-tip">Encourage your team to use MeisterTask’s <a href="https://support.meistertask.com/hc/en-us/articles/360015801759-Time-Tracking">Time Tracking feature</a> and see out how much time everyone is spending on each type of task. This will help you to improve your departmental planning and improve cross-team collaboration.</div>
<a href="http://www.nexusinvestments.com/beating-bias-tips-avoid-planning-fallacy/">Studies </a>reveal that the planning fallacy doesn’t apply when you’re forecasting how long a task will take someone else. We’re overly optimistic with our own abilities and more realistic with others. So, when embarking on a new type of task, instead of thinking “how long will this take me”, ask yourself “how long would this take my colleague”.
<h3>2. Being Too Rigid.</h3>
While discipline is necessary, being too rigid can be counterproductive. Consider the following tips to strike a balance.
<ul>
<li style="font-weight: 400;" aria-level="1">Leave some “buffer” time between blocks for unexpected interruptions. </li>
<li style="font-weight: 400;" aria-level="1">If you’re feeling particularly inspired, use it! Don’t let your creative juices go to waste on mundane administrative tasks. </li>
<li style="font-weight: 400;" aria-level="1">Don’t turn down unexpected opportunities just because you’ve already blocked time for something else (unless it’s urgent and important).</li>
</ul>
It can also be difficult to time block if new tasks are coming in or priorities are always shifting. However, this is indicative of a wider problem within your organization and should be addressed with your leadership team. 
<h3>3. Overbooking and Neglecting Breaks.</h3>
When planning your blocks, it’s essential to factor in time to transition between tasks. If you overlook this, you can easily find yourself behind schedule. Of course, when you have lots to do, it can be tempting to cram your calendar full of tasks and meetings. However, regular breaks can actually <a href="https://www.meistertask.com/blog/pomodoro-technique/">improve focus and help you to work more productively</a>. Being realistic about what you can achieve in a day – without sacrificing your health – will help you to avoid burnout.
<h3>4. Ignoring Your Energy Levels. </h3>
Feeling a bit “meh”? You’re only human, which means your energy levels will fluctuate throughout the day. Aligning demanding tasks with your peak energy levels will help you to do your best work. If you have an important task to complete by the end of the day, and you know you always have a post-lunch slump around 3pm, don’t put it off until the afternoon. In fact, that task <a href="https://www.meistertask.com/blog/eat-the-frog/">should probably be the first thing you do</a>.
<h3>5. Failing To Make Adjustments. </h3>
Like any strategy, how you implement time blocking should be reassessed regularly. If a particular block consistently gets pushed to another, or some tasks take longer than expected, adjust your schedule accordingly. Remember, daily time blocking is meant to enhance your productivity and organization, not cause additional stress. Use it flexibly and adjust as needed to make it work for you.
<h2 id="9">3 Alternatives To Time Blocking.</h2>
<figure id="attachment_30992" aria-describedby="caption-attachment-30992" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-scaled.jpg"><img decoding="async" class="size-full wp-image-30992" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-scaled.jpg" alt="A frog representing the "Eat the Frog" method." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Time-blocking-alternatives-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30992" class="wp-caption-text">Some frogs are meant to be eaten. But not this one.</figcaption></figure>
Perhaps you want to keep your options open and test a few different productivity methods before settling on “the one”. If so, consider putting the following to the test: 
<ol>
<li style="font-weight: 400;" aria-level="1">Eat The Frog. Do you tend to put your most crucial tasks off until the last moment? “Eat the Frog” is a time blocking alternative which helps you to get your most important work done first. Enjoy a ribberting read on the method <a href="https://www.meistertask.com/blog/eat-the-frog/">here</a>.</li>
<li style="font-weight: 400;" aria-level="1">Getting Things Done. This method does what it says on the tin. With <a href="https://www.meistertask.com/blog/getting-things-done/">GTD</a>, you’ll get all of those overwhelming to-dos out of your head into a structured system, so you and your team can work more efficiently – without the pressure of remembering every little detail.</li>
<li style="font-weight: 400;" aria-level="1">The Pomodoro Method. The Pomodoro method is to productivity what Gucci is to fashion – and both just happen to be from la bella Italia. Find out how working in 25-minute blocks – or “pomodoros” – can help your team <a href="https://www.meistertask.com/blog/pomodoro-technique/">work smarter, not harder</a>. </li>
</ol>
<h2>Time: Blocked. Productivity: Unlocked.</h2>
<figure id="attachment_31005" aria-describedby="caption-attachment-31005" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-scaled.jpg"><img decoding="async" class="size-full wp-image-31005" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-scaled.jpg" alt=""Do something great" in lights." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Try-time-blocking-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31005" class="wp-caption-text">It’s time to try time blocking.</figcaption></figure>
Time blocking can help you take control of your workday, replacing chaos with structure so you can get more done. By carving out dedicated time for your tasks and prioritizing them accordingly, you give your work the attention and energy it deserves. Not only will this help you feel more fulfilled, but it can also help you achieve better results. If you pay attention to the potential pitfalls and make sure to revisit and readjust your approach as you go along, there’s no reason time blocking can’t work for you or your team. Now all that’s left to do is try it out. Good luck!
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<h2>FAQs</h2>
<h3>What Is Time Blocking?</h3>
Time blocking is a technique which involves scheduling blocks of time for your tasks throughout the day. This helps you turn your to-do list into an actionable plan, making it easier to focus and get work done.
<h3>How Do I Know If Time Blocking Is Right For Me?</h3>
Time blocking can be applied in a range of contexts and professions. Whether the method is right for you depends more on your working style than your industry. If you’re looking for a way to maintain control of your workload, manage your time more efficiently and increase your productivity, give it a try!
<h3>What Are The Key Benefits of Time Blocking?</h3>
The time blocking method helps you:
<ul>
<li style="font-weight: 400;" aria-level="1">To get started on your tasks.</li>
<li style="font-weight: 400;" aria-level="1">Plan efficiently and optimize your time.</li>
<li style="font-weight: 400;" aria-level="1">Prioritize your to-dos.</li>
<li style="font-weight: 400;" aria-level="1">Stay in control of your workload.</li>
<li style="font-weight: 400;" aria-level="1">Avoid procrastination.</li>
<li style="font-weight: 400;" aria-level="1">Stop multitasking and stay focused.</li>
</ul>
<h3>How Do I Use The Time Blocking Method?</h3>
The time blocking method is incredibly easy to implement. Simply follow these steps:
Step 1: List your tasks.
Step 2: Prioritize your tasks.
Step 3: Estimate how much time each task will take.
Step 4: Block out the time in your calendar. 
Step 5: Follow your schedule.
 
The post <a href="https://www.mindmeister.com/blog/time-blocking/">Time Blocking: What Is It – And How Can It Help You Stay on Top of Your Workload?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>The Pomodoro Technique: Can It Really Help You Get More Done?</title>
<link>https://www.mindmeister.com/blog/pomodoro-technique/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Wed, 18 Oct 2023 14:34:51 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31062</guid>
<description><![CDATA[You can’t extend or rewind time…but you can use it efficiently. If you’re looking for a way to take back control of the clock, the Pomodoro Technique could be just the ticket. Read on to discover how this Italian productivity method can […]
The post <a href="https://www.mindmeister.com/blog/pomodoro-technique/">The Pomodoro Technique: Can It Really Help You Get More Done?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[You can’t extend or rewind time…but you can use it efficiently. If you’re looking for a way to take back control of the clock, the Pomodoro Technique could be just the ticket. Read on to discover how this Italian productivity method can help you and your team get more from your workday – and accelerate progress faster than you can say “pasta al dente”.
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="#1">Quiz: Should You Use the Pomodoro Technique?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">The Problem: Not Enough Time, Too Much Pressure.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">What Is the Pomodoro Technique?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">What Makes the Technique So Effective?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How Do You Apply the Pomodoro Technique?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">What Are the Common Pitfalls To Avoid?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#7">The Meister Test: Does the Pomodoro Technique Really Work?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#8">3 Alternative Time Management Techniques.</a></li>
</ul>
<h2 id="1">Quiz: Should You Use the Pomodoro Technique?</h2>
<figure id="attachment_31026" aria-describedby="caption-attachment-31026" style="width: 1140px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_Pomodoro-Stroop-Test.png"><img decoding="async" class="wp-image-31026 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_Pomodoro-Stroop-Test.png" alt="" width="1140" height="480" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_Pomodoro-Stroop-Test.png 1140w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_Pomodoro-Stroop-Test-712x300.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_Pomodoro-Stroop-Test-1024x431.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_Pomodoro-Stroop-Test-768x323.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_Pomodoro-Stroop-Test-796x335.png 796w" sizes="(max-width: 1140px) 100vw, 1140px" /></a><figcaption id="caption-attachment-31026" class="wp-caption-text">Put your powers of concentration to the test.</figcaption></figure>
How sharp are your concentration skills? Grab a stopwatch and name the colors of the words above in order to find out.
How fast were you? 
This “Stroop test” is a fun way to gauge your skills. Don’t worry if there’s room for improvement – the Pomodoro Technique can help with that. But before diving into the details, reflect on whether the Pomodoro Technique is relevant to your everyday work by answering the following questions:
<ol>
<li style="font-weight: 400;" aria-level="1">Are you often distracted (even if only briefly) during your workday?</li>
<li style="font-weight: 400;" aria-level="1">Does your productivity fluctuate? </li>
<li style="font-weight: 400;" aria-level="1">Are your tasks often time-intensive (e.g. research projects)?</li>
<li style="font-weight: 400;" aria-level="1">Do you often overestimate how much you can achieve in a day?</li>
<li style="font-weight: 400;" aria-level="1">Could completing your daily tasks be more enjoyable and engaging?</li>
<li style="font-weight: 400;" aria-level="1">Do you like tomatoes, Italy…and time management methods that are easy to implement? </li>
</ol>
If you answered “yes” at least once, read on and discover what the Pomodoro Method is all about. Andiamo – let’s go!
<h2 id="2">The Problem: Not Enough Time, Too Much Pressure.</h2>
<figure id="attachment_31027" aria-describedby="caption-attachment-31027" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-scaled.jpg"><img decoding="async" class="wp-image-31027 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Woman_laptop_stress-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31027" class="wp-caption-text">Aiuto! Help! When even the low-hanging tomatoes seem out of reach.</figcaption></figure>
<figure class="blockquote">
<blockquote>How can you, Time, be useful to me now?</blockquote><figcaption>Francesco Cirillo, Inventor of the Pomodoro Technique</figcaption></figure>
Picture this: You’re a student (again). There’s one week left before your big exam. A stack of books are piled high before you. You have to study. And then: A bird chirps. The refrigerator hums. A car drives by…you just can’t concentrate.
That’s how Italian Francesco Cirillo felt. It was 1987, and he desperately needed something to help him focus. So he went into the kitchen…and came back with an egg timer. The timer was in the form of a tomato (or “pomodoro” in Italian).
He sat back down at his table, set the tomato timer for 2 minutes and began to read. Rrrriing. Time was up. But he’d cracked it: the information had finally sunk in! And so, the Pomodoro Technique was invented.
<h2 id="3">What Is the Pomodoro Technique?</h2>
<figure id="attachment_31029" aria-describedby="caption-attachment-31029" style="width: 1000px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/laptop_work_pomodoro_timer.jpg"><img decoding="async" class="wp-image-31029 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/laptop_work_pomodoro_timer.jpg" alt="" width="1000" height="667" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/laptop_work_pomodoro_timer.jpg 1000w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/laptop_work_pomodoro_timer-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/laptop_work_pomodoro_timer-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/laptop_work_pomodoro_timer-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/laptop_work_pomodoro_timer-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/laptop_work_pomodoro_timer-272x182.jpg 272w" sizes="(max-width: 1000px) 100vw, 1000px" /></a><figcaption id="caption-attachment-31029" class="wp-caption-text">Time management, Italian style.</figcaption></figure>
Inspired by his discovery, Francesco continued to <a href="https://francescocirillo.com/products/the-pomodoro-technique">refine his technique</a> and share it with the world. Today, the Pomodoro Method not only helps students – it’s also used by <a href="https://www.researchgate.net/publication/216111832_The_Pomodoro_Technique_for_Sustainable_Pace_in_Extreme_Programming_Teams">Agile teams</a> worldwide.
<h3>The Pomodoro Technique:</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">What: A time management method that helps you take control of your workload and complete tasks efficiently.</li>
<li style="font-weight: 400;" aria-level="1">How: Work in units, or “pomodori” (plural), of 25 minutes each – without interruption. Break for two to five minutes after each pomodoro. After four pomodori, take a longer break of 15 to 30 minutes.</li>
<li style="font-weight: 400;" aria-level="1">Why: The goal of the Pomodoro Technique is to help you stay focused and clear-minded for the long term, thereby increasing your productivity.</li>
</ul>
Get started straight away: Jump ahead and discover how to <a href="#5">apply the Pomodoro technique</a>. 
<h2 id="4">What Makes the Technique So Effective?</h2>
<figure id="attachment_31030" aria-describedby="caption-attachment-31030" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-scaled.jpg"><img decoding="async" class="wp-image-31030 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-scaled.jpg" alt="" width="2560" height="1704" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-1024x682.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-768x511.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-1536x1022.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-2048x1363.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_closer_look_unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31030" class="wp-caption-text">Pomodoro = productive!</figcaption></figure>
In project work, speed and efficiency are paramount. The Pomodoro Method doesn’t just help you and your team to work faster – it makes you sustainably faster. This is because it…
<h3>1. Improves Your Planning</h3>
Knowing how long tasks really take helps you to plan more accurately. Better planning leads to optimized workflows and smoother collaboration with other departments and stakeholders. 
<h3>2. Helps You Get Started </h3>
By breaking large tasks into small steps, and focusing for just 25 minutes at a time, you avoid feelings of overwhelm – a key <a href="https://www.verywellmind.com/procrastination-and-panic-disorder-2584095">cause of procrastination</a>. The sooner you can get started on your tasks, the sooner your team can start on theirs.
<h3>3. Limits Distractions</h3>
With set break times, it’s <a href="https://www.ics.uci.edu/~gmark/Home_page/Publications_files/CHI%202018%20Workplace%20Distractions.pdf?forcedefault=true">easier to ignore distractions</a>, such as messages and notifications, during your focus periods. Your thinking stays on task and you and your team can get more done.
<h3>4. Increases Your Agility</h3>
By limiting time for tasks, you push yourself to problem-solve creatively. With your whole team using the Pomodoro Method, you can identify learnings and make improvements sooner. This is why it’s so popular with Software Development teams.
<h3>5. Boosts Your Concentration</h3>
Remember, it’s a marathon not a sprint. Breaks are essential for keeping your mind healthy and improving your focus. Other benefits include improved interpersonal relationships and <a href="https://www.meistertask.com/blog/the-6-best-techniques-and-tools-for-decision-making-as-a-team-templates/">better decision making</a>. 
<h3>6. Encourages Experimentation</h3>
The Pomodoro Method is about consistency, not perfection. As such, you leave room to experiment and make mistakes. This boosts your team’s motivation and helps them to grow and improve. Additionally, by thinking in pomodori instead of hours, you <a href="https://zapier.com/blog/gamification-apps/">gamify the workday</a> which helps keep your team engaged.
<h2 id="5">How Do You Apply the Pomodoro Technique?</h2>
<figure id="attachment_31031" aria-describedby="caption-attachment-31031" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-scaled.jpg"><img decoding="async" class="wp-image-31031 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_bowl_prepare_unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31031" class="wp-caption-text">Time to prepare your Pomodori. Yum!</figcaption></figure>
As you probably already use a task management tool to manage your team’s workflow, you can implement the Pomodoro Technique directly in your tool. This benefits you as:
<ul>
<li style="font-weight: 400;" aria-level="1">You save paper.</li>
<li style="font-weight: 400;" aria-level="1">You can plan and document your work efficiently.</li>
<li style="font-weight: 400;" aria-level="1">You can easily track your progress.</li>
</ul>
<div class="pro-tip">Here’s why you should use a <a href="https://www.meistertask.com/blog/using-meistertask-for-task-management/">task management tool</a>.</div>
How it works:
<ol>
<li style="font-weight: 400;" aria-level="1">Create your list of to-dos (pomodori).</li>
<li style="font-weight: 400;" aria-level="1">Rank your pomodori by importance.</li>
<li style="font-weight: 400;" aria-level="1">Open your task management tool.</li>
<li style="font-weight: 400;" aria-level="1">In a new task, add all your scheduled daily to-dos in Pomodoro units (= 25 minutes).</li>
<li style="font-weight: 400;" aria-level="1">Choose either an analog tomato timer or digital timer and set it for 25 minutes. If you use a digital timer, integrate it with your task management tool beforehand.</li>
<li style="font-weight: 400;" aria-level="1">Work on the first task until the timer rings.</li>
<li style="font-weight: 400;" aria-level="1">Check off the pomodoro and record what you’ve completed.</li>
<li style="font-weight: 400;" aria-level="1">Take a five-minute break.</li>
<li style="font-weight: 400;" aria-level="1">Repeat the previous four steps four times (four pomodori).</li>
<li style="font-weight: 400;" aria-level="1">Take a longer break of between 15 and 30 minutes.</li>
</ol>
<div class="pro-tip">Choose a breaktime activity that helps you disconnect from your task. For example, if you’re working in front of a screen, take a walk outside.</div>
If you can be flexible with your break times, it’s best to plan eight pomodori (4 hours) for your morning and six pomodori (3 hours) for your afternoon. After each four full pomodori, take a 20-minute break. This will bring you to 8 hours.
<h2 id="10">How To Implement the Pomodoro Technique With MeisterTask.</h2>
<figure id="attachment_31032" aria-describedby="caption-attachment-31032" style="width: 1140px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_MT-Pomodoro.png"><img decoding="async" class="wp-image-31032 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_MT-Pomodoro.png" alt="" width="1140" height="300" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_MT-Pomodoro.png 1140w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_MT-Pomodoro-712x187.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_MT-Pomodoro-1024x269.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_MT-Pomodoro-768x202.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MT-Workplace-Productivity_MT-Pomodoro-796x209.png 796w" sizes="(max-width: 1140px) 100vw, 1140px" /></a><figcaption id="caption-attachment-31032" class="wp-caption-text">The Pomodoro Method + MeisterTask = effective time management.</figcaption></figure>
You can implement the Pomodoro Method with a range of task management tools. In this section, you’ll learn how to do it with <a href="https://www.meistertask.com/pages/product-tour/">MeisterTask</a>. Whichever <a href="https://www.meistertask.com/pricing">MeisterTask plan</a> you have (it also works with the free Basic plan), you can implement the Pomodoro Method in 3 easy steps:
<h3>Step 1: Schedule Your Daily Pomodori in MeisterTask.</h3>
At the beginning of each day:
<ol>
<li>Go through all active Projects and Tasks in MeisterTask. 
<div class="pro-tip">No Tasks yet? Here’s <a href="https://support.meistertask.com/hc/en-us/articles/360015802159-Create-a-New-Task">how to get started</a>.</div></li>
<li style="font-weight: 400;" aria-level="1">Pin all the Tasks you want to work on to your <a href="https://support.meistertask.com/hc/en-us/articles/360015801179-Using-MeisterTask-s-Agenda">Agenda</a>. </li>
<li style="font-weight: 400;" aria-level="1">Create a new Task and pin that to your personal Agenda, too. </li>
<li style="font-weight: 400;" aria-level="1">In your new Task, add all your to-dos for the day as checklist items.</li>
<li style="font-weight: 400;" aria-level="1">Decide how many pomodori you will assign to each to-do. </li>
<li style="font-weight: 400;" aria-level="1">Add a tomato emoji ? to each to-do, with one emoji equal to one pomodoro.This way, you can see all pomodori at a glance.</li>
</ol>
<figure id="attachment_31076" aria-describedby="caption-attachment-31076" style="width: 712px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Pomodoro-MT.png"><img decoding="async" class="size-full wp-image-31076" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Pomodoro-MT.png" alt="Pomodori in MeisterTask" width="712" height="741" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Pomodoro-MT.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Pomodoro-MT-513x534.png 513w, https://www.mindmeister.com/blog/wp-content/uploads/2023/11/Pomodoro-MT-574x597.png 574w" sizes="(max-width: 712px) 100vw, 712px" /></a><figcaption id="caption-attachment-31076" class="wp-caption-text">Here’s how your Pomodori will look in MeisterTask.</figcaption></figure>
<div class="pro-tip">Use <a href="https://support.meistertask.com/hc/en-us/articles/360015802399-Add-Checklists-to-Tasks">multiple checklists</a> for additional structure, e.g. to split your workload between the morning and afternoon.</div>
<h3 id="9">Step 2: Work Through Your Daily Pomodori With Focus.</h3>
Before you get started on your first pomodoro, you’ll need to set your timer. Choose from:
<ul>
<li style="font-weight: 400;" aria-level="1">Classic: <a href="https://www.amazon.com/HomeFlav-Adorables-Kitchen-Timer-Tomato/dp/B00FEC2IRM">Pomodoro timer</a>.</li>
<li style="font-weight: 400;" aria-level="1">Minimalist: Your smartphone’s timer function.</li>
<li style="font-weight: 400;" aria-level="1">App: PomoDone (which easily <a href="https://support.meistertask.com/hc/en-us/articles/360015801799-Using-PomoDone-With-MeisterTask">integrates with MeisterTask</a>) or <a href="https://pomofocus.io/app">Pomofocus</a>.</li>
<li style="font-weight: 400;" aria-level="1">Free Chrome extension: <a href="https://toggl.com/">Toggl Time Tracker</a> (which easily integrates with MeisterTask <a href="https://support.meistertask.com/hc/en-us/articles/360015778700-Use-Zapier-to-Connect-MeisterTask-to-over-4-000-Apps">via Zapier</a>).</li>
</ul>
Then simply start your chosen Pomodoro timer. Work solidly for 25 minutes and, when your timer rings – stop.
<div class="pro-tip">If a request comes in during your pomodoro, don’t let it distract you (unless it’s an emergency). Take care of new messages and notifications in a separate pomodoro unit.</div>
<h4>Step 3: Make Pomodoro Planning Part of Your Daily Routine.</h4>
Finally, make your daily Pomodoro Task <a href="https://support.meistertask.com/hc/en-us/articles/360015778540-Create-a-Recurring-Task">recurring</a> so you don’t need to create a new one every day.
<figure id="attachment_31078" aria-describedby="caption-attachment-31078" style="width: 600px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/recurring.gif"><img decoding="async" class="size-full wp-image-31078" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/11/recurring.gif" alt="How to create a recurring task in MeisterTask." width="600" height="340" /></a><figcaption id="caption-attachment-31078" class="wp-caption-text">How to create a recurring task in MeisterTask.</figcaption></figure>
<div class="pro-tip">Challenge yourself to do a certain number of pomodori each day. Reaching or exceeding this number will keep your motivation high as you improve your concentration skills.</div>
<figure id="attachment_31060" aria-describedby="caption-attachment-31060" style="width: 281px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web.jpg"><img decoding="async" class=" wp-image-31060" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web.jpg" alt="" width="281" height="281" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web.jpg 1200w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web-534x534.jpg 534w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web-1024x1024.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web-150x150.jpg 150w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web-768x768.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web-597x597.jpg 597w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Belen_Web-213x213.jpg 213w" sizes="(max-width: 281px) 100vw, 281px" /></a><figcaption id="caption-attachment-31060" class="wp-caption-text">Belen Caeiro, VP Product at Meister</figcaption></figure>
<figure class="blockquote">
<blockquote>MeisterTask is ideal for implementing the Pomodoro Method. With a clear overview of your to-dos in your Agenda, you can get started in no time.</blockquote><figcaption>Belen Caeiro, VP Product</figcaption></figure>
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<h2 id="6">What Are the Common Pitfalls To Avoid?</h2>
<figure id="attachment_31037" aria-describedby="caption-attachment-31037" style="width: 854px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_dry_unsplash.jpg"><img decoding="async" class="wp-image-31037 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_dry_unsplash.jpg" alt="" width="854" height="540" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_dry_unsplash.jpg 854w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_dry_unsplash-712x450.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_dry_unsplash-768x486.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/tomato_dry_unsplash-796x503.jpg 796w" sizes="(max-width: 854px) 100vw, 854px" /></a><figcaption id="caption-attachment-31037" class="wp-caption-text">Don’t let your Pomodori go “bad”.</figcaption></figure>
Although there are plenty of benefits to using the Pomodoro Method, there are also a couple of pitfalls to avoid. It probably won’t work if…
<ol>
<li style="font-weight: 400;" aria-level="1">You don’t build buffers into your day. Planning is important, but so is flexibility. Including two to four “buffer pomodori” will keep you on track if some tasks take longer than expected or an urgent task pops up. </li>
<li style="font-weight: 400;" aria-level="1">You don’t experiment. People are different and 25+5 minutes is only a guideline. If you need to be in the flow to do your best work, you might find you prefer to work in longer pomodori with longer breaks. Play around with timings and find what suits you best.</li>
<li style="font-weight: 400;" aria-level="1">You don’t take enough (or any) breaks. <a style="font-size: 1.125rem;" href="https://digitalcommons.unomaha.edu/cgi/viewcontent.cgi?article=1018&context=nbdcwhitepapers">Studies</a> show that short breaks keep us focused and energized. Lead by example when it comes to taking breaks and encourage your team to do the same. Your team will be happier, healthier and more productive as a result.</li>
</ol>
<div class="pro-tip">Document how long your tasks take with the Pomodoro Method – and continue to do so over time. This way, you keep track of your personal development and can give colleagues up-to-date estimates for future projects and tasks.</div>
<h2 id="7">The Meister Test: Does the Pomodoro Technique Really Work?</h2>
We tested the Pomodoro method over a period of 2 weeks. This is what three Meister Lobsters had to say about it:
<figure id="attachment_31056" aria-describedby="caption-attachment-31056" style="width: 271px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969.jpeg"><img decoding="async" class="wp-image-31056" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969.jpeg" alt="" width="271" height="271" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969.jpeg 1236w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969-534x534.jpeg 534w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969-1024x1024.jpeg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969-150x150.jpeg 150w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969-768x768.jpeg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969-597x597.jpeg 597w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/MEISTER0969-213x213.jpeg 213w" sizes="(max-width: 271px) 100vw, 271px" /></a><figcaption id="caption-attachment-31056" class="wp-caption-text">Michelle Matus, Marketing Director at Meister</figcaption></figure>
<figure class="blockquote">
<blockquote>The time limit helps me get going faster, stay focused, and complete tasks quickly. I find the Pomodoro Method especially helpful on days when I have multiple smaller tasks to complete.</blockquote><figcaption>Michelle Matus, Marketing Director</figcaption></figure>
<figure id="attachment_31054" aria-describedby="caption-attachment-31054" style="width: 281px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Federica_2400px.jpg"><img decoding="async" class=" wp-image-31054" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Federica_2400px.jpg" alt="" width="281" height="374" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Federica_2400px.jpg 1800w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Federica_2400px-401x534.jpg 401w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Federica_2400px-768x1024.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Federica_2400px-1152x1536.jpg 1152w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Federica_2400px-1536x2048.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Federica_2400px-448x597.jpg 448w" sizes="(max-width: 281px) 100vw, 281px" /></a><figcaption id="caption-attachment-31054" class="wp-caption-text">Federica De Luca, Sales Director at Meister</figcaption></figure>
<figure class="blockquote">
<blockquote>The Pomodoro Technique helps me to plan and organize my work efficiently. The more precisely I define all my tasks and estimate their completion time in advance, the better the technique works for me.</blockquote><figcaption>Federica De Luca, Sales Director</figcaption></figure>
<figure id="attachment_31039" aria-describedby="caption-attachment-31039" style="width: 284px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-scaled.jpg"><img decoding="async" class="wp-image-31039" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-scaled.jpg" alt="" width="284" height="379" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-scaled.jpg 1920w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-401x534.jpg 401w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-768x1024.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-1152x1536.jpg 1152w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-1536x2048.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-448x597.jpg 448w" sizes="(max-width: 284px) 100vw, 284px" /></a><figcaption id="caption-attachment-31039" class="wp-caption-text">Andrew Lapidus, Community Lead at Meister</figcaption></figure>
<figure class="blockquote">
<blockquote>The method works best on days when I don’t have any meetings. It’s very liberating not to have to answer every message immediately, but I make sure to schedule a few pomodori for responding to Slack messages and comments.</blockquote><figcaption>Andrew Lapidus, Community Lead</figcaption></figure>
<div class="pro-tip">Tried the Pomodoro Technique? We’d love to get your insights! Let us know what you make of it in the <a href="https://community.meister.co/categories/meistertask">Community</a>.</div>
<h2 id="8">3 Alternative Time Management Techniques.</h2>
<figure id="attachment_31040" aria-describedby="caption-attachment-31040" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-scaled.jpg"><img decoding="async" class="wp-image-31040 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-scaled.jpg" alt="" width="2560" height="1440" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-712x401.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-1024x576.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-768x432.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-1536x864.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-2048x1152.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/man_working_laptop_time_unsplash-796x448.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31040" class="wp-caption-text">Your time is valuable – so choose the best method for you.</figcaption></figure>
If the Pomodoro Technique sounds interesting, but you also want to test other time management methods to boost your <a href="https://www.meistertask.com/pages/workplace-productivity">workplace productivity</a>, why not try…
<ol>
<li style="font-weight: 400;" aria-level="1">Eat the Frog. Do you tend to work on quick and easy tasks before important and more complex tasks? “<a href="https://www.meistertask.com/blog/eat-the-frog">Eat the Frog</a>” will help you and your team get high-effort, high-impact tasks off the table faster.</li>
<li style="font-weight: 400;" aria-level="1">Getting Things Done. The name says it all. The <a href="https://www.meistertask.com/blog/getting-things-done">GTD approach</a> helps you empty your cluttered thoughts into a structured system of to-dos, so you and your team can work more efficiently.</li>
<li style="font-weight: 400;" aria-level="1">Time Blocking. <a href="https://www.meistertask.com/blog/time-blocking">This method</a> involves blocking out time in your calendar for specific tasks. Your to-do list becomes an actionable plan that you can work through with greater focus. </li>
</ol>
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<h2>FAQs</h2>
<h3>What Is the Pomodoro Technique?</h3>
The Pomodoro Technique is a time management method which can help you boost productivity and improve team performance. Invented by Francesco Cirillo in 1987, it’s now one of the most established time management methods in the world, on par with “Getting Things Done” and “Eat the Frog”. The method is particularly popular with students and Agile teams.
<h3>How Does the Pomodoro Technique Work?</h3>
The Pomodoro Technique involves working in units of 25 minutes without interruption. Each 25 minute unit or “pomodoro” is followed by a short break. This helps you stay focused and clear-minded throughout the day, making it easier to complete tasks and meet deadlines.
<h3>What Are the Advantages of the Pomodoro Technique?</h3>
The Pomodoro Method: 
<ol>
<li style="font-weight: 400;" aria-level="1">Improves your planning.</li>
<li style="font-weight: 400;" aria-level="1">Helps you get started.</li>
<li style="font-weight: 400;" aria-level="1">Limits distractions.</li>
<li style="font-weight: 400;" aria-level="1">Increases your agility.</li>
<li style="font-weight: 400;" aria-level="1">Boosts your concentration.</li>
<li style="font-weight: 400;" aria-level="1">Encourages experimentation.</li>
</ol>
The post <a href="https://www.mindmeister.com/blog/pomodoro-technique/">The Pomodoro Technique: Can It Really Help You Get More Done?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>Eat the Frog: Does It Make You More Productive?</title>
<link>https://www.mindmeister.com/blog/eat-the-frog/</link>
<dc:creator><![CDATA[Thomas George]]></dc:creator>
<pubDate>Tue, 17 Oct 2023 15:00:34 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[Uncategorized]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31085</guid>
<description><![CDATA[Are you reading this article while you should be working on something more important? If so, it’s time you learned about Eat the Frog: the workplace productivity method that can help you reduce procrastination and all the stress it causes you. Once […]
The post <a href="https://www.mindmeister.com/blog/eat-the-frog/">Eat the Frog: Does It Make You More Productive?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Are you reading this article while you should be working on something more important? If so, it’s time you learned about Eat the Frog: the workplace productivity method that can help you reduce procrastination and all the stress it causes you. Once you’ve got to grips with the basics, read on for tips to introduce this simple, yet effective method to your workday.
I’ll do it later – an innocuous sounding phrase but one that can have a massive impact on your productivity. Putting off difficult tasks is one of the main reasons that workplace productivity falls, and if you’re a manager, it could be a reason that your team isn’t performing as it should. A recent study in the US showed that the average worker <a href="https://www.cnbc.com/opt-in-check/?pub_referrer=%2Fid%2F46750183">wastes 2.09 hours each day on “non-work” tasks</a>: even if your team’s number is half that, it’s still costing you thousands of dollars per year.
Yes, distractions are everywhere – and the addictive nature of our online world is leading us straight into the traps. However, if you regularly find yourself scrolling social media, taking long breaks, or busying yourself with emails or minor tasks when there’s a job to be done; it could be time to try a new way. That’s where the Eat the Frog technique comes in. Read on to learn:
<ul>
<li aria-level="1"><a href="#1">What Eat the Frog means and why it’s important.</a></li>
<li aria-level="1"><a href="#2">The problems caused by procrastination at work.</a></li>
<li aria-level="1"><a href="#3">The benefits of using the Eat the Frog method.</a></li>
<li aria-level="1"><a href="#4">How you can start using Eat the Frog today.</a></li>
<li aria-level="1"><a href="#5">Why Eat the Frog may not be for you.</a></li>
</ul>
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<h2 id="1">What Does Eat the Frog Mean?</h2>
<figure id="attachment_31088" aria-describedby="caption-attachment-31088" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-scaled.jpg"><img decoding="async" class="wp-image-31088 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-scaled.jpg" alt="A frog in nature" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/What-Does-Eat-the-Frog-Mean-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31088" class="wp-caption-text">A tasty-looking frog.</figcaption></figure>
<figure class="blockquote">
<blockquote>If you have to eat a live frog, do it first thing in the morning and nothing worse will happen to you for the rest of the day.</blockquote><figcaption>Mark Twain</figcaption></figure>
Depending on who you ask, Eat the Frog could be the cure for procrastination or <a href="https://medium.com/swlh/dont-eat-that-frog-1041be1f6a1a">another self-help fad that wilts in the cold light of your workday</a>. Either way, it’s a popular productivity technique that comes from an age-old principle: get the hard things done first. The general idea is that if you tackle the most challenging task in the morning while your energy is high, unproductive time caused by anxiety and procrastination will be reduced. Better still, with the most daunting task done early, the rest of the day will feel much more relaxed by comparison.
Although it sounds simple (and it’s something that people have been doing for centuries by different names), the technique has seen a revival in recent years, popularized by Brian Tracy in his book “<a href="https://www.amazon.com/Eat-That-Frog-Great-Procrastinating/dp/162656941X">Eat That Frog</a>!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time.” Owing largely to the success of the book, more people than ever are using the Eat the Frog technique in their personal and professional lives.
So why are our amphibian friends back in vogue? The reason for that is simple: our online world makes it <a href="https://solvingprocrastination.com/social-media-procrastination/#:~:text=Social%2Dmedia%20procrastination%20occurs%20when,engaging%20in%20social%2Dmedia%20procrastination.">easier to procrastinate than ever before</a> – and the modern office worker needs to take concrete steps to overcome the blockers.
<h2 id="2">The Procrastination Problem.</h2>
<div class="pro-tip">According to the consultancy experts at <a href="https://solvingprocrastination.com/workplace-procrastination/">Solving Procrastination</a>, Workplace procrastination is a phenomenon where people unnecessarily postpone dealing with work-related tasks.</div>
Although it’s often attributed to a lack of drive or willingness to work, there are many factors that cause people to procrastinate. Some of these are to do with the task itself – for example if it is too large or overwhelming, or if the exact goals are unclear – while psychological factors such as anxiety or a fear of failure can also have an effect. External elements, such as notification-heavy apps or social media addiction add to the issue.
If you find yourself procrastinating, the good news is that you’re not alone: studies that indicate 20% of adults procrastinate chronically. The bad news is that your mental wellbeing is at risk. A <a href="https://psycnet.apa.org/doiLanding?doi=10.1037%2F0033-2909.133.1.65">2007 survey</a> showed that 94% of people felt that procrastination had a negative effect on their happiness.
So, procrastination makes us less productive, less happy, and (if this <a href="https://onlinelibrary.wiley.com/doi/10.1111/ijsa.12048">study on the economic effects of procrastination</a> is to be believed) it makes us poorer too. As good a motivation as any to find a strategy to overcome overthinking and get more done.
<h3 id="3">Eat the Frog: A Good Productivity Technique?</h3>
<figure id="attachment_31089" aria-describedby="caption-attachment-31089" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-scaled.jpg"><img decoding="async" class="size-full wp-image-31089" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-scaled.jpg" alt="A woman eating a nutritious meal." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Eat-the-Frog-Productivity-Technique-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31089" class="wp-caption-text">Frogs are nutritious.</figcaption></figure>
There’s no doubt that many people benefit from Eat the Frog. Advocates for the technique appreciate the added focus on their work priorities and the stress-relieving effects of getting the most intimidating tasks out of the way as quickly as possible. If you try the method for yourself, you’ll probably notice one or more of the following:
<ul>
<li style="font-weight: 400;" aria-level="1">More priority focus. By tackling your most important or challenging task first, you ensure that you’re dedicating your peak energy and attention to tasks that make a difference to your team.</li>
<li style="font-weight: 400;" aria-level="1">Less procrastination. By starting the day with your “frog”, you simply don’t give yourself time to procrastinate. Better yet, completing a significant task early in the day can create a positive momentum that carries over to other tasks. </li>
<li style="font-weight: 400;" aria-level="1">Less stress. Procrastination causes stress and anxiety… which accumulates the longer you put something off. Completing the work that you’d otherwise be trying to avoid stops this from happening.</li>
<li style="font-weight: 400;" aria-level="1">More time. Without the time that you’d otherwise have spent procrastinating and avoiding work, who knows what else you could achieve?</li>
</ul>
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<h2 id="4">How Can I Use the Eat the Frog Method at Work?</h2>
<figure id="attachment_31090" aria-describedby="caption-attachment-31090" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-scaled.jpg"><img decoding="async" class="size-full wp-image-31090" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-scaled.jpg" alt="A bird with a frog." width="2560" height="1714" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-712x477.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-1024x686.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-768x514.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-1536x1028.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-2048x1371.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-796x533.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/How-Can-I-Use-the-Eat-the-Frog-Method-at-Work-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31090" class="wp-caption-text">Be the bird. Eat the frog.</figcaption></figure>
For improving your personal productivity, Eat the Frog is a simple method to start with. Here’s what you need to do: 
<ol>
<li>Identify the most challenging or important task on your to-do list. This is your frog. </li>
<li>Make some time to get this task done. A true frog-eater would do this first thing in the morning, but you can add a little flexibility if you need to.</li>
<li>Eliminate distractions. If you’re always looking at your phone… turn off your phone. If notifications break your focus… switch them off. From this point until completion, all that matters is your frog.</li>
<li>Get your task done and move on with your day! </li>
<li style="list-style-type: none;"></li>
</ol>
If you’re a manager looking for a way to boost your team’s productivity, elements of Eat the Frog can be used in your projects or daily work. Here are a few things you can do to help.
<ul>
<li aria-level="1">Help your team prioritize. If you use a task management tool, <a href="https://support.meistertask.com/hc/en-us/articles/360015802439-Add-Tags-Labels-to-Your-Tasks">tags and deadlines </a>can help you to indicate which tasks are low-priority and which need addressing right away.</li>
<li aria-level="1">Reduce distractions for your team. Introduce focus times or meeting free days that enable your team to apply their efforts effectively.</li>
<li aria-level="1">Talk about it. If someone on your team is continually rushed or mentions struggling with procrastination, talk about ways to improve their personal productivity in a safe, judgment-free environment.</li>
</ul>
<div class="pro-tip">This article contains excellent advice for project managers about <a href="https://project-management.com/project-managers-dealing-with-procrastination/">managing procrastination in teams</a>.</div>
<h3>Frogs on Your Agenda?</h3>
As a manager, it’s your job to guide your team to maximum productivity. However, on a team level, it’s hard to implement Eat the Frog in a structured task or project management environment. That’s because… everyone has a different frog to eat. 
As such, bringing Eat the Frog into your workday is something that will happen on a personal level: for example with a to-do list or – if you’re feeling adventurous – a personal Kanban board. For example, with MeisterTask’s Agenda, selecting and completing which frog you want to eat is simple. You simply have to create a pin just for your frogs and gather your priority tasks there.
<figure id="attachment_31091" aria-describedby="caption-attachment-31091" style="width: 895px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/important-task.png"><img decoding="async" class="size-full wp-image-31091" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/important-task.png" alt="Frog task in MeisterTask." width="895" height="494" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/important-task.png 895w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/important-task-712x393.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/important-task-768x424.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/important-task-796x439.png 796w" sizes="(max-width: 895px) 100vw, 895px" /></a><figcaption id="caption-attachment-31091" class="wp-caption-text">Create a pin for your frogs.</figcaption></figure>
After that, your frog will appear on your Agenda – alongside any other tasks you put there – so you can immediately visualize the activities you need to tackle first.
<figure id="attachment_31092" aria-describedby="caption-attachment-31092" style="width: 932px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Important-task-on-board.png"><img decoding="async" class="size-full wp-image-31092" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Important-task-on-board.png" alt="Frog tasks in Agenda." width="932" height="527" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Important-task-on-board.png 932w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Important-task-on-board-712x403.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Important-task-on-board-768x434.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/11/Important-task-on-board-796x450.png 796w" sizes="(max-width: 932px) 100vw, 932px" /></a><figcaption id="caption-attachment-31092" class="wp-caption-text">View and manage your frogs in your Agenda.</figcaption></figure>
<div class="pro-tip"><a href="https://support.meistertask.com/hc/en-us/articles/360015801179-Using-MeisterTask-s-Agenda">Learn more about using Agenda</a> in our Help Center.</div>
<h2 id="5">Does Eat the Frog Always Work? </h2>
Sadly… no. Like any productivity technique, Eat the Frog might not work equally well for everyone or in every situation. Some people might find that they need a warm-up period in the morning before diving into a difficult task, or simply find that shifting the “big one” to the morning makes procrastination an all-day event. In more serious cases of procrastination – for example if your <a href="https://www.psychologytoday.com/intl/blog/in-practice/201909/why-depression-and-procrastination-are-linked">procrastination is caused by a serious anxiety or depression condition</a> – you may want to seek more specific guidance.
Likewise, not all tasks can be classified as “frogs” – some might require collaboration, research, or other work before they can be completed. In this case, it’s best to break down large tasks into smaller segments, using the Eat the Frog method to control what you can actually influence yourself. In any case, it’s always a good idea to adapt productivity techniques to your personal working style. 
<h2>Stay Hungry. Eat the Frog Today. </h2>
Ready to stop procrastinating and eat the frog? Or would you like to try some different productivity hacks before you swallow? Either way, check out some of these resources on workplace productivity from the experts at Meister:
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.meistertask.com/pages/workplace-productivity">Workplace Productivity, Explained.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.meistertask.com/blog/pomodoro-technique/">The Pomodoro Technique: Can It Really Help You Get More Done?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.meistertask.com/blog/time-blocking/">Time Blocking: What Is It – And How Can It Help You Stay on Top of Your Workload?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.meistertask.com/blog/getting-things-done/">Getting Things Done (GTD)… Is Productivity Really This Simple?</a></li>
</ul>
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<h2>FAQs</h2>
<h3>What is the Eat the Frog Method?</h3>
Eat the Frog is a productivity technique that emphasizes completing the most challenging tasks first. It is based on the principle that the majority of people will waste time and energy thinking about tasks they are trying to avoid, so by doing this straight away, they can reduce both stress and wasted time.
<h3>Does Eat the Frog Work? </h3>
Eat the Frog is regarded as an effective productivity method for tasks that you can complete independently and require significant focus time. However, you might find it difficult to apply the technique to tasks that require collaboration with other people, as they may have different priorities to you.
<h3>Is Eat the Frog the Best Productivity Method?</h3>
The “best” productivity method is the one that works for you. Before deciding on which technique you want to add to your daily routine, it’s best to try a variety of different methods and see which is the best fit. If Eat the Frog isn’t working for you, you could consider the Pomodoro Technique, time blocking, or the Get Things Done (GTD) approach.
<h3>How Do I Get Started with Eat the Frog?</h3>
Implementing the Eat the Frog method is reasonably simple. First you need to identify your most challenging or important task (the Frog) when you’re creating your to-do list for the day. After that, you should schedule time to complete the task, preferably first thing in the day. Make sure that nothing else is going to get in the way of you completing the task. After this, “all” you need to do is actually complete the task itself: to do this effectively, make sure to minimize distractions by putting away your phone or working in a quiet environment that helps you focus on your work.
 
The post <a href="https://www.mindmeister.com/blog/eat-the-frog/">Eat the Frog: Does It Make You More Productive?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>Getting Things Done (GTD)… Is Productivity Really This Simple?</title>
<link>https://www.mindmeister.com/blog/getting-things-done/</link>
<dc:creator><![CDATA[Thomas George]]></dc:creator>
<pubDate>Tue, 17 Oct 2023 15:00:32 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=31112</guid>
<description><![CDATA[If Instagram and TikTok are to be believed, you can’t have productivity without productivity “hacks”. Most of the time, these things-you-haven’t-thought-of are that way for a reason… they don’t work. In other cases, workplace productivity tips stand the test of time – […]
The post <a href="https://www.mindmeister.com/blog/getting-things-done/">Getting Things Done (GTD)… Is Productivity Really This Simple?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[If Instagram and TikTok are to be believed, you can’t have productivity without productivity “hacks”. Most of the time, these things-you-haven’t-thought-of are that way for a reason… they don’t work. In other cases, workplace productivity tips stand the test of time – and Getting Things Done (also known as the GTD Method) is practically an old-timer in the world of teenagers telling you to keep a journal, drink water and start a podcast. Let’s find out how it works and how you can start Getting Things Done with the GTD Method today.
If productivity is getting things done, then Getting Things Done must equal… productivity? While it’s certainly not that simple, the GTD Method is an effective aid to getting the most from your time: in the office and in your private life. In this post, we’ll cover: 
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What is the GTD Method?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">How Does the GTD Method Work?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">Getting Things Done: The Advantages.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">Getting Things Done: The Pitfalls.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">Is Getting Things Done Right For Me?</a></li>
<li aria-level="1"><a href="#6">Why the GTD Method Could Work for You.</a></li>
<li aria-level="1"><a href="#7">Why the GTD Method Might Not Be for You.</a></li>
<li aria-level="1"><a href="#8">Does Getting Things Done Actually Work?</a></li>
<li aria-level="1"><a href="#9">How to Use GTD in Your Work.</a></li>
</ul>
<h2 id="1">What Is the GTD Method?</h2>
<figure id="attachment_31120" aria-describedby="caption-attachment-31120" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-scaled.jpg"><img decoding="async" class="size-full wp-image-31120" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-scaled.jpg" alt="Woman at her laptop getting things done" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/What-Is-the-GTD-Method-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31120" class="wp-caption-text">Make room for creativity with GTD.</figcaption></figure>
Getting Things Done is perhaps the archetypal productivity method, developed by David Allen and <a href="https://en.wikipedia.org/wiki/Getting_Things_Done">popularized by his book of the same name</a>. With the goal of improving efficiency – at work and outside of it – it’s a wide-ranging technique that breaks down what you need to do and rebuilds it according to a more systematic approach.
If you’re thinking that applying this to everything you do must be a massive undertaking… you’re right. In fact, it’s the core argument as to why Getting Things Done is necessary – because if your mind is busy processing your tasks… it’s too full to have any good ideas of how to complete them.
The result? By using the GTD Method, you can free your mind… and unlock your full potential.
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<h3 id="2">How Does the GTD Method Work?</h3>
The process to freeing your mind with the Getting Things Done method consists of five main stages:
<ol>
<li style="font-weight: 400;" aria-level="1">Capture. The first step to Getting Things Done is actually knowing what you need to do in the first place. If you use the method for work, you’ll probably need a digital tool to gather your tasks and ideas into a central space, but it works with pen and paper as well.</li>
<li style="font-weight: 400;" aria-level="1">Clarify. Next, you’ll need to make sense of your tasks, deciding if they contribute to your goals. Ask yourself what each item means, what you would need to do, and whether that’s worth your time. Each item should be categorized as one of the following: do it, delegate it, defer it, or delete it.</li>
<li style="font-weight: 400;" aria-level="1">Organize. Once you’ve clarified your items, organize them into appropriate categories and lists. Normally, you’ll want to group tasks together by type so that similar tasks can be completed together and save you time.</li>
<li style="font-weight: 400;" aria-level="1">Reflect. Regularly review your lists and projects. This helps you stay on track, keep your priorities in mind, and ensure that nothing falls through the cracks. If your Getting Things Done list doesn’t reflect what’s most important, make adjustments so that it does. </li>
<li style="font-weight: 400;" aria-level="1">Engage. Work on the tasks you’ve organized based on your context and priorities. Use your organized lists to guide your daily activities, focusing on the most important and actionable items.</li>
</ol>
<h2 id="3">Getting Things Done: The Advantages.</h2>
<figure id="attachment_31121" aria-describedby="caption-attachment-31121" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-scaled.jpg"><img decoding="async" class="size-full wp-image-31121" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-scaled.jpg" alt="Order and Chaos in scrabble tiles." width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Advantages-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31121" class="wp-caption-text">More structure, less stress.</figcaption></figure>
At first glance, the process above might seem like an incredibly complex way of saying “prioritize and complete your tasks”, but the key is that the GTD method is the basis for better decisions about your day. This, in turn, makes you more effective in whatever you do.
From individuals to <a href="https://facilethings.com/blog/en/gtd-in-organizations">whole organizations</a>, Getting Things Done is as close as it comes to a tried and trusted workplace productivity technique. Here’s why:
<ul>
<li style="font-weight: 400;" aria-level="1">It increases productivity. When you use the GTD method, prioritizing tasks to focus on work that matters becomes easier. Without distractions and time spent on meaningless work, you’ll become more productive and efficient for the valuable parts of your day.</li>
<li style="font-weight: 400;" aria-level="1">It reduces stress. When your priorities are clearer, so too is your route to success. With a clear plan of action, you’ll minimize the stress that long to-do lists create.</li>
<li style="font-weight: 400;" aria-level="1">It improves decision-making. The GTD method helps you make better decisions about time and resource allocation. You can easily identify what needs to be done and what can be delegated or postponed.</li>
<li style="font-weight: 400;" aria-level="1">It promotes creativity. With a clear mind and organized tasks, you have more mental space to think creatively and come up with innovative solutions – rather than occupying yourself with remembering things.</li>
</ul>
<h2 id="4">Getting Things Done: The Pitfalls.</h2>
<figure id="attachment_31122" aria-describedby="caption-attachment-31122" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-scaled.jpg"><img decoding="async" class="size-full wp-image-31122" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-scaled.jpg" alt="Frustrated man at his laptop using the GTD method." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Pitfalls-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31122" class="wp-caption-text">GTD: Not a golden bullet.</figcaption></figure>
For all the rave reviews of the GTD method, there are a good number of stories from people who have had less success with the technique. Here are a few of the common complaints: 
<ul>
<li>It’s too time consuming. Ironically, for a system that emphasizes using your time effectively, there’s an issue of resource investment vs. reward. Some people find that the initial investment of time required to set up the system outweighs the benefits they gain from using it.</li>
<li>It’s hard to maintain. Keeping up with the constant capture, process, and review cycles can be challenging. It requires discipline and consistency to keep the system working effectively for you.</li>
<li>It’s not time oriented. Once you’ve made your GTD list, there’s still a gray area when it comes to scheduling. The GTD method won’t help you schedule your tasks, so you’ll need to apply (potentially arbitrary) criteria to decide what to do, when.</li>
<li>It makes task lists even more overwhelming. The GTD method can be quite complex, especially for those who are new to productivity systems. The extensive lists, categories, and processes can feel intimidating – maybe just at first, maybe as a rule.</li>
</ul>
<h2 id="5">Is Getting Things Done the Right Method for Me?</h2>
<figure id="attachment_31123" aria-describedby="caption-attachment-31123" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-scaled.jpg"><img decoding="async" class="wp-image-31123 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-scaled.jpg" alt="Woman working with the GTD method" width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Is-Getting-Things-Done-the-Right-Method-for-Me-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31123" class="wp-caption-text">Struggling to prioritize? GTD could be the answer.</figcaption></figure>
As a personal productivity technique, the results of the Getting Things Done method are naturally very subjective. <a href="https://zenhabits.net/why-is-gtd-so-popular/">Some people love GTD</a>, while others can’t seem to get along with it at all. Although – in comparison to a lot of productivity techniques – the GTD method has been reasonably well-tested, there are many variables that could stop it from having the effect you want to see.
As such, it’s best to take a look at the method in the context of your job before making the leap. We’ve defined some key factors below.
<h2 id="6">Why the GTD Method Could Work for You.</h2>
If your workday looks a little bit like this, you could be the perfect candidate to use the GTD method. 
<ul>
<li>Your work is proactive. If your job requires you to find the best use of your time independently, Getting Things Done is a good way to work out what the most productive activities are. </li>
<li aria-level="1">There’s a clear distinction between “important” and “not important” tasks. If your work has a clearly-defined priority system it makes sense to highlight these as much as possible with the GTD Method. If it doesn’t, you risk tasks falling through the cracks.</li>
<li aria-level="1">Your work needs creativity… but also needs structure for that creativity to happen. Outlining your plan of action with GTD is a good way to compartmentalize the administrative and creative parts of your role.</li>
</ul>
<h3>GTD in Practice: Sales Pipeline Management</h3>
The GTD Method could be a good fit if your job is to generate revenue – you’ll need to locate the most promising leads and take steps to turn potential income into reality. 
Using the Getting Things Done technique, you’ll be able to pinpoint the activities that will bring the most value to your business – whether that’s pipeline creation or closing deals – while also freeing time and energy to give potential clients your undivided attention. 
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<h2 id="7">Why the GTD Method Might Not Be for You…</h2>
<figure id="attachment_31124" aria-describedby="caption-attachment-31124" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-scaled.jpg"><img decoding="async" class="size-full wp-image-31124" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-scaled.jpg" alt="Manual labourers at work." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Why-the-GTD-Method-Might-not-Be-for-You…-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31124" class="wp-caption-text">Is GTD a match for your workday?</figcaption></figure>
Although there will be benefits to using the GTD method in your personal life, it may not be the best fit for your workday if one or more of the following apply:
<ul>
<li>Your work is reactive. If you don’t know the tasks that will come your way during the course of the day, it’s difficult to formulate a plan to do things you can’t see. </li>
<li aria-level="1">Your work is time-structured. If your workday requires you to be in certain places at certain times – for example meetings, interviews or the like – then these events can disrupt your Getting Things Done flow. </li>
<li aria-level="1">You’re looking for something flexible. Although not all implementations of the GTD method need to be “by the book,” it still requires a certain level of patience and commitment to see the results. </li>
</ul>
<h3>GTD Alternatives</h3>
If, for whatever reason, Getting Things Done doesn’t work for you, there are plenty of other productivity techniques that you can try. We’ve dived deeper into some of the most popular methods on our blog.
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.meistertask.com/blog/eat-the-frog/">Eat the Frog</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.meistertask.com/blog/time-blocking/">Time Blocking</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.meistertask.com/blog/pomodoro-technique/">Pomodoro Technique</a></li>
</ul>
<div class="pro-tip">You can learn more about the different techniques for <a href="https://www.meistertask.com/pages/workplace-productivity">workplace productivity</a> on the MeisterTask website.</div>
<h2 id="8">Does Getting Things Done Actually Work?</h2>
<figure id="attachment_31069" aria-describedby="caption-attachment-31069" style="width: 1920px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-scaled.jpg"><img decoding="async" class="size-full wp-image-31069" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-scaled.jpg" alt="" width="1920" height="2560" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-scaled.jpg 1920w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-401x534.jpg 401w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-768x1024.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-1152x1536.jpg 1152w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-1536x2048.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/08/Andrew_Lapidus_Web-448x597.jpg 448w" sizes="(max-width: 1920px) 100vw, 1920px" /></a><figcaption id="caption-attachment-31069" class="wp-caption-text">Andrew Lapidus, Community Lead, Meister</figcaption></figure>
<figure class="blockquote">
<blockquote>When you implement Getting Things Done, the key is to put your ideas in a single in-tray. No matter how trivial or unformed they seem.</blockquote><figcaption>Andrew Erickson-Lapidus</figcaption></figure>
To put the GTD method to the test, we asked Andrew Erickson-Lapidus – Community Lead at Meister – about his experiences. Having used different forms of Getting Things Done over the past four years, as well as having frequent contact with Meister users who use different productivity techniques, he’s ideally placed to give expert insight.
For me, what makes Getting Things Done such a powerful system is that it emphasizes breaking larger tasks into “Action Items, not To-Do lists.” 
What does this mean? Well, most to-do lists have items like “report”, “appointment,” “conference prep,” but these are not action items as described in Getting Things Done. Instead, the GTD method helps you take vague ideas and turn them into outcome-oriented tasks. I find this to be helpful in turning “work time” into actual work instead of “processing time” – instead of making decisions about how best to tackle an item, I’m actually doing it.
So, how would Andrew recommend starting with the technique to someone who hadn’t used it before?
When you implement Getting Things Done, the key is to put your ideas in a single in-tray. No matter how trivial or unformed they seem, every idea should be sent to a unified inbox (for me it’s in MeisterTask) to be later processed, delayed or discarded.
There are many parts to the system, and you can really go “all in” in terms of depth, for example by making “true” classifications of project folders, reference folders, and more. Even if you don’t go super hardcore into the whole GTD system – and it can get complicated – keeping those two principles in mind makes the system easier to implement.
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<h2 id="9">How to Use the GTD Method in Your Work.</h2>
<figure id="attachment_31125" aria-describedby="caption-attachment-31125" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-scaled.jpg"><img decoding="async" class="wp-image-31125 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-scaled.jpg" alt="Woman at her laptop smiling indicating the GTD approach is working." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/How-to-Use-the-GTD-Method-in-Your-Work-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31125" class="wp-caption-text">All you need is process, patience – and the right tools.</figcaption></figure>
You’ve read through the pros and cons and decided that you want to give the GTD method a try? Despite the complexity of the method, it’s surprisingly easy to get started. All you need is process, patience and the right tools for the job.
<h3>Tools for Creating Your GTD List. </h3>
The first thing to remember is that the GTD method is not a to-do list… which is why you probably want to skip over to-do list apps if you use the method. Our suggestion: use a <a href="https://www.mindmeister.com/blog/why-good-stakeholder-collaboration-matters-and-how-to-get-it-right/">mind map</a> instead. Mind maps – especially when you create them with online mind mapping tools like <a href="http://www.mindmeister.com">MindMeister</a> – can help you capture and organize vast amounts of information: so they’re perfect for GTD.
Better yet, MindMeister has a specially made Getting Things Done template that you can start using straight away.
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<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2911459141/getting-things-done?width=628&height=400&z=auto&live_update=1" width="628" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2911459141/getting-things-done" target="_blank" rel="noopener">Getting Things Done</a> on MindMeister.</iframe>
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We’d recommend going through the Getting Things Done method with MindMeister, until you reach a stage where you’re ready to start work. 
<h3>Getting Things Done: Engage with Task Management.</h3>
<figure id="attachment_31128" aria-describedby="caption-attachment-31128" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/MTIntegrationPanda.gif"><img decoding="async" class="size-full wp-image-31128" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/MTIntegrationPanda.gif" alt="Getting Things Done: Engage with Task Management." width="800" height="440" /></a><figcaption id="caption-attachment-31128" class="wp-caption-text">Turn your GTD map into concrete tasks.</figcaption></figure>
Whether you use a mind map or any other method to create the list of tasks that you want to engage with, your success with the GTD method will depend on how well you execute step 5 – engaging and getting it done. 
If you already use a task management system, this would be the logical place to start: somewhere to organize your tasks and projects in a single, accessible platform. But what about copy-pasting your whole GTD list?
Fortunately, with the MindMeister-MeisterTask integration, it’s easy to turn your GTD map into concrete tasks that you want to get done. You can simply assign the GTD item to yourself, in whatever project you like, and keep the overview from your map. 
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With MeisterTask, you also extend the practical application of the GTD principle. As well as tracking the progress of the tasks on your GTD list, you can bring other stakeholders into the equation with comments, mentions and more.
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<h2>Getting Things Done. Worth a Try?</h2>
<figure id="attachment_31126" aria-describedby="caption-attachment-31126" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-scaled.jpg"><img decoding="async" class="size-full wp-image-31126" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-scaled.jpg" alt="Man putting the GTD method into action at his laptop." width="2560" height="1632" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-712x454.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-1024x653.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-768x490.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-1536x979.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-2048x1306.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/08/Getting-Things-Done.-Worth-a-Try-796x507.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31126" class="wp-caption-text">It’s time to put the method to the test.</figcaption></figure>
The GTD method is a radical approach to productivity that could yield radical results… or fall flat on its face. However, with the right tools to implement the technique, and a solid knowledge of the advantages and potential pitfalls of Getting Things Done, all that’s left to do is open your GTD template and give it a try.
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<h2>FAQ</h2>
<h3>What Is the Getting Things Done (GTD) Method?</h3>
The GTD Method is a productivity method – in other words, a way for people to manage their tasks and commitments. “Getting Things Done” has a clearly defined structure: guiding people through the stages of capturing, clarifying, organizing, reflecting on and executing tasks in a systematic way. At the end of this process, you should be left with a series of actionable items which can be prioritized at will. The goal of the method is to “free the mind” of unnecessary tasks and help people achieve more.
<h3>Who Invented Getting Things Done?</h3>
David Allen is the creator of the Getting Things Done (GTD) Method. The productivity consultant authored the bestselling book “Getting Things Done: The Art of Stress-Free Productivity” in 2001, following his own struggles with productivity and time management. He wanted to create a system that would help individuals overcome overwhelming task lists and stay on top of their to-dos. The GTD Method has gained widespread recognition and is used by professionals and individuals all around the world. As one of the most-trusted modern productivity systems, Getting Things Done continues to be a popular choice for people looking to boost their powers of productivity and organization.
<h3>What Are the Advantages of Getting Things Done?</h3>
The advantages of Getting Things Done (GTD) include:
<ul>
<li style="font-weight: 400;" aria-level="1">Increased productivity. It’s a reliable method to get the most valuable tasks done and make the most of your time.</li>
<li style="font-weight: 400;" aria-level="1">Reduced stress. Getting Things Done reduces the mental burden of trying to remember everything and helps you reduce the impact of external pressures.</li>
<li style="font-weight: 400;" aria-level="1">Improved focus. The method encourages individuals to prioritize tasks based on context, time, and energy, leading to improved focus and concentration. </li>
<li style="font-weight: 400;" aria-level="1">Better organization. GTD is a systematic way to organize tasks, ensuring that nothing falls through the cracks.</li>
</ul>
<h3>Does the GTD Method Work?</h3>
In many cases… yes. There’s a reason why the GTD Method has been proven to work for many individuals and has such a loyal following in professional and private contexts. Many advocates of the system say that implementing the GTD Method streamlines and brings clarity to your tasks and commitments. However, others may point out that the complexity and rigidity of the system makes it hard to implement in practice, especially in the long term.
The post <a href="https://www.mindmeister.com/blog/getting-things-done/">Getting Things Done (GTD)… Is Productivity Really This Simple?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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<item>
<title>Collaborative Project Management: How Can It Lead To Better Project Outcomes?</title>
<link>https://www.mindmeister.com/blog/is-project-collaboration-more-painful-than-productive-collaborative-project-management-could-be-the-solution/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Fri, 21 Jul 2023 10:28:24 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30893</guid>
<description><![CDATA[Mind the gap! If you’re like most project managers, you’ve probably identified a gulf between where your team’s project collaboration is now and where you want to be. It’s time to shake things up. In this blog post, you’ll get answers to […]
The post <a href="https://www.mindmeister.com/blog/is-project-collaboration-more-painful-than-productive-collaborative-project-management-could-be-the-solution/">Collaborative Project Management: How Can It Lead To Better Project Outcomes?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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<content:encoded><![CDATA[Mind the gap! If you’re like most project managers, you’ve probably identified a gulf between where your team’s project collaboration is now and where you want to be. It’s time to shake things up. In this blog post, you’ll get answers to your most pressing questions about project collaboration – and how to make it a success. You’ll also learn how to help your team work better together at every stage of the project.
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is the Most Important Factor in Successful Project Collaboration?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">What Is the Biggest Threat to Successful Project Collaboration?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">Is Collaborative Project Management the Solution?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">Are Collaborative Project Management and Project Collaboration the Same Thing?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How Can Collaborative Project Management Benefit Your Team?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">Is There Still a Need for a Project Leader in Collaborative Project Management?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#7">Which Tools Best Support Collaborative Project Management?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#8">Project Planning: What Do You Need in Advance?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#9">Project Documentation: How Can You Keep Information Flowing?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#10">Project Implementation: How Do You Reach Your Goals and Learn From the Results?</a></li>
</ol>
<h2 id="1">1. What Is the Most Important Factor in Successful Project Collaboration?</h2>
<figure id="attachment_30865" aria-describedby="caption-attachment-30865" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30865 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/klara-kulikova-WcV2YkM3Dls-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30865" class="wp-caption-text">Equally divided and perfectly done: how you want your project tasks to be.</figcaption></figure>
From the start of your project to the end, good communication is essential for successful collaboration. Author and management consultant <a href="https://www.youtube.com/watch?v=AMG8ObDmbaM">Simon Sinek</a> identifies two fundamental rules that every project team should keep in mind:
<ol>
<li style="font-weight: 400;" aria-level="1">Goals, roles, and responsibilities must be crystal clear for all participants.</li>
<li style="font-weight: 400;" aria-level="1">Self-serving behavior is a no-go. Teamwork is essential to achieving goals.</li>
</ol>
Clarity and cohesion keep project members motivated, and shared values help you to <a href="https://www.meistertask.com/pages/business-collaboration/">work together successfully in the long term</a>.
Ultimately, if you care about the success of others, they will want to work with you. It’s that simple.
<div class="pro-tip">To improve <a href="https://www.meistertask.com/pages/business-collaboration/">business collaboration</a>, look beyond your direct team. Optimize your <a href="https://www.meistertask.com/blog/how-to-execute-stellar-projects-with-cross-team-collaboration/">cross-departmental</a> and <a href="https://www.meistertask.com/blog/why-good-stakeholder-collaboration-matters-and-how-to-get-it-right/">stakeholder collaboration</a> to keep projects running smoothly.</div>
<h2 id="2">2. What Is the Biggest Threat to Successful Project Collaboration?</h2>
<figure id="attachment_30866" aria-describedby="caption-attachment-30866" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30866 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/finn-mund-PEzx3drPCrY-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30866" class="wp-caption-text">A chicken can answer that.</figcaption></figure>
<a href="https://www.springerprofessional.de/controlling/projektcontrolling/warum-viele-projekte-scheitern/6601450">65%</a> of projects fail due to poor cross-departmental collaboration. Experts cite miscommunication as the main threat to good project collaboration. This is because it negatively impacts project planning and resource and conflict management. When team members working on the same project:
<ul>
<li>are from different teams</li>
<li>are spread across locations and time zones</li>
<li>have conflicting or misaligned goals and priorities</li>
<li>are working in separate documents,</li>
</ul>
exchanges become difficult, which leads to misunderstandings. This, in turn, can delay project progress – and zap productivity.
<a href="https://www.youtube.com/watch?v=vjSTNv4gyMM">A chicken</a> would identify conflicting goals as the main problem here. 
Why? Because, as in project collaboration, laying eggs is about one thing: productivity. But if you <a href="https://en.wikipedia.org/wiki/Super-chicken_model">compare productive “super chickens” to average chickens</a>, the super chickens – with their elevated levels of aggression – end up pecking each other to death. Average chickens do not…
The takeaway: excessive competition harms the group. If you want team project collaboration to work, don’t let your organization become a super-chicken breeding station. Don’t prioritize individual success – promote and celebrate the team’s success. The best way to do that? It might just be collaborative project management.
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<h2 id="3">3. Is Collaborative Project Management the Solution?</h2>
<figure id="attachment_30868" aria-describedby="caption-attachment-30868" style="width: 1800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Brain-Image-No-Line.png"><img decoding="async" class="wp-image-30868 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Brain-Image-No-Line.png" alt="" width="1800" height="1000" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Brain-Image-No-Line.png 1800w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Brain-Image-No-Line-712x396.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Brain-Image-No-Line-1024x569.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Brain-Image-No-Line-768x427.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Brain-Image-No-Line-1536x853.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Brain-Image-No-Line-796x442.png 796w" sizes="(max-width: 1800px) 100vw, 1800px" /></a><figcaption id="caption-attachment-30868" class="wp-caption-text">Can you find your way through the “collective brain”?</figcaption></figure>
When communication is both the problem and the solution, it should be at the heart of your strategy. Enter collaborative project management: a method to efficiently plan, coordinate and manage complex projects as a distributed team.
<div class="pro-tip">Get everyone involved. When team members share their perspectives and ideas, innovation flourishes and decision-making improves.</div>
Collaborative project management is different from:
<ul>
<li style="font-weight: 400;" aria-level="1">Classic project management. In the <a href="https://www.meistertask.com/blog/waterfall-vs-agile-project-management-choosing-the-right-approach/">Waterfall Method</a>, decisions are made top-down. In collaborative project management, all participants are involved in the decision-making process. As a result, all employees have a high degree of <a href="https://www.meistertask.com/blog/how-meistertask-can-help-you-build-a-culture-of-accountability-and-boost-collaboration/">personal responsibility</a>.</li>
<li style="font-weight: 400;" aria-level="1">Agile project management. Although it’s not the same as Agile project management, collaborative project management often follows Agile principles. Stages within a project are worked on simultaneously, and improvements can be made throughout the process (not just at the end).</li>
</ul>
<h2 id="4">4. Are Collaborative Project Management and Project Collaboration the Same Thing?</h2>
<figure id="attachment_30869" aria-describedby="caption-attachment-30869" style="width: 2420px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame.png"><img decoding="async" class="wp-image-30869 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame.png" alt="" width="2420" height="1216" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame.png 2420w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame-712x358.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame-1024x515.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame-768x386.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame-1536x772.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame-2048x1029.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/SearchImageGame-796x400.png 796w" sizes="(max-width: 2420px) 100vw, 2420px" /></a><figcaption id="caption-attachment-30869" class="wp-caption-text">Same picture? Not quite. Spot the 10 differences.</figcaption></figure>
The terms “collaborative project management” and “project collaboration” are often used to mean the same thing. However, they are different – just as travel planning is different from travel itself. Good project management (travel planning) often leads to seamless project collaboration (travel).
<ul>
<li style="font-weight: 400;" aria-level="1">Collaborative project management: This is about organizing. The team collaboratively establishes workflows and goals to execute the project from A to Z. It takes into account resource and time constraints.</li>
<li style="font-weight: 400;" aria-level="1">Project collaboration: This is about cooperating. The team determines how they will work together to complete tasks and achieve goals.</li>
</ul>
<div class="pro-tip">Keep project management and team project collaboration connected. The way you organize your projects will improve collaboration, and vice versa. Pro tip: <a href="https://www.meistertask.com/pages/product-tour/">Use a tool that brings the two practices together</a>.</div>
<h2 id="5">5. How Can Collaborative Project Management Benefit Your Team?</h2>
<figure id="attachment_30870" aria-describedby="caption-attachment-30870" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30870 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-scaled.jpg" alt="" width="2560" height="1708" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/thisisengineering-raeng-bIltCMXIwRE-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30870" class="wp-caption-text">The automotive industry was ahead of its time.</figcaption></figure>
In the 1990s, automotive companies were the first to trial collective project management. Institutions such as BMW, Daimler and Porsche are prime examples of how well this methodology can work.
Today, collaborative project management is the go-to method for many industries and teams. When done right, it helps you:
<ol>
<li style="font-weight: 400;" aria-level="1">Increase productivity.</li>
<li style="font-weight: 400;" aria-level="1">Communicate more efficiently.</li>
<li style="font-weight: 400;" aria-level="1">Solve problems faster.</li>
<li style="font-weight: 400;" aria-level="1">Save costs.</li>
</ol>
We’ll dive into more details about the benefits in a moment. But first, let’s consider an important question:
<h2 id="6">6. Is There Still a Need for a Project Leader in Collaborative Project Management?</h2>
<figure id="attachment_30882" aria-describedby="caption-attachment-30882" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-scaled.jpg"><img decoding="async" class="wp-image-30882 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-scaled.jpg" alt="" width="2560" height="1922" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-1024x769.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-768x577.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-1536x1153.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-2048x1538.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/Kappe-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30882" class="wp-caption-text">Adapting to change means wearing a different hat.</figcaption></figure>
If you usually lead projects in your organization, but your company is shifting to collaborative project management, you may be asking, “Do these changes make me redundant?”. That’s because collaborative project management goes hand-in-hand with Agile methodologies like Scrum and Kanban, which don’t support traditional leadership roles.
However, the answer is no. You are not redundant as a project leader – you just need to adapt (or “wear a different hat”). The classic leadership style – which focuses on top-down decision-making – doesn’t work in collaborative, Agile project management. Team members need autonomy and decision-making power to work productively.
So what does that mean for you?
<ul>
<li style="font-weight: 400;" aria-level="1">In a Scrum context, you divide leadership responsibilities. You make the person with the most project know-how in the team the product owner – and you become the Scrum Master. You lead less and “serve” more, both as a moderator and facilitator.</li>
<li style="font-weight: 400;" aria-level="1">In a Kanban context, all tasks are <a href="https://support.meistertask.com/hc/en-us/articles/360021205140-Roles-and-Permissions">role and permission-based</a>. As Project Administrator, you control and coordinate project workflows. You set processes in motion – and then let things run as they should within the team.</li>
</ul>
As an Agile Project Manager, you lead by
<ul>
<li style="font-weight: 400;" aria-level="1">Establishing the right frameworks.</li>
<li style="font-weight: 400;" aria-level="1">Moderating workflows.</li>
<li style="font-weight: 400;" aria-level="1">Contributing ideas and suggestions. </li>
<li style="font-weight: 400;" aria-level="1">Protecting your team from external disturbances.</li>
<li style="font-weight: 400;" aria-level="1">Clearing obstacles to productivity.</li>
</ul>
<div class="pro-tip">The shift to Agile, collaborative project management can be disruptive – particularly in traditional industries like banking. Read how <a href="https://www.meistertask.com/blog/volksbank-raiffeisenbank-wurzburg-using-meistertask-mindmeister-to-drive-digital-transformation-success-story/">Volksbank Raiffeisenbank Würzburg</a> navigated this change smoothly.</div>
<h2 id="7">7. Which Tools Best Support Collaborative Project Management?</h2>
<iframe title="Using MeisterTask and MeisterNote" width="628" height="353" src="https://www.youtube.com/embed/6cw1zVu_ZLY?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
MeisterTask + MeisterNote is popular with project managers, but…
What should you look for when choosing project collaboration tools?
There are so many tools on the market that promise to deliver great value … but ultimately just lead to greater costs. So which tools really help you recoup your project management investment?
<ul>
<li aria-level="1">A task management tool with documentation functionality. Project management is easier when your task management software supports both a full project overview and a focus on task details and progress.</li>
<li aria-level="1">An instant messaging tool. No emails, please. Use a messaging tool like Slack to discuss and clarify information in a single, centralized location. This makes it easier to start and follow conversations.</li>
</ul>
Your tools should make collaboration easier for team members, managers, leaders – everyone! If they’re easy and safe to use, your team will not only work with the tools – the tools will work for them. You get back the money you invested threefold.
<ul>
<li style="font-weight: 400;" aria-level="1">You save time. Your team can get started right away – no training needed. Find out how <a href="https://www.mindmeister.com/blog/the-meistertask-effect-saving-processline-change-management-experts-1-hour-a-day-success-story/">processline were able to save 1 hour of work per day</a> with the right tools.</li>
<li style="font-weight: 400;" aria-level="1">You save money. With fewer security risks and improved communication flows, you’re more productive in the long run – take it from <a href="https://www.mindmeister.com/blog/paper-cuts-how-felix-schoeller-slashed-meetings-by-50-with-mindmeister-meistertask-success-story/">Felix Schoeller, who reduced meetings by 50%</a>.</li>
<li style="font-weight: 400;" aria-level="1">You save resources. High software acceptance in the team means faster, easier collaboration for everyone. <a href="https://www.mindmeister.com/blog/verwo-slashing-email-traffic-by-up-to-50-how-coupling-meistertask-with-an-erp-system-is-boosting-efficiency-and-transparency/">VERWO AG was able to cut weekly emails by 50%</a>.</li>
</ul>
<div class="pro-tip">There are many task and project management tools on the market. This blog post on <a href="https://www.meistertask.com/blog/14-trello-alternatives-for-task-and-project-management/">Trello alternatives</a> will help you to decide which one is right for you.</div>
Next, we’ll look at event organization as an example to see how project members, managers and stakeholders can handle every project phase successfully. You’ll find out exactly what you need before, during and after project execution.
<h2 id="8">8. Project Planning: What Do You Need in Advance?</h2>
<figure id="attachment_30883" aria-describedby="caption-attachment-30883" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-scaled.jpg"><img decoding="async" class="wp-image-30883 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-scaled.jpg" alt="" width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-1024x684.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/pm-2-red-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30883" class="wp-caption-text">Want your party to go off without a hitch? Preparation is key.</figcaption></figure>
Let’s say you are planning a company summer party with Sarah in Berlin and Lukas in Vienna. You have a globally distributed team, and the party is an opportunity to bring everyone together. You want this party to go down in history – for the right reasons. So, how do you go about it?
Before the project starts, you need a goal, a clear plan, and defined roles for your project team. Everyone needs to know who is to organize what and by when.
<ul>
<li style="font-weight: 400;" aria-level="1">Keep goals and objectives realistic. Venue in Hawaii, DJ from New York, party in 2 weeks? Stay realistic, or there won’t be a party at all.</li>
<li style="font-weight: 400;" aria-level="1">Clearly define and document plans. When you work with Sarah from Berlin in the same event planning document, you both have an up-to-date view of what’s been done and what is still to do.</li>
<li style="font-weight: 400;" aria-level="1">Clearly communicate roles and responsibilities. For example, if everyone knows Lukas is responsible for the final catering decision and Sarah is in charge of finding a DJ, duplicate work is avoided.</li>
</ul>
<div class="pro-tip">Structure project information clearly and <a href="https://www.mckinsey.com/industries/technology-media-and-telecommunications/our-insights/the-social-economy">save 2 hours of searching through documentation per day</a>.</div>
<h3>How Does MeisterTask Improve Project Management Before the Project Kick-Off?</h3>
<iframe title="Project Management Basics in MeisterTask" width="628" height="471" src="https://www.youtube.com/embed/Eow_N_cee2Q?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
Take the stress out of project planning by following these best practices.
With MeisterTask + MeisterNote, you can simplify your team’s project planning in three ways:
<ol>
<li style="font-weight: 400;" aria-level="1">Plan centrally. With MeisterNote, which is included for free in every MeisterTask license, you have a central space to create and develop plans with your team. Goals are clear for every team member as they are documented centrally and transparently. Luke knows what Sarah’s role is, what she’s responsible for, and what she’s working on when.</li>
<li style="font-weight: 400;" aria-level="1">Share easily. Not only you, Lukas and Sarah, but also the external event agency you’re working with, can easily access the project roadmap at any time. You can invite people inside and outside of your team to your Notes – without the risk of other Notes being shared or accessed unintentionally.</li>
<li style="font-weight: 400;" aria-level="1">Implement tasks quickly. Lukas and Sarah create actionable tasks in MeisterTask from their plans in MeisterNote in just one click. With their documentation and task management seamlessly connected, they can put their plans into motion faster.</li>
</ol>
<h2 id="9">9. Project Documentation: How Can You Keep Information Flowing?</h2>
<figure id="attachment_30884" aria-describedby="caption-attachment-30884" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-scaled.jpg"><img decoding="async" class="wp-image-30884 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/verkleinert-3-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30884" class="wp-caption-text">Great planning, great execution, great vibes.</figcaption></figure>
Information silos can throw the best-laid plans into chaos. That’s why you, along with Lukas and Sarah, want to ensure your project is transparent, structured, and properly documented.
For a clear and accessible project overview, use simple and intuitive tools that connect your <a href="https://www.meistertask.com/pages/documentation/">documentation</a> to your project execution.
<ul>
<li style="font-weight: 400;" aria-level="1">Task management and documentation tool: Create clear, concise project notes in one central place to give all stakeholders the bigger picture of your project. Then, communicate the finer details directly in the individual tasks. This way, everyone can find the information they need easily and quickly. To go back to our example: keep the event plan and the catering updates in the same place – and always reference the respective actionable project tasks in your notes. When stakeholders want to find out anything about your project, this will be the first place they look.</li>
<li style="font-weight: 400;" aria-level="1">Instant messaging tool: Have a basic but urgent question for Sarah? Write her a short message on an instant messaging tool like Slack. Include a link to the relevant section of the note or task your question relates to. That way, Sarah can leave a comment with the answer there and then, keeping everyone on the same page.</li>
</ul>
<div class="pro-tip">Structure your project documentation so everyone on the team can see who is doing what and when. This could save your team up to <a href="https://clockify.me/time-spent-on-recurring-tasks">5 hours a week</a>.</div>
<h3>How Does MeisterTask Help Improve Communication Within Your Project Team?</h3>
<iframe title="The Time has Come.. Announcing MeisterNote." width="628" height="353" src="https://www.youtube.com/embed/RJkzGjEWWGA?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
Create actionable Tasks directly from your Notes with MeisterTask + MeisterNote.
MeisterTask + MeisterNote helps you to simplify communication within your project team. Here’s how:
<ol>
<li style="font-weight: 400;" aria-level="1">Real-time updates. With real-time updates, you, Lukas and Sarah are always up to date. In the MeisterTask task, you can see who will decide which catering company to use and by when. In MeisterNote, you can find the reasons for the decision and the expected outcome.</li>
<li style="font-weight: 400;" aria-level="1">A logical structure. Lukas embeds the catering offer and location photos into the Note in MeisterNote. A link to this Note in the correlating Task provides all the context needed. As a result, you know exactly what’s going on.</li>
<li style="font-weight: 400;" aria-level="1">Tasks and documentation – connected. With MeisterTask + MeisterNote, Sarah and Lukas cut unnecessary steps from their workflow. For example, Sarah can create a Task for Lukas directly from the meeting minutes – without leaving the Note.</li>
</ol>
<div class="pro-tip">Financial consulting firm zeb uses MeisterTask’s communication features to keep teams in the loop. Find out more <a href="https://www.meistertask.com/blog/how-zeb-uses-meistertask-to-help-financial-service-providers-go-agile-success-story/">here</a>.</div>
<h2 id="10">10. Project Implementation: How Do You Reach Your Goals and Learn From the Results?</h2>
<figure id="attachment_30885" aria-describedby="caption-attachment-30885" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-scaled.jpg"><img decoding="async" class="wp-image-30885 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/sekt-anstosen-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30885" class="wp-caption-text">The best part of collaborative project management: celebrating success together.</figcaption></figure>
Now that you’ve nailed the planning phase, follow these six steps to make the next phase a success:
<ol>
<li style="font-weight: 400;" aria-level="1">Set up the project in MeisterTask: Visualize the documented project workflow in a <a href="https://support.meistertask.com/hc/en-us/articles/4410611118610-Project-Management-Basics">Kanban board</a> with columns for “Planning,” “In Progress,” and “Completed.”</li>
<li style="font-weight: 400;" aria-level="1">Invite the project team: Send an invite to everyone executing the project. Invite external stakeholders as <a href="https://support.meistertask.com/hc/en-us/articles/4404743864082-The-Guest-Role">guests</a> to keep communication transparent for everyone.</li>
<li style="font-weight: 400;" aria-level="1">Create Tasks: Create a Task on the board for every job that needs to be done. Set up <a href="https://support.meistertask.com/hc/en-us/articles/360015778280-Automations">automations for recurring tasks</a>.</li>
<li style="font-weight: 400;" aria-level="1">Maintain momentum: Integrate all the tools your team needs to succeed and use <a href="https://support.meistertask.com/hc/en-us/articles/360015801979-Manage-Project-Sections">WIP limits</a> to keep workloads under control.</li>
<li style="font-weight: 400;" aria-level="1">Turn to-dos into “dones”: With <a href="https://support.meistertask.com/hc/en-us/articles/360015801999-Add-Comments-to-Tasks">centralized communication, comments, and mentions</a>, your team can progress quickly and meet their deadlines..</li>
<li style="font-weight: 400;" aria-level="1">Pull quick reports: Generate a quick <a href="https://support.meistertask.com/hc/en-us/articles/360017234099-Reports">report</a> with preset filters. For example, you can use quick reports for an overview of all open and completed project Tasks. </li>
</ol>
<div class="pro-tip">Keep your management team happy by limiting the emails you send them. After all, they already spend <a href="https://www.mckinsey.com/industries/technology-media-and-telecommunications/our-insights/the-social-economy">2.5 hours per day managing their chaotic inbox</a>. Invite them to view and collaborate on your project documentation instead. This way, they can easily maintain an overview and track whether goals are being met.</div>
<h3>How Does MeisterTask Help To Improve Project Implementation?</h3>
<a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/HP_MN_Section.gif"><img decoding="async" class="alignnone wp-image-30920 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/08/HP_MN_Section.gif" alt="How Does MeisterTask Help To Improve Project Implementation?" width="1920" height="600" /></a>
Connected software means less stress – and more success.
With MeisterTask + MeisterNote, everything is done and documented, so you can sit back and enjoy the party with your team.
<ul>
<li style="font-weight: 400;" aria-level="1">Tracking progress from project kick-off to completion. With updates continuously communicated via notifications and mentions, your stakeholders never miss a thing.</li>
<li style="font-weight: 400;" aria-level="1">Final project report and retrospective. You already shared <a href="https://www.meistertask.com/pages/reports/">regular reports</a> with your project stakeholders. Now you can use these as a basis for your retrospective meeting.</li>
<li style="font-weight: 400;" aria-level="1">Applying your learnings. You and your team can <a href="https://www.meistertask.com/pages/documentation/">document and apply the insights you’ve gained</a> to your future projects. </li>
</ul>
<div class="pro-tip">atempo increased their productivity by 100% by managing their projects in MeisterTask. Find out how they did it <a href="https://www.meistertask.com/blog/how-atempo-uses-the-meister-suite-to-orchestrate-complex-eu-projects-success-story/">here</a>.</div>
<h2>Ready, Set…Collaborate! </h2>
Now you have these practical tips up your sleeve, your next project is already on track to success. Remember, structure, transparency and clear communication go a long way. And when you have the right tools to help you achieve those things, great results are well within reach. Good luck!
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<h2>FAQs</h2>
<h2>What Is Collaborative Project Management?</h2>
Collaborative project management is a method to efficiently plan, coordinate and control complex projects with multiple stakeholders, often across different locations and time zones.
<h2>What Is the Biggest Threat to Successful Project Collaboration?</h2>
Miscommunication is the biggest threat to successful project collaboration as it negatively impacts project planning, as well as resource and conflict management. To prevent power struggles, don’t prioritize individual success – promote and celebrate the success of the whole team. 
<h2>How Do You Ensure Project Collaboration Goes Smoothly?</h2>
Pay attention to what and how your team communicates before, during, and after project collaboration. Never lose sight of:
<ol>
<li>Goals, roles and responsibilities.</li>
<li>Thinking and acting as a team.</li>
</ol>
<h2>How Do You Best Resolve Conflicts Between Project Team Members?</h2>
The best way to resolve tension in a collaborative project setting is to follow the 4 steps of Nonviolent Communication:
<ol>
<li style="font-weight: 400;" aria-level="1">Observe. Describe the conflict in a non-judgmental way.</li>
<li style="font-weight: 400;" aria-level="1">Identify your feelings. Express your feelings in I-messages.</li>
<li style="font-weight: 400;" aria-level="1">Acknowledge your needs. Explore the unmet needs behind your feelings.</li>
<li style="font-weight: 400;" aria-level="1">Make a request. Calmly ask for a specific action so that your needs are met.</li>
</ol>
The post <a href="https://www.mindmeister.com/blog/is-project-collaboration-more-painful-than-productive-collaborative-project-management-could-be-the-solution/">Collaborative Project Management: How Can It Lead To Better Project Outcomes?</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>Cross Team Collaboration: 3 Ways To Make It Work</title>
<link>https://www.mindmeister.com/blog/how-to-execute-stellar-projects-with-cross-team-collaboration/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Fri, 21 Jul 2023 05:22:39 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[collaboration]]></category>
<category><![CDATA[goals]]></category>
<category><![CDATA[leadership]]></category>
<category><![CDATA[processes]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=22339</guid>
<description><![CDATA[Your team is collaborating well, but when other teams get involved it gets a little…messy? See it as an opportunity for improvement! In this blog post, you’ll learn what makes cross team collaboration work – and why it so often fails. By […]
The post <a href="https://www.mindmeister.com/blog/how-to-execute-stellar-projects-with-cross-team-collaboration/">Cross Team Collaboration: 3 Ways To Make It Work</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Your team is collaborating well, but when other teams get involved it gets a little…messy? See it as an opportunity for improvement! In this blog post, you’ll learn what makes cross team collaboration work – and why it so often fails. By following the steps outlined here, you’ll improve collaboration between departments for long-term success. Ready? Let’s get started! 
Want to improve cross team collaboration in your company? Discover everything you need to know here:
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is Cross Team Collaboration?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Why Is Cross Team Collaboration Important?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">Why Does Cross Team Collaboration Often Fail?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">Quiz: How Successful Is Cross Team Collaboration in Your Organization?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How To Improve Cross Team Collaboration in 3 Steps.</a></li>
</ul>
<h2 id="1">What Is Cross Team Collaboration?</h2>
<figure id="attachment_30777" aria-describedby="caption-attachment-30777" style="width: 2500px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash.jpg"><img decoding="async" class="wp-image-30777 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash.jpg" alt="" width="2500" height="1667" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash.jpg 2500w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/randy-fath-ymf4_9Y9S_A-unsplash-272x182.jpg 272w" sizes="(max-width: 2500px) 100vw, 2500px" /></a><figcaption id="caption-attachment-30777" class="wp-caption-text">Completing big tasks requires broad and extensive knowledge.</figcaption></figure>
Cross team collaboration or cross functional collaboration is when employees from different departments or teams work together to achieve a common goal.
Some examples of cross team collaboration include:
<ul>
<li style="font-weight: 400;" aria-level="1">Marketing and Customer Support teams working together to manage social media.</li>
<li style="font-weight: 400;" aria-level="1">Product teams working with Sales to launch a new feature.</li>
</ul>
Unlike working with your own team, collaborating with multiple departments means:
<ul>
<li style="font-weight: 400;" aria-level="1">Making joint decisions.</li>
<li style="font-weight: 400;" aria-level="1">Coordinating tasks and resources across departments.</li>
<li style="font-weight: 400;" aria-level="1">Sharing information between departments.</li>
</ul>
<div class="pro-tip">Cross team collaboration often occurs in projects. However, this blog post is to help you improve day-to-day collaboration across your organization – whatever you work on. Want to read more about collaborating on projects? Take a look at this <a href="https://www.meistertask.com/blog/is-project-collaboration-more-painful-than-productive-collaborative-project-management-could-be-the-solution/">blog post</a>.</div>
<h2 id="2">Why Is Cross Team Collaboration Important?</h2>
<figure id="attachment_30779" aria-describedby="caption-attachment-30779" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30779 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/vince-fleming-aZVpxRydiJk-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30779" class="wp-caption-text">Working with other teams can be enriching.</figcaption></figure>
When cross functional collaboration works well, your organization can:
<ol>
<li style="font-weight: 400;" aria-level="1">Optimize knowledge and resources – and save money.</li>
<li style="font-weight: 400;" aria-level="1">Solve problems collectively – and save time. </li>
<li style="font-weight: 400;" aria-level="1">Capitalize on unique perspectives and experiences – and create a culture of collaboration.</li>
</ol>
<div class="pro-tip">Cross team collaboration is an essential to successful business collaboration. <a href="https://www.meistertask.com/pages/business-collaboration/">Learn more about business collaboration</a> and how it helps you share ideas and achieve your goals.</div>
<h2 id="3">Why Does Cross Team Collaboration Often Fail?</h2>
<figure id="attachment_30780" aria-describedby="caption-attachment-30780" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30780 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/philippa-rose-tite-rCj44dHUqoc-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30780" class="wp-caption-text">Clarity is key for good cross departmental collaboration.</figcaption></figure>
According to the <a href="https://hbr.org/2015/06/75-of-cross-functional-teams-are-dysfunctional">Harvard Business Review</a>, over 75 percent of cross functional teams are dysfunctional. Most struggle due to a weak or absent culture of collaboration in their organizations. This can be seen in:
<ul>
<li style="font-weight: 400;" aria-level="1">Unclear leadership.</li>
<li style="font-weight: 400;" aria-level="1">A lack of ownership and accountability.</li>
<li style="font-weight: 400;" aria-level="1">Poorly defined goals.</li>
<li style="font-weight: 400;" aria-level="1">A lack of prioritization across the organization.</li>
</ul>
<h2 id="4">Quiz: How Successful Is Cross Team Collaboration in Your Organization?</h2>
<figure id="attachment_30781" aria-describedby="caption-attachment-30781" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30781 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/nadine-shaabana-UBvF7tGcLdg-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30781" class="wp-caption-text">Find out where you stand.</figcaption></figure>
Answer these questions to see how effective cross team collaboration is in your organization.
In the last 3 months, have you noticed any of the following barriers to cross team collaboration?
<ol>
<li style="font-weight: 400;" aria-level="1">Information silos. Do teams fail to share information in a timely, complete, or understandable way?</li>
<li style="font-weight: 400;" aria-level="1">Technological barriers. Is information sometimes withheld from <a href="https://www.meistertask.com/blog/why-good-stakeholder-collaboration-matters-and-how-to-get-it-right/">stakeholders</a>?</li>
<li style="font-weight: 400;" aria-level="1">Unclear goals. Do teams work to different goals or have competing priorities?</li>
<li style="font-weight: 400;" aria-level="1">Lack of accountability. Are responsibilities around tasks and projects unclear?</li>
<li style="font-weight: 400;" aria-level="1">Absence of leadership. Is there a lack of support from management within your organization?</li>
</ol>
<h2 id="5">How To Improve Cross Team Collaboration in 3 Steps.</h2>
<figure id="attachment_30783" aria-describedby="caption-attachment-30783" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30783 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/marc-rafanell-lopez-PMwu9gfCSbw-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30783" class="wp-caption-text">Better alignment is within reach.</figcaption></figure>
Answered “yes” more than once? Read the following tips to improve cross functional team collaboration. You’ll be working better together before this time next month!
<h2>1. Combat Information Silos.</h2>
<figure id="attachment_30784" aria-describedby="caption-attachment-30784" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30784 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-scaled.jpg" alt="" width="2560" height="1787" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-712x497.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-1024x715.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-768x536.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-1536x1072.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-2048x1430.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/bogdan-kupriets-vniyejGh94o-unsplash-796x556.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30784" class="wp-caption-text">Like a bridge, communication needs a solid structure to be effective.</figcaption></figure>
The average team wastes <a href="https://www.hcmtechnologyreport.com/siloed-tools-cost-organizations-time-money-survey-finds/">20 hours per month</a> due to poor cross team communication. Don’t fall into that trap! Tackle information silos and improve cross functional working with clear structure:
<ol>
<li style="font-weight: 400;" aria-level="1">Establish clear communication guidelines. Define what should be shared on which channels.</li>
<li style="font-weight: 400;" aria-level="1">Organize cross departmental meetings. Schedule regular meetings on top of asynchronous communication. Put guidelines in place to keep meetings focused and efficient.</li>
<li style="font-weight: 400;" aria-level="1">Share information transparently – and make it accessible. Ensure that important information is shared transparently and promptly with all teams. It’s easy to do this with the right tools for task management and documentation.</li>
<li style="font-weight: 400;" aria-level="1">Review and optimize your communication process. Resolve communication issues in your team with <a href="https://www.meistertask.com/blog/improve-team-communication-5-warning-signs-of-poor-communication-solutions/">these 5 tips</a>.</li>
<li style="font-weight: 400;" aria-level="1">Avoid jargon… ASAP. Get your point across simply and easily. List acronyms in a shared space that stakeholders can refer to.</li>
</ol>
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<h3>If Your Communication Process Lacks Structure…</h3>
Everyone wants cross team communication to run like a well-oiled machine. The problem is, departments often work toward their own goals in isolation from other departments. This leads to team micro-cultures and poor communication flows, which hinder cross team communication.
<h3>How Cross Team Collaboration Tools Help You Structure Communication.</h3>
<iframe title="Using MeisterTask and MeisterNote" width="628" height="353" src="https://www.youtube.com/embed/6cw1zVu_ZLY?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
The two most important tools for breaking down information silos are your documentation tool and your task management tool. 
<ul>
<li style="font-weight: 400;" aria-level="1">Communicate a full project overview. In your documentation tool, record plans, updates, and deliverables clearly. This provides the “big picture” and helps teams contextualize their work.</li>
<li style="font-weight: 400;" aria-level="1">Communicate task details. In your task management tool, record task details so everyone can track progress as it happens. Communication should stay on the task it refers to: organization and transparency make all the difference.</li>
</ul>
Teams everywhere use MeisterTask to collaborate effectively. However, when it comes to keeping an overview, team members and managers alike are often overwhelmed by how many details they need to keep track of.
When you use MeisterTask with MeisterNote, project teams and managers get the best of both worlds: the overview of ongoing projects and a place to focus on specific tasks.
<figure class="blockquote">
<blockquote>We use MeisterNote to document and share our meeting minutes, and to maintain a single source of truth – it’s a huge help. We can also convert our Notes into actionable Tasks in MeisterTask in real time!</blockquote><figcaption>Laurent Peters, COO Inoponoi</figcaption></figure>
<div class="pro-tip">Want to learn more about MeisterTask and MeisterNote? <a href="https://www.meistertask.com/pages/documentation/">Get the full picture here</a>.</div>
<h2>2. Make Goals and Responsibilities Crystal Clear.</h2>
<figure id="attachment_30785" aria-describedby="caption-attachment-30785" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30785 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/manki-kim-12Kb5ynfxso-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30785" class="wp-caption-text">Clear goals are vital to the success of your collaboration.</figcaption></figure>
Establishing a common goal will <a href="https://www.meistertask.com/blog/is-project-collaboration-more-painful-than-productive-collaborative-project-management-could-be-the-solution/">improve project collaboration</a>.
These strategies will help you manage cross team collaboration and ensure that goals are met:
<ol>
<li style="font-weight: 400;" aria-level="1">Assign clear roles to team members. Use the <a href="https://www.loom.com/blog/daci">DACI model</a> to set project roles. Define who will lead (Driver), approve (Approver), provide input (Contributor), and who will be informed (Informed).</li>
<li style="font-weight: 400;" aria-level="1">Set clear goals. Consider <a href="https://sloanreview.mit.edu/article/with-goals-fast-beats-smart/">which approach to goal-setting</a> – SMART, FAST, or OKR – is best for your organization.</li>
<li style="font-weight: 400;" aria-level="1">Check that project goals align with your organization’s objectives. If your goals don’t match the company strategy, you’ll need to make adjustments.</li>
<li style="font-weight: 400;" aria-level="1">Be a good role model. Increase stakeholders motivation, commitment and performance through <a href="https://deakinco.com/resource/8-leadership-qualities-to-motivate-and-inspire-your-team/">positive leadership</a>.</li>
<li style="font-weight: 400;" aria-level="1">Motivate your stakeholders. Avoid inefficient routines, adjust meeting frequency, and streamline your communication channels.</li>
</ol>
<h3>If You Don’t Clearly Define Goals and Responsibilities…</h3>
You’ll end up with unclear responsibilities and ineffective decision making. This leads to conflicts in priorities across departments and means that:
<ul>
<li style="font-weight: 400;" aria-level="1">Team members are confused. Tasks are not clearly implemented.</li>
<li style="font-weight: 400;" aria-level="1">Conflicts remain unresolved. Motivation decreases, frustration increases.</li>
<li style="font-weight: 400;" aria-level="1">Success is just a word. In the worst case, tasks are not completed by anyone.</li>
</ul>
<h3>How Cross Team Collaboration Tools Help You Define Goals and Responsibilities.</h3>
<iframe title="Task Management Software. 100% Simple. 100% Intuitive. | MeisterTask" width="628" height="353" src="https://www.youtube.com/embed/-cKw3z21Os0?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
Used correctly, your documentation tool and your task management tool will help you avoid confusion and reduce conflict between teams.
<ul>
<li style="font-weight: 400;" aria-level="1">Document goals and responsibilities. Use your documentation tool to create a clear, central overview of goals, decisions, roles and responsibilities.</li>
<li style="font-weight: 400;" aria-level="1">Execute tasks successfully. Link tasks in your task management tool straight from your documentation – and vice versa. Collaborators can view and execute tasks easily, wherever they are.</li>
</ul>
<div class="pro-tip">Spoilt for choice? <a href="https://www.meistertask.com/blog/14-trello-alternatives-for-task-and-project-management/">This blog post</a> will help you find the right task management tool for your organization.</div>
<h2>3. Celebrate Success.</h2>
<figure id="attachment_30787" aria-describedby="caption-attachment-30787" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30787 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/kostiantyn-li-65itYoDeP-c-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30787" class="wp-caption-text">Recognition fuels team performance.</figcaption></figure>
Acknowledging your teams’ success motivates them and enhances performance. <a href="https://hbr.org/2021/03/research-a-little-recognition-can-provide-a-big-morale-boost">Studies show </a>that when praise is shared publicly, it raises the bar even for team members who don’t receive praise.
Here’s how to reward, celebrate and nurture development for better cross team collaboration.
<ol>
<li style="font-weight: 400;" aria-level="1">Organize regular cross departmental team events. Hackathons, innovation workshops or brainstorming sessions help participants understand their peers’ work. They also help break down silos and improve team morale.</li>
<li style="font-weight: 400;" aria-level="1">Introduce job rotation or job sharing. Have employees work temporarily in other departments. This allows them to broaden their perspective and develop new skills. It also accelerates knowledge sharing across the company.</li>
<li style="font-weight: 400;" aria-level="1">Put employees in the spotlight. Introduce a “Highlight of the Week” in meetings. It’s a chance to celebrate the achievements of your team and increase motivation across departments.</li>
<li style="font-weight: 400;" aria-level="1">Offer rewards and incentives: Offer incentives to boost team performance. Bonuses, gift certificates or other perks all work. Make sure to communicate these transparently and implement them fairly.</li>
<li style="font-weight: 400;" aria-level="1">Invest in training and development. Help team members advance in their careers. By investing in professional development, they can reach their potential, feel appreciated, and deliver better work. Everyone wins.</li>
</ol>
<div class="pro-tip">Giving recognition effectively is a skill to learn. Good praise is timely, personal, sincere and justified. <a href="https://www.aft.org/ae/winter2005-2006/willingham">Research</a> has found that the less expected and more specific the praise, the more impact it has on the recipient. </div>
<h3>If You Don’t Recognize Your Team’s Efforts…</h3>
<figure id="attachment_30789" aria-describedby="caption-attachment-30789" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30789 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/annie-spratt-0Qo_Nn5wLOc-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30789" class="wp-caption-text">9 out of 10 employees want more recognition.</figcaption></figure>
According to a <a href="https://officevibe.com/guides/state-employee-engagement">study by Office Vibe</a>, only 40 percent of employees receive praise on a monthly basis. 8 percent say they never receive praise!
A lack of recognition makes employees feel undervalued and unappreciated, which leads to low motivation and productivity. This can result in conflict, and cause talented employees to leave the company. 
<h3>How a Cross Team Collaboration Tool Helps You Share Positive Feedback.</h3>
Use your feedback sessions and team meetings to regularly acknowledge the performance and success of your team. But don’t forget to share positive feedback while they’re working, too. The best way to do this is via a task management tool. When you’re notified that part of a task has been completed, or you can see that good progress is being made, leave an appreciative comment or respond with an emoji. Regular, small gestures of recognition can have a big impact on your team’s motivation.
In your documentation tool – where you collectively note project milestones – you can highlight achievements by mentioning team members in an appreciative comment. You can also record performance evaluations in a private Note. This should be accessible only to you and your direct report.
When feedback is visible in the context of the associated project and tasks, the recipient can better understand the feedback and apply it to future projects. Giving feedback transparently is also helpful for team members who are not the direct recipients, as they can use it to guide their work. It will also motivate them to achieve a higher standard of work.
<h2>Time to Master Cross Team Collaboration.</h2>
<figure id="attachment_30790" aria-describedby="caption-attachment-30790" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30790 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/07/hannah-busing-Zyx1bK9mqmA-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30790" class="wp-caption-text">It’s time to put your knowledge into practice.</figcaption></figure>
Ready to implement these tips to improve cross team collaboration? With the right tools and techniques, you can improve your workplace culture – and achieve great results together – in no time. Good luck!
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<h2>FAQs</h2>
<h2>How Can I Optimize the Communication Process in Cross Team Collaboration?</h2>
The best way to optimize communication across teams is by implementing structure. Try the following steps to achieve this:
<ol>
<li style="font-weight: 400;" aria-level="1">Establish clear communication guidelines.</li>
<li style="font-weight: 400;" aria-level="1">Organize cross departmental meetings.</li>
<li style="font-weight: 400;" aria-level="1">Share information transparently – and make it accessible.</li>
<li style="font-weight: 400;" aria-level="1">Regularly review and optimize your communication process.</li>
<li style="font-weight: 400;" aria-level="1">Avoid jargon.</li>
</ol>
<h2>How Do I Keep Everyone Working to the Same Goals on Projects Which Require Cross Team Collaboration?</h2>
Follow these 5 steps for focused and productive cross team collaboration:
<ol>
<li style="font-weight: 400;" aria-level="1">Assign clear roles to team members using the DACI model.</li>
<li style="font-weight: 400;" aria-level="1">Set clear goals.</li>
<li style="font-weight: 400;" aria-level="1">Check that your project goals align with those of the organization.</li>
<li style="font-weight: 400;" aria-level="1">Be a good role model.</li>
<li style="font-weight: 400;" aria-level="1">Motivate your stakeholders. </li>
</ol>
<h3>How Can I Recognize and Reward Success in Projects That Involve Cross Team Collaboration?</h3>
Shine a spotlight on team members and recognize their performance – whether in meetings or via shared communication channels. You can also show team members they are valued and appreciated by organizing regular team events and providing development opportunities. 
The post <a href="https://www.mindmeister.com/blog/how-to-execute-stellar-projects-with-cross-team-collaboration/">Cross Team Collaboration: 3 Ways To Make It Work</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>Why Good Stakeholder Collaboration Matters – And How To Get It Right</title>
<link>https://www.mindmeister.com/blog/why-good-stakeholder-collaboration-matters-and-how-to-get-it-right/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Thu, 20 Jul 2023 13:58:21 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Business collaboration tips]]></category>
<category><![CDATA[external collaboration]]></category>
<category><![CDATA[Stakeholder collaboration]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30720</guid>
<description><![CDATA[Stakeholder collaboration involves working with a range of people to achieve a certain goal. This is easier said than done. With so many different needs and perspectives in the mix, things can easily spiral out of control. So how can you make […]
The post <a href="https://www.mindmeister.com/blog/why-good-stakeholder-collaboration-matters-and-how-to-get-it-right/">Why Good Stakeholder Collaboration Matters – And How To Get It Right</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Stakeholder collaboration involves working with a range of people to achieve a certain goal. This is easier said than done. With so many different needs and perspectives in the mix, things can easily spiral out of control. So how can you make sure they don’t? In this blog post, you’ll learn how to prioritize your stakeholders while staying focused on the bigger picture. You’ll also discover practical tips and tools to improve stakeholder collaboration both in and outside of your organization.
Ready to get stuck into the topic of stakeholder collaboration? Start with the basics, or skip to the section that’s most interesting to you.
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is Stakeholder Collaboration?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Why Is Stakeholder Collaboration Important?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">What Is a Stakeholder Analysis – And How Can It Help Me?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">How Do I Perform a Stakeholder Analysis?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">When Is Good Stakeholder Collaboration Most Critical?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">5 Tips For Better Stakeholder Collaboration.</a></li>
</ol>
<h2 id="1">What Is Stakeholder Collaboration?</h2>
<figure id="attachment_30723" aria-describedby="caption-attachment-30723" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-Stakeholder-Collaboration-.jpg"><img decoding="async" class="wp-image-30723 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-Stakeholder-Collaboration-.jpg" alt="Two people on a call" width="1024" height="683" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-Stakeholder-Collaboration-.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-Stakeholder-Collaboration--712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-Stakeholder-Collaboration--768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-Stakeholder-Collaboration--796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-Stakeholder-Collaboration--300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-Stakeholder-Collaboration--272x182.jpg 272w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-30723" class="wp-caption-text">Stakeholder collaboration is an essential part of achieving organizational goals.</figcaption></figure>
Stakeholder collaboration is the process of working with people or groups who have an interest in your project or organization. Some stakeholders are internal, whereas others are external. Internal stakeholders are individuals or groups within your organization, such as senior leaders and team members. External stakeholders are outside your organization. They might be partners, customers, or communities.
<div class="pro-tip">Want to improve teamwork within your organization? Learn how to <a href="https://www.meistertask.com/blog/how-to-execute-stellar-projects-with-cross-team-collaboration/">make cross-team collaboration a success</a>.</div>
Good stakeholder collaboration involves:
<ul>
<li style="font-weight: 400;" aria-level="1">Getting stakeholder input and using it to inform decision making.</li>
<li style="font-weight: 400;" aria-level="1">Communicating expectations and reaching agreements on the work to be carried out.</li>
<li style="font-weight: 400;" aria-level="1">Keeping stakeholders informed and engaged throughout the collaboration process.</li>
<li style="font-weight: 400;" aria-level="1">Listening to stakeholder feedback to improve results.</li>
</ul>
<h2 id="2">Why Is Stakeholder Collaboration Important?</h2>
When was the last time you achieved great business results by yourself? If you have an answer, you might be missing the wider context. Working with others is an essential part of <a href="https://www.meistertask.com/pages/business-collaboration/">achieving organizational goals</a>, so it pays to get it right. Whether you want to increase brand exposure, implement new systems or drive revenue growth, you’ll need the support and input of your stakeholders to make it happen.
When you collaborate with stakeholders effectively, you:
<ol>
<li style="font-weight: 400;" aria-level="1">Gather the information you need to plan successfully. </li>
<li style="font-weight: 400;" aria-level="1">Generate buy-in and win resources.</li>
<li style="font-weight: 400;" aria-level="1">Gain insights and learnings to <a href="https://www.meistertask.com/blog/10-tips-to-help-you-make-better-business-decisions-and-the-mistakes-to-avoid/">make better decisions</a>. </li>
<li style="font-weight: 400;" aria-level="1">Stay focused and on track to meet your goals and objectives.</li>
<li style="font-weight: 400;" aria-level="1">Set a standard for long term collaboration and business growth.</li>
</ol>
<h2 id="3">What Is a Stakeholder Analysis — And How Can It Help Me?</h2>
<figure id="attachment_30724" aria-describedby="caption-attachment-30724" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--scaled.jpg"><img decoding="async" class="size-full wp-image-30724" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--scaled.jpg" alt="Two people at their laptops performing a stakeholder analysis" width="2560" height="1702" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--712x473.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--1024x681.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--768x511.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--1536x1021.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--2048x1362.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--796x529.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/What-Is-a-Stakeholder-Analysis-And-How-Can-It-Help-Me--272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30724" class="wp-caption-text">Identify and prioritize your stakeholders before starting a project.</figcaption></figure>
A stakeholder analysis is the starting point for successful stakeholder collaboration. It’s the process of identifying and assessing all stakeholders involved in your project. By doing this, you can:
<ul>
<li style="font-weight: 400;" aria-level="1">Understand their needs and interests.</li>
<li style="font-weight: 400;" aria-level="1">Identify potential conflicts or areas of agreement i.e. overlapping or contradictory needs.</li>
<li style="font-weight: 400;" aria-level="1">Prioritize stakeholders based on their level of influence and importance.</li>
<li style="font-weight: 400;" aria-level="1">Develop strategies to engage effectively with each stakeholder group.</li>
</ul>
<h2 id="4">How Do I Perform a Stakeholder Analysis?</h2>
<figure id="attachment_30725" aria-describedby="caption-attachment-30725" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--scaled.jpg"><img decoding="async" class="size-full wp-image-30725" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--scaled.jpg" alt="Sticky notes indicating stakeholder impact." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/How-Do-I-Perform-s-Stakeholder-Analysis--272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30725" class="wp-caption-text">A stakeholder analysis involves understanding your stakeholders’ needs.</figcaption></figure>
To get started with your stakeholder analysis, list all of your stakeholders. Typical stakeholders include:
External stakeholders like clients, partners and suppliers.
Internal stakeholders like senior management, project leaders and team members.
Not all stakeholders will have the same level of influence over your work. With this in mind, rank your stakeholders by influence using a power/interest grid. 
<figure id="attachment_30727" aria-describedby="caption-attachment-30727" style="width: 604px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Power-Interest-Grid.png"><img decoding="async" class="size-full wp-image-30727" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Power-Interest-Grid.png" alt="Power/Interest grid for performing a stakeholder analysis." width="604" height="545" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Power-Interest-Grid.png 604w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Power-Interest-Grid-592x534.png 592w" sizes="(max-width: 604px) 100vw, 604px" /></a><figcaption id="caption-attachment-30727" class="wp-caption-text">Use a power/interest grid to inform your stakeholder management strategy.</figcaption></figure>
<ul>
<li style="font-weight: 400;" aria-level="1">High power, highly interested → prioritize keeping them informed and happy.</li>
<li style="font-weight: 400;" aria-level="1">High power, less interested → keep them satisfied, but not at the expense of more powerful, interested stakeholders. </li>
<li style="font-weight: 400;" aria-level="1">Low power, highly interested → keep them engaged and welcome their contributions, but don’t be too influenced by their opinions.</li>
<li style="font-weight: 400;" aria-level="1">Low power, less interested → keep them in mind but don’t involve them more than necessary.</li>
</ul>
When your grid is complete, you can further categorize your stakeholders by interest. Ask the right questions to better understand their needs: why they are interested, what information they need, and how to communicate it. Understanding these things will shape the way you engage with your stakeholders and inform your stakeholder communication.
<div class="pro-tip">Want to learn more about stakeholder management? Discover 3 tips for managing project stakeholders effectively <a href="https://www.meistertask.com/blog/top-3-tips-for-managing-project-stakeholders-effectively/">here</a>.</div>
<h2 id="5">When Is Stakeholder Collaboration Most Critical?</h2>
<figure id="attachment_30728" aria-describedby="caption-attachment-30728" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--scaled.jpg"><img decoding="async" class="size-full wp-image-30728" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--scaled.jpg" alt="Rocket launch to indicate critical moments" width="2560" height="1440" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--712x401.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--1024x576.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--768x432.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--1536x864.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--2048x1152.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/When-Is-Stakeholder-Collaboration-Most-Critical--796x448.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30728" class="wp-caption-text">A lot at stake? Now is the time to act!</figcaption></figure>
Stakeholder collaboration is most critical when things could go really wrong – or really right. These are pivotal moments that require clear, transparent and strategic communication with stakeholders. For example:
<ul>
<li style="font-weight: 400;" aria-level="1">When there is a <a href="https://sproutsocial.com/insights/crisis-communication-examples/">crisis that affects stakeholders</a> (e.g. product recall, environmental disaster).</li>
<li style="font-weight: 400;" aria-level="1">When introducing new initiatives that require stakeholder engagement (e.g. launching a new product or service, entering a new market).</li>
<li style="font-weight: 400;" aria-level="1">When there is significant change coming (e.g. management changes, product launches).</li>
<li style="font-weight: 400;" aria-level="1">When developing new policies or standards that could affect stakeholder groups (e.g. changes in HR policies or data privacy policies).</li>
</ul>
By prioritizing stakeholder collaboration during these times, you will be able to manage risks, avoid miscommunication, and secure better outcomes.
<h2 id="6">5 Tips For Better Stakeholder Collaboration.</h2>
<figure id="attachment_30730" aria-describedby="caption-attachment-30730" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-scaled.jpg"><img decoding="async" class="size-full wp-image-30730" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-scaled.jpg" alt="Two hands holding a heart symbolizing positive stakeholder collaboration." width="2560" height="1611" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-712x448.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-1024x644.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-768x483.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-1536x967.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-2048x1289.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/5-Tips-For-Better-Stakeholder-Collaboration-796x501.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30730" class="wp-caption-text">There are some key steps you can take to make stakeholder collaboration a success.</figcaption></figure>
<div class="pro-tip">Although stakeholder collaboration is a part of your daily business life as well, project work is where teams can collaborate with stakeholders with the greatest effect. We’ll look at <a href="https://www.meistertask.com/blog/is-project-collaboration-more-painful-than-productive-collaborative-project-management-could-be-the-solution/">stakeholder collaboration in projects</a> in more detail throughout the rest of this post.</div>
Follow these 5 tips for a successful stakeholder collaboration process in your next project.
<h3>1. Define A Clear Process For Collaboration</h3>
<figure id="attachment_30731" aria-describedby="caption-attachment-30731" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-scaled.jpg"><img decoding="async" class="wp-image-30731 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-scaled.jpg" alt="Arrow symbolizing the right direction." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Define-A-Clear-Process-For-Collaboration-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30731" class="wp-caption-text">Define your process — and write it down!</figcaption></figure>
Clarity is key for successful stakeholder collaboration. Before your project begins, establish processes that all stakeholders should stick to — then write them down! Consider 
<ul>
<li style="font-weight: 400;" aria-level="1">Goals and objectives</li>
<li style="font-weight: 400;" aria-level="1">Requirements</li>
<li style="font-weight: 400;" aria-level="1">Deliverables </li>
<li style="font-weight: 400;" aria-level="1">Dependencies (e.g. how workflows are connected)</li>
<li style="font-weight: 400;" aria-level="1">Milestones and deadlines</li>
<li style="font-weight: 400;" aria-level="1">Communication channels </li>
</ul>
Defining roles and responsibilities from the get-go will help your project run smoothly. When everyone knows what they have to do, and who the contact person for each topic is, there will be more clarity and accountability across stakeholders. As such, there will be less duplicate work carried out, and fewer mistakes. 
<div class="pro-tip">Not sure where to start? A <a href="https://project-management.com/understanding-responsibility-assignment-matrix-raci-matrix/">RACI matrix</a> will help you identify and communicate roles and responsibilities to your stakeholders.</div>
It’s also helpful to define how feedback should be given and how often. If you’re working with external clients, you’ll need to define how long they have to provide feedback, the scope of the feedback, and a timeframe for feedback to be implemented. If you’re working with external partners who are providing work for you, be sure to share guidelines and best practices that they can follow.
<h3>The Tools You Need.</h3>
Your collaboration process is a game of two halves: agreeing on how to collaborate with your stakeholders in advance, and then ensuring that this actually happens as your project progresses. 
To do both effectively, you need the right tools. You can document collaboration processes in a project documentation tool to make expectations clear for both internal and external stakeholders. Then, use a task management tool – with projects that reflect your desired workflows – in order to put your collaboration processes into action. This also allows for more granular, on-task discussions that don’t interfere with the bigger picture. As a result, there will be fewer misunderstandings, and everyone can work with confidence towards shared goals.
The more naturally you can switch between your documentation and task management tools, the more effective collaboration will be. That’s why it pays to invest in a solution like MeisterTask, which includes project documentation with MeisterNote with every license.
<div class="pro-tip">Want to learn more about project-based collaboration? Check out this <a href="https://www.meistertask.com/blog/is-project-collaboration-more-painful-than-productive-collaborative-project-management-could-be-the-solution/">blog post</a>.</div>
<h3>2. Streamline Stakeholder Updates — And Save Time</h3>
<figure id="attachment_30734" aria-describedby="caption-attachment-30734" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-scaled.jpg"><img decoding="async" class="wp-image-30734 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-scaled.jpg" alt="Clock symbolizing time saved." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Save-Time-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30734" class="wp-caption-text">Spend less time answering questions: make information accessible to stakeholders.</figcaption></figure>
Updating all of your stakeholders can be time consuming — especially if you don’t have the right processes or tools in place. For example, discussing details in long email chains and calls can cause information to get lost. This can lead to uncertainty around what’s been agreed. As a result, you spend more time repeating information and resolving misunderstandings.
To streamline stakeholder collaboration, consider a self-service approach to accessing information. This way, your stakeholders can find what they need, when they need it.
<ul>
<li style="font-weight: 400;" aria-level="1">Communicate a full project overview. Use a project documentation tool to document plans, updates, and deliverables transparently for everyone. This clear top-level overview helps stakeholders see the bigger picture so they can work proactively and asynchronously. </li>
<li style="font-weight: 400;" aria-level="1">Communicate task details. Use a task management tool to collect task details in one place and centralize updates. This way, stakeholders can see what needs to be done on a granular level.</li>
</ul>
We understand the need for different types of collaboration. That’s why <a href="https://www.meistertask.com/">MeisterTask with MeisterNote</a> helps you manage work on a task-by-task basis, while helping collaborators easily access broader contextual information and task details from anywhere at any time. 
<div class="pro-tip">Find out how to <a href="https://support.meistertask.com/hc/en-us/articles/6991618862226-Access-Tab-Manage-Collaborators-Outside-of-Your-Team">grant access to external stakeholders</a> in MeisterTask and manage their access with <a href="https://support.meistertask.com/hc/en-us/articles/360021205140-Roles-and-Permissions">Roles and Permissions</a>.</div>
<figure class="blockquote">
<blockquote>MeisterTask has created more transparency within our projects. We save time by going to fewer meetings, and meeting minutes have become mostly obsolete. Thanks to MeisterTask we collaborate and communicate more effectively.</blockquote><figcaption>Katja Esch, IT Project Leader LBBW</figcaption></figure>
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<h3>3. Set Deadlines – And Commit to Them</h3>
<figure id="attachment_30735" aria-describedby="caption-attachment-30735" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-scaled.jpg"><img decoding="async" class="wp-image-30735 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-scaled.jpg" alt=""Deadline" typed out using a typewriter." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Set-Deadlines-–-And-Commit-to-Them-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30735" class="wp-caption-text">Deadlines increase accountability and keep your project on track.</figcaption></figure>
Clear deadlines are important to ensure your project stays on track and you meet your milestones. When collaborating on projects with stakeholders, lay out requirements clearly. You can document broader deadlines and roadmaps in MeisterNote, and <a href="https://support.meistertask.com/hc/en-us/articles/360015802379-Set-Task-Due-Dates">set task-specific deadlines and track progress in MeisterTask</a> to ensure the smaller parts of your big picture are completed on time.
Visibility increases accountability, which means the deadline is more likely to be met. To set realistic and achievable deadlines that your stakeholders will agree to: 
<ul>
<li style="font-weight: 400;" aria-level="1">Give yourself some leeway when setting deadlines. You should assume that not everything will go smoothly – there might be a blocker or two along the way. Realistic deadlines will take this into account.</li>
<li style="font-weight: 400;" aria-level="1">Tie deadlines to specific milestones so that they relate to tangible results. Communicating these milestones helps stakeholders to understand the reasoning behind deadlines and see their responsibilities in context. </li>
</ul>
Setting and agreeing on deadlines is one thing, but what happens when they need to change? Consider the following points to make the process smoother. 
<ul>
<li style="font-weight: 400;" aria-level="1">Explain why. Explaining why a deadline is changing (either being postponed or brought forward) will help to avoid conflict and provide context to stakeholders so they can re-evaluate their work and plan accordingly. </li>
<li style="font-weight: 400;" aria-level="1">Be assertive. If a deadline is being brought forward for good reason, don’t be swayed by complaints. Keep the end goal in mind and encourage everyone to do the same. </li>
<li style="font-weight: 400;" aria-level="1">Act fast. If you know a deadline is changing, don’t sit on it. The sooner you reassess, reprioritize, and communicate the change, the more time everyone will have to respond.</li>
</ul>
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<h3>4. Prioritize Data Security</h3>
<figure id="attachment_30737" aria-describedby="caption-attachment-30737" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-scaled.jpg"><img decoding="async" class="size-full wp-image-30737" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-scaled.jpg" alt="Lock on phone screen indicating a secure stakeholder collaboration." width="2560" height="1442" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-712x401.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-1024x577.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-768x433.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-1536x865.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-2048x1154.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Prioritize-Data-Security-796x448.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30737" class="wp-caption-text">Make stakeholder collaboration more secure – and put your stakeholders at ease.</figcaption></figure>
Security is often a concern for external stakeholders. How do they know the data they share with you is secure? Do you both adhere to the same strict security standards? If you can’t answer these questions, your external stakeholders can be unwilling to share information. If they work in industries such as <a href="https://www.meistertask.com/blog/how-zeb-uses-meistertask-to-help-financial-service-providers-go-agile-success-story/">banking</a> or healthcare where data security is heavily regulated, they may not legally be allowed to share it with you. This means you won’t have the facts you need to make informed decisions. It might even mean the end of the collaboration.
The solution? Make sure you’re industry compliant and use secure tools for handling their (and your) data. When <a href="https://www.meistertask.com/blog/9-of-the-best-team-collaboration-tools-to-boost-productivity/">researching collaborative tools</a>, check for certifications such as ISO 27001:2013. This is an international standard on how to manage information security – and getting certified means fulfilling over 100 individual security requirements.
<div class="pro-tip">Meister is ISO 27001:2013 certified. When you use MeisterTask, security measures are taken care of – so you and your stakeholders have peace of mind. Find out <a href="https://www.meistertask.com/pages/security/">more about security at Meister here</a>.</div>
Take these additional steps to make stakeholder collaboration more secure, and put your stakeholders at ease. 
<ul>
<li style="font-weight: 400;" aria-level="1">Know what you need and what you don’t, so you can explain why you’re asking for certain information – and what you’re using it for. </li>
<li style="font-weight: 400;" aria-level="1">Make sure your team knows what they can and can’t share with external stakeholders, as well as the extent to which external stakeholder information can be shared within your organization.</li>
<li style="font-weight: 400;" aria-level="1">Control the level of access stakeholders have to certain information to keep sensitive data safe. For example, with MeisterTask’s <a style="font-size: 1.125rem;" href="https://support.meistertask.com/hc/en-us/articles/360021205140-Roles-and-Permissions">Roles and Permissions</a>, you can limit what data certain collaborators can view, access and edit.</li>
</ul>
<figure class="blockquote">
<blockquote>Meister takes data security as seriously as we do. We have total peace of mind knowing that MeisterTask is GDPR-compliant and its servers are located in an ISO-certified data center in Europe.</blockquote><figcaption>Marco Rubert, Head of ORG/IT zeb</figcaption></figure>
<h3>5. Communicate Strategically</h3>
<figure id="attachment_30738" aria-describedby="caption-attachment-30738" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Communicate-Strategically.jpg"><img decoding="async" class="size-full wp-image-30738" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Communicate-Strategically.jpg" alt="Person communicating with stakeholders online." width="1024" height="683" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Communicate-Strategically.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Communicate-Strategically-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Communicate-Strategically-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Communicate-Strategically-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Communicate-Strategically-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Communicate-Strategically-272x182.jpg 272w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-30738" class="wp-caption-text">Consider that different stakeholders have different communication styles.</figcaption></figure>
Communicating strategically means <a href="https://blog.hubspot.com/marketing/communication-styles">adapting your communication style</a> for each stakeholder group. Some stakeholders might appreciate hard facts and quantitative results, whereas others need a story. Your stakeholder analysis should help you figure out the best approach for each group. However, you can also tweak your communication style as you go.
No matter who you’re communicating with, there are some general rules which always apply. 
<ul>
<li style="font-weight: 400;" aria-level="1">Transparent and honest communication builds trust, which is essential for strong stakeholder relationships. </li>
<li style="font-weight: 400;" aria-level="1">Clearly communicating goals and requirements (e.g. regulations, budget limitations) will help stakeholders understand the “why” behind the “what” — and make it easier to get them on-side</li>
<li style="font-weight: 400;" aria-level="1">Simple, plain language will help your stakeholders to relate to your message – so avoid corporate jargon.</li>
<li style="font-weight: 400;" aria-level="1">Active listening will help you to better understand your stakeholders, and make them feel valued and heard.</li>
<li style="font-weight: 400;" aria-level="1">Recognizing your stakeholders’ contributions will make them feel appreciated and more committed to the collaboration.</li>
<li style="font-weight: 400;" aria-level="1">Taking the time to communicate effectively is important – mistakes and misunderstandings only take up more time in the long run. </li>
</ul>
<h2>Better Stakeholder Collaboration Starts Now.</h2>
<figure id="attachment_30740" aria-describedby="caption-attachment-30740" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-scaled.jpg"><img decoding="async" class="size-full wp-image-30740" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-scaled.jpg" alt="Team of stakeholders collaborating on a project." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/12/Better-Stakeholder-Collaboration-Starts-Now-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30740" class="wp-caption-text">Make your next collaboration a success.</figcaption></figure>
The success of stakeholder collaboration comes down to good communication and relationship-building. Understanding your stakeholders’ needs and establishing trust and empathy will lead to a more productive collaboration. Whether you’re kicking off a new project, managing change or even battling a crisis, try the tips and solutions recommended here. Doing so will make collaborating with stakeholders easier – and help you reach your goals. Good luck!
<h2>FAQs</h2>
<h2>What Is Stakeholder Collaboration?</h2>
Stakeholder collaboration is a process of working with individuals or groups who have an interest in your project or organization. Stakeholder collaboration can include both internal and external stakeholders. 
Internal stakeholders definition: Internal stakeholders are individuals or groups within your organization, such as senior leaders and team members. 
External stakeholders definition: External stakeholders are outside your organization. They might be partners, customers, or communities.
<h2>What Is a Stakeholder Analysis?</h2>
A stakeholder analysis is the starting point for successful stakeholder collaboration. It’s the process of identifying and assessing all stakeholders involved in your project or organization. It helps you to:
<ul>
<li style="font-weight: 400;" aria-level="1">Understand their needs and interests.</li>
<li style="font-weight: 400;" aria-level="1">Identify potential conflicts or areas of agreement i.e. overlapping or contradictory needs.</li>
<li style="font-weight: 400;" aria-level="1">Prioritize stakeholders based on their level of influence and importance.</li>
<li style="font-weight: 400;" aria-level="1">Develop strategies to engage effectively with each stakeholder group.</li>
</ul>
<h2>How Can I Improve Stakeholder Collaboration in My Organization?</h2>
There are a number of things you can do to improve stakeholder alignment and ensure stakeholder collaboration runs smoothly:
<ol>
<li style="font-weight: 400;" aria-level="1">Define a clear process for collaboration</li>
<li style="font-weight: 400;" aria-level="1">Streamline stakeholder updates – and save time</li>
<li style="font-weight: 400;" aria-level="1">Set deadlines – and commit to them </li>
<li style="font-weight: 400;" aria-level="1">Prioritize data security </li>
<li style="font-weight: 400;" aria-level="1">Communicate strategically </li>
</ol>
The post <a href="https://www.mindmeister.com/blog/why-good-stakeholder-collaboration-matters-and-how-to-get-it-right/">Why Good Stakeholder Collaboration Matters – And How To Get It Right</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>8 Notion Alternatives — And 7 Reasons Why You Need One</title>
<link>https://www.mindmeister.com/blog/a-guide-to-the-best-notion-alternatives/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Tue, 11 Jul 2023 09:04:39 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[documentation]]></category>
<category><![CDATA[productivity tools]]></category>
<category><![CDATA[task management]]></category>
<category><![CDATA[tool alternative]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=26242</guid>
<description><![CDATA[Notion is one of the most popular productivity tools out there. However, it’s not for everyone (and seeing as you’re here, that probably includes you). If you started using Notion full of optimism only to bump into some issues down the line, […]
The post <a href="https://www.mindmeister.com/blog/a-guide-to-the-best-notion-alternatives/">8 Notion Alternatives — And 7 Reasons Why You Need One</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Notion is one of the most popular productivity tools out there. However, it’s not for everyone (and seeing as you’re here, that probably includes you). If you started using Notion full of optimism only to bump into some issues down the line, you’re not alone. Read on to explore the most common user complaints — and discover 8 Notion alternatives that could be a better fit.
<h2>What is Notion — And What Does It Do?</h2>
<figure id="attachment_30670" aria-describedby="caption-attachment-30670" style="width: 1940px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion.png"><img decoding="async" class="size-full wp-image-30670" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion.png" alt="Notion" width="1940" height="1218" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion.png 1940w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-712x447.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-1024x643.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-768x482.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-1536x964.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-796x500.png 796w" sizes="(max-width: 1940px) 100vw, 1940px" /></a><figcaption id="caption-attachment-30670" class="wp-caption-text">Notion</figcaption></figure>
<a href="https://www.notion.so/" rel="nofollow">Notion</a> is a project management and note taking tool. It positions itself as an all-in-one connected workspace, designed to boost productivity and support team collaboration. The idea is that you can centralize your workflows in one place for maximum convenience. Key features include:
<ul>
<li style="font-weight: 400;" aria-level="1">Teamspaces – places to organize everything your team does </li>
<li style="font-weight: 400;" aria-level="1">Unlimited pages and blocks for paid plans</li>
<li style="font-weight: 400;" aria-level="1">File uploads, tables, charts and lists</li>
<li style="font-weight: 400;" aria-level="1">Collaboration features like comments and notifications</li>
<li style="font-weight: 400;" aria-level="1">Integrations with Slack, Zapier and more</li>
</ul>
With a <a href="https://www.capterra.com/p/186596/Notion/reviews/">Capterra rating of 4.7</a>, Notion clearly gets a lot of things right. The tool is popular for its flexibility and versatility – you can really do a lot with it – but as you’ll soon see, this can also be its downfall. 
Notion is available on desktop and mobile and offers a range of plans. These include a free plan for individuals and small teams and an Enterprise plan for larger organizations.
<h2>Why Do I Need a Notion Alternative?</h2>
If you look around the internet, you’ll see stories from teams on the hunt for a Notion alternative. We’ve tried to include some of their experiences in this post. 
We’ve grouped some of the most common complaints that users have with the software. For each problem Notion might be creating for you, you’ll find an alternative tool to make it go away. Click on a link below to go directly to the section that speaks to you. If all of these pain points hit close to home, simply keep on scrolling.
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">Notion’s Endless Features Are Making My Head Spin – And Costing Me Time</a> </li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Notion Is a Jack of All Trades, Master of None</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">Notion’s Task Manager is Managing Me</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">Notion Just Isn’t All That Pretty</a> </li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">I’m Frustrated With Notion’s Mobile App</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">I’m Worried Notion Isn’t Secure Enough</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#7">I Can’t Use Notion Offline</a></li>
</ol>
<h3 id="1">1. Notion’s Endless Features Are Making My Head Spin – And Costing Me Time</h3>
<figure id="attachment_30671" aria-describedby="caption-attachment-30671" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-scaled.jpg"><img decoding="async" class="size-full wp-image-30671" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-scaled.jpg" alt="Person working at their laptop looking confused" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/Notion-Is-Making-My-Head-Spin-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30671" class="wp-caption-text">Feeling overwhelmed by Notion?</figcaption></figure>
You want a tool which makes managing your workflows easier – but more and more teams are hinting that Notion’s many features can <a href="https://www.capterra.com/p/186596/Notion/reviews/4789762/">make it more complex</a>. Sure, you can create graphs, tables, calendars, databases…but when does it become too much?
Some of this comes down to how teams actually use Notion. The more you add to your workspace, the more cluttered it becomes – and the harder it is to navigate. As a result, information gets lost, and teams become frustrated and overwhelmed. B2B company dropcontract explain they <a href="https://www.dropcontact.com/blog/we-left-notion#so-why-did-we-leave-notion">ditched the tool due to feature-overload</a>:
<blockquote>Too many Notion features were untapped, and the ones we were interested in weren’t developed enough.</blockquote>
Notion promises to be “infinitely configurable”, which is great if you’re looking for flexibility. However, with so many features to get the hang of, onboarding can be slow. Your team can lose time figuring out what they can do, rather than getting things done. 
<h4>This Is Probably an Issue for You if…</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">Your team isn’t the most tech-savvy.</li>
<li style="font-weight: 400;" aria-level="1">You’re still in the process of “going digital”. You don’t want to complicate processes or <a style="font-size: 1.125rem;" href="https://www.meistertask.com/blog/how-software-acceptance-can-make-or-break-a-new-tool/">risk low tool adoption rates</a> by working with a complex tool.</li>
</ul>
<h4>The Best Notion Alternative for Simplicity: EverNote</h4>
<a href="https://www.capterra.com/p/154969/Evernote-Business/reviews/">Capterra rating:</a> 4.4
<figure id="attachment_30672" aria-describedby="caption-attachment-30672" style="width: 2062px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote.png"><img decoding="async" class="size-full wp-image-30672" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote.png" alt="Notion Alternative: EverNote" width="2062" height="1318" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote.png 2062w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote-712x455.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote-1024x655.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote-768x491.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote-1536x982.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote-2048x1309.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/05/EverNote-796x509.png 796w" sizes="(max-width: 2062px) 100vw, 2062px" /></a><figcaption id="caption-attachment-30672" class="wp-caption-text">The Best Notion Alternative for Simplicity: EverNote</figcaption></figure>
<a href="https://evernote.com/" rel="nofollow">EverNote</a> is a lightweight Notion alternative. Although it has basic task management features, the focus is on note-taking. It has less functionality than Notion, but this means it’s more intuitive – and loads quickly. One user describes how “It’s just so <a href="https://www.reddit.com/r/Evernote/comments/wlt9dc/comment/ijveore/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">easy to use</a>, and you don’t need to jump through hoops and use messy, awkward workarounds”.
Despite being a fairly simple tool, EverNote still has some handy features. Many users appreciate the <a href="https://www.reddit.com/r/Evernote/comments/wlt9dc/why_do_you_still_use_evernote/">web-clipper</a>, which lets you easily clip and save web pages, articles or PDFs to your notes. The tool’s <a href="https://www.reddit.com/r/Evernote/comments/wlt9dc/why_do_you_still_use_evernote/">image search function</a> is also popular with users.
<h5>Why EverNote Might Not Be the Notion Alternative You Need…</h5>
If you want to assign tasks and add due dates in EverNote, you’ll need to splash out on the Business Plan. There have been <a href="https://www.capterra.com/p/154969/Evernote-Business/reviews/4725397/">grumbles about EverNotes steep prices</a> – something to consider if value for money is a priority. Users have also complained about <a href="https://www.reddit.com/r/Evernote/comments/11eik5m/comment/jagtdv0/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">bugs taking ages to be fixed</a> and the app’s poor performance on Android. This could be in part due to EverNote recently migrating their platform to a new technology. However, if you can deal with the growing pains, the simplicity and convenience EverNote offers will be your reward.
<h3 id="2">2. Notion Is a Jack of All Trades, Master of None</h3>
<figure id="attachment_30674" aria-describedby="caption-attachment-30674" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-scaled.jpg"><img decoding="async" class="size-full wp-image-30674" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-scaled.jpg" alt="Typewriter with the words "multi tasking"" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Is-a-Jack-of-All-Trades-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30674" class="wp-caption-text">Is Notion trying to do too much?</figcaption></figure>
Notion promises to bring all your work into one place, replacing multiple tools with one. But is it the holy grail of productivity – or is it spreading itself too thin? 
It’s a challenge to recommend a one-for-one alternative to Notion because it is too many things to too many people. While many Notion alternatives do certain things better… they rarely do them all at the same time.
If you need a documentation tool, there are others out there which are more powerful and better for collaboration. Managing complex projects? You can do it in Notion – but you’ll be missing out on features such as in-built reporting and fast automations. 
This is probably behind the common complaint that Notion is both overwhelming and unfulfilling. The lack of advanced features for project management have put some users off. One ex-Notion user explains <a href="https://www.capterra.com/p/186596/Notion/reviews/">why they gave up on the tool</a>: 
<blockquote>Without recurring tasks and less task-oriented features it was a tough call to make. I wanted it to work so badly.</blockquote>
<h4>This Is Probably an Issue for You if…</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">You’re a project manager. Normally, you’ll need more robust features to manage large or complex projects. In this case, you’ll want a Notion alternative which has project management at its core, rather than a note-taking tool with project management functionality tacked on.</li>
<li style="font-weight: 400;" aria-level="1">You’re not a project manager. You want a tool which is fully optimized for note-taking as you don’t use Notion to manage tasks and projects.</li>
</ul>
<h4>The Best Notion Alternative for Project Management: Asana</h4>
<a href="https://www.capterra.com/p/184581/Asana-PM/">Capterra rating</a>: 4.5
<figure id="attachment_30676" aria-describedby="caption-attachment-30676" style="width: 1902px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Asana-1.png"><img decoding="async" class="size-full wp-image-30676" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Asana-1.png" alt="Asana" width="1902" height="1390" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Asana-1.png 1902w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Asana-1-712x520.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Asana-1-1024x748.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Asana-1-768x561.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Asana-1-1536x1123.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Asana-1-796x582.png 796w" sizes="(max-width: 1902px) 100vw, 1902px" /></a><figcaption id="caption-attachment-30676" class="wp-caption-text">The Best Notion Alternative for Project Management: Asana</figcaption></figure>
<a href="https://asana.com/" rel="nofollow">Asana</a> is a powerful project management software ideal for larger teams. It has a clear idea of what it wants to do – then does it well. As such, it’s better optimized for project management than Notion. Features include:
<ul>
<li style="font-weight: 400;" aria-level="1">Subtasks</li>
<li style="font-weight: 400;" aria-level="1">Easy-to-use automations</li>
<li style="font-weight: 400;" aria-level="1">Robust goal tracking</li>
<li style="font-weight: 400;" aria-level="1">Built-in reporting </li>
</ul>
Features for sprint planning and bug tracking make it a great option for agile tech teams.
Although you can build your own workflows in Asana, it isn’t as customizable as Notion. However, this makes it (comparatively) easier to learn and less overwhelming to use. Asana also has loads of project management templates to help you get up and running.
Whereas Notion has been called-out for its clunky <a href="https://www.capterra.com/project-management-software/compare/184581-186596/Asana-PM-vs-Notion">collaboration features</a>, Asana’s alternatives are a selling point. One user notes: 
<blockquote><a href="https://www.capterra.com/p/184581/Asana-PM/reviews/4456056/">Asana is a great tool for team collaboration</a>. You can easily assign tasks to team members, add comments to tasks, and attach files. Any changes made to a task or project are immediately reflected across all members of the team.</blockquote>
<h5>Why Asana Might Not Be the Notion Alternative You Need…</h5>
If you’re working in a smaller team on fairly straightforward projects, you probably don’t need all the features and flexibility of Asana. A task management tool might be a better fit. You’ll probably find it easier to use – and you won’t spend more than you really need to.
<h4>The Best Notion Alternative for Note Taking: OneNote)</h4>
<a href="https://www.capterra.com/p/227211/Microsoft-OneNote/reviews/">Capterra rating</a>: 4.6
<figure id="attachment_30678" aria-describedby="caption-attachment-30678" style="width: 1226px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/OneNote.png"><img decoding="async" class="size-full wp-image-30678" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/OneNote.png" alt="OneNote" width="1226" height="728" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/OneNote.png 1226w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/OneNote-712x423.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/OneNote-1024x608.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/OneNote-768x456.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/OneNote-796x473.png 796w" sizes="(max-width: 1226px) 100vw, 1226px" /></a><figcaption id="caption-attachment-30678" class="wp-caption-text">The Best Notion Alternative for Note Taking: OneNote</figcaption></figure>
<a href="https://www.microsoft.com/en-ww/microsoft-365/onenote/digital-note-taking-app" rel="nofollow">OneNote</a> is a Microsoft-owned Notion alternative for note-taking. You work in notebooks, which are divided into pages and sections. This makes for organized notes that are easy to navigate. You can bring creativity to your notes by drawing on them using a stylus or your finger. Customizability also comes in the form of image attachments, files and tables. Like EverNote, OneNote also has a web clipper so you can easily save content from anywhere on the web.
<a href="https://www.quora.com/Is-Microsoft-OneNote-a-good-collaboration-tool">Reliable syncing across devices</a> – which has been an issue for some Notion users – is noted as a benefit by multiple OneNote fans. It’s also suitable for team collaboration, with real-time updates and a comment function. That said, the free plan only comes with 5GB of storage, so you’ll need to upgrade to a Microsoft Business plan to use OneNote as a team. If you’re already working with Microsoft products, using OneNote is a no-brainer.
<h5>Why OneNote Might Not Be the Notion Alternative You Need…</h5>
If you don’t want to commit to a Microsoft license, there are other tools out there that are less of an investment. Keep reading to find out which one we recommend…
<h3 id="3"> 3. Notion’s Task Manager Is Managing Me</h3>
<figure id="attachment_30680" aria-describedby="caption-attachment-30680" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-scaled.jpg"><img decoding="async" class="size-full wp-image-30680" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-scaled.jpg" alt="Mug with the words "I can't even"" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notions-Task-Manager-Is-Managing-Me-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30680" class="wp-caption-text">Are you in control of your tasks – or are they controlling you?</figcaption></figure>
You started using Notion for note-taking, then one thing led to another – and now you’re stuck managing your projects with the tool. The good news: it doesn’t have to be this way. As <a href="https://www.reddit.com/r/Notion/comments/waeflp/comment/ii7f0pl/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">one Redditor puts it</a>:
<blockquote>There are specialized tools available which have less manual setup and more functionality. Just because you can do something in Notion doesn’t mean you should.</blockquote>
From <a href="https://www.reddit.com/r/Notion/comments/12cfrma/notion_not_ideal_for_tasks_management_due_to_bugs/">annoying bugs</a> to difficulty tracking project progress, to <a href="https://www.capterra.com/p/186596/Notion/reviews/3447579/">integrations that are “too basic</a>”, Reddit isn’t the only place where users are frustrated with Notion.
As Notion is really just one big customizable space, the lines between areas of functionality can get blurry and confusing. This can slow you down instead of helping you to work more efficiently. It can also make collaboration with external stakeholders difficult, with one user describing the tool as “<a href="https://www.reddit.com/r/Notion/comments/o7okkn/notion_for_project_management/">too messy and complex for working with clients</a>”.
<h4>This Is Probably an Issue for You if…</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">You use task management software on a daily basis (ie. you’re a team with work to do!)</li>
<li style="font-weight: 400;" aria-level="1">You collaborate with external contributors.</li>
</ul>
<h3>The Best Notion Alternative for Task Management: MeisterTask</h3>
<a href="https://www.capterra.com/p/139990/MeisterTask/">Capterra rating:</a> 4.7
<figure id="attachment_30681" aria-describedby="caption-attachment-30681" style="width: 2160px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask.png"><img decoding="async" class="size-full wp-image-30681" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask.png" alt="MeisterTask" width="2160" height="1390" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask.png 2160w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask-712x458.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask-1024x659.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask-768x494.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask-1536x988.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask-2048x1318.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterTask-796x512.png 796w" sizes="(max-width: 2160px) 100vw, 2160px" /></a><figcaption id="caption-attachment-30681" class="wp-caption-text">The Best Notion Alternative for Task Management: MeisterTask</figcaption></figure>
<a href="https://www.meistertask.com/">MeisterTask</a> is a task management tool that makes collaborating on projects easy. It’s also a solution to the common issues with Notion. There are no overloaded or undercooked features – just a simple way to manage your tasks and keep an overview of what’s happening, when. Your team will get the hang of it straight away, even if they’ve never used a task management tool before.
<figure class="blockquote">
<blockquote>I can’t think of any other software we’ve been able to implement so quickly.</blockquote><figcaption>Tobias Mang, LBBW</figcaption></figure>
Task management in MeisterTask is quite a lot simpler than Notion. Teams manage their work in Kanban-style boards, which are also a platform to keep conversations about work centralized using comments and mentions. You can also add links and files to tasks for clarity and context.
<blockquote class="twitter-tweet">
This web-based task-management app is changing my life. <a href="https://twitter.com/meistertask?ref_src=twsrc%5Etfw">@MeisterTask</a>. It’s the perfect level of simple…but also has great features with some more in-depth levels, and customizable stuff. And it looks great too: <a href="https://t.co/2AwrJ0RSBp">https://t.co/2AwrJ0RSBp</a>
— Stephanie Smith (@helmssmith) <a href="https://twitter.com/helmssmith/status/1139153378574065665?ref_src=twsrc%5Etfw">June 13, 2019</a></blockquote>
<script async src="https://platform.twitter.com/widgets.js" charset="utf-8"></script>
On paid plans, you’ll also find features like task relations, which help your team understand how their work connects to others’. MeisterTask’s roles and permissions and security restrictions make collaboration both easy and secure. You can set up private projects, assign different roles to collaborators, and restrict their access to certain features. This is particularly helpful when you’re collaborating with external contributors.
<figure class="blockquote">
<blockquote>MeisterTask is an incredibly versatile tool that helps us visualize a wide range of workflows and processes. It’s the perfect solution for us.</blockquote><figcaption>Axel Fischer, Managing Partner Akku Fischer</figcaption></figure>
So – it does all of the task management stuff much better than Notion. As a dedicated task management tool… that’s probably what you’d expect. Now, you might be wondering “what about my notes?”. After all, project execution and documentation belong together – and task management software generally doesn’t do the documentation part too well. 
It’s a good question – and it’s why MeisterTask and MeisterNote are now together under one roof. In short, it’s now the ultimate Notion Alternative.
<a href="https://www.meistertask.com/pages/documentation">MeisterNote</a> is a collaborative documentation tool that makes writing, editing and sharing information easy. With it, your team gets the bigger picture of their projects, instead of an endless stream of task updates. 
From start to finish, the combination of MeisterTask and MeisterNote is perfect for planning projects, keeping the overview of progress, and documenting the results. With a simple hierarchy of Notes and Pages, your team can <a href="https://www.capterra.co.uk/reviews/1016318/meisternote">easily navigate</a> MeisterNote to get the information they need, when they need it.
The best part… When you choose MeisterTask, your team gets MeisterNote at no extra cost. Use both tools together to connect your projects and documentation – and give your team the bigger picture.
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<h3 id="4">4. Notion Just Isn’t All That Pretty</h3>
<figure id="attachment_30683" aria-describedby="caption-attachment-30683" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-scaled.jpg"><img decoding="async" class="size-full wp-image-30683" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-scaled.jpg" alt="Flowers" width="2560" height="1703" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-1024x681.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-768x511.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-1536x1022.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-2048x1363.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Pretty-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30683" class="wp-caption-text">There’s nothing pretty about a cluttered workspace.</figcaption></figure>
Looks aren’t everything – but a nice interface never hurts. As users have pointed out in previous sections, as Notion is so feature heavy, the result is <a href="https://www.capterra.com/p/186596/Notion/reviews/4788650/">cluttered workspaces which can be hard to navigate</a>. One Notion user describes how Notion’s customizability had them “constantly procrastinating and <a href="https://techwithdom.com/blog/why-i-moved-away-from-notion/">becoming less productive</a>”. The irony!
Users also note how Notion would also benefit from more <a href="https://www.capterra.com/p/186596/Notion/reviews/3845649/">fonts and styling options</a>. One user <a href="https://www.capterra.com/p/186596/Notion/reviews/4789762/">explains</a> how they find the tool “lacking compared to other platforms, particularly when it comes to creating visually appealing documents or presentations”.
Digital Transformation Specialist and Meister Partner, Andreas D’Andrea, used Notion before switching to MeisterNote. Notion’s UI was one of the key reasons he made the change. 
<figure class="blockquote">
<blockquote>If you don’t take care of every single detail, it turns to chaos. In the end, I was trying to create something that’s actually usable, and with Notion it just wasn’t working. I had to ask myself: ‘Do you want a note or do you want a mess?’ That’s why I’m so happy to have found MeisterNote.</blockquote><figcaption>Andreas D’Andrea</figcaption></figure>
<h4>This Is Probably an Issue for You if…</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">You’re easily distracted. </li>
<li style="font-weight: 400;" aria-level="1">You want to look like a designer without actually being one.</li>
<li style="font-weight: 400;" aria-level="1">You prefer sleek tools with fewer features.</li>
</ul>
<h4>The Best Notion Alternative for User-Friendliness: MeisterNote</h4>
<a href="https://www.capterra.com/p/236578/MeisterNote/reviews/">Capterra rating</a>: 4.3
<figure id="attachment_30685" aria-describedby="caption-attachment-30685" style="width: 638px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterNote.gif"><img decoding="async" class="size-full wp-image-30685" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MeisterNote.gif" alt="MeisterNote GiF" width="638" height="308" /></a><figcaption id="caption-attachment-30685" class="wp-caption-text">The Best Notion Alternative for User-Friendliness: MeisterNote</figcaption></figure>
Okay… so it’s MeisterNote again. But for good reason. MeisterNote is <a href="https://www.capterra.co.uk/reviews/1016318/meisternote">beautifully designed</a>, so your team will actually enjoy using it. You don’t need to battle with a crowded interface, and your team can create beautiful, presentation-ready Notes in a matter of minutes – no design skills necessary.
<figure class="blockquote">
<blockquote>MeisterNote is colorful, beautiful and user-friendly, which means the team is actually interested in using it. With everyone on board, sharing knowledge within our organization is much easier.</blockquote><figcaption>Michael Scholle, IT Project Manager Bistum Essen</figcaption></figure>
Insert images, videos, code snippets, to-do lists and more. Bring structure to your Notes with headers and icons, and use colorful Tags to get key information at a glance. Easily change the color of your Blocks to make them stand out, or create your own color-coding system to make your Notes easier to scan.
<figure id="attachment_30684" aria-describedby="caption-attachment-30684" style="width: 2568px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2.png"><img decoding="async" class="size-full wp-image-30684" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2.png" alt="MeisterNote" width="2568" height="1384" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2.png 2568w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2-712x384.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2-1024x552.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2-768x414.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2-1536x828.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2-2048x1104.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/MN-2-796x429.png 796w" sizes="(max-width: 2568px) 100vw, 2568px" /></a><figcaption id="caption-attachment-30684" class="wp-caption-text">MeisterNote: create beautiful notes in an instant</figcaption></figure>
Take note (pun unapologetically intended) that MeisterNote and MeisterTask come as a pair. In fact, once you start using this dynamic duo – there’s note turning back (we’ll stop now).
To use MeisterNote, you’ll need a MeisterTask account – but then you get the best of both worlds. Specifically: beautiful, organized Notes, and more clarity and context in your projects. As a result, your team will be better focused and more productive. You’ll have a broad overview of project plans and progress, and can easily drill down into task details when you need to. 
You can quickly move between your Notes and your Projects within MeisterTask. As they’re two distinct but seamlessly connected spaces, your team won’t get overwhelmed as they might with Notion. It just goes to show that, although the details matter, truly beautiful design goes deeper than colors and fonts.
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<h3 id="5">5. I’m Frustrated With Notion’s Mobile App</h3>
<figure id="attachment_30686" aria-describedby="caption-attachment-30686" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-scaled.jpg"><img decoding="async" class="size-full wp-image-30686" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-scaled.jpg" alt="Person looking at their phone" width="2560" height="1923" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-1024x769.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-768x577.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-1536x1154.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-2048x1538.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Im-Frustrated-With-Notions-Mobile-App-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30686" class="wp-caption-text">Users have complained about the performance of Notion’s mobile app.</figcaption></figure>
Users who like to use their productivity tools on the go notice that Notion’s mobile app can’t quite keep up. It’s common for mobile apps to have less functionality than the desktop versions – especially with tools like Notion. However, user complaints are mostly about usability.
Users have reported that it’s slow to load – so much so that <a href="https://www.reddit.com/r/Notion/comments/11u0wlc/is_there_a_way_to_speed_up_loading_in_mobile_app/">some stopped using it altogether</a>. Issues with syncing have also been mentioned, with reports of the app <a href="https://www.reddit.com/r/Notion/comments/12d80ce/deleting_random_content_as_im_writing_on_mobile/">deleting content as it updates</a>. Formatting content on Notion’s mobile app has been described as “<a href="https://www.reddit.com/r/Notion/comments/xbwa9k/comment/io2dajp/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">frustrating</a>” by some, and multiple users have described <a href="https://www.reddit.com/r/Notion/comments/10pych4/why_do_i_have_this_list_of_shared_pages_on_mobile/">weird things happening on mobile that don’t happen on desktop</a>.
<h4>This Is Probably an Issue for You if…</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">You need to manage your notes on the move.</li>
<li style="font-weight: 400;" aria-level="1">Your best ideas come to you in the middle of the night (or whenever you’re away from your desk).</li>
</ul>
<h4>The Best Notion Alternative for Mobile: Dynalist</h4>
<a href="https://www.capterra.com/p/150742/Dynalist/reviews/">Capterra rating</a>: 4.7
<figure id="attachment_30690" aria-describedby="caption-attachment-30690" style="width: 375px" class="wp-caption aligncenter"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Dynalist.png"><img decoding="async" class=" wp-image-30690" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Dynalist.png" alt="Dynalist" width="375" height="669" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Dynalist.png 626w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Dynalist-300x534.png 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Dynalist-574x1024.png 574w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Dynalist-335x597.png 335w" sizes="(max-width: 375px) 100vw, 375px" /></a><figcaption id="caption-attachment-30690" class="wp-caption-text">The Best Notion Alternative for Mobile: Dynalist</figcaption></figure>
If you’re looking for a lightweight note taking tool that works well on mobile, consider <a href="https://dynalist.io/" rel="nofollow">Dynalist</a>. It has an iOS app and an Android app, but can also be used on desktop. Many users seem pretty happy with the app’s speed and ease of use. Others note that – unlike many competitor tools – Dynalist <a href="https://www.reddit.com/r/productivity/comments/5xlufk/anyone_try_or_are_currently_using_dynalist/">actually works on mobile</a>.
Syncing between devices is “<a href="https://www.capterra.com/p/150742/Dynalist/reviews/2027386/">fast and smooth</a>” so you can <a href="https://www.reddit.com/r/dynalist/comments/remwz4/comment/hohoqp3/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">share lists and send to-dos between devices</a>. Plus, it looks clean. <a href="https://www.capterra.com/p/150742/Dynalist/reviews/">One user points out</a> how “the desktop and mobile app for Dynalist is very solid with a nice design and good UX.” Sometimes, less is more – especially when it improves an app’s reliability. Though Dynalist is quite simple, the mobile app does include features like reminders and notifications, drag and drop functionality, and global search.
<h5>Why Dynalist Might Not Be the Notion Alternative You Need…</h5>
Dynalist is optimized for personal note taking. If you’re looking for a collaborative tool to use with your team, Dynalist won’t be for you.
<h3 id="6">6. I’m Worried Notion Isn’t Secure Enough</h3>
<figure id="attachment_30692" aria-describedby="caption-attachment-30692" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-scaled.jpg"><img decoding="async" class="size-full wp-image-30692" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-scaled.jpg" alt="Lock symbolizing security" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Notion-Isnt-Secure-Enough-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30692" class="wp-caption-text">There are plenty of reasons to be cautious about software security</figcaption></figure>
Users are becoming increasingly security conscious – and with good cause. There are <a href="https://www.meistertask.com/blog/why-users-should-care-about-data-security/">plenty of reasons to be vigilant</a>, so ask how apps like Notion protect your data before you put your trust in them. For instance, there have been reports that <a href="https://www.reddit.com/r/Notion/comments/vt3eqi/comment/ifawr8w/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">Notion employees can access users’ data</a> and enter their workspaces. It’s a scary thought, especially if you’re working in a heavily regulated industry such as <a href="https://www.meistertask.com/blog/how-zeb-uses-meistertask-to-help-financial-service-providers-go-agile-success-story/">finance</a> or healthcare where data security is everything.
Ready for another red flag? Notion <a href="https://www.reddit.com/r/Notion/comments/kc65y7/comment/gfqjz8h/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">doesn’t protect data with E2E (end-to-end) encryption</a>, which means user data is vulnerable to hacking. It doesn’t have built-in 2FA either – and this doesn’t seem to be coming any time soon. Finally, Notion’s servers are hosted in the US, which means it isn’t covered by the EU’s stringent security laws. In fact, Notion is hosted on AWS servers, so you might want to consider how much you trust Amazon to protect your data.
<h4>This Is Probably an Issue for You if…</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">Work in a highly regulated industry such as banking or healthcare. </li>
<li style="font-weight: 400;" aria-level="1">Your company has strict security policies that limit which tools you can use. </li>
<li style="font-weight: 400;" aria-level="1">You want full peace of mind that your data is secure and protected.</li>
</ul>
<h4>The Best Notion Alternative for Security: Confluence Data Center </h4>
<a href="https://www.capterra.com/p/136446/Confluence/reviews/">Capterra rating</a>: 4.4
<figure id="attachment_30693" aria-describedby="caption-attachment-30693" style="width: 1514px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Confluence.png"><img decoding="async" class="size-full wp-image-30693" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Confluence.png" alt="Confluence" width="1514" height="1138" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Confluence.png 1514w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Confluence-710x534.png 710w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Confluence-1024x770.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Confluence-768x577.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Confluence-794x597.png 794w" sizes="(max-width: 1514px) 100vw, 1514px" /></a><figcaption id="caption-attachment-30693" class="wp-caption-text">The Best Notion Alternative for Security: Confluence Data Center</figcaption></figure>
For maximum security, you could consider <a href="https://directus.io/blog/pros-and-cons-of-self-hosting-and-cloud-computing/">self-hosting your software</a>. When you self-host, your data stays within your organization, so you have control over how it’s stored and who can access it. <a href="https://www.atlassian.com/enterprise/data-center/confluence" rel="nofollow">Confluence Data Center</a> is a great self-hosted option for secure project management and documentation. It has all of the features you would expect – and then some – for collaborating with big teams and managing complex projects.
Confluence also has features that help you comply with security standards. For example, advanced permission features include bulk editing permissions for spaces and pages, and the option to download permissions as a CSV file for auditing. 
<h5>Why Confluence Might Not Be the Notion Alternative You Need…</h5>
If you’re going to use this tool, you better have deep pockets. The cheapest option, which includes licenses for 500 users, will set you back 27 thousand US dollars a year. Ouch. A cheaper option might be an EU-Based cloud tool, which conforms to higher data privacy standards. Guess which one we suggest.
<h3 id="7">7. I Can’t Use Notion Offline</h3>
<figure id="attachment_30696" aria-describedby="caption-attachment-30696" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-scaled.jpg"><img decoding="async" class="size-full wp-image-30696" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-scaled.jpg" alt="I Can’t Use Notion Offline" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/I-Cant-Use-Notion-Offline-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30696" class="wp-caption-text">No offline mode? No dice.</figcaption></figure>
Notion doesn’t have an offline mode, although some users have suggested <a href="https://www.alphr.com/use-notion-offline/">workarounds for this</a>. Unfortunately, these don’t really solve your problem. Making changes to projects or documents offline means you risk <a href="https://www.reddit.com/r/Notion/comments/l3894v/comment/gkbr95d/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">losing your data</a> and wasting your time on duplicate work. It’s far from ideal.
It’s likely that the lack of an offline mode is due to the complexity of the tool. As o<a href="https://www.reddit.com/r/Notion/comments/l3894v/comment/gkc1frx/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">ne Redditor explains</a>: “Every field, block, page, table, etc. is a database field – so [there are] considerations about how data is stored, accessed, deleted, synced, etc”. It seems creating a fully functioning offline mode is a complex challenge and – even if offline mode became a reality – it could make the tool’s slow load times even worse.
<h4>This Is Probably an Issue for You if…</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">You often work in areas with unreliable data access. </li>
<li style="font-weight: 400;" aria-level="1">You work during your commute and your 4G doesn’t cut it.</li>
</ul>
<h4>The Best Notion Alternative for Offline Working: Obsidian</h4>
<a href="https://www.capterra.com/p/236468/Obsidian/">Capterra rating</a>: 4.9
<figure id="attachment_30697" aria-describedby="caption-attachment-30697" style="width: 1950px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Obsidian.png"><img decoding="async" class="size-full wp-image-30697" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Obsidian.png" alt="Obsidian" width="1950" height="1262" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Obsidian.png 1950w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Obsidian-712x461.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Obsidian-1024x663.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Obsidian-768x497.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Obsidian-1536x994.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Obsidian-796x515.png 796w" sizes="(max-width: 1950px) 100vw, 1950px" /></a><figcaption id="caption-attachment-30697" class="wp-caption-text">The Best Notion Alternative for Offline Working: Obsidian</figcaption></figure>
<a href="https://obsidian.md/" rel="nofollow">Obsidian</a> is a highly customizable knowledge base and note-taking tool that works completely offline. As <a href="https://www.reddit.com/r/productivity/comments/zvojcq/comment/j1t4hir/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">one user notes</a>: “Being able to get at your files regardless of a connection is something you don’t realize you need until you REALLY need it and are screwed”.
Besides working offline, many users list the tool’s <a href="https://www.reddit.com/r/productivity/comments/zvojcq/comment/j1s1umz/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">customizability</a> as a reason for using it. You can stick to the “bare bones”, or create something truly magnificent. Obsidian has 25 core plugins and integrates with 979 community plugins. This includes Google Calendar, DeepL, “Rich Links” – which allows you to convert URLs to rich link previews – and more. It also has 191 themes and custom styling, so the options feel almost endless.
<h5>Why Obsidian Might Not Be the Notion Alternative You Need…</h5>
If you find Notion overwhelming, you’re solving one problem and creating another with Obsidian. As <a href="https://www.reddit.com/r/Evernote/comments/zwrsaq/comment/j2igwhj/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button">one Redditor puts it</a>: “the hierarchy and structure can go a million different ways and it’s up to you to have a plan – otherwise you’re going to be spending a lot of time restructuring and organizing things later”. Plus, if you’re looking for a collaborative tool, you’ll need to look elsewhere. Although there are ways to share notes in Obsidian, that’s not what the tool was designed for.
<h2>Goodbye Notion. Hello Productivity.</h2>
<figure id="attachment_30698" aria-describedby="caption-attachment-30698" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-scaled.jpg"><img decoding="async" class="size-full wp-image-30698" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-scaled.jpg" alt="Light shining through window." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/10/Hello-Productivity-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30698" class="wp-caption-text">The right Notion alternative for you depends on your priorities.</figcaption></figure>
There are plenty of Notion alternatives out there, but the best fit for you depends on your priorities. Whether it’s simplicity, security, or a seamless mobile experience you’re after, hopefully you’ve found the tool for you in this list. Even if you’re keeping your options open, you should now have a clearer idea of what you need (and what you don’t!). On that note, may your search be fruitful – and your switch from Notion, seamless. 
<h2>FAQs</h2>
<h3>Why Do I Need a Notion Alternatives?</h3>
Notion is one of the most popular productivity tools out there. However, it’s not for everyone. A common complaint is that Notion is too overloaded with features to be functional. Other reasons users look for a Notion alternative include security concerns, the lack of an offline mode, and slow performance on mobile.
<h3>What’s the Best Notion Alternative for Task Management?</h3>
MeisterTask is a great Notion alternative for managing tasks collaboratively. It’s not overloaded with features – just what you need to get things done and see what’s happening, when. Your team will get the hang of it straight away, even if they’ve never used a task management tool before. 
<h3>What’s the Best Notion Alternative for Note Taking?</h3>
OneNote is a Microsoft-owned Notion alternative for note-taking. You can share and collaborate on your notes, and use a range of formatting options to make them stand out. Alternatively, you could also consider MeisterNote. MeisterNote is beautifully designed, so your team will actually enjoy using it. Plus, it’s easy to navigate. You don’t need to battle with a crowded interface, and your team can create beautiful, presentation-ready Notes in a matter of minutes – no design skills necessary.
The post <a href="https://www.mindmeister.com/blog/a-guide-to-the-best-notion-alternatives/">8 Notion Alternatives — And 7 Reasons Why You Need One</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>5 Warning Signs You Need to Improve Team Communication (+ Solutions)</title>
<link>https://www.mindmeister.com/blog/improve-team-communication-5-warning-signs-of-poor-communication-solutions/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Fri, 28 Apr 2023 10:00:53 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30636</guid>
<description><![CDATA[Poor communication is the enemy of collaboration – but how can you tell if it’s a problem for your team? Read on to discover 5 warning signs that it’s time to improve team communication, and what you can do to fix it. […]
The post <a href="https://www.mindmeister.com/blog/improve-team-communication-5-warning-signs-of-poor-communication-solutions/">5 Warning Signs You Need to Improve Team Communication (+ Solutions)</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Poor communication is the enemy of collaboration – but how can you tell if it’s a problem for your team? Read on to discover 5 warning signs that it’s time to improve team communication, and what you can do to fix it. With communication flowing, you’ll see better results in no time.
<h2>Quiz: Is Your Team Communication in Need of Improvement?</h2>
Before you dive into the details, take a moment to reflect. Answer the following 5 questions to find out if your team communication could be better. 
In the last 30 days …
<ol>
<li style="font-weight: 400;" aria-level="1">Has someone on your team misinterpreted information?</li>
<li style="font-weight: 400;" aria-level="1">Has a team member missed an important deadline?</li>
<li style="font-weight: 400;" aria-level="1">Has anyone on your team worked in isolation?</li>
<li style="font-weight: 400;" aria-level="1">Have you lost track of who is responsible for each task?</li>
<li style="font-weight: 400;" aria-level="1">Has a team member been conspicuously quiet, behaved poorly, or participated little?</li>
</ol>
If you answered “yes” more than twice, keep reading. Don’t let these warning signs turn into something worse.
Learn how to recognize the signs that it’s time to improve team communication – and the steps you can take to turn things around.
<h2>Warning Sign #1: Frequent Misunderstandings.</h2>
<figure id="attachment_30613" aria-describedby="caption-attachment-30613" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30613 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-scaled.jpg" alt="" width="2560" height="1440" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-712x400.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-1024x576.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-768x432.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-1536x864.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-2048x1152.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/vyacheslav-shatskiy-31JqyCVndUM-unsplash-796x448.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30613" class="wp-caption-text">Are you getting your wires crossed?</figcaption></figure>
We’re <a href="https://grammarly.com/business/Grammarly_The_State_Of_Business_Communication.pdf">bombarded with written communication every day</a> – emails, chats, comments, etc. At the same time, we’re spending <a href="https://medium.com/colibri-ai/we-spend-5x-more-time-in-meetings-than-we-did-before-f37110769ea1">more and more time in online meetings</a>. Information is scattered across channels and is often incomplete or unclear. Your team is more likely to overlook or misunderstand information as a result. This leads to mistakes and hinders productivity.
<ul>
<li style="font-weight: 400;" aria-level="1">Misunderstandings due to emails and chats: With floods of emails and extensive chat histories to wade through, it’s easy to miss information and draw the wrong conclusions. You also lack clues to help you identify intent and meaning, such as facial expressions, gestures, and intonation, which can cause confusion. </li>
<li style="font-weight: 400;" aria-level="1">Misunderstandings due to online meetings: In virtual meetings, the <a href="https://www.bbc.com/worklife/article/20210617-the-digital-body-language-cues-you-send-or-dont-send">limited visibility of body language is a frequent cause</a> of misinterpretation. Connection problems and incomplete meeting minutes can also lead to crossed wires. </li>
</ul>
<div class="pro-tip">Consider the <a href="https://www.mosaicprojects.com.au/WhitePapers/WP1066_Communcation_Theory.pdf">sender-receiver model</a> to get your message across successfully. Make sure information is clear and succinct, and leave as little room as possible for misinterpretation. If in doubt, avoid irony and colloquialisms.</div>
<h3>How To Recognize Signs of Potential Misunderstandings in the Team:</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">You communicate via emails and chats. Task and project information isn’t centralized or easy to find.</li>
<li style="font-weight: 400;" aria-level="1">Meeting notes are not shared. The takeaways and to-dos from your meetings aren’t accessible from a central location.</li>
<li style="font-weight: 400;" aria-level="1">Your team spends too much time searching for information. You have duplicate documents or different versions of the same document. Nobody is sure which one is correct.</li>
<li style="font-weight: 400;" aria-level="1">There are no communication rules or processes in place. Everybody has their own way of doing things.</li>
</ul>
Team misunderstandings indicate your team is lacking clear and accessible information. Providing this will improve team communication and streamline collaboration.
<h2>Solution #1: Improve Communication With a Central Source of Information.</h2>
<figure id="attachment_30614" aria-describedby="caption-attachment-30614" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30614 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/ray-shrewsberry-jSC4TD9pKq0-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30614" class="wp-caption-text">Information is valuable. Keep it where you can find it.</figcaption></figure>
Combined task management and project documentation software like <a href="https://www.meistertask.com/business">MeisterTask with MeisterNote</a> is ideal for keeping your team aligned and up to date as it provides all the information they need – right where they need it. Deadlines, task assignees and to-dos are all visible on the task. As such, everyone on the team can see what needs to be done, when, and by who. With MeisterTask’s simple Kanban board structure, you get an overview of tasks and can easily track project progress whenever, wherever. Plus, MeisterTask’s comment and notification features means you can keep conversations centralized, so nothing gets lost.
But this is just one side of the coin. When your team only focuses on individual tasks, they miss the bigger picture. Your team needs to understand the wider context of the project to work accurately and effectively – which is why MeisterTask includes documentation with MeisterNote. Project plans, top-level progress reports, and other helpful information can be <a href="https://www.meistertask.com/pages/documentation">documented in MeisterNote</a> and linked out to from tasks in MeisterTask. With information in MeisterNote, and with MeisterTask as a platform for creating, tracking, and <a href="https://www.meistertask.com/pages/communication-teamwork">communicating on tasks</a>, your team can focus on getting work done transparently and efficiently.
<figure id="attachment_30822" aria-describedby="caption-attachment-30822" style="width: 2104px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan.png"><img decoding="async" class="size-full wp-image-30822" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan.png" alt="Project plan documented in MeisterNote" width="2104" height="1434" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan.png 2104w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan-712x485.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan-1024x698.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan-768x523.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan-1536x1047.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan-2048x1396.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Project-Plan-796x543.png 796w" sizes="(max-width: 2104px) 100vw, 2104px" /></a><figcaption id="caption-attachment-30822" class="wp-caption-text">Document your project plan in MeisterNote.</figcaption></figure>
<div class="pro-tip">Add images, videos, links, or other media to your Notes to make information engaging and easy to grasp.</div>
<h2>Warning Sign #2: Missed Deadlines.</h2>
<figure id="attachment_30616" aria-describedby="caption-attachment-30616" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30616 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-scaled.jpg" alt="" width="2560" height="1708" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/towfiqu-barbhuiya-bwOAixLG0uc-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30616" class="wp-caption-text">Is your team missing deadlines? A lack of clarity could be to blame.</figcaption></figure>
Delivering projects on time is part of the job. But when several tasks have to be completed in parallel, meeting deadlines becomes a challenge. <a href="https://pmworldlibrary.net/wp-content/uploads/2021/11/211104-2021-AIPM-and-KPMG-Project-Management-Survey-Report.pdf">Over 20 percent of projects are not completed on time</a>. If project information is not communicated clearly to all participants from the start, you’re setting yourself up to fail. The closer the deadline, the higher the pressure – and the more likely it is that your team communication will suffer. Missed deadlines cause project delays, which leads to more stress within your team.
<h3>How To Recognize That Your Team Will Miss Their Deadlines:</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Responsibilities, deadlines, and task requirements are not clearly documented. </li>
<li style="font-weight: 400;" aria-level="1">You don’t use project or task management software. Your team can’t see who has worked on which task or what has been completed.</li>
<li style="font-weight: 400;" aria-level="1">Team members say they don’t know what is expected of them or what is happening in the company. Your team seems stressed and communication is chaotic. </li>
</ul>
If an employee always turns in work late, they might have time management issues. If your entire team regularly misses deadlines, it means you need to improve team communication. Are deadlines unclear or often shifting? This could be the root of the problem.
<h2>Solution #2: Improve Communication With Clear Project Briefings.</h2>
<figure id="attachment_30617" aria-describedby="caption-attachment-30617" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30617 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-scaled.jpg" alt="" width="2560" height="1725" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-712x480.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-1024x690.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-768x517.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-1536x1035.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-2048x1380.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-796x536.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jamie-street-_94HLr_QXo8-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30617" class="wp-caption-text">Give your team direction with a clear brief.</figcaption></figure>
Avoid missed deadlines by creating and communicating a clear plan for each project. This way, your team knows what is expected of them right from the start. When project and task information is accessible and documented transparently, you:
<ul>
<li style="font-weight: 400;" aria-level="1">Reduce meetings.</li>
<li style="font-weight: 400;" aria-level="1">Ensure that everyone has received the same information.</li>
<li style="font-weight: 400;" aria-level="1">Ensure that everyone has all the information.</li>
</ul>
Create a detailed project plan which includes helpful context and important details such as:
<ul>
<li style="font-weight: 400;" aria-level="1">Guidelines and context. Which information will inform the work on the project? This could include your process document and communication plan. Link out to this information from your project plan.</li>
<li style="font-weight: 400;" aria-level="1">Goals and objectives: What is the purpose of the project, and how will you know if it has been successful?</li>
<li style="font-weight: 400;" aria-level="1">Project scope. What should be considered when working on this project, and what are the requirements? </li>
<li style="font-weight: 400;" aria-level="1">Responsibilities and deadlines. Who is responsible for which part of the project, and by when should each task be completed?</li>
</ul>
As a MeisterTask user, you can clearly <a href="https://www.meistertask.com/pages/documentation">document your project plan in MeisterNote</a>, and create and execute tasks in MeisterTask. With your project documentation closely connected to project execution, your team has the bigger picture and the finer details they need to get work done. Greater clarity means more accountability and fewer misunderstandings, so projects are completed on time and to a high standard.
<iframe title="Using MeisterTask and MeisterNote" width="628" height="353" src="https://www.youtube.com/embed/6cw1zVu_ZLY?start=12&feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
 
<div class="pro-tip">Keep conversations about tasks where they belong – on the task. In MeisterTask, you can tag team members, add comments, share links, upload files, and more. With updates centralized, it’s easier to keep track of task progress. </div>
<h2>Warning Sign #3: Working in Isolation.</h2>
<figure id="attachment_31357" aria-describedby="caption-attachment-31357" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-scaled.jpg"><img decoding="async" class="size-full wp-image-31357" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-scaled.jpg" alt="Man working alone" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Working-in-Isolation-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-31357" class="wp-caption-text">Is anyone on your team working in a bubble?</figcaption></figure>
How often do team members come to you or other managers asking for information they should already have? How often do you need to ask your team for a project update?
If you work in isolation from your team and you don’t communicate properly:
<ul>
<li style="font-weight: 400;" aria-level="1">Your team will often ask you for information and clarification.</li>
<li style="font-weight: 400;" aria-level="1">Your team will rely on you to manage everything.</li>
</ul>
If your team works in isolation from you and doesn’t communicate properly:
<ul>
<li style="font-weight: 400;" aria-level="1">You will constantly have to ask your team for updates and information.</li>
<li style="font-weight: 400;" aria-level="1">You will lack an overview and understanding of their work – and will miss important details as a result.</li>
</ul>
Working in isolation is bad for you and your team.
<ul>
<li style="font-weight: 400;" aria-level="1">You lose time. You have to solve problems that your team could solve on their own.</li>
<li style="font-weight: 400;" aria-level="1">Your team loses time. Your team could work independently, but they lack the information they need to do so.</li>
</ul>
<h3>How To Recognize That Your Team Is Working in Isolation:</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Only you have the big picture and are connected to the relevant stakeholders. Team members work alone on their tasks.</li>
<li style="font-weight: 400;" aria-level="1">You have to solve every problem. Responsibilities are not distributed across the team.</li>
<li style="font-weight: 400;" aria-level="1">Communication is inconsistent. You use different channels to communicate with employees depending on whether they’re remote or office-based.</li>
</ul>
Working in isolation is a sign that you need to improve team communication. Your team must be able to share information with each other easily and at any time. This helps you avoid delays, mistakes and duplicate work.
<h2>Solution #3: Improve Communication With Transparency and Structure.</h2>
<figure id="attachment_30620" aria-describedby="caption-attachment-30620" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30620 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-scaled.jpg" alt="" width="2560" height="2040" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-670x534.jpg 670w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-1024x816.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-768x612.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-1536x1224.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-2048x1632.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/bud-helisson-kqguzgvYrtM-unsplash-749x597.jpg 749w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30620" class="wp-caption-text">Information unclear? Bring it into focus with structured communication.</figcaption></figure>
Stop trying to manage it all. Instead, encourage networking and let team members learn from each other. Involving your entire team in projects and tasks is a great way to break down communication silos. If you want your team to collaborate on tasks and projects efficiently, consider a task management tool like MeisterTask. You’ll go:
<ul>
<li style="font-weight: 400;" aria-level="1">from time wasted searching for answers and confusion around what needs to be done,</li>
<li style="font-weight: 400;" aria-level="1">to shared knowledge, easily accessible information, and greater clarity.</li>
</ul>
As a result:
<ol>
<li style="font-weight: 400;" aria-level="1">You replace isolated working with collaborative teamwork. Everyone in the team has defined responsibilities, which are clear for all stakeholders. When everyone knows who is doing what and when, work gets done faster.</li>
<li style="font-weight: 400;" aria-level="1">You get your time back. You have a central overview of projects and tasks – so you don’t need to constantly follow up with your team. Your team is empowered to make their own informed decisions and can rely on you less for the answers.</li>
</ol>
<iframe title="Project Management Basics in MeisterTask" width="628" height="471" src="https://www.youtube.com/embed/Eow_N_cee2Q?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
<div class="pro-tip">With <a href="https://www.meistertask.com/pages/kanban-board/">MeisterTask’s Kanban board structure</a>, you can see what’s going on – without having to ask.</div>
<h2>Warning Sign #4: Unclear Responsibilities.</h2>
<figure id="attachment_30621" aria-describedby="caption-attachment-30621" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30621 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/johnny-cohen-ubQyvYf2Fqs-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30621" class="wp-caption-text">Unclear responsibilities cause confusion and delays.</figcaption></figure>
Where does ownership start and where does it end? This can be difficult to answer, especially in complex project work involving multiple teams. When responsibilities are unclear:
<ul>
<li style="font-weight: 400;" aria-level="1">No one knows what other team members are working on.</li>
<li style="font-weight: 400;" aria-level="1">No one is fully accountable for their work or the results. </li>
<li style="font-weight: 400;" aria-level="1">Employee engagement drops.</li>
</ul>
<h3>How To Recognize That Responsibilities Are Unclear.</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Some tasks don’t have an owner. A number of to-dos aren’t assigned to anybody.</li>
<li style="font-weight: 400;" aria-level="1">No one can determine the cause of a problem. Team members point fingers at each other and conversations go around in circles.</li>
<li style="font-weight: 400;" aria-level="1">No decisions are being made. No one on your team is accountable. </li>
<li style="font-weight: 400;" aria-level="1">Tasks are duplicated. Dedicated colleagues work on tasks, unaware that someone else is already working on them.</li>
</ul>
Unclear responsibilities within the team mean you need to improve team communication. When responsibilities are clearly communicated, everyone can take ownership of their work, and the team knows who to turn to in case of problems.
<div class="pro-tip">Want your team to be more <a href="https://management30.com/blog/how-to-get-your-team-started-with-self-organization/">organized</a>? Help them get there by focusing on motivation, empowerment and competencies.</div>
<h3>Solution #4: Improve Communication With Clear Role Descriptions.</h3>
<figure id="attachment_30623" aria-describedby="caption-attachment-30623" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30623 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/randy-fath-G1yhU1Ej-9A-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30623" class="wp-caption-text">Use a RACI matrix to make roles in your team clear.</figcaption></figure>
Do as <a href="https://www.meistertask.com/blog/how-meistertask-can-help-you-build-a-culture-of-accountability-and-boost-collaboration/">ThinkEngine</a> does: use the popular RACI framework to define responsibilities and roles. This matrix is designed to ensure that all project stakeholders are assigned a role at each step of a given process.
The acronym RACI stands for
<ul>
<li style="font-weight: 400;" aria-level="1">Responsible </li>
<li style="font-weight: 400;" aria-level="1">Accountable</li>
<li style="font-weight: 400;" aria-level="1">Consulted</li>
<li style="font-weight: 400;" aria-level="1">Informed</li>
</ul>
You can create a simple RACI matrix with a table in Google Sheets, for example. If you want to make your RACI role description look more professional, <a href="https://creately.com/usage/raci-matrix-template/">Creatley provides a good template</a>.
Embed the matrix into your MeisterNote documentation, and link to it from individual tasks. This way, your team will always know who is taking care of what.
<figure id="attachment_30630" aria-describedby="caption-attachment-30630" style="width: 2864px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43.png"><img decoding="async" class="wp-image-30630 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43.png" alt="" width="2864" height="1378" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43.png 2864w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43-712x343.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43-1024x493.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43-768x370.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43-1536x739.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43-2048x985.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Bildschirmfoto-2023-04-27-um-15.00.43-796x383.png 796w" sizes="(max-width: 2864px) 100vw, 2864px" /></a><figcaption id="caption-attachment-30630" class="wp-caption-text">Embed your RACI matrix into your shared documentation.</figcaption></figure>
 
<div class="pro-tip">If everyone is responsible for an outcome, things will actually get done. With a clear structure in place, onboarding new employees is faster and smoother. .</div>
<h2>Warning Sign #5: Lack of Engagement.</h2>
<figure id="attachment_30064" aria-describedby="caption-attachment-30064" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-scaled.jpg"><img decoding="async" class="wp-image-30064 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30064" class="wp-caption-text">Motivation in freefall? It’s time to act!</figcaption></figure>
Have team members been conspicuously quiet, behaved poorly, or participated little recently? This could be a sign that they’re lacking the open communication and recognition they need. If you don’t communicate with your team, don’t be surprised if they rarely communicate with you or each other.
Your team’s engagement will plummet if:
<ul>
<li style="font-weight: 400;" aria-level="1">You don’t communicate openly and often. </li>
<li style="font-weight: 400;" aria-level="1">You withhold praise.</li>
<li style="font-weight: 400;" aria-level="1">You rarely show appreciation for their contributions.</li>
</ul>
In this case, your team may feel underappreciated or misunderstood. When they don’t feel their efforts are recognized, their motivation decreases. This leads to low engagement and can even cause team members to leave the company. 
A lack of engagement means:
<ul>
<li style="font-weight: 400;" aria-level="1">Your team members have a hard time getting excited about their work.</li>
<li style="font-weight: 400;" aria-level="1">Your team is disengaged and does only what is necessary to get by. </li>
</ul>
<h3>How To Recognize a Lack of Engagement in Your Team:</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Lack of feedback. You give each other little or no feedback or praise.</li>
<li style="font-weight: 400;" aria-level="1">Low output. Colleagues put little effort into their work and communicate little. Your team hasn’t come up with any new ideas in a while.</li>
<li style="font-weight: 400;" aria-level="1">A tense atmosphere. You sense trouble brewing in the team, but you don’t know why.</li>
</ul>
A lack of engagement in the team means communication needs to improve. When everyone shares feedback in a structured way, motivation and creativity will increase.
<h3>Solution #5: Improve Communication by Providing Encouragement.</h3>
<figure id="attachment_30627" aria-describedby="caption-attachment-30627" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30627 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/jonathan-farber-Zxdf_tN9eC8-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30627" class="wp-caption-text">Can your team share their thoughts and opinions freely?</figcaption></figure>
Create a safe space where your team feels motivated and heard. <a href="https://www.grammarly.com/blog/nonviolent-communication/">Communicate openly, appreciatively, and empathetically</a> with your team. This helps you to build psychological safety and trust. As a result, your teammates will be more comfortable sharing their thoughts and opinions.
Teams with higher levels of employee engagement: 
<ul>
<li style="font-weight: 400;" aria-level="1">Are more motivated and perform better.</li>
<li style="font-weight: 400;" aria-level="1">Build better customer relationships and loyalty.</li>
<li style="font-weight: 400;" aria-level="1">Increase profitability for the company by <a href="https://news.gallup.com/poll/241649/employee-engagement-rise.aspx">21 percent</a>.</li>
</ul>
<div class="pro-tip">Giving constructive feedback isn’t easy. At Meister, we improve communication in our teams through workshops. Why not try it with your team?</div>
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<div class="content">Keep Your Team ConnectedStreamline Project Communication with MeisterTask + MeisterNote
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<h2>FAQ</h2>
<h3>What Are the 5 Warning Signs That You Need To Improve Team Communication?</h3>
<ol>
<li style="font-weight: 400;" aria-level="1">Frequent misunderstandings</li>
<li style="font-weight: 400;" aria-level="1">Missed deadlines</li>
<li style="font-weight: 400;" aria-level="1">Working in isolation </li>
<li style="font-weight: 400;" aria-level="1">Unclear responsibilities</li>
<li style="font-weight: 400;" aria-level="1">A lack of engagement</li>
</ol>
<h3>What 5 Steps Can You Take To Improve Team Communication?</h3>
<ol>
<li style="font-weight: 400;" aria-level="1">Create a central source of information</li>
<li style="font-weight: 400;" aria-level="1">Provide clear briefings</li>
<li aria-level="1">Define clear role descriptions</li>
<li>Structure information – and share it transparently</li>
<li aria-level="1">Encourage your team to get involved</li>
</ol>
<h3>Which Software Can You Use To Improve Team Communication?</h3>
<a href="https://www.meistertask.com/business">MeisterTask with MeisterNote</a> is ideal for keeping your team aligned and up to date as it provides all the information they need – right where they need it. With information easily accessible, and documentation and task execution connected, your team spends less time answering questions and more time getting things done. Communication is smoother, faster and more effective as a result.
The post <a href="https://www.mindmeister.com/blog/improve-team-communication-5-warning-signs-of-poor-communication-solutions/">5 Warning Signs You Need to Improve Team Communication (+ Solutions)</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>9 of the Best Team Collaboration Tools to Boost Productivity</title>
<link>https://www.mindmeister.com/blog/9-of-the-best-team-collaboration-tools-to-boost-productivity/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Thu, 20 Apr 2023 13:28:30 +0000</pubDate>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[collaboration]]></category>
<category><![CDATA[productivity tools]]></category>
<category><![CDATA[tool comparison]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30578</guid>
<description><![CDATA[Collaboration tools save you time and help you work more productively as a team – but which one is right for you? This blog post outlines 9 of the best tools to keep your team connected and your workflows flowing. From messaging […]
The post <a href="https://www.mindmeister.com/blog/9-of-the-best-team-collaboration-tools-to-boost-productivity/">9 of the Best Team Collaboration Tools to Boost Productivity</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Collaboration tools save you time and help you work more productively as a team – but which one is right for you? This blog post outlines 9 of the best tools to keep your team connected and your workflows flowing. 
From messaging apps to project management tools, collaboration software brings teams together. According to a <a href="https://www.gartner.com/en/newsroom/press-releases/2021-08-23-gartner-survey-reveals-44-percent-rise-in-workers-use-of-collaboration-tools-since-2019">survey by Gartner</a>, nearly 80% of workers are using collaboration tools for work in 2021. Why? Because better collaboration means better results.
So, which one do you choose? It’s rare that one tool will take care of all of your team’s collaboration needs. That’s why we’ve selected our top tools for a range of collaboration styles – so simply find the area you want to collaborate in, and go straight there!. 
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">Best Collaboration Tools for Task and Project Management </a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Best Collaboration Tools for Documentation</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">Best Collaboration Tools for Messaging</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">Best Collaboration Tools for Brainstorming</a></li>
</ol>
<h2 id="1">Collaboration Tools for Task Management: How Do They Help?</h2>
To collaborate effectively, your team needs to know what is happening, when – as well as how their work fits into the bigger picture. They also need to be able to access, share and update the tasks they are working on in one place. A <a href="https://www.meistertask.com/blog/using-meistertask-for-task-management/">task management system makes this possible</a>. With greater structure and transparency in their work, your team can move away from siloed working and collaborate successfully.
<h2>#1. Best Team Collaboration Software for Task and Project Management: MeisterTask</h2>
<a href="https://www.capterra.com/p/139990/MeisterTask/">Capterra Rating: 4.7</a>
<iframe title="Task Management Software. 100% Simple. 100% Intuitive. | MeisterTask" width="628" height="353" src="https://www.youtube.com/embed/-cKw3z21Os0?start=34&feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
No team collaboration software will help you if no one uses it – so you need to keep things simple. MeisterTask is easy to use, which means everyone on your team can get started right away, then collaborate effectively into the long term.
<figure class="blockquote">
<blockquote>MeisterTask is intuitive and so easy to use. Clicking the sign-up button was the trickiest part.</blockquote><figcaption>Frank Koschinsky, Agile Coach LBBW</figcaption></figure>
<h3>How Does MeisterTask Help Your Team Collaborate?</h3>
The key benefit is clarity. With MeisterTask’s Kanban board structure, everyone knows who is working on what – without having to ask. For example, team members can see when a task is due, so they know when to expect work to be completed. This leads to smoother workflows and less “following up”. 
MeisterTask works well in small and large teams. It’s easy to build task relations that show how work connects. Your team can recognize dependencies and identify roadblocks before they turn into problems. On a more granular level, mentions and notifications keep communication flowing and ensure everyone is on the same page. This means you can collaborate where the action happens, rather than in meetings and emails, where information gets lost.
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<h2>#2. Trello </h2>
<a href="https://www.capterra.com/p/211559/Trello-2/">Capterra rating: 4.5</a>
<figure id="attachment_30582" aria-describedby="caption-attachment-30582" style="width: 2410px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello.png"><img decoding="async" class="size-full wp-image-30582" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello.png" alt="Team collaboration tools: Trello" width="2410" height="1306" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello.png 2410w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello-712x386.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello-1024x555.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello-768x416.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello-1536x832.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello-2048x1110.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Trello-796x431.png 796w" sizes="(max-width: 2410px) 100vw, 2410px" /></a><figcaption id="caption-attachment-30582" class="wp-caption-text">Trello is a task management tool popular with smaller teams.</figcaption></figure>
<a href="https://trello.com/en" rel="nofollow">Trello</a> is a lightweight task management tool ideal for managing and collaborating on daily tasks. It’s accessible, easy to use and affordable – which makes it a popular choice for smaller teams. 
<h3>How Does Trello Help Your Team Collaborate?</h3>
Trello users praise its <a href="https://www.capterra.com/p/211559/Trello-2/reviews/3189486/">simplicity</a>, especially for collaboration. Like MeisterTask (and basically all task management tools), you can add assignees and deadlines to tasks so that everyone has an overview of what needs to be done, by who, and when. This keeps everyone on the same page, providing that your projects aren’t all that complex, and you don’t have that many of them.
That’s because Trello is <a href="https://www.getapp.com/project-management-planning-software/a/trello/reviews/f334fcb0bc/">missing functionalities</a> needed for collaborating on larger projects. For example, the lack of task connections make it hard to see the bigger picture when collaborating with other teams. If it doesn’t bother you… go ahead and <a href="https://trello.com/pricing" rel="nofollow">check out the pricing</a>.
<h2>#3. Asana</h2>
<a href="https://www.capterra.com/p/184581/Asana-PM/">Capterra rating: 4.5</a>
<figure id="attachment_30583" aria-describedby="caption-attachment-30583" style="width: 1782px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Asana.png"><img decoding="async" class="wp-image-30583 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Asana.png" alt="Team collaboration tools: Asana " width="1782" height="1306" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Asana.png 1782w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Asana-712x522.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Asana-1024x750.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Asana-768x563.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Asana-1536x1126.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Asana-796x583.png 796w" sizes="(max-width: 1782px) 100vw, 1782px" /></a><figcaption id="caption-attachment-30583" class="wp-caption-text">Asana is a good fit for larger teams.</figcaption></figure>
<a href="https://asana.com/" rel="nofollow">Asana</a> has all the collaboration features you would expect from a task management tool – and then some. Many of these are designed for cross-departmental collaboration on more complex projects, which makes it a <a href="https://www.capterra.com/p/184581/Asana-PM/reviews/1056991/">popular choice for large teams</a>.
<h3>How Does Asana Help Your Team Collaborate?</h3>
Asana’s Workflow Builder takes a lot of stress out of team collaboration. Some actions are automated and responsibilities are clear. For teams that work to briefs, Asana’s custom request forms also help make working together more consistent, which reduces the need for meetings between teams and generally leads to a better end result.
Although there are benefits to using Asana for collaboration, the <a href="https://www.trustradius.com/reviews/asana-2019-02-26-17-16-11">learning curve is steep</a>. Keep this in mind if you want a tool your team can start using straight away.
<div class="pro-tip">Still searching? We’ve put together a list of the <a href="https://www.meistertask.com/blog/14-trello-alternatives-for-task-and-project-management/">best task and project management tools</a> based on your team size, budget, and the complexity of your projects.</div>
<h2 id="2">Collaboration Tools for Documentation: How Do They Help?</h2>
Have you ever wasted a day working with the wrong information? Or had to explain the same thing 20 times to 20 different people. Both can be filed neatly in the drawer of “bad collaboration” – because they’re totally avoidable. 
With a collaborative documentation tool, you can collect, organize and edit information centrally. This increases transparency and avoids confusion in your team. Better still, everyone saves a bit of time that can actually be used for productive work. A cloud-based tool can be accessed by your team at any time, from anywhere, which means your team can collaborate asynchronously, with nothing slowing them down.
<h2>#4. Best Team Collaboration Software for Documentation: MeisterNote </h2>
<a href="https://www.capterra.com/p/236578/MeisterNote/">Capterra rating: 4.3</a>
As we discovered in the section above…complexity makes collaboration tough. Actually being able to find information is probably the biggest reason to choose one documentation tool over another… so it pays to keep things simple. As well as making it easy to use in the long term, a focus on simplicity means onboarding to <a href="https://www.meisternote.com/">MeisterNote</a> is minimal. Once information and communication is centralized in MeisterNote, your team spends less time searching through email chains or stuck in meetings. The result? Fast, easy collaboration.
<h3>How Does MeisterNote Help Your Team Collaborate?</h3>
<figure id="attachment_30585" aria-describedby="caption-attachment-30585" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MeisterNote.gif"><img decoding="async" class="size-full wp-image-30585" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MeisterNote.gif" alt="Tools for collaboration: MeisterNote" width="800" height="418" /></a><figcaption id="caption-attachment-30585" class="wp-caption-text">Help your team collaborate smoothly with MeisterNote.</figcaption></figure>
Structure, structure, structure. A hierarchy of Notes and Pages make it easy for your team to find the information they need to collaborate smoothly. As such, they spend less time asking questions, and more time collaborating. You can also streamline communication in your team with discussion threads. Note watchers are updated whenever a comment is added, so everyone who needs to know, knows.
<a href="https://www.meisternote.com/pages/meistertask-integration/">MeisterNote integrates with MeisterTask</a> to connect projects and documentation. As such, collaboration is easier, because people can actually see the bigger picture to what they’re working on.
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<h2>#5. Google Workspace</h2>
<a href="https://www.capterra.com/p/247901/Google-Workspace/reviews/">Capterra rating: 4.7</a>
<figure id="attachment_30586" aria-describedby="caption-attachment-30586" style="width: 2522px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace.png"><img decoding="async" class="size-full wp-image-30586" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace.png" alt="Team collaboration tools: Google Workspace" width="2522" height="1304" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace.png 2522w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace-712x368.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace-1024x529.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace-768x397.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace-1536x794.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace-2048x1059.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/GoogleWorkspace-796x412.png 796w" sizes="(max-width: 2522px) 100vw, 2522px" /></a><figcaption id="caption-attachment-30586" class="wp-caption-text">Google Docs is one of the most popular documentation tools for teams.</figcaption></figure>
<a href="https://www.google.com/docs/about/#overview" rel="nofollow">Google Workspace</a> has long been the go-to software for collaborative working. Google Docs, which is part of Google Workspace, is an easy-to-use documentation tool.
<h3>How Does Google Workspace Help Your Team Collaborate?</h3>
Many businesses already use Workspace for tools like Gmail, Drive and Calendar. However, Docs is a useful tool in and of itself. You can propose suggestions in your Google Doc without editing or deleting information. This leaves room for discussion and healthy debate in the collaboration process. Once changes are made to a document, you can review or revert them in Version History. This means your team can collaborate freely without worrying about losing important information.
On the flip side, keeping documents organized in Google Drive requires effort. Folders can easily become cluttered and documents can end up in the wrong place. Make sure your team knows where to find what they need by <a href="https://gatlabs.com/blogpost/5-steps-to-organise-your-google-drive/">establishing a folder structure</a> everyone sticks to. A regular audit of your folders won’t hurt either.
<h2 id="3">Collaboration Tools for Messaging: How Do They Help?</h2>
Communication is the key to collaboration. Although most businesses still rely on emails and meetings to discuss topics, a messaging tool is ideal for dealing with short questions and chats in a familiar, instant-chat-style format. Although it takes work to do it correctly, they can make collaboration fast, simple and fun.
Messaging tools generally integrate with the other software you use to keep notifications in a central place – as well as to facilitate discussions in your team. This helps team collaboration on both fronts: both in maintaining an overview and easing communication stress. There are only two serious contenders in this category, and you probably already know them:
<h2>#6. Best Team Collaboration Tool for Messaging: Slack</h2>
<a href="https://www.capterra.com/p/135003/Slack/">Capterra rating: 4.7</a>
<figure id="attachment_30587" aria-describedby="caption-attachment-30587" style="width: 1408px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/slack.png"><img decoding="async" class="size-full wp-image-30587" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/slack.png" alt="Team collaboration tools: Slack" width="1408" height="1026" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/slack.png 1408w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/slack-712x519.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/slack-1024x746.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/slack-768x560.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/slack-796x580.png 796w" sizes="(max-width: 1408px) 100vw, 1408px" /></a><figcaption id="caption-attachment-30587" class="wp-caption-text">Keep conversations flowing with Slack.</figcaption></figure>
For quick and easy team communication, <a href="https://slack.com/" rel="nofollow">Slack</a> takes the crown. Its workspaces house channels for every project, topic, or team to keep collaboration organized, focused and transparent.
<h3>How Does Slack Help Your Team Collaborate?</h3>
Slack provides a central location for sharing messages, making calls and sharing files – all of which makes collaboration faster and smoother. Overload can be an issue in Slack, so If message notifications get distracting, simply pause them or set up a custom notification schedule. 
<div class="pro-tip">With the MeisterTask-Slack integration, you can receive Slack notifications for task updates, send Slack channel messages when new tasks are completed, and more. <a href="https://support.meistertask.com/hc/en-us/articles/5080296622866-Use-Slack-with-MeisterTask">Learn how to set it up</a>.</div>
However, there is a down-side. Important information tends to get lost in Slack, and it’s tough to keep an overview of every conversation. This is why you shouldn’t rely entirely on Slack for team communication. Keep project-related conversations in your project management tool, and share strategic information via your collaborative documentation tool instead.
<h2>#7. Microsoft Teams</h2>
<a href="https://www.capterra.com/p/168668/Microsoft-Teams/reviews/">Capterra rating: 4.5</a>
<figure id="attachment_30589" aria-describedby="caption-attachment-30589" style="width: 2594px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams.png"><img decoding="async" class="size-full wp-image-30589" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams.png" alt="Team collaboration tools: MS Teams" width="2594" height="1450" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams.png 2594w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams-712x398.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams-1024x572.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams-768x429.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams-1536x859.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams-2048x1145.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/MS-Teams-796x445.png 796w" sizes="(max-width: 2594px) 100vw, 2594px" /></a><figcaption id="caption-attachment-30589" class="wp-caption-text">Discover multiple ways of collaborating with MS Teams.</figcaption></figure>
<a href="https://www.microsoft.com/en-us/microsoft-teams/group-chat-software" rel="nofollow">Microsoft Teams</a> is popular with big teams due its integrated collaboration features and customizability. 
<h3>How Does MS Teams Help Your Team Collaborate?</h3>
A lot of teams like how MS Teams supports multiple ways of collaborating. With integrated Office 365 applications, information sharing is connected and streamlined within one tool. Teams can chat, call, edit documents and create presentations in real-time for faster, easier collaboration. 
The MS Teams chat function is easy to navigate so conversations can flow freely, and features like private teams and channels let you share sensitive information securely. You can also set permissions on a channel-level to control who can start new posts and reply to them.
<div class="pro-tip">With the MeisterTask-Microsoft Teams integration, you can display and manage project boards without ever leaving Microsoft Teams. <a href="https://support.meistertask.com/hc/en-us/articles/360015778680-Microsoft-Teams">Find out more</a>.</div>
<h2 id="4">Collaboration Tools for Brainstorming: How Do They Help?</h2>
Very few business-changing ideas ever come from one person alone. Ideation is a group process, and <a href="https://www.mindmeister.com/pages/brainstorming-mind-maps/">collaborative brainstorming</a> is a tried and trusted way to generate ideas, explore new perspectives, and build team engagement. Mind mapping and whiteboarding tools are both geared to help you collaborate visually, which is why most have features with this in mind.
<h2>#8. Best Team Collaboration Software for Brainstorming: MindMeister</h2>
<a href="https://www.capterra.com/p/141357/MindMeister/">Capterra rating: 4.7</a>
<iframe title="How to Mind Map: Create Your First Mind Map in MindMeister" width="628" height="353" src="https://www.youtube.com/embed/PuhmVJWOL84?start=30&feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
If you want to brainstorm using mind maps, MindMeister is your new best friend. By harnessing the power of mind maps in an easy, colorful interface, your team could get a whole lot more creative in their collaborative ideation sessions.
<h3>How Does MindMeister Help Your Team Collaborate?</h3>
Brainstorms can get messy, so you’ll need a tool that makes you look like a professional designer… even if you aren’t. MindMeister is perfect for teams who aren’t used to working with visual tools, which opens up the collaboration process to everyone. Ready-to-use templates make it even easier to structure and explore ideas visually.
In MindMeister, everyone can contribute their ideas simultaneously, wherever they are – so you don’t actually need a big “brainstorm meeting” to spark collaboration (although you can if you like). When it comes to refining the ideas in your brainstorms, the collaborative features in MindMeister make it easy to share feedback and suggestions in a structured and centralized way.
<h2>#9. Miro </h2>
<a href="https://www.capterra.com/p/128955/Miro/">Capterra rating: 4.7</a>
<figure id="attachment_30590" aria-describedby="caption-attachment-30590" style="width: 2770px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro.png"><img decoding="async" class="size-full wp-image-30590" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro.png" alt="Team collaboration tools: Miro" width="2770" height="1262" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro.png 2770w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro-712x324.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro-1024x467.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro-768x350.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro-1536x700.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro-2048x933.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/miro-796x363.png 796w" sizes="(max-width: 2770px) 100vw, 2770px" /></a><figcaption id="caption-attachment-30590" class="wp-caption-text">Brainstorm together in real-time with Miro.</figcaption></figure>
<a href="https://miro.com/" rel="nofollow">Miro</a> is known for its whiteboard features, but you can use it for mind mapping too. Instead of a mind map structure, a whiteboard is a more free-form way to explore ideas with a team.
<h3>How Does Miro Help Your Team Collaborate?</h3>
Brainstorming in Miro is much the same as MindMeister, just with a whiteboard instead of a mind map. Your team can collaborate in real time on shared boards to develop and discuss ideas.
When it comes to collaborating, Miro’s Movable Sticky Notes make it easy for your team to comment on each other’s work. These Notes can then be sorted into clusters for a structured overview of feedback. Ideas can also be prioritized easily with Miro’s voting tool, so everyone on the team gets a say. As a result, decision making is more inclusive and collaborative.
One down side to Miro is that it’s crowded with features, which can <a href="https://www.capterra.com/p/128955/Miro/reviews/3516645/">make it harder for less tech-savvy teams to use</a>.
<h2>Ready. Set. Collaborate!</h2>
<figure id="attachment_30591" aria-describedby="caption-attachment-30591" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-scaled.jpg"><img decoding="async" class="size-full wp-image-30591" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/04/Start-Using-Team-Collaboration-Tools-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30591" class="wp-caption-text">Better collaboration means better results.</figcaption></figure>
Collaboration can include a range of processes, from planning to ideation to daily communication. All the tools listed here can make it easier, faster, and more productive. Hopefully you’ve now got a good idea which ones will work best for you and your team. Why not mix and match your tools to suit your needs and take your teamwork to the next level? When you have the right collaboration tools in place, you’re one step closer to achieving great results.
<div class="call-to-action call-to-action--meistertask">
<div class="left-col">
<div class="logo"><img decoding="async" src="https://www.mindmeister.com/blog/wp-content/themes/focus/images/logo-meistertask.svg" alt="meistertask" width="100" height="36"></div>
<div class="content">Start Collaborating Smoothly.For Faster, More Productive Teamwork.
<a class="button" target="_blank" rel="noopener" href="https://www.meistertask.com/">Discover MeisterTask</a>
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</div>
</div>
<h2>FAQs</h2>
<h3>What Should I Look for When Choosing Team Collaboration Software?</h3>
The tools you choose will depend on the needs of your team, but as a general rule, you want your collaboration tools to be:
<ul>
<li style="font-weight: 400;" aria-level="1">Safe and secure</li>
<li style="font-weight: 400;" aria-level="1">Easy to use </li>
<li style="font-weight: 400;" aria-level="1">Easily accessible for the whole team from anywhere, at any time.</li>
</ul>
<h3>Which Team Collaboration Tools Are Best for Task and Project Management?</h3>
When deciding which project or task management tool you use, consider the size of your team and the complexity of your projects. If your workflows involve multiple steps and stakeholders, you might need advanced project management software. However, for daily task management, simple is better. With MeisterTask, you can: 
<ul>
<li style="font-weight: 400;" aria-level="1">See and manage tasks with ease. </li>
<li style="font-weight: 400;" aria-level="1">Work more transparently as a team. </li>
<li style="font-weight: 400;" aria-level="1">Get more done with less effort.</li>
</ul>
<h3>Which Team Collaboration Tools Are Best for Brainstorming?</h3>
MindMeister has everything you need for brainstorming as a team. Collaborate on mind maps in real time or asynchronously to generate innovative ideas, find solutions, and plan your next steps. You can:
<ul>
<li style="font-weight: 400;" aria-level="1">Format your map to bring structure to your thoughts and display them visually.</li>
<li style="font-weight: 400;" aria-level="1">Add new topics to your map and build connections between your ideas.</li>
<li style="font-weight: 400;" aria-level="1">Discuss ideas, ask questions and gather feedback from your team using comments and mentions.</li>
<li style="font-weight: 400;" aria-level="1">Quickly and easily present your team’s ideas to other stakeholders or management using MindMeister presentations.</li>
</ul>
The post <a href="https://www.mindmeister.com/blog/9-of-the-best-team-collaboration-tools-to-boost-productivity/">9 of the Best Team Collaboration Tools to Boost Productivity</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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<title>MindMeister Presentations: How to Make Yours Shine</title>
<link>https://www.mindmeister.com/blog/mindmeister-presentations-how-to-make-yours-shine/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Mon, 17 Apr 2023 11:30:09 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[mind maps]]></category>
<category><![CDATA[Present in MindMeister]]></category>
<category><![CDATA[presentations]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=29841</guid>
<description><![CDATA[Say goodbye to PowerPoint. You can now present your mind maps in the new MindMeister editor! Whether you’ve been waiting for presentations before switching to the new editor, or if you’re just looking for a way to present your ideas quickly and […]
The post <a href="https://www.mindmeister.com/blog/mindmeister-presentations-how-to-make-yours-shine/">MindMeister Presentations: How to Make Yours Shine</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Say goodbye to PowerPoint. You can now present your mind maps in the new MindMeister editor! Whether you’ve been waiting for presentations before switching to the new editor, or if you’re just looking for a way to present your ideas quickly and professionally, this post will show you how. Ready to show your best ideas? Then there’s no time like the present(ation). 
It’s the update you’ve all been waiting for – the ability to make presentations straight from mind maps was one of our most-requested features ever. Here’s what you need to know:
<ul>
<li style="font-weight: 400;" aria-level="1">Why you should use MindMeister for presentations.</li>
<li style="font-weight: 400;" aria-level="1">Tips for making your presentations in MindMeister work.</li>
<li style="font-weight: 400;" aria-level="1">How you can make your presentations look awesome.</li>
<li style="font-weight: 400;" aria-level="1">How to show your MindMeister presentations.</li>
</ul>
<h3>Why Use MindMeister For Presentations?</h3>
<figure id="attachment_29843" aria-describedby="caption-attachment-29843" style="width: 1908px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/11/Begin-Presenting.gif"><img decoding="async" class="wp-image-29843 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/11/Begin-Presenting.gif" alt="Begin Presenting in MindMeister" width="1908" height="1080" /></a><figcaption id="caption-attachment-29843" class="wp-caption-text">Begin Presenting in MindMeister</figcaption></figure>
In business or education, presentations are probably part of your everyday life. Studies suggest that <a href="https://visme.co/blog/presentation-statistics/#:~:text=Presentation%20Statistics%20on%20PowerPoint,to%20over%20500%20million%20audiences">over 35 million PowerPoint presentations are given each day</a>. While there are as many options for creating presentations with the software, it can turn into a major time sink. With all that copy/pasting, rewriting and formatting… you are probably wasting your time.
 
The same study suggests that 43% of people use PowerPoint because they don’t have a choice. You do – and that’s where MindMeister presentations come in. With one click, you can share ideas with any audience. Here’s why you should:
<ol>
<li>It’s faster. Presenting in 10 minutes? With MindMeister, you’re ready in one! Go from brainstorming to presenting, all in one place. </li>
<li>It’s easier: No realigning, no fiddly edits. Presentations are automatically generated, so you can begin with a single click.</li>
<li>It looks better. Mind map themes apply to presentations too. No extra design input required! </li>
</ol>
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<div class="left-col">
<div class="logo"><img decoding="async" src="https://www.mindmeister.com/blog/wp-content/themes/focus/images/logo-mindmeister.svg" alt="mindmeister" width="100" height="36"></div>
<div class="content">Got the Idea?Create Your First Presentation Now!
<a class="button" target="_blank" rel="noopener" href="#">Let’s Go</a>
</div>
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<a class="devices mindmeister-devices" target="_blank" rel="noopener" href="#"><img decoding="async" src="https://www.mindmeister.com/blog/wp-content/themes/focus/images/cta-mindmeister.png" alt=""></a>
</div>
</div>
<h2>Make Your First Mind Map Presentation</h2>
<figure id="attachment_29847" aria-describedby="caption-attachment-29847" style="width: 1908px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Click-Through-Topics.gif"><img decoding="async" class="size-full wp-image-29847" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Click-Through-Topics.gif" alt="Make Your First Mind Map Presentation" width="1908" height="1080" /></a><figcaption id="caption-attachment-29847" class="wp-caption-text">Click Through Topics in Your Presentation</figcaption></figure>
If you’ve made a mind map… you’ve already made your presentation. Presenting in MindMeister doesn’t require any extra work. Click the icon at the bottom of your screen to get started. 
Your first attempt won’t be the smoothest presentation you’ve ever seen. However, with just a couple of simple steps, you’ll iron out any issues. Our tips:
<ul>
<li>Know your layout. Presentations start with the topics on the right side of your map (high to low). The left side comes after. Arrange your topics accordingly.</li>
<li>Choose your depth. Presentations pan to open child topics automatically after their parent topic. Collapse them for a broader overview.</li>
<li>Tidy map. Tidy presentation. The less clutter in your map, the more logically your presentation will flow. Get organized!</li>
</ul>
<div class="pro-tip"> Templates make organizing your mind map even easier. Find out more on our <a href="https://www.mindmeister.com/pages/templates">templates page</a>.</div> 
<h2>Make Your Presentation Shine</h2>
<figure id="attachment_29848" aria-describedby="caption-attachment-29848" style="width: 1908px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Format-Your-Map.gif"><img decoding="async" class="size-full wp-image-29848" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Format-Your-Map.gif" alt="How To Format Your Map and Make Your Presentation Shine" width="1908" height="1080" /></a><figcaption id="caption-attachment-29848" class="wp-caption-text">Format Your Mind Map To Maximize Its Impact</figcaption></figure>
The better your mind map is, the better your presentation will become. That’s why our tips for creating great presentations and great mind maps are the same. If you’re new to the <a href="https://www.mindmeister.com/blog/meet-the-new-mindmeister-a-new-world-mapped/">new MindMeister editor</a>, here are three simple ways to make your presentations pop.
<ul>
<li>Make it beautiful. Choose a theme that best suits your audience and the topic you’re presenting. You can even play around with sizes and colors yourself.</li>
<li>Structure information. When it comes to presenting, you don’t want a wall of text. Keep text-heavy topics hidden during your presentation.</li>
<li>Use media attachments. Adding images and videos to your mind map will capture your audiences’ attention and make your message more impactful.</li>
</ul>
<div class="pro-tip">Switch to MindMeister Personal, Pro or Business to add images and videos to your mind maps. You’ll also get unlimited maps, PDF exports and more. <a href="https://www.mindmeister.com/pricing">Upgrade now</a>! </div> 
<h2>How to Use MindMeister During Your Presentation</h2>
<figure id="attachment_29850" aria-describedby="caption-attachment-29850" style="width: 1908px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Pan-and-Zoom-As-You-Present.gif"><img decoding="async" class="size-full wp-image-29850" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Pan-and-Zoom-As-You-Present.gif" alt="Pan and Zoom As You Present in MindMeister" width="1908" height="1080" /></a><figcaption id="caption-attachment-29850" class="wp-caption-text">Pan and Zoom As You Present</figcaption></figure>
The preparation is over – now it’s show time! There are plenty of tricks in MindMeister that can captivate your audience and help you present your ideas effectively. Your presentation is customizable, so play around and find out what works best for you. In the meantime, here are some top tips for an unforgettable presentation with MindMeister.
<ul>
<li>Trust the process. Your central topic is the first slide of your presentation. Use the right arrow on your keyboard to navigate through your slides.</li>
<li>Stay flexible. Want to skip ahead or go back to a topic? Click any mind map topic to transition to it instantly.</li>
<li>Get moving. Need to improvise? Pan around your map and adjust zoom with your tracking pad to focus on any topic, in any order.</li>
</ul>
Whatever happens during your presentation – perhaps you get some unexpected questions, or you need to clarify an earlier point – you’re always in control.
<h2>There’s No Time Like The Present(ation) </h2>
So there we have it. There’s no reason to rely on complicated PowerPoints when you can create beautiful presentations in MindMeister! At last, you can say goodbye to stressful and time consuming presentation planning. See for yourself how easy it is: give presenting your mind map a try now.
Want to know more about presentations in MindMeister? Visit the <a href="https://support.mindmeister.com/hc/articles/8617599921170">help center</a>, or <a href="https://community.meister.co/categories/mindmeister">explore the community</a> to find out what other users are saying about it.
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<div class="left-col">
<div class="logo"><img decoding="async" src="https://www.mindmeister.com/blog/wp-content/themes/focus/images/logo-mindmeister.svg" alt="mindmeister" width="100" height="36"></div>
<div class="content">It’s Showtime!Make Your First Presentation Now.
<a class="button" target="_blank" rel="noopener" href="https://www.mindmeister.com">Get Started</a>
</div>
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</div>
</div>
<h2>FAQs</h2>
What are MindMeister Presentations?
You can now present your mind map in MindMeister with a single click. Show your work to other teams, key decision makers, and external clients – all without leaving the tool.
When Will Presentations Be Available in MindMeister?
It’s possible to present your mind maps in MindMeister now. Simply log in to your MindMeister account to give it a try.
Are Presentations Available to All MindMeister Users?
All users are able to present in MindMeister, but a paid plan is required to create and present more than three mind maps. If you want to use MindMeister with your team and access unlimited mind maps, <a href="https://www.mindmeister.com/pricing">upgrade your plan here</a>.
The post <a href="https://www.mindmeister.com/blog/mindmeister-presentations-how-to-make-yours-shine/">MindMeister Presentations: How to Make Yours Shine</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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<item>
<title>Turning Plans Into Action: 5 Steps to Successful Strategy Implementation</title>
<link>https://www.mindmeister.com/blog/turning-plans-into-action-5-steps-to-successful-strategy-implementation/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Fri, 14 Apr 2023 07:48:28 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[business strategy]]></category>
<category><![CDATA[strategy implementation]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30372</guid>
<description><![CDATA[Nobody likes to see their strategy fail. And yet, many do. Why? It could be the cruel hand of fate, but it’s more likely down to execution. You’ve probably got a great strategy, but it needs to be well-implemented to succeed. In […]
The post <a href="https://www.mindmeister.com/blog/turning-plans-into-action-5-steps-to-successful-strategy-implementation/">Turning Plans Into Action: 5 Steps to Successful Strategy Implementation</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Nobody likes to see their strategy fail. And yet, many do. Why? It could be the cruel hand of fate, but it’s more likely down to execution. You’ve probably got a great strategy, but it needs to be well-implemented to succeed. In this article, you’ll learn how you can get your strategy off the ground, overcome the challenges to strategy implementation – and turn your vision into a reality.
You’ve got high hopes for your new strategy. You’ve done the work. But then – nothing. Or perhaps your strategy is finally in motion, but it’s not working out as you expected. 
If this seems familiar, you’re not alone. A study by the Project Management Institute found that <a href="https://www.intellibridge.us/90-percent-of-organizations-fail-to-execute-their-strategies-successfully/">61 percent of executives</a> thought their companies struggled to bridge the gap between planning and action. A strategy is nothing without proper implementation. However, bringing a strategy to life comes with its own set of challenges. We’ll dive into these later. First, it’s important to understand what strategy implementation is, and why getting it right matters.
<h2>What Is Strategy Implementation – And Why Is It Important?</h2>
<figure id="attachment_30374" aria-describedby="caption-attachment-30374" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-scaled.jpg"><img decoding="async" class="size-full wp-image-30374" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-scaled.jpg" alt="What Is Strategy Implementation – And Why Is It Important?" width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/What-Is-Strategy-Implementation-–-And-Why-Is-It-Important-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30374" class="wp-caption-text">Strategy implementation is just as important as strategy development.</figcaption></figure>
A strategy is a way you want to do something. Most strategies involve 5 clear steps: 
<ol>
<li style="font-weight: 400;" aria-level="1">Clarify your vision. What do we want to do?</li>
<li style="font-weight: 400;" aria-level="1">Collect and analyze information. What will this achieve?</li>
<li style="font-weight: 400;" aria-level="1">Devise a strategy. How are we going to do it?</li>
<li style="font-weight: 400;" aria-level="1">Execute your strategy. Let’s get it done!</li>
<li style="font-weight: 400;" aria-level="1">Evaluate and control. How is it going?</li>
</ol>
Strategy implementation is the process of achieving your goals and objectives. 
<h3>The Benefits of Good Strategy Implementation.</h3>
Your strategy has to be “<a href="https://www.mckinsey.com/capabilities/strategy-and-corporate-finance/our-insights/the-perils-of-bad-strategy">good</a>” for it to work. This means it must be focused, informed and realistic. However, strategy implementation is just as important as strategy development, and it needs to be planned. A solid strategy implementation plan helps you to:
<ul>
<li style="font-weight: 400;" aria-level="1">Give purpose to the work your team is doing.</li>
<li style="font-weight: 400;" aria-level="1">Deliver on your promises – on time and on budget.</li>
<li style="font-weight: 400;" aria-level="1">Reach your business goals. </li>
</ul>
On the flip side, getting it wrong can have <a href="https://benjaminwann.com/blog/the-costs-of-poor-strategy-execution#:~:text=One%20of%20the%20most%20severe,revenue%2C%20and%20other%20negative%20consequences.">negative consequences</a>. A strategy without a plan can lead to: 
<ul>
<li style="font-weight: 400;" aria-level="1">Confusion.</li>
<li style="font-weight: 400;" aria-level="1">Missed deadlines.</li>
<li style="font-weight: 400;" aria-level="1">Low team morale.</li>
<li style="font-weight: 400;" aria-level="1">A loss of trust from your stakeholders. </li>
<li style="font-weight: 400;" aria-level="1">Missed targets and lost revenue.</li>
</ul>
You can stay out of the woods by understanding why strategy implementation so often fails.
<h2>Why Does Strategy Implementation Fail?</h2>
<h3>1. Resistance to Change</h3>
The problem. Your company culture can impact how your strategy is implemented. A <a href="https://www.mckinsey.com/capabilities/people-and-organizational-performance/our-insights/the-organization-blog/organizations-do-not-change-people-change">report by McKinsey</a> reveals that “companies with failed transformation programs identify employee resistance or management behavior as the major barrier (72%) to success”. Without your team on side, your strategy won’t see the light of day.
The solution. Be proactive. Share articles and case studies that support your strategy. Social proof is a great way to convince stakeholders to try something new. Think of them as your consumers – they need to be sold to – and your strategy as the product. 

<h3>2. Ineffective Alignment 
</h3>
The problem: Strategies are often misaligned. A successful strategy helps you achieve your goals, but it has to fit in with your company goals too. If your strategy doesn’t make sense for your business, it’s time to go back to the drawing board. 
Misalignment can also happen if you don’t take your team’s resources, structure and working style into account. If your expectations are unrealistic, it will be hard to get your team on side. 
The solution. Talk. Observe how teams work, ask questions, and be open to feedback. This helps you identify potential problems and identify where you need support.
<h3>3. Complexity</h3>
The problem: <a href="https://hbr.org/2009/09/death-by-information-overload">Information-overload</a>. Corporate jargon. A lack of clarity. All will sabotage your strategy. If you can’t describe your strategy clearly, it isn’t focused enough. Confusion around the “what, why and how” makes it hard to make a case for its value. During implementation, a <a href="https://corp.smartbrief.com/original/2018/04/momentum-management-strategy">loss of momentum</a> in the early stages makes it harder to roll out your strategy.
The solution: Follow the <a href="https://www.interaction-design.org/literature/article/kiss-keep-it-simple-stupid-a-design-principle">KISS principle</a>. If your strategy is easy to understand, your colleagues are more likely to stick to it.
<h3>4. Not Having the Right Tools or Systems 
</h3>
The problem: You will need tools (like project management and documentation software) to turn your vision into reality… and it’s a minefield. Choosing the right tools can make or break the strategy implementation process. 
 
<a style="font-size: 1.125rem; font-weight: 400;" href="https://www.meistertask.com/blog/how-software-acceptance-can-make-or-break-a-new-tool/">A tool which is too complex for your team spells disaster</a>. A tool that is too simple, likewise. A steep learning curve can cost you weeks – and even months – when implementing your strategy. A lack of features might leave you searching for workarounds. Choose wisely.
 
The solution: Get to know exactly how tools will be used, and by who. Make a list of what you need from your tools. This will come in handy when you review your current software and research additional or alternative tools.
<div class="pro-tip">Discover how NGO CREA Mont-Blanc implemented a digital transformation strategy using MeisterTask <a href="https://www.meistertask.com/blog/crea-mont-blanc-how-meistertask-is-driving-business-transformation-success-story/">here</a>.</div>
<h3>Something To Consider: The Cascade Model</h3>
Thinking about implementation at the planning stage lays the groundwork for success. If your organization supports <a href="https://www.personio.com/hr-lexicon/agile-working/">agile working</a>, you could use the <a href="https://www.cascade.app/blog/guide-to-strategy-implementation">Cascade strategic planning model</a>. In this model, the vision, values and strategic focus areas are set at an organizational level. The vision and values inform the focus areas, the focus areas inform the objectives, and the objectives inform the projects and KPIS.
<figure id="attachment_30394" aria-describedby="caption-attachment-30394" style="width: 484px" class="wp-caption aligncenter"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/The-Cascade-Model.png"><img decoding="async" class="size-full wp-image-30394" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/The-Cascade-Model.png" alt="The Cascade Model" width="484" height="646" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/The-Cascade-Model.png 484w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/The-Cascade-Model-400x534.png 400w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/The-Cascade-Model-447x597.png 447w" sizes="(max-width: 484px) 100vw, 484px" /></a><figcaption id="caption-attachment-30394" class="wp-caption-text">Use the Cascade Model to guide the implementation of your strategy.</figcaption></figure>
With the Cascade model, you can empower your mid-level managers to define projects and KPIs in line with the larger business strategy. The strategic framework provides your teams with a shared language to talk about strategy. This helps them to understand the impact and contribute to development.
<h2>5 Steps to Successful Strategy Implementation</h2>
<figure id="attachment_30395" aria-describedby="caption-attachment-30395" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-scaled.jpg"><img decoding="async" class="size-full wp-image-30395" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-scaled.jpg" alt="5 Steps to Successful Strategy Implementation." width="2560" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-1024x682.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/5-Steps-to-Successful-Strategy-Implementation-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30395" class="wp-caption-text">Getting strategy implementation right can be challenging.</figcaption></figure>
Whether or not you use the Cascade Model, there are several key checkpoints on the road to successful strategy implementation.
<h3>1. Create a Solid Strategy Document. 
</h3>
<figure id="attachment_30398" aria-describedby="caption-attachment-30398" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-scaled.jpg"><img decoding="async" class="wp-image-30398 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-scaled.jpg" alt="Create a Solid Strategy Document." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-a-Solid-Strategy-Document.-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30398" class="wp-caption-text">Use an online documentation tool to create your strategy document.</figcaption></figure>
Even if you’re pitching your strategy face-to-face, a strategy document is essential. It will help you to share your strategy implementation framework with the management board. This document will be a single source of truth that can be revisited at any time. Your strategy document should include:
<ul>
<li aria-level="1">Goals and objectives. What do you want to achieve? How are you going to get there?</li>
<li aria-level="1">A timeline. What are you going to do, when?.</li>
<li aria-level="1">Required resources. What do you need to make it happen.</li>
</ul>
<div class="pro-tip">Discover how we use use MeisterNote for strategy and project documentation, internal communication and more in <a href="https://www.meistertask.com/blog/documentation-made-easy-how-meister-uses-meisternote/">this blog post</a>.</div>
<h4>What Tools Should You Use?</h4>
If you don’t have one, you need an online documentation tool. Static documents like PDFs and Excel sheets don’t provide the flexibility you need to work quickly and collaboratively.
<ul>
<li style="font-weight: 400;" aria-level="1">Local hosting means that communication normally occurs by email. This takes time and makes it easy for information to get lost. Re-uploading to shared servers often results in duplicates.</li>
<li style="font-weight: 400;" aria-level="1">There is usually one document owner who needs to make changes. This is a bottleneck that can slow you down. </li>
</ul>
Online documentation tools make the creating, editing and sharing of strategy documents easier. Information is centralized and accessible, so everyone is on the same page.
<iframe title="How to: Getting Started with MeisterNote" width="628" height="353" src="https://www.youtube.com/embed/XjKzNBGfBm0?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
Creating a strategy document with <a href="https://www.meisternote.com/pages/meisternote-overview/">MeisterNote</a> can save you time and effort. 
<ul>
<li style="font-weight: 400;" aria-level="1">You can share it with everyone who needs it in a couple of clicks.</li>
<li style="font-weight: 400;" aria-level="1">Any changes you make are reflected in real-time: no need to update duplicates or repeat information. </li>
<li style="font-weight: 400;" aria-level="1">Your team can add questions or feedback via comments, and you’ll be notified instantly. </li>
<li style="font-weight: 400;" aria-level="1">Storing information in one place makes the strategy implementation process much smoother.</li>
</ul>
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<h3>2. Get Your Team Involved. 
</h3>
<figure id="attachment_30399" aria-describedby="caption-attachment-30399" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-scaled.jpg"><img decoding="async" class="size-full wp-image-30399" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-scaled.jpg" alt="Get Your Team Involved in Strategy Implementation." width="2560" height="1658" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-712x461.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-1024x663.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-768x497.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-1536x995.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-2048x1326.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Get-Your-Team-Involved.-796x515.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30399" class="wp-caption-text">Involve your team in the strategy implementation process.</figcaption></figure>
Productive and collaborative teamwork is essential for strategy implementation. You’ll need:
<ul>
<li>An action plan. This outlines the steps necessary to achieve a goal or set of goals. </li>
<li aria-level="1">Defined roles and responsibilities. This ensures everyone knows what they need to do, when. </li>
<li aria-level="1">Clear <a style="font-size: 1.125rem;" href="https://www.meistertask.com/pages/workflow-management/">workflows</a>. This helps everyone to understand how the steps within a process are connected.</li>
</ul>
<h4>What Tools Should You Use?</h4>
Use a <a href="https://www.teamgantt.com/blog/raci-chart-definition-tips-and-example">RACI matrix</a> to clarify each team member’s roles and responsibilities. This highlights any responsibility gaps and ensures that no responsibilities overlap. There are tools and <a href="https://www.projectmanager.com/templates/raci-matrix-template">templates</a> to help you do this. If you create your RACI template in Excel, export as a PDF, or save it as an image, you can embed it into the strategy document you created in MeisterNote.
For processes, consider visual aids like flowcharts. Flowcharts can make workflows easier to understand. <a href="https://www.shiftelearning.com/blog/bid/350326/studies-confirm-the-power-of-visuals-in-elearning#:~:text=Visuals%20cause%20a%20faster%20and,place%20where%20emotions%20are%20processed.">Information is often easier to digest in a visual format</a> – so use this to your advantage. Display processes visually wherever possible to help your team understand your strategy.

<h3>3. Communicate Your Strategy.</h3>
Your strategy is approved and you have a framework for success. Now you need to get people on board. A kick off meeting is an opportunity to:
<ul>
<li style="font-weight: 400;" aria-level="1">Share your strategy document and action plan.</li>
<li style="font-weight: 400;" aria-level="1">Get everyone aligned on the strategy.</li>
<li style="font-weight: 400;" aria-level="1">Motivate your team to engage with the strategy. </li>
<li style="font-weight: 400;" aria-level="1">Answer questions and address any concerns. </li>
</ul>
Clear communication in the strategy implementation process is vital to its success. Create a shared document that acts as a company-wide progress report. Each team should add an update on how their part of the project is going (at Meister, we do this bi-weekly).
<h4>What Tools Should You Use?</h4>
You guessed it – an online documentation tool! 
You can structure your progress report document in a way which works best for you. With MeisterNote’s flexible editing options, you can include lists, info boxes, images and more. A clean, structured document is more engaging and easier to follow – your team gets the information they need and can act instantly.
Ask everyone to read and contribute to the document before the kick-off and any other meetings. This can reduce in-person meetings and save you time. To make meetings more focused, gather questions from your team in MeisterNote. When comments and open questions are visible, you get less repetition and a faster process for everyone.

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<h3>4. Create Tasks. 
</h3>
<figure id="attachment_30402" aria-describedby="caption-attachment-30402" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-scaled.jpg"><img decoding="async" class="size-full wp-image-30402" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-scaled.jpg" alt="Post it notes indicating task creation and project progress." width="2560" height="2011" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-680x534.jpg 680w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-1024x804.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-768x603.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-1536x1207.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-2048x1609.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Create-Tasks-760x597.jpg 760w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30402" class="wp-caption-text">Time to get to work!</figcaption></figure>
Executing your strategy is the most challenging part of the process. How do you make sure everything you’ve talked about gets done? The key: integration between projects and documentation.
To execute your strategy, you need to break it down into manageable projects with actionable steps (tasks). To do this, you will need to choose which <a href="https://www.meistertask.com/blog/waterfall-vs-agile-project-management-choosing-the-right-approach/">project management methodology</a> is the best fit for you. 
<h4>What Tools Should You Use?</h4>
MeisterTask integrates with MeisterNote to keep projects and documentation in the same place. This helps you transition between your strategy – where the plan is talked about – to the project – where the work gets done. You can:
<ul>
<li style="font-weight: 400;" aria-level="1">Create new tasks in MeisterTask directly from your strategy document.</li>
<li style="font-weight: 400;" aria-level="1">Assign blocks of text to a team member as a task in MeisterTask.</li>
<li style="font-weight: 400;" aria-level="1">Link to tasks from your documentation and follow task progress in either tool.</li>
</ul>
This means you can: 
<ul>
<li style="font-weight: 400;" aria-level="1">Assign tasks during meetings. As soon as an action point is identified, you can create a task for it. This keeps the strategy implementation process moving quickly.</li>
<li style="font-weight: 400;" aria-level="1">Review task progress without leaving your note. This means less time switching between tools so you can maintain your focus.</li>
<li style="font-weight: 400;" aria-level="1">Add context to your documentation. To-dos are visible in your notes for everyone who has access. More clarity means better collaboration and fewer mistakes. 
</li>
</ul>
With your documentation and tasks connected, you can make sure everything you’ve said you’ll do gets done. There are fewer opportunities for tasks to slip through the net, and monitoring task progress is easy.
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<h3>5. Stay in Control.</h3>
<figure id="attachment_30405" aria-describedby="caption-attachment-30405" style="width: 2426px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control..jpg"><img decoding="async" class="size-full wp-image-30405" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control..jpg" alt="Stay in control - Data displayed on a laptop screen." width="2426" height="1728" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control..jpg 2426w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control.-712x507.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control.-1024x729.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control.-768x547.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control.-1536x1094.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control.-2048x1459.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Stay-in-Control.-796x567.jpg 796w" sizes="(max-width: 2426px) 100vw, 2426px" /></a><figcaption id="caption-attachment-30405" class="wp-caption-text">Does your strategy need refining? Your data has the answer.</figcaption></figure>
Your strategy will have <a href="https://www.clearpointstrategy.com/18-key-performance-indicators/">defined KPIs</a>. These help you understand how your strategy is performing, and to make adjustments to fit what you want to achieve. Having data to prove the success of your strategy is useful when you want to expand the rollout or pitch for more budget.
If you’re not seeing the results you were hoping for, your strategy may need refining. However, it’s possible the problem lies in the execution. Ask “what is working well with the process?” and “where are the blockers or bottlenecks?”. Once you know the answers, you can make improvements. 
Remember, your strategy is a living thing – it will probably never be perfect. Learning, adapting and refining your strategy is necessary to reach your goals. 
<h4>What Tools Should You Use?</h4>
There are a bunch of tools for measuring performance. However, the tools you use to track your KPIs will depend on what those KPIs are. The important thing is to have your data tracking set up correctly – which is often <a href="https://understandingdata.com/posts/how-do-you-create-a-data-tracking-plan/">easier said than done</a>.
The insights you gain might mean you need to update your strategy document and adjust the action plan. As you’ve used a collaborative document for this, updating your team will be easy. As soon as you make the changes, everyone will have access to the latest information. 
<h2>See Your Strategy Soar.</h2>
<figure id="attachment_30407" aria-describedby="caption-attachment-30407" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-scaled.jpg"><img decoding="async" class="size-full wp-image-30407" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-scaled.jpg" alt="The results are in. See your strategy soar." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/See-Your-Strategy-Soar-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30407" class="wp-caption-text">With everyone working towards the same goal, your strategy can soar.</figcaption></figure>
There is no exact science to strategy implementation. Getting it right depends on what works for your organization. However, there are steps you can take to give your strategy the best chance of success:
<ul>
<li style="font-weight: 400;" aria-level="1">Planning ahead.</li>
<li style="font-weight: 400;" aria-level="1">Providing structure.</li>
<li style="font-weight: 400;" aria-level="1">Communicating transparently.</li>
<li style="font-weight: 400;" aria-level="1">Embracing collaboration. </li>
</ul>
When these things are covered, it’s easier to get your team on board. With everyone working towards the same goal, your strategy can soar with the best of them. 
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<h2>FAQs</h2>
<h3>What Is Strategy Implementation?</h3>
Strategy implementation is the process of making the things you said you would do actually happen. It involves defining and taking steps to achieve your goals and objectives. Strategy implementation is just as important as strategy development. 
<h3>What Are the Challenges to Implementing a Strategy?</h3>
You can struggle to implement your strategy if your teams within your organization are resistant to change. Problems can also arise if you are unable to clearly communicate your strategy to your team. Poor-alignment with company goals or the day-to-day work of your teams can cause your strategy to fail, as can having the wrong tools – or a lack of tools – to get the job done.
<h3>Which Tools Do I Need To Implement a Strategy?</h3>
The tools you need to implement your strategy depend on what you want to achieve, and how. That said, a collaborative documentation tool such as MeisterNote will be helpful at every stage in the process. You will also need a task management tool to execute your tasks and projects, and software to monitor the performance of your strategy.
The post <a href="https://www.mindmeister.com/blog/turning-plans-into-action-5-steps-to-successful-strategy-implementation/">Turning Plans Into Action: 5 Steps to Successful Strategy Implementation</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>Achieving Goals: Top 10 Reasons Why Your Team Doesn’t (+ Solutions)</title>
<link>https://www.mindmeister.com/blog/achieving-goals-top-10-reasons-why-your-team-doesnt-solutions/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Fri, 31 Mar 2023 10:40:46 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30530</guid>
<description><![CDATA[As a manager, achieving goals is the name of the game. Every quarter is an opportunity to do and achieve more. But hitting the high notes takes work, and getting your team pulling in the same direction can be harder than nailing […]
The post <a href="https://www.mindmeister.com/blog/achieving-goals-top-10-reasons-why-your-team-doesnt-solutions/">Achieving Goals: Top 10 Reasons Why Your Team Doesn’t (+ Solutions)</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[As a manager, achieving goals is the name of the game. Every quarter is an opportunity to do and achieve more. But hitting the high notes takes work, and getting your team pulling in the same direction can be harder than nailing jelly to a tree. As with anything, it’s easier when you know how. Read on to discover the 10 most common reasons teams fail to accomplish goals – and how to keep your team on track. Ready? Let’s go.
<h2>Achieving Goals: It All Starts With the Manager.</h2>
<figure id="attachment_30469" aria-describedby="caption-attachment-30469" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30469 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-scaled.jpg" alt="Team listening to a presentation." width="2560" height="1440" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-712x400.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-1024x576.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-768x432.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-1536x864.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-2048x1152.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-rxpThOwuVgE-unsplash-796x448.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30469" class="wp-caption-text">Be open about the obstacles your team is up against.</figcaption></figure>
To overcome hurdles and help your team realize their goals, there are 4 things you can do as a manager: 
<ol>
<li style="font-weight: 400;" aria-level="1">See. Recognize and accept problems.</li>
<li style="font-weight: 400;" aria-level="1">Want. Decide to do something about them.</li>
<li style="font-weight: 400;" aria-level="1">Know. Have the skills to eliminate the problems.</li>
<li style="font-weight: 400;" aria-level="1">Do. Implement solutions together with your team. </li>
</ol>
In this article, you’ll learn how to take this journey step by step. Discover the 10 most common obstacles to achieving goals as a team – and how to overcome them.
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<h2>Obstacle #10: The Goalposts Have Moved.</h2>
<figure id="attachment_30470" aria-describedby="caption-attachment-30470" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30470 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-scaled.jpg" alt="Scrabble letters spelling "Be the Change"." width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/brett-jordan-JD0D-lReHFE-unsplash-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30470" class="wp-caption-text">Adaptability is key to achieving goals.</figcaption></figure>
Everything changes. So much so that several <a href="https://stephangrabmeier.de/bani-versus-vuca/">acronyms</a> exist to describe today’s complex work environment.
If your team doesn’t: 
<ul>
<li>Take ever-changing market conditions into account, and</li>
<li>Make the necessary goal adjustments</li>
</ul>
reaching goals will remain a pipe dream.
<h3>Solution 10: Help Your Team To Become More Adaptable.</h3>
Unpredictable events demand <a href="https://www.ey.com/en_us/innovation/the-importance-of-adaptability-in-an-increasingly-complex-world">adaptability</a>. A resilient team is better able to handle problems when they arise.
Guidance provided by <a href="https://www.iso.org/standard/50053.html">ISO 22316:2017</a> outlines how “two-way knowledge and information sharing” can make your team more resilient. But is your team following all the recommended principles? Identify where you’re lagging behind and make improvements.
<h4>3 Steps To Withstand Change as a Team:</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">Share principles for resilience. Share the <a href="https://www.iso.org/standard/50053.html">ISO principles</a> with your team in a collaborative note.</li>
<li style="font-weight: 400;" aria-level="1">Survey your team. Identify which principles your team isn’t following.</li>
<li style="font-weight: 400;" aria-level="1">Develop steps for improvement. Prioritize and implement measures for improvement.</li>
</ul>
<h2>Obstacle #9: You Could Be Setting a Bad Example.</h2>
<figure id="attachment_30471" aria-describedby="caption-attachment-30471" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30471 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-scaled.jpg" alt="Wooden model figurine." width="2560" height="1437" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-712x400.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-1024x575.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-768x431.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-1536x862.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-2048x1150.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/tanbir-mahmud-fnUT40XljnI-unsplash-796x447.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30471" class="wp-caption-text">Are you a good role model for your team?</figcaption></figure>
Before you suggest ways your team could improve, reflect on your management style. Are you a <a href="https://www.mindtools.com/a7y1ja8/how-to-be-a-good-role-model">good role model</a>? Or do you tend to keep information to yourself?
If you seek information alone, make decisions alone, and present results alone, don’t be surprised if your team works alone, too.
<div class="pro-tip">Find out why it’s better to <a href="https://www.meistertask.com/blog/the-6-best-techniques-and-tools-for-decision-making-as-a-team-templates/">make decisions as a team</a>.</div>
<h3>Solution 9: Set a Good Example and Achieve Goals Together.</h3>
If you want your team to be motivated Monday through Friday, be prepared to set the tone. If you’re enthusiastic and engaged, your team is more likely to be as well. It’s important that you actively involve your team in achieving goals – don’t try to do everything on your own.
<h4>3 Steps to Boosting Your Leadership Skills:</h4>
<ol>
<li style="font-weight: 400;" aria-level="1">Keep it simple. Before you invest in costly leadership training, visit YouTube.</li>
<li style="font-weight: 400;" aria-level="1">Watch talks and tutorials. Our first recommendation: <a href="https://www.youtube.com/watch?v=vlpKyLklDDY">Great leadership starts with self-leadership</a> by Lars Sudmann.</li>
<li style="font-weight: 400;" aria-level="1">Implement 3 tips. Collect your inspiration in a collaborative documentation tool. Identify and implement the 3 ideas you think are most effective.</li>
</ol>
<h2>Obstacle #8: No One Knows What Anyone Else Is Doing.</h2>
<figure id="attachment_30472" aria-describedby="caption-attachment-30472" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-scaled.jpg"><img decoding="async" class="wp-image-30472 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-scaled.jpg" alt="Blank sheet of paper symbolizing missing information." width="2560" height="1703" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-1024x681.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-768x511.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-1536x1022.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-2048x1363.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elena-joland-mjeQon0Mh_Q-unsplash-1-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30472" class="wp-caption-text">Is your team missing the bigger picture?</figcaption></figure>
A lack of clarity is a big roadblock to achieving goals. Ask yourself: does everyone know who is currently working on which task? Does your team have an overview of milestones and achievements?
If you don’t communicate project progress and individual wins to the whole team:
<ul>
<li style="font-weight: 400;" aria-level="1">You create gaps in project documentation.</li>
<li style="font-weight: 400;" aria-level="1">You miss an opportunity to motivate your team.</li>
<li style="font-weight: 400;" aria-level="1">You unintentionally promote <a href="https://thedecisionlab.com/reference-guide/sociology/social-loafing">social loafing</a>.</li>
</ul>
<h3>Solution 8: Have Your Team Document Their Accomplishments.</h3>
When everyone on the team records their progress centrally and makes it easily accessible:
<ul>
<li style="font-weight: 400;" aria-level="1">You benefit. As a manager, you can better track your team’s performance and progress. When you spot issues, you can resolve them quickly. </li>
<li style="font-weight: 400;" aria-level="1">Your team benefits. Each team member knows what everyone is working on and can contribute where needed.</li>
<li style="font-weight: 400;" aria-level="1">You and your team benefit again. You can refer to the notes in performance reviews for a fairer, easier process. </li>
</ul>
<h4>3 Steps to Making Team Performance Visible:</h4>
<ul>
<li style="font-weight: 400;" aria-level="1">Choose a central online documentation tool for your team, such as <a href="https://www.meisternote.com/pages/meisternote-overview/">MeisterNote</a>.</li>
<li style="font-weight: 400;" aria-level="1">Share a template your team can use to note their updates and achievements. </li>
<li style="font-weight: 400;" aria-level="1">Each team member should briefly present the above at the next team meeting.</li>
</ul>
<h2>Obstacle #7: Responsibilities Are Unclear.</h2>
<figure id="attachment_30473" aria-describedby="caption-attachment-30473" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30473 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-scaled.jpg" alt="Frustrated employee looking at laptop screen." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jeshoots-com-2vD8lIhdnw-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30473" class="wp-caption-text">Does your team feel lost when it comes to achieving goals?</figcaption></figure>
You’re working on a project. Who on the team is gathering what information – and from which teams? Who prepares the numbers for the final report? It’s important that everyone on the team knows who is responsible for what. 
If you don’t clearly outline the responsibilities in the team:
<ul>
<li style="font-weight: 400;" aria-level="1">Your team will be unsure of what they need to do.</li>
<li style="font-weight: 400;" aria-level="1">Team members will lack the responsibility and ownership they need to develop professionally.</li>
</ul>
If your team doesn’t understand how their work contributes to achieving goals, they won’t see the value in what they’re doing. They will be less engaged and less motivated to “go the extra mile”. 
<h3>Solution 7: Make Responsibilities Clear.</h3>
Do you want to prevent misunderstanding in your team? Be sure to clearly communicate the responsibilities of each individual team member.
<h4>3 Steps for Clear Responsibilities in the Team:</h4>
<ol>
<li style="font-weight: 400;" aria-level="1">Assign roles and responsibilities for each project. You can use a <a href="https://thedigitalprojectmanager.com/projects/leadership-team-management/raci-chart-made-simple/">RACI matrix</a> for this.</li>
<li style="font-weight: 400;" aria-level="1">Note responsibilities centrally. Choose a collaborative documentation tool that is easily accessible to all, such as <a href="https://www.meisternote.com/pages/meisternote-overview/">MeisterNote</a>. </li>
<li style="font-weight: 400;" aria-level="1">Share the note with your team.</li>
</ol>
<div class="pro-tip">Make sure you have a balanced distribution of responsibilities. This helps to avoid resentment within your team.</div>
<h2>Obstacle #6: There Is a Competency Gap.</h2>
<figure id="attachment_30474" aria-describedby="caption-attachment-30474" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30474 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-scaled.jpg" alt="Team building exercise. " width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/michal-parzuchowski-lHkUBtUiI2Q-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30474" class="wp-caption-text">How well do you know your team’s competencies?</figcaption></figure>
Shockingly, <a href="https://skilltree.at/en/study-on-skills-shortage-bosses-do-not-know-the-skills-of-their-employees-well-enoughoften-managers-do-not-even-know-the-employee-experiences-from-previous-jobs/">only 6% of leaders have a good understanding of their team’s competencies</a>. If you don’t take stock of what skills your team members already have, and what <a href="https://www.forbes.com/sites/bernardmarr/2023/02/14/the-top-10-in-demand-skills-for-2030/?sh=568861d92fb9">competencies your team needs to succeed in the future</a>:
<ul>
<li style="font-weight: 400;" aria-level="1">You invest less in training and development.</li>
<li style="font-weight: 400;" aria-level="1">You risk poor employee retention.</li>
<li style="font-weight: 400;" aria-level="1">With a lack of skills or people, you will have a hard time achieving your goals.</li>
</ul>
<h3>Solution 6: Prepare Your Team for the Future.</h3>
The workplace of the future needs “<a href="https://www.highspeedtraining.co.uk/hub/t-shaped-employee/">T-Shaped People</a>.” In other words, people who have both broad expertise (represented by the vertical bar of the letter T) and the ability to work well together across disciplines (the horizontal bar of the letter T).
Which required skills are missing within your team? If you’re unsure, it’s time to find out.
<h4>3 Steps to an Empowered Team:</h4>
<ol>
<li style="font-weight: 400;" aria-level="1">Conduct a <a href="https://resources.workable.com/tutorial/skills-gap-analysis">skills gap analysis</a>. List all the skills you have collectively with your team. Next, research what skills your discipline will require in the future. Write down the missing skills in a collaborative note.</li>
<li style="font-weight: 400;" aria-level="1">Work with your team. Want to know what your team needs? Ask them! Invite them to add their input in the note.</li>
<li style="font-weight: 400;" aria-level="1">Bring expertise to the team. Don’t have all the skills you need to achieve your current goals? Arrange the required training for your team and get external support until you can handle everything in-house.</li>
</ol>
<h2>Obstacle #5: There Is a Lack of Commitment From Your Team.</h2>
<figure id="attachment_30475" aria-describedby="caption-attachment-30475" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30475 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-scaled.jpg" alt="Charger symbolizing renewed energy." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/markus-winkler-YjA2IcdFv8Q-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30475" class="wp-caption-text">No buy-in from your team? Recharge their motivation.</figcaption></figure>
Are you familiar with the <a href="https://www.tablegroup.com/topics-and-resources/teamwork-5-dysfunctions/">five dysfunctions of a team</a>? The model shows you that at the core, your team needs to be motivated and committed to work effectively.
If your team: 
<ul>
<li style="font-weight: 400;" aria-level="1">Cannot resolve conflicts in a healthy way</li>
<li style="font-weight: 400;" aria-level="1">Cannot openly discuss conflicting opinions</li>
<li style="font-weight: 400;" aria-level="1">Does not get regular feedback</li>
</ul>
your team members will be less engaged – and less accepting of decisions which impact the way they work. 
<div class="pro-tip">“Hard facts” also have a big impact on team engagement. For example, if your employees’ <a href="https://work.chron.com/job-security-influences-job-satisfaction-performance-30781.html">salary</a> is not (or is no longer) fair, motivation will drop.</div>
<h3>Solution 5: Use the Positive Leadership Model.</h3>
Want to spur your team on to give their best? Then look to the “<a href="https://positivepsychology.com/positive-leadership/">Positive Leadership</a>” model. Give your team praise and recognition where it’s due – your team will repay you with their time and effort.
<h4>3 Steps That Will Make You a Better Leader:</h4>
Following the steps outlined in the <a href="https://positivepsychology.com/perma-model/#perma">PERMA principle</a> will help you to build an invested and engaged team.
<ol>
<li style="font-weight: 400;" aria-level="1">PE – Positive Emotion and Engagement. Encourage positive feelings and commitment. Help make your team feel good about coming to work. Give each team member responsibility for tasks that match their strengths.</li>
<li style="font-weight: 400;" aria-level="1">RM – Relationships and Meaning. Promote sustainable relationships and communicate meaning. Make sure your team supports each other. Outline the value each individual contributes to the team in a <a href="https://www.meisternote.com/">shared note</a>.</li>
<li style="font-weight: 400;" aria-level="1">A – Accomplishments and Achievements. Make achievements visible. Praise your team when they achieve common goals. This will boost your team’s confidence and motivate them to succeed. </li>
</ol>
<h2>Obstacle #4: Your Goals Aren’t Clear.</h2>
<figure id="attachment_30476" aria-describedby="caption-attachment-30476" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-scaled.jpg"><img decoding="async" class="wp-image-30476 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-scaled.jpg" alt="Person covering someone else's eyes to symbolize not having access to information." width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-1024x684.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/ryoji-iwata-_dVxl4eE1rk-unsplash-1-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30476" class="wp-caption-text">Don’t keep your team in the dark.</figcaption></figure>
Are your goals written down? Are they visible to your entire team? Are they accessible from anywhere, at all times?
If you didn’t answer yes to all three questions, you’ve just identified a problem. Thankfully, there’s a relatively simple solution.
<h3>Solution 4: Document Your Team’s Goals and Objectives.</h3>
There are two prongs to success: setting a goal and then following through on it.
Your team won’t benefit if only you can see the goals you’re all working towards. When you increase visibility, you encourage your team to work autonomously. An empowered, autonomous team is more likely to be successful – so get documenting!
<h4>3 Steps to Making Your Goals Visible:</h4>
<ol>
<li style="font-weight: 400;" aria-level="1">Write your team goals down in a collaborative note.</li>
<li style="font-weight: 400;" aria-level="1">Make the note clear. Explain technical terms and link to in-depth sources for more context. </li>
<li style="font-weight: 400;" aria-level="1">Give every team member access to the note. Send a link to the note via the communication channel you use (e.g. Slack) with a well-worded message to explain the note’s purpose.</li>
</ol>
<h2>Obstacle #3: Your Team Isn’t Collaborating.</h2>
<figure id="attachment_30477" aria-describedby="caption-attachment-30477" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30477 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-scaled.jpg" alt="Team socializing." width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/austin-distel-KWsKzLGmmzQ-unsplash-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30477" class="wp-caption-text">Team building exercises can help you achieve goals more easily.</figcaption></figure>
Search for “team building” and Google will come back with over 1 million results. That’s a good indicator that cohesive teamwork is important. In fact, collaboration can be the difference between failure and success. A study by Hays shows that <a href="https://www.springerprofessional.de/controlling/projektcontrolling/warum-viele-projekte-scheitern/6601450">65% of projects fail because of poor collaboration between departments</a>.
When team members feel like they belong in the team, you benefit twofold:
<ul>
<li style="font-weight: 400;" aria-level="1">Team members perform better individually.</li>
<li style="font-weight: 400;" aria-level="1">Your team is better positioned to reach goals together.</li>
</ul>
However, the reality is that many teams are out of sync. A <a href="https://www.randstadusa.com/business/business-insights/employee-retention/your-best-employees-are-leaving-it-personal-practical/">report by Ranstand</a> identifies that 58% of employees surveyed have left jobs, or are considering leaving, because of negative office politics.
<h3>Solution 3: Organize Team Building Activities.</h3>
When did your team last take part in a <a href="https://www.teambonding.com/6-reasons-for-team-building/">team building event</a>? If it’s been a while, carve out some time to help your team connect. Team building activities strengthen communication, motivation, cohesion, performance and trust. How?
<ul>
<li style="font-weight: 400;" aria-level="1">Your team gets to know each other better.</li>
<li style="font-weight: 400;" aria-level="1">There is less reluctance when it comes to reaching out with questions and feedback. </li>
<li style="font-weight: 400;" aria-level="1">Your team can better understand and influence the team dynamic.</li>
</ul>
<h4>3 Steps to Successful Team Building:</h4>
<ol>
<li style="font-weight: 400;" aria-level="1">Identify which <a href="https://www.mindtools.com/abyj5fi/forming-storming-norming-and-performing">team building phase</a> your team is currently in. This will help you to figure out what kind of bonding activities will work well. It will also help you to better support your team day-to-day.</li>
<li style="font-weight: 400;" aria-level="1">Gather ideas for things you want to do together. A scavenger hunt, dinner or a high-ropes course? Share some <a href="https://www.paymoapp.com/blog/team-building-activities/">initial ideas</a> with your team in a collaborative online document. Ask them to comment on their favorite activities. </li>
<li style="font-weight: 400;" aria-level="1">Decide together. If you have a small team, it probably won’t take long to decide on what you want to do. Larger teams can benefit from using an online survey tool – or even a <a href="https://www.mindmeister.com/map/2269226803/decision-matrix-template?fullscreen=1&v=public">decision matrix</a>.</li>
</ol>
<h2>Obstacle #2: Your Team Isn’t Communicating.</h2>
<figure id="attachment_30478" aria-describedby="caption-attachment-30478" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30478 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-scaled.jpg" alt="Speech bubble made of paper." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/volodymyr-hryshchenko-V5vqWC9gyEU-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30478" class="wp-caption-text">How well does your team communicate?</figcaption></figure>
Teams that communicate openly and respectfully are <a href="https://www.atlassian.com/practices/open/research" rel="“nofollow”">60% more like to achieve more, faster</a>. They are also 80% more likely to report high emotional well-being. Does your team:
<ul>
<li style="font-weight: 400;" aria-level="1">Know how and where feedback should be given?</li>
<li style="font-weight: 400;" aria-level="1">Feel safe communicating their opinions freely?</li>
</ul>
For good team communication, the answer must be “yes”.
<div class="pro-tip">“One cannot not communicate.” Do you know the other <a href="https://www.encora.com/insights/5-axioms-to-improve-your-team-communication-and-collaboration#:~:text=The%20five%20axioms%20of%20communication%2C%20formulated%20by%20Paul%20Watzlawick%2C%20give,can%20be%20symmetrical%20or%20complementary.">four axioms of communication</a>? They describe the processes that take place during interaction. They also help to explain how misunderstandings occur so you can avoid them.</div>
<h3>Solution 2: Create an Open Feedback Culture. </h3>
Instantly improve team communication by normalizing feedback. Make it clear that feedback is welcome and valued. However, be sure to establish guidelines for giving and receiving feedback first. These guidelines could include providing concrete examples and avoiding generalizations. 
<h4>3 Steps for Establishing an Open Feedback Culture:</h4>
<ol>
<li style="font-weight: 400;" aria-level="1">Choose the right feedback tool: At Meister, we <a href="https://www.meisternote.com/blog/managing-project-documentation-throughout-your-project/">document our project updates</a> – including learnings and areas for improvement – in MeisterNote. Everyone is encouraged to leave comments with questions and feedback.</li>
<li style="font-weight: 400;" aria-level="1">Schedule regular team meetings: Give your team space to discuss the written points “face-to-face”. </li>
<li style="font-weight: 400;" aria-level="1">Encourage feedback in your team meetings. Get the conversation flowing. Encourage your team to contribute to discussions and ask difficult questions.</li>
</ol>
<div class="pro-tip">Regularly encourage your team to express thoughts and ideas, even if they are contrary or critical. Make sure everyone feels heard.</div>
<h2>Obstacle #1: You Have Unrealistic or Contradictory Goals.</h2>
<figure id="attachment_30480" aria-describedby="caption-attachment-30480" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-scaled.jpg"><img decoding="async" class="wp-image-30480 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-scaled.jpg" alt="Knots in a rope symbolizing difficulty." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/elizabeth-morgan-h9q3NaNJH8Q-unsplash-1-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30480" class="wp-caption-text">Are you setting realistic goals for your team?</figcaption></figure>
<figure class="blockquote">
<blockquote>Not everyone who pulls together pulls in the same direction.</blockquote><figcaption>Oliver Tietze (*1965), German Aphorist</figcaption></figure>
And now, the <a href="https://www.springerprofessional.de/controlling/projektcontrolling/warum-viele-projekte-scheitern/6601450">most fundamental obstacle to your team’s success</a>: unrealistic or contradictory goals. If the goals you set are unachievable, your team can only fail. The same is true if your goals are contradictory. Don’t expect your team to be successful with:
<ul>
<li style="font-weight: 400;" aria-level="1">Too few resources. You want to increase sales, but you’ve significantly cut the marketing budget? Something doesn’t add up.</li>
<li style="font-weight: 400;" aria-level="1">Contradictory goals. Are you expecting your team to cut costs but deliver higher quality? You’ve set your team <a href="https://thesystemsthinker.com/conflicting-goals-structural-tension-at-its-worst/">competing goals</a>.</li>
</ul>
When goals are conflicting, your team won’t pull together or in the same direction. With efforts scattered across the team, you won’t meet any of your goals. 
<h3>Solution 1: Re-evaluate Your Goals.</h3>
Realizing your goals aren’t achievable? Bring your team together to make adjustments. Your team is <a href="https://www.gallup.com/workplace/238064/re-engineering-performance-management.aspx">3.6 times more engaged</a> when they are involved in the goal-setting process. 
Teams with high employee engagement <a href="https://news.gallup.com/poll/241649/employee-engagement-rise.aspx">achieve</a>:
<ul>
<li style="font-weight: 400;" aria-level="1">Better and more stable customer relationships.</li>
<li style="font-weight: 400;" aria-level="1">Greater productivity.</li>
<li style="font-weight: 400;" aria-level="1">Over 20 percent higher profitability.</li>
</ul>
Moving the goalposts might seem counterproductive (mostly because it’s another reason that teams fail to meet goals). However, when you can’t work harder, you have to work smarter. Re-evaluating your goals will help you to allocate resources more effectively, refocus your team’s efforts and reduce stress within your team. This will also have a long term positive effect on your team’s success.
<h4>3 Steps to Setting Realistic Goals:</h4>
<ol>
<li style="font-weight: 400;" aria-level="1">Call a meeting.</li>
<li style="font-weight: 400;" aria-level="1">Don’t embellish. Discuss the facts openly and encourage your team to do the same.</li>
<li style="font-weight: 400;" aria-level="1">Get your team’s input on what is realistically achievable. Collect feedback in a collaborative documentation tool and use this to redefine your goals. </li>
</ol>
<h2>Goal Achieved: You’ve Got the Solutions for Success.</h2>
<figure id="attachment_30481" aria-describedby="caption-attachment-30481" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30481 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-scaled.jpg" alt="Balloons spelling out "Yay"." width="2560" height="1739" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-712x484.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-1024x696.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-768x522.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-1536x1043.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-2048x1391.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/patti-black-3YSGBYZMvcs-unsplash-796x541.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30481" class="wp-caption-text">Followed all the steps? Congratulations!</figcaption></figure>
If you’ve worked through all of the problems above with your team, you’re well equipped to reach your goals.
<div class="pro-tip">How do successful teams achieve their goals? Explore our <a href="https://community.meister.co/">Community</a> and exchange ideas with other managers.</div>
Now, go out there and achieve great things. You’ve got this!
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<h2>FAQs</h2>
<h3>What Are the Top 10 Reasons Teams Fail at Achieving Goals?</h3>
<ol>
<li style="font-weight: 400;" aria-level="1">You have unrealistic or contradictory goals.</li>
<li style="font-weight: 400;" aria-level="1">Your team isn’t communicating.</li>
<li style="font-weight: 400;" aria-level="1">Your team isn’t collaborating.</li>
<li style="font-weight: 400;" aria-level="1">Your goals aren’t clear.</li>
<li style="font-weight: 400;" aria-level="1">There is a lack of commitment from your team.</li>
<li style="font-weight: 400;" aria-level="1">There is a competency gap.</li>
<li style="font-weight: 400;" aria-level="1">Responsibilities are unclear.</li>
<li style="font-weight: 400;" aria-level="1">No one knows what anyone else is doing.</li>
<li style="font-weight: 400;" aria-level="1">You could be setting a bad example.</li>
<li style="font-weight: 400;" aria-level="1">The goalposts have moved.</li>
</ol>
<h2>Achieving Goals: What Are the Top 10 Solutions?</h2>
<ol>
<li style="font-weight: 400;" aria-level="1">Re-evaluate your goals.</li>
<li style="font-weight: 400;" aria-level="1">Create an open feedback culture.</li>
<li style="font-weight: 400;" aria-level="1">Organize team building activities.</li>
<li style="font-weight: 400;" aria-level="1">Document your team’s goals and objectives.</li>
<li style="font-weight: 400;" aria-level="1">Use the positive leadership model.</li>
<li style="font-weight: 400;" aria-level="1">Prepare your team for the future.</li>
<li style="font-weight: 400;" aria-level="1">Make responsibilities clear.</li>
<li style="font-weight: 400;" aria-level="1">Have your team document their accomplishments.</li>
<li style="font-weight: 400;" aria-level="1">Set a good example and achieve goals together.</li>
<li style="font-weight: 400;" aria-level="1">Help your team to become more adaptable.</li>
</ol>
<h2>What Is the Main Challenge to Achieving Goals That Teams Face?</h2>
Many managers believe the main reason that projects fail and goals aren’t met is due to planning. However, if the goals you expect from your team are unrealistic, you’re setting your team up for failure. 
The post <a href="https://www.mindmeister.com/blog/achieving-goals-top-10-reasons-why-your-team-doesnt-solutions/">Achieving Goals: Top 10 Reasons Why Your Team Doesn’t (+ Solutions)</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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</item>
<item>
<title>Team Decision Making – 7 Reasons Why You Should Involve Your Team in the Decision Making Process</title>
<link>https://www.mindmeister.com/blog/7-reasons-you-should-involve-your-team-in-decision-making/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Fri, 24 Mar 2023 08:06:24 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[group decision making]]></category>
<category><![CDATA[team decision making]]></category>
<category><![CDATA[team engagement]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30493</guid>
<description><![CDATA[Is an important decision looming? With so many factors to consider, getting it right can be hard. Involving your team in the process will set you up for success. Not only does it prevent you from missing something important, it also ensures […]
The post <a href="https://www.mindmeister.com/blog/7-reasons-you-should-involve-your-team-in-decision-making/">Team Decision Making – 7 Reasons Why You Should Involve Your Team in the Decision Making Process</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Is an important decision looming? With so many factors to consider, getting it right can be hard. Involving your team in the process will set you up for success. Not only does it prevent you from missing something important, it also ensures your team feels heard. Read on for 7 reasons you should give team decision making a try – and the best ways to go about it.
As a manager, you’re no stranger to making decisions. However, even experienced decision makers can feel the pressure when making decisions alone. The higher the risk of failure, the harder it is to decide. It’s human nature to <a href="https://www.netsuite.de/portal/de/company/pressreleases/02-07-20.shtml">choose the safe option</a> – even when doing so causes us to miss out on a good opportunity. We <a href="https://go.roberts.edu/leadingedge/the-great-choices-of-strategic-leaders">regret around 140,000 of the decisions we make</a> over the course of our lifetime – it’s normal that we want to avoid adding another one to the list.
You might find it hard to make important decisions <a href="https://www.netsuite.de/portal/de/company/pressreleases/02-07-20.shtml">because you fear</a>:
<ul>
<li style="font-weight: 400;" aria-level="1">A negative impact on sales.</li>
<li style="font-weight: 400;" aria-level="1">Damage to your reputation.</li>
<li style="font-weight: 400;" aria-level="1">The loss of your job.</li>
<li style="font-weight: 400;" aria-level="1">A negative impact on others.</li>
</ul>
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<h2>Why Is Team Decision Making Important?</h2>
<figure id="attachment_30384" aria-describedby="caption-attachment-30384" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-scaled.jpg"><img decoding="async" class="wp-image-30384 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-scaled.jpg" alt="Arrows indicating success." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/jungwoo-hong-cYUMaCqMYvI-unsplash-2-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30384" class="wp-caption-text">Team decision making benefits everyone.</figcaption></figure>
There are <a href="https://www.psychologytoday.com/intl/blog/cutting-edge-leadership/202207/why-team-members-should-be-involved-in-decision-making">many advantages</a> of team decision making:
<ul>
<li>You benefit. Input from your team helps you make an informed decision with confidence.</li>
<li>Your team benefits. Your team feels valued and heard.</li>
<li>You benefit again. With your team on board, you decide more efficiently and reach your goals faster.</li>
</ul>
<div class="pro-tip">Discover the <a href="https://www.meistertask.com/blog/the-6-best-techniques-and-tools-for-decision-making-as-a-team-templates/">best tools and techniques</a> for successful team decision making.</div>
<h2>7 Reasons It’s Better to Make Decisions as a Team.</h2>
Let’s dive in to how exactly group decision making can benefit your team – and your business.
<h3>1. You Can Act Fast – And Boost Revenue.</h3>
<figure id="attachment_30387" aria-describedby="caption-attachment-30387" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30387 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-scaled.jpg" alt="Horse race indicating quick progress." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mathew-schwartz-5qRWQEdK7Sg-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30387" class="wp-caption-text">Deciding as a team makes you faster.</figcaption></figure>
You want to put your decision in motion quickly. No blockers. No drama. That’s understandable – it means you reap the rewards of your decision sooner. If it goes well, you’ll see better business results and higher revenue. 
For a speedy and successful implementation:
<ul>
<li style="font-weight: 400;" aria-level="1">Involve everyone who will implement the agreed solution early on in the process.</li>
<li style="font-weight: 400;" aria-level="1">Put together a decision making team with diverse skills, experience levels and backgrounds.</li>
<li style="font-weight: 400;" aria-level="1">Establish clear goals and explore solutions together.</li>
</ul>
<div class="pro-tip">Look to Japan for inspiration. Launching a project after a “<a href="https://www.linkedin.com/pulse/unraveling-decision-making-process-ringi-technique-atul-garg/">Ringi</a>” process is faster because everyone is already on board.</div>
<h3>2. You Promote Innovation in Your Team.</h3>
<figure id="attachment_30388" aria-describedby="caption-attachment-30388" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30388 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-scaled.jpg" alt="Red wall with the word NEW." width="2560" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/nick-fewings-1SsUquHPNT8-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30388" class="wp-caption-text">New approach required? Ask your team for their input.</figcaption></figure>
Few of us like conflict. It’s why it can be tempting to give preference to consensus or majority opinion. However, waiting to reach a consensus as a team isn’t always the right approach.
Your team brings different perspectives to the table, which means they won’t always agree with you – or each other. Lean into it. Encourage healthy, respectful debate. By doing so, you challenge your team to critically question issues and form strong arguments. This allows you to identify false assumptions and uncover new information. As a result, you make more informed decisions and get better results.
<div class="pro-tip">Ask provocative questions and encourage <a href="https://fourweekmba.com/convergent-vs-divergent-thinking/#:~:text=Convergent%20thinking%20occurs%20when%20the,solutions%20to%20a%20given%20problem.">divergent thinking</a>. By doing so, you encourage your team to come up with innovative solutions quickly.</div>
<h3>3. You Increase Team Engagement.</h3>
<figure id="attachment_30389" aria-describedby="caption-attachment-30389" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30389 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-scaled.jpg" alt="Rugby team." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/quino-al-b4Je3j15OJQ-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30389" class="wp-caption-text">Involvement in decision making boosts team engagement.</figcaption></figure>
You make 35,000 decisions a day. That’s a lot if you’re doing it alone. By involving your team, you show them you value their opinions – and <a href="https://www.gallup.com/workplace/284180/factors-driving-record-high-employee-engagement.aspx">valued team members are more engaged</a>.
Engaged team members, in turn:
<ul>
<li style="font-weight: 400;" aria-level="1">Are less stressed.</li>
<li style="font-weight: 400;" aria-level="1">Are more likely to stay with the company.</li>
<li style="font-weight: 400;" aria-level="1">Achieve much better results.</li>
</ul>
Every time you ask your team to make a decision, you empower them to bring their strengths, experience and expertise to the business. Team motivation increases – and motivated colleagues are more inclined to contribute to company success.
<div class="pro-tip">Need to decide between several options? Use our <a href="https://www.mindmeister.com/map/2269226803/decision-matrix-template?fullscreen=1&v=public">decision matrix template</a>.</div>
<h3>4. You Improve Team Collaboration.</h3>
<figure id="attachment_29583" aria-describedby="caption-attachment-29583" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-scaled.jpg"><img decoding="async" class="wp-image-29583 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-scaled.jpg" alt="Team decides together." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/brooke-cagle-uHVRvDr7pg-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-29583" class="wp-caption-text">Making decisions together helps your team to bond.</figcaption></figure>
Most employers say <a href="https://online.queens.edu/resources/infographic/communicating-in-the-workplace/">good team collaboration is important</a>. One of the best ways to boost collaboration is to communicate. But it’s not always easy. Nearly <a href="https://fierceinc.com/employees-cite-lack-of-collaboration-for-workplace-failures/#:~:text=Key%20survey%20finds%20include%3A,will%20impact%20bottom%20line%20results">ninety percent </a>of workplace failures stem from a lack of collaboration or ineffective communication.
Let your team have their say. By doing so, you give them the opportunity to:
<ul>
<li style="font-weight: 400;" aria-level="1">Share ideas.</li>
<li style="font-weight: 400;" aria-level="1">Learn from each other.</li>
<li style="font-weight: 400;" aria-level="1">Work toward a common goal.</li>
</ul>
By handling decision-making as a team, you can break down silos. You may even uncover overlaps in your team – you can eliminate these to save resources and prevent duplicate work. 
<div class="pro-tip">As a leader, you could be spending up to 50% of your working hours resolving conflicts. <a href="https://www.cnvc.org/learn-nvc/what-is-nvc">Nonviolent Communication Training</a> (NVC) promotes mutual understanding and increases your team’s ability to deal with disagreements.</div>
<h3>5. You Identify Your Blind Spots.</h3>
<figure id="attachment_30391" aria-describedby="caption-attachment-30391" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30391 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-scaled.jpg" alt="Abstract representation of an eye." width="2560" height="1577" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-712x439.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-1024x631.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-768x473.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-1536x946.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-2048x1261.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/dan-cristian-padure-2mmy_G4PaNs-unsplash-796x490.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30391" class="wp-caption-text">Are you aware of your strengths — and weaknesses?</figcaption></figure>
When you understand your <a href="https://psycnet.apa.org/record/1997-03393-008">strengths</a>, weaknesses and leadership tendencies, you can make more <a href="https://online.hbs.edu/blog/post/team-management-skills">informed decisions</a>. In turn, decisions are less likely to fail. This means more success for you and your team! However, it’s easier said than done. A <a href="https://hbr.org/2018/10/working-with-people-who-arent-self-aware">Harvard Business Review study</a> shows only ten to fifteen percent of people have this type of self-awareness.
Make sure you’re in the right percentile. Involve your team in decision-making and
<ul>
<li style="font-weight: 400;" aria-level="1">Broaden your perspective.</li>
<li style="font-weight: 400;" aria-level="1">Improve your own self-awareness.</li>
<li style="font-weight: 400;" aria-level="1">Develop your managerial competencies.</li>
</ul>
<h3>6. You Support Team Development.</h3>
<figure id="attachment_30403" aria-describedby="caption-attachment-30403" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30403 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-scaled.jpg" alt="Transformation from caterpillar to butterfly." width="2560" height="1700" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-712x473.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-1024x680.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-768x510.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-1536x1020.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-2048x1360.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-796x529.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/suzanne-d-williams-VMKBFR6r_jg-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30403" class="wp-caption-text">When your team has a say, they flourish.</figcaption></figure>
Is professional growth important to your team? Then make team decision making a priority. You’ll encourage your team to:
<ul>
<li style="font-weight: 400;" aria-level="1">Become more engaged with the business.</li>
<li style="font-weight: 400;" aria-level="1">Gain more knowledge about the background and importance of their work.</li>
<li style="font-weight: 400;" aria-level="1">Improve their communication skills.</li>
</ul>
All of <a href="https://www.upskillist.pro/blog/should-you-always-involve-your-team-in-decision-making/#:~:text=Team%20decision%2Dmaking%20reduces%20the%20risk%20of%20groupthink&text=Allowing%20a%20team%20to%20partake,problem%2Dsolve%20from%20various%20perspectives.">these improvements help your team work more efficiently</a>. And that, in turn, means your team is more likely to reach those ambitious company targets.
<div class="pro-tip">Go over the <a href="https://virtualspeech.com/blog/guide-to-debating">rules of debate</a> together before your next decision making session. Pick an easy topic, put what you’ve learned into action, and have fun with it!</div>
<h3>7. You Build a Stronger Team.</h3>
<figure id="attachment_30406" aria-describedby="caption-attachment-30406" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30406 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-scaled.jpg" alt="People at the gym." width="2560" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/victor-freitas-nlZTjUZX2qo-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30406" class="wp-caption-text">Deciding together = better teamwork.</figcaption></figure>
Everyone has their own unique set of character traits. These traits are often amplified in stressful situations.
When your team learns to work with different personalities, problems can be solved more easily. Collaboration also improves the quality of decisions made. The more complex problems you solve as a team, <a href="https://www.runn.io/blog/team-resilience">the closer you become</a>.
The result? 
A more informed team → better collaboration → more revenue and success.
<div class="pro-tip">Dominant, influential, steady or conscientious? Invite your team to use the <a href="https://www.discprofile.com/what-is-disc">DISC model</a> and find out how each team member makes decisions.</div>
<h2>What Happens When You Decide Against Team Decision Making?</h2>
<figure id="attachment_30409" aria-describedby="caption-attachment-30409" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30409 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-scaled.jpg" alt="Wrong way sign." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/kenny-eliason-Cmz06-0btw-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30409" class="wp-caption-text">Don’t risk losing sales and revenue.</figcaption></figure>
When you <a href="https://www.presseportal.de/pm/80428/3325383">don’t involve your team in decision making</a>, you enter a vicious cycle:
<ol>
<li style="font-weight: 400;" aria-level="1">You overlook necessary decisions or make the wrong ones.</li>
<li style="font-weight: 400;" aria-level="1">You encourage the best employees to leave.</li>
<li style="font-weight: 400;" aria-level="1">You miss business opportunities and lose revenue.</li>
</ol>
If you want to make good decisions, don’t rely solely on your own experience. Experience helps, but it doesn’t protect you from making bad choices. As a manager, you’re more likely to make the wrong decisions if you stay in your comfort zone and fail to invite input from your employees. The moral of the story? Stay open to your team’s ideas.
<div class="pro-tip">Don’t make decisions alone. Even if it leads to short-term success, it can be a “wrong turn” in the long run. Invest in developing an effective team of creative thinkers and problem-solvers. You – and the company – will be better off for it.</div>
<h2>When Is Team Decision Making Important?</h2>
<figure id="attachment_30411" aria-describedby="caption-attachment-30411" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30411 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-scaled.jpg" alt="Glasses on top of paperwork." width="2560" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-1024x682.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/mari-helin-ilSnKT1IMxE-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30411" class="wp-caption-text">Don’t have all the information? Ask the right people.</figcaption></figure>
Before you make a decision alone, ask yourself whether you have enough data to make your decision. Only then can you decide with confidence. Spoiler: most of the time, you won’t have all the information you need to get it right. 
It always helps to consider the bigger picture. Even seemingly small decisions can affect multiple teams and departments. Before moving ahead with a decision, check in with those involved. This can be in a meeting or via a <a href="https://www.meisternote.com/">collaborative document</a>. It will help you spot gaps in your knowledge, identify any problems, and avoid conflict later on.
<div class="pro-tip">Want to know whether you’re better off deciding alone or with your team? Use the <a href="https://www.mindmeister.com/map/2613971098?t=SKuphdzQzd">Vroom-Yetton decision making model</a> to guide you.</div>
<h2>How Do You Implement Team Decision Making?</h2>
<figure id="attachment_30413" aria-describedby="caption-attachment-30413" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30413 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-scaled.jpg" alt=""Come together" written on a wall." width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-712x534.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-1024x768.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-768x576.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-1536x1152.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-2048x1536.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/etienne-girardet-RuMqg2cs-M0-unsplash-796x597.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30413" class="wp-caption-text">Decide on the scope, method and tools first.</figcaption></figure>
It’s important that everyone on your team is engaged in the decision making process. As a manager, there are ways you can encourage this. Follow these 3 steps to bring structure to team decision making.
<ol>
<li style="font-weight: 400;" aria-level="1">Decide to what extent you want to involve your team.</li>
<li style="font-weight: 400;" aria-level="1">Pick the right <a href="https://www.meistertask.com/blog/the-6-best-techniques-and-tools-for-decision-making-as-a-team-templates/">team decision making method</a>.</li>
<li style="font-weight: 400;" aria-level="1">Pick the right tools for implementation.</li>
</ol>
For the first step, the scale ranges from “involve my team very little” and “involve my team completely”. Pick the one that feels right for your situation. The levels of team involvement could look like this:
<ol>
<li style="font-weight: 400;" aria-level="1">Invite your team to share their opinions.</li>
<li style="font-weight: 400;" aria-level="1">Involve your team in a meeting about the decision.</li>
<li style="font-weight: 400;" aria-level="1">Give your team a say in the decision. </li>
<li style="font-weight: 400;" aria-level="1">Delegate the decision to the team.</li>
</ol>
The following tools can help you when making decisions as a team:
<ol>
<li style="font-weight: 400;" aria-level="1">A collaborative documentation tool like <a href="https://www.meisternote.com/">MeisterNote</a>. This helps your team to share information easily and transparently with each other. 
Why: Your team needs access to all the available information before making an important decision. Information should be clear, well-structured and easily accessible. </li>
<li style="font-weight: 400;" aria-level="1">A collaborative brainstorming tool like <a href="https://www.mindmeister.com/">MindMeister</a>. This helps your team to ideate and explore solutions together. 
Why: To reach a decision, your team needs a collaborative platform that supports your chosen <a href="https://www.mindmeister.com/blog/?p=30293&preview=1&_ppp=ee461c7217&lang=en#9">decision making method</a>. With MindMeister, team members can add their ideas to a mind map simultaneously and see changes in real-time.</li>
</ol>
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<h2>5 Steps To Implementing Successful Team Decision Making. </h2>
<figure id="attachment_30417" aria-describedby="caption-attachment-30417" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30417 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-scaled.jpg" alt="Steps to success." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/joshua-olsen-7JuO5c6fQ_8-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30417" class="wp-caption-text">Climb the steps to success with your team.</figcaption></figure>
Follow these 5 steps to make the team decision making process smoother.
<h3>1. Define Roles and Responsibilities.</h3>
Clearly communicate who has what role in executing the decision. When everyone knows what they are responsible for, there is:
<ul>
<li>Less confusion.</li>
<li>Less duplicate work.</li>
<li>Fewer conflicts.</li>
</ul>
Use an org chart to document responsibilities. It’s an easy way to define and communicate the individual roles in your team. You and your team will benefit from:
<ul>
<li style="font-weight: 400;" aria-level="1">A transparent division of labor. Everyone in the team knows what others are doing.</li>
<li style="font-weight: 400;" aria-level="1">A clear hierarchy. Everyone in the team knows who has the last word.</li>
<li style="font-weight: 400;" aria-level="1">A clear decision path. Everyone in the team knows who reports to who.</li>
</ul>
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2374904233/company-org-chart?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2374904233/company-org-chart" target="_blank" rel="noopener">Company Org Chart</a> on MindMeister.</iframe>
Open the <a href="https://www.mindmeister.com/map/2374904233/company-org-chart?fullscreen=1&v=public">Company Org Chart</a> template in MindMeister.
<h3>2. Create a Central Source of Information.</h3>
Many leaders communicate too little or in the wrong way. Don’t assume that your team already knows everything that’s going on. 
Communicate openly and be prepared to repeat yourself. Reminding your team of important information will keep it top of mind. However, don’t fall into the trap of documenting the same information in multiple places. When you have multiple documents, each needs to be updated. It’s easy to forget to do this – and it’s also a drain on your time. When information is conflicting, no one will know which version is correct. This only causes confusion.
A single central source of information is helpful as:
<ul>
<li style="font-weight: 400;" aria-level="1">You don’t need to repeat yourself in writing.</li>
<li style="font-weight: 400;" aria-level="1">Your team doesn’t have to sift through multiple versions of the same information.</li>
<li style="font-weight: 400;" aria-level="1">Everyone has the same up-to-date information.</li>
<li style="font-weight: 400;" aria-level="1">You avoid knowledge loss.</li>
</ul>
<iframe title="Knowledge loss is the enemy of productivity!" width="628" height="353" src="https://www.youtube.com/embed/X7sjdsKFp5E?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
<h4>How To Choose the Right Documentation Tool</h4>
To communicate clearly and asynchronously with your team, you can use an online note-taking tool like <a href="https://www.meisternote.com/">MeisterNote</a>. However, whichever tool you go for, it should:
<ul>
<li style="font-weight: 400;" aria-level="1">Be accessible anytime and anywhere.</li>
<li style="font-weight: 400;" aria-level="1">Be easy for everyone to use.</li>
<li style="font-weight: 400;" aria-level="1">Have features for collaboration, such as <a href="https://support.meisternote.com/hc/en-us/articles/4402351666450-Roles-and-Permissions">roles and permissions</a> and <a href="https://support.meisternote.com/hc/en-us/articles/4405651853202-Access-Previous-Versions-of-Your-Notes">version history</a>.</li>
</ul>
<h3>3. Gather Multiple Ideas and Perspectives.</h3>
<div>
Invite your team to brainstorm together and encourage them to get creative. A mind map is the best tool to generate ideas as a team. If your team is hybrid or remote, MindMeister is a good choice. With <a href="https://www.mindmeister.com/folders">MindMeister</a>, your team can access and edit the map at any time, from anywhere. 
<div class="pro-tip">Want to improve your mind mapping skills to make better decisions faster? Take a look at our <a href="https://www.mindmeister.com/pages/training/">free MindMeister courses</a>.</div>
<h3>4. Choose the Right Method and Tool for Team Decision Making.</h3>
Explore these 6 methods for team decision making and find out which works best for you.
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/blog/?p=30293&preview=1&_ppp=ee461c7217&lang=en#11">Pros and Cons List</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/blog/?p=30293&preview=1&_ppp=ee461c7217&lang=en#12">Decision tree</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/blog/?p=30293&preview=1&_ppp=ee461c7217&lang=en#13">Decision matrix</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/blog/?p=30293&preview=1&_ppp=ee461c7217&lang=en#14">SWOT analysis</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/blog/?p=30293&preview=1&_ppp=ee461c7217&lang=en#15">The Delphi Method</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/blog/?p=30293&preview=1&_ppp=ee461c7217&lang=en#16">Nominal Group Technique</a></li>
</ol>
To implement the most common methods for group decision making, you can use a mind map. With MindMeister, you can explore solutions with your team and clearly outline the decision reached. 
<iframe title="How to Mind Map: Create Your First Mind Map in MindMeister" width="628" height="353" src="https://www.youtube.com/embed/PuhmVJWOL84?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
<div class="pro-tip">Find out more about the <a href="https://www.mindmeister.com/blog/?p=30293&preview=1&_ppp=ee461c7217&lang=en#9">6 best team decision making methods</a> and discover mind map templates to help you get started.</div>
<h3>5. Collect Feedback.</h3>
<figure id="attachment_30512" aria-describedby="caption-attachment-30512" style="width: 1390px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Collect-Feedback-in-MeisterNote.png"><img decoding="async" class="size-full wp-image-30512" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Collect-Feedback-in-MeisterNote.png" alt="Collect Feedback in MeisterNote." width="1390" height="998" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Collect-Feedback-in-MeisterNote.png 1390w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Collect-Feedback-in-MeisterNote-712x511.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Collect-Feedback-in-MeisterNote-1024x735.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Collect-Feedback-in-MeisterNote-768x551.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/03/Collect-Feedback-in-MeisterNote-796x572.png 796w" sizes="(max-width: 1390px) 100vw, 1390px" /></a><figcaption id="caption-attachment-30512" class="wp-caption-text">When asking for feedback, keep it simple.</figcaption></figure>
Get feedback from your team before, during, and after the decision-making process. This will ensure that all angles and perspectives are considered and that there are no major objections.
You can record feedback in a <a href="http://www.meisternote.com">collaborative documentation tool</a>. This way, all arguments are collected in one place. You and your team have the information you need to discuss the next steps in a goal-oriented manner.
<div class="pro-tip">Prevent <a href="https://www.coachhub.com/blog/social-loafing/">social loafing</a> in team decision-making. When you recognize each team member’s contribution, they’re more likely to feel valued.</div>
<h2>Make Your Next Decision as a Team!</h2>
Best of luck with your next team decision. Feel free to let us know in the Meister Community how you get on!
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<div class="content">Map Your Way To Better Decisions.Discover MindMeister for Team Decision Making.
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<h2>FAQs</h2>
<h3>Why Is Team Decision Making Important?</h3>
<ol>
<li style="font-weight: 400;" aria-level="1">You encourage innovation in your team.</li>
<li style="font-weight: 400;" aria-level="1">You increase team engagement.</li>
<li style="font-weight: 400;" aria-level="1">You improve collaboration.</li>
<li style="font-weight: 400;" aria-level="1">You identify your blind spots.</li>
<li style="font-weight: 400;" aria-level="1">You can act fast – and boost revenue.</li>
<li style="font-weight: 400;" aria-level="1">You develop your team.</li>
<li style="font-weight: 400;" aria-level="1">You become stronger as a team.</li>
</ol>
<h3>How Do You Implement Team Decision Making?</h3>
Follow these 3 steps to lay the groundwork for good team decision making.
<ol>
<li style="font-weight: 400;" aria-level="1">Decide to what extent you want to involve your team.</li>
<li style="font-weight: 400;" aria-level="1">Pick the right team decision making method.</li>
<li style="font-weight: 400;" aria-level="1">Pick the right tools for implementation.</li>
</ol>
<h3>5 Steps to Implementing Team Decision Making.</h3>
<ol>
<li style="font-weight: 400;" aria-level="1">Establish roles and responsibilities.</li>
<li style="font-weight: 400;" aria-level="1">Centralize information.</li>
<li style="font-weight: 400;" aria-level="1">Gather multiple ideas and perspectives.</li>
<li style="font-weight: 400;" aria-level="1">Select the right method and tool for decision making.</li>
<li style="font-weight: 400;" aria-level="1">Gather feedback.</li>
</ol>
</div>
</div>
The post <a href="https://www.mindmeister.com/blog/7-reasons-you-should-involve-your-team-in-decision-making/">Team Decision Making – 7 Reasons Why You Should Involve Your Team in the Decision Making Process</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>The 6 Best Techniques and Tools for Decision Making As a Team (+ Templates)</title>
<link>https://www.mindmeister.com/blog/the-6-best-techniques-and-tools-for-decision-making-as-a-team-templates/</link>
<dc:creator><![CDATA[Kerstin Holzer]]></dc:creator>
<pubDate>Thu, 16 Mar 2023 12:42:22 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[decision making]]></category>
<category><![CDATA[tools for decision making]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30428</guid>
<description><![CDATA[Google “What are the best techniques and tools for decision making?” and you won’t get a clear answer. Too many types of decisions. Too many different approaches. It’s overwhelming. This article filters out the clutter and focuses on what actually works. Read […]
The post <a href="https://www.mindmeister.com/blog/the-6-best-techniques-and-tools-for-decision-making-as-a-team-templates/">The 6 Best Techniques and Tools for Decision Making As a Team (+ Templates)</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Google “What are the best techniques and tools for decision making?” and you won’t get a clear answer. Too many types of decisions. Too many different approaches. It’s overwhelming. This article filters out the clutter and focuses on what actually works. Read on to explore our 6 best decision making methods for teams – and discover which comes out on top. Making informed, successful decisions together is within reach.
In this post, you’ll learn: 
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#1">What Is Team Decision Making?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#2">Why Is Team Decision Making Important?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#3">Are You Better Off Making Decisions Alone?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#4">Individual or Team Decision? Use the Vroom-Yetton Model.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#5">How Do You Make Team Decisions Faster? Avoid Bikeshedding.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#6">Decide by Consent: Avoid Inefficient Team Decisions.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#7">You Need a Team Decision. But How Do You Get There?</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#8">Brainstorming: Gather Ideas as a Team Before Making Your Decision.</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#9">6 Decision Making Techniques Your Team Should Know (+ Templates)</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#10">The Best Team Decision Making Technique? Mind Mapping!</a></li>
</ol>
<h2 id="1">What Is Team Decision Making?</h2>
<figure id="attachment_30295" aria-describedby="caption-attachment-30295" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30295 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-scaled.jpg" alt="Team members sit around a table to make a decision together." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/dylan-gillis-KdeqA3aTnBY-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30295" class="wp-caption-text">Making decisions as a team is essential to success.</figcaption></figure>
Top-down decision making used to be the norm. This is when a manager makes a decision alone, and the team puts it into action. Simple – but not always effective. These days, many companies favor agile working. In agile organizations, responsibility is shared and decision making is collaborative. There are many decision making tools and <a href="#9">techniques</a> available to help you with this.
<div class="pro-tip">Making a decision that affects your team? Get them involved! This way, you ensure that everyone’s opinions are considered. It also makes it easier to find a solution that works for the majority.</div>
<h2 id="2">Why Is Team Decision Making Important?</h2>
<figure id="attachment_30296" aria-describedby="caption-attachment-30296" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30296 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-scaled.jpg" alt="Making decisions as a team can be a complex puzzle." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-barkiple-l090uFWoPaI-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30296" class="wp-caption-text">Involving your team in the decision making process brings new perspectives.</figcaption></figure>
<a href="https://www.gartner.com/smarterwithgartner/how-to-make-better-business-decisions">65% of the decisions</a> we make today are more complex than they were two years ago. Decision makers have more options – and more stakeholders – to consider than ever before. Involving your team will make the process easier. When decisions are made together, everyone brings their own unique perspective. This helps you to explore the possible outcomes and risks of a decision more thoroughly.
Making decisions as a team also prevents your decisions from being based too heavily on data. Data is good, but data shows the past. If you want to make sustainable and innovative decisions, you need to get creative and focus on the future. When you explore and reach decisions together, you:
<ul>
<li style="font-weight: 400;" aria-level="1">Generate new ideas more easily.</li>
<li style="font-weight: 400;" aria-level="1">Motivate your team and make them feel heard.</li>
<li style="font-weight: 400;" aria-level="1">Help your team think critically to solve problems.</li>
<li style="font-weight: 400;" aria-level="1">Benefit from <a style="font-size: 1.125rem;" href="https://fourweekmba.com/collective-intelligence/">collective intelligence</a>.</li>
</ul>
<h2 id="3">Are You Better Off Making Decisions Alone?</h2>
<figure id="attachment_30298" aria-describedby="caption-attachment-30298" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30298 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-scaled.jpg" alt="Better decisions are made together." width="2560" height="1896" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-712x527.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-1024x758.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-768x569.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-1536x1138.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-2048x1517.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/bekky-bekks-Fd5B3nn3TpM-unsplash-796x590.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30298" class="wp-caption-text">The quality of your decisions increases when you involve your team.</figcaption></figure>
Roughly 80% of the decisions you make at work are operational. Only 20% are strategic. 
<div class="pro-tip">Learn more about the types of business decisions managers face in this <a href="https://www.mindmeister.com/blog/10-tips-to-help-you-make-better-business-decisions-and-the-mistakes-to-avoid/">blog post</a>.</div>
As a rule, operational decisions are best handled alone. This is because they are usually straightforward and low risk. Since strategic decisions affect a lot of people, it’s best to make them as a team. When you involve those affected in the decision-making process, you improve the quality of your decisions. Your team is also more likely to support decisions they have had a say in.
<h2 id="4">Individual or Team Decision? Use the Vroom-Yetton Model.</h2>
<figure id="attachment_30299" aria-describedby="caption-attachment-30299" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30299 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-scaled.jpg" alt="When making decisions, you're often faced with a fork in the road." width="2560" height="1714" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-712x477.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-1024x685.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-768x514.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-1536x1028.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-2048x1371.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-796x533.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jens-lelie-u0vgcIOQG08-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30299" class="wp-caption-text">The Vroom-Yetton model helps you find the best decision making method for your situation.</figcaption></figure>
Unsure whether you’re better off making a decision alone or with your team? Use the <a href="https://fourweekmba.com/vroom-yetton-decision-model/">Vroom-Yetton decision making model</a> as a guide.
Answer yes or no to the following 7 questions. This will help you determine the best decision making method for your situation:
<ol>
<li style="font-weight: 400;" aria-level="1">Is the quality of the decision important?</li>
<li style="font-weight: 400;" aria-level="1">Is the team’s commitment to the decision important?</li>
<li style="font-weight: 400;" aria-level="1">Do you have enough information to make the decision yourself?</li>
<li style="font-weight: 400;" aria-level="1">Is the problem clearly defined?</li>
<li style="font-weight: 400;" aria-level="1">Would the team be committed to implementing the decision?</li>
<li style="font-weight: 400;" aria-level="1">Does the team share the goals of the organization?</li>
<li style="font-weight: 400;" aria-level="1">Is the decision likely to cause conflict among team members?</li>
</ol>
<div>
<div>
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2613971098/vroom-yetton-decision-model?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2613971098/vroom-yetton-decision-model" target="_blank" rel="noopener">Vroom-Yetton Decision Model</a> on MindMeister.</iframe>
</div>
Open The <a href="https://www.mindmeister.com/2613971098/vroom-yetton-decision-model" target="_blank" rel="noopener">Vroom-Yetton Decision Model</a> Template in MindMeister.
</div>
Give it a try. Click on this mind map and answer the questions with your current situation in mind.
At the end, you will get your recommended decision making style. The 5 decision making styles are:
<ol>
<li>Autocratic (A1)</li>
<li>Autocratic (A2)</li>
<li>Consultative (C1)</li>
<li>Consultative (C2) and</li>
<li>Collaborative (G2)</li>
</ol>
While in A1 you make your decision alone, in A2, C1 and C2 you increasingly involve your team. In G2, you brainstorm together as a team and, as the team lead, make sure that everyone agrees with the decision.
<h2 id="5">How Do You Make Team Decisions Faster? Avoid Bikeshedding.</h2>
<figure id="attachment_30303" aria-describedby="caption-attachment-30303" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30303 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-scaled.jpg" alt="Bike stand." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/pawel-czerwinski-F_InPUE9UJE-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30303" class="wp-caption-text">Don’t pay too much attention to low impact issues.</figcaption></figure>
</div>
Team decisions are good. Effective team decisions are better. To make good decisions, avoid the <a href="https://www.youtube.com/watch?v=D4hUq_aNXaA">bike shed effect</a>. If you haven’t heard of it, you’ve certainly experienced it. This <a href="https://effectiviology.com/bikeshedding-law-of-triviality/">phenomenon</a> is when teams pay too much attention to trivial issues. In contrast, complex decisions are made quickly.
You’ve probably noticed this before. For example, when a discussion about a new coffee machine takes just as long as financial planning. Why does this happen? Everyone is happy to express an opinion on something simple. However, when it comes to making a complex decision, people feel overwhelmed. They prefer to take a back seat and leave the decision to the experts.
<div class="pro-tip">Make decisions as fast as <a href="https://www.sec.gov/Archives/edgar/data/1018724/000119312516530910/d168744dex991.htm">Bezos</a>! When making easily reversible decisions, such as introducing a new pricing system, analyze less up front. This helps you to move quickly and stay competitive.</div>
<h2 id="6">Decide by Consent: Avoid Inefficient Team Decisions.</h2>
<figure id="attachment_30305" aria-describedby="caption-attachment-30305" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30305 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-scaled.jpg" alt="Green light for efficient decision making." width="2560" height="1646" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-712x458.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-1024x658.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-768x494.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-1536x988.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-2048x1317.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/carlos-alberto-gomez-iniguez-jqiAU_JQGyk-unsplash-796x512.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30305" class="wp-caption-text">When no one has a serious objection, you can move forward with your decision.</figcaption></figure>
Making decisions as a team can be a slow process. To make effective decisions faster, avoid:
<ul>
<li style="font-weight: 400;" aria-level="1">Wasting time on decisions that are not business-critical.</li>
<li style="font-weight: 400;" aria-level="1">Bikeshedding.</li>
<li style="font-weight: 400;" aria-level="1">Failing to commit to a decision. </li>
</ul>
How? Follow these 3 steps:
<ol>
<li style="font-weight: 400;" aria-level="1">Involve your team. When making big decisions, involve everyone who will be affected.</li>
<li style="font-weight: 400;" aria-level="1">Forget consensus. Say no to long discussions. It’s unlikely everyone will agree 100%.</li>
<li style="font-weight: 400;" aria-level="1">Choose consent. Say yes to <a href="https://clearleft.com/thinking/using-consent-over-consensus-for-decision-making">efficient team decision-making</a>. When no one has a serious objection, you can move forward.</li>
</ol>
<div class="pro-tip">Discover <a href="https://www.meistertask.com/blog/10-tips-to-help-you-make-better-business-decisions-and-the-mistakes-to-avoid/">10 tips</a> for making better business decisions – and the mistakes to avoid.</div>
<h2 id="7">You Need a Team Decision. But How Do You Get There?</h2>
<figure id="attachment_30306" aria-describedby="caption-attachment-30306" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30306 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-scaled.jpg" alt="A team decides together in an office." width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/jason-goodman-bzqU01v-G54-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30306" class="wp-caption-text">The right tools can help you make better decisions faster.</figcaption></figure>
Want to change the pricing structure of a product? Or launch a new sales initiative? Make a decision as a team quickly with one of the <a href="https://www.sessionlab.com/blog/decision-making-techniques/">many decision making techniques</a> out there.
The team decision making process doesn’t have to be time-consuming or exhausting. The trick is to choose the right approach for your situation and team culture.
Read on for the best techniques and tools for decision making.
<h2 id="8">Brainstorming: Collect Ideas as a Team Before Making Your Decision.</h2>
<figure id="attachment_30307" aria-describedby="caption-attachment-30307" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-scaled.jpg"><img decoding="async" class="wp-image-30307 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-scaled.jpg" alt="A person brainstorms ideas on a whiteboard." width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/ming-labs-HmkNHtKVhXk-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30307" class="wp-caption-text">Brainstorming is a great way to gather ideas before making a decision.</figcaption></figure>
The goal of a brainstorming meeting is to gather as many ideas as possible. It’s designed to help your team explore all the options, rather than to make a decision on the spot. Often, however, one idea stands out. When that happens – great!
Brainstorming is an effective method for finding solutions as it provides a fluid structure for discussion. It also gives your team the chance to problem-solve creatively.
<div class="pro-tip">Online brainstorms increase creative output by nearly 50% of that of in-person meetings. Learn why <a href="https://www.mindmeister.com/blog/online-brainstorming-mind-maps/">mind maps are so effective</a>.</div>
<h2 id="9">6 Decision Making Techniques Your Team Should Know.</h2>
<a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-scaled.jpg"><img decoding="async" class="alignnone size-full wp-image-30308" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-scaled.jpg" alt="" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/john-schnobrich-2FPjlAyMQTA-unsplash-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a>
This section covers the following 6 decision making techniques:
<ol>
<li style="font-weight: 400;" aria-level="1"><a href="#11">Pros and cons list</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#12">Decision tree</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#13">Decision matrix</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#14">SWOT analysis</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#15">The Delphi method</a></li>
<li style="font-weight: 400;" aria-level="1"><a href="#16">Nominal Group Technique</a></li>
</ol>
Read on to learn which method is best for which decisions. You can use the mind map templates to help you put each technique into action!
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<h3 id="11">1. A Pros and Cons List</h3>
A pros and cons list is the simplest of the classic decision making methods. Here, you list the pros and cons of each question in a table with two columns. You compare and evaluate your two choices in a centralized and structured way to arrive at a decision. 
<div class="pro-tip">Use a pros and cons list early in the decision making process. For example, when you want to better understand your options or gain new insights.</div>
A pros and cons list works for the following questions:
<ul>
<li style="font-weight: 400;" aria-level="1">Simple questions</li>
<li style="font-weight: 400;" aria-level="1">Low-risk questions</li>
<li style="font-weight: 400;" aria-level="1">Closed questions (e.g. yes/no questions)</li>
</ul>
Example questions:
<ul>
<li style="font-weight: 400;" aria-level="1">Should we move our team meeting to Monday instead of Friday? Yes/No</li>
<li style="font-weight: 400;" aria-level="1">Should we test an online campaign on TikTok? Yes/No</li>
<li style="font-weight: 400;" aria-level="1">Do we want to introduce meeting-free Wednesdays? Yes/No</li>
</ul>
<h3>Helpful Tool for Creating a Pros and Cons List: Online Survey</h3>
Choose an online survey tool like <a href="https://app.easy-feedback.com/login">easy-feedback</a>. Make the name of your survey the question you’re asking e.g. “Team meeting on Monday?”. Below that, split the question into “arguments for” and “arguments against”. 
You can also use a mind map in <a href="https://www.mindmeister.com/">MindMeister</a>. In this case, you can collect the arguments for and against in two branches. Everyone with permission has access to the map, updates are reflected in real time, and editing is easy.
<div class="pro-tip">Sometimes, points are neither positive or negative. In this case, you need more information to evaluate them properly. The <a href="https://conceptboard.com/blog/plus-minus-interesting/">Plus Minus Interesting List (PMI List)</a> expands on the pros and cons list for a more thorough analysis. </div>
<h3 id="12">2. A Decision Tree</h3>
This decision making technique helps you visualize the possible outcomes of a course of action. Each branch represents a choice, and each node represents an outcome. This visual overview makes it easy to identify the best option – and make a good decision.
A decision tree works for the following questions:
<ul>
<li>Yes/no questions</li>
<li>Clearly formulated questions</li>
<li style="font-weight: 400;" aria-level="1">Questions with multiple criteria (the MCDM method or <a href="https://www.indeed.com/career-advice/career-development/multiple-criteria">multi-criteria decision making</a>). 
</li>
</ul>
Example questions:
<ul>
<li>Which product should be promoted to our target group in the summer?</li>
<li>Should I delegate this task?</li>
</ul>
<h3>Helpful Tool for Creating a Decision Tree: Canva</h3>
You can use a tool like <a href="https://www.canva.com/graphs/decision-trees/">Canva</a> to create a decision tree. Customize the pre-made template and share it with your team. Easy!
Alternatively, choose a mind mapping tool like <a href="https://www.mindmeister.com/">MindMeister</a>. You have an unlimited workspace to explore your options – and you can create as many decision trees as you need. Invite your team to edit them collaboratively in real-time.
<div class="pro-tip">A decision tree helps you think in steps. Breaking down the problem into yes/no questions makes it easier to reach a practical decision.</div>
<h4>Template: Decide Now With a Decision Tree.</h4>
<div>
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2569759439/should-i-delegate-this-task?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2569759439/should-i-delegate-this-task" target="_blank" rel="noopener">Should I delegate this task?</a> on MindMeister.</iframe>Ready To Go? Open the <a href="https://www.mindmeister.com/2569759439/should-i-delegate-this-task" target="_blank" rel="noopener">“Should I Delegate This Task?”</a> Template in MindMeister.
</div>
<h3 id="13">3. A Decision Matrix</h3>
Need to compare multiple solutions to a single problem? Use a decision matrix. This decision making technique takes into account the factors which are important to your decision. It removes bias and emotion from the process so you can evaluate your options objectively. It also helps you to defend your decision with clear arguments. 
A decision matrix works for the following questions: 
<ul>
<li style="font-weight: 400;" aria-level="1">Questions with multiple possible answers</li>
<li style="font-weight: 400;" aria-level="1">Questions with multiple factors influencing the decision</li>
</ul>
Example questions:
<ul>
<li style="font-weight: 400;" aria-level="1">Which of the 5 applicants should we choose?</li>
<li style="font-weight: 400;" aria-level="1">Which agency should we hire for our rebranding?</li>
</ul>
<h2>Helpful Tool for Creating a Decision Matrix: A Mind Map</h2>
Choose a mind mapping tool like<a href="https://www.mindmeister.com/"> MindMeister</a> to create your decision matrix. When you use this method again, you can keep your decision matrices together in one easily accessible place. 
Alternatively, you can use the free <a href="https://www.weighteddecision.com/decision-matrix-calculator/">Weighted Decision Matrix tool</a>. You can share the outcome with your team as a screenshot.
Make decision making easy for your team. Use an mind map and follow these steps: 
<ol>
<li style="font-weight: 400;" aria-level="1">Phrase your question clearly.</li>
<li style="font-weight: 400;" aria-level="1">Include the variables and options as sub-elements.</li>
<li style="font-weight: 400;" aria-level="1">Score the options together with scores from 1 to 5 for each variable.</li>
<li style="font-weight: 400;" aria-level="1">Weight the criteria according to their relevance to the decision (5 is “important” and 1 is “unimportant”).</li>
<li style="font-weight: 400;" aria-level="1">Determine the winner using the totals. Multiply the weights of all categories by all scores and add up all points. </li>
</ol>
<h4>Template: Decide Now With a Decision Matrix.</h4>
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2374905179/decision-matrix?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no" data-mce-fragment="1">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2374905179/decision-matrix" target="_blank" rel="noopener">Decision Matrix</a> on MindMeister.</iframe>
</div>
</div>
<div>
Open the <a href="https://www.mindmeister.com/2374905179/decision-matrix" target="_blank" rel="noopener">Decision Matrix</a> template in MindMeister.
<h3 id="14">4. SWOT Analysis</h3>
A SWOT analysis helps you to understand your business’s strengths, weaknesses, opportunities, and threats. The purpose of a SWOT analysis is to determine your business goals and strategy. You do this by exploring your position in relation to your competitors and market conditions. The insights you gain will help you to make more informed strategic decisions. 
A SWOT analysis works for the following questions:
<ul>
<li style="font-weight: 400;" aria-level="1">Strategic questions</li>
<li style="font-weight: 400;" aria-level="1">Questions about goals and priorities</li>
</ul>
Example questions:
<ul>
<li style="font-weight: 400;" aria-level="1">What are our strengths and weaknesses as a team?</li>
<li style="font-weight: 400;" aria-level="1">What opportunities and threats does our company face?</li>
</ul>
<h3>Helpful Tool for a SWOT Analysis: A Mind Map</h3>
Choose a mind map tool like <a href="https://www.mindmeister.com/">MindMeister</a>. This allows you to gather your strengths, weaknesses, opportunities and threats centrally. Information remains easily accessible to your team, which means there’s no need for messy email threads.
Alternatively, you can fill in a <a href="https://www.google.com/intl/de_at/sheets/about/">Google Sheet</a> as a team. You can also download free online templates for Word, Excel or PowerPoint from <a href="https://www.smartsheet.com/14-free-swot-analysis-templates">Smartsheet</a>. 
<h4>Template: Decide Now With a SWOT Analysis.</h4>
<div><iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2374904664/swot-analysis?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no" data-mce-fragment="1">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2374904664/swot-analysis" target="_blank" rel="noopener">Swot Analysis</a> on MindMeister.</iframe></div>
<div>
<div>Open the <a href="https://www.mindmeister.com/2374904664/swot-analysis" target="_blank" rel="noopener">Swot Analysis</a> template in MindMeister.</div>
</div>
<h3 id="15">5. The Delphi Method</h3>
The <a href="https://www.investopedia.com/terms/d/delphi-method.asp">Delphi method</a> helps you to reach a decision on a complex issue that requires a high level of team acceptance. With this method, you combine the knowledge of several experts to create a forecast. Knowledge is gathered via surveys or interviews and the goal is to reach a consensus. The process happens in stages. You condense your options as you go until the best solution is clear.
<div class="pro-tip">Use this method if you don’t have enough empirical data but still want a professional forecast.</div>
</div>
<div>
The Delphi method works for the following questions: 
<ul>
<li style="font-weight: 400;" aria-level="1">Questions about forecasts</li>
<li style="font-weight: 400;" aria-level="1">Questions about future trends</li>
</ul>
Example questions:
<ul>
<li style="font-weight: 400;" aria-level="1">What resources do we estimate we will have for each project over the next 2 years?</li>
<li style="font-weight: 400;" aria-level="1">What trends do we need to consider when developing our new product?</li>
</ul>
<h3>Helpful Tool for Implementing the Delphi Method: Online Questionnaire</h3>
Create a smart online survey using <a href="https://www.surveymonkey.com/">SurveyMonkey</a>. You can send identical online questionnaires to all experts for the survey rounds. With an online survey, you ensure that the experts don’t come into contact with each other. This way, there’s no possibility of them influencing each other. Mutual influence often occurs in direct discussions and this can lead to less objective decision making.
<div class="pro-tip">If you’re using the Delphi method in real time, i.e. if a direct or simultaneous exchange is taking place, you can also use a <a href="http://www.mindmeister.com">mind map</a>.</div>
<h3 id="16">6. Nominal Group Technique</h3>
In the Nominal Group Technique (NGT), your team members independently generate multiple ideas. Your team then discusses and prioritizes them together. The process includes a total of 4 steps: 
<ol>
<li>Individual idea generation</li>
<li>A <a href="https://t2informatik.de/en/smartpedia/round-robin-brainstorming/">round-robin</a> to present ideas in a group</li>
<li>Discussion</li>
<li>Ranking the ideas</li>
</ol>
As the name indicates, the “group” exists in name only. Throughout the process, participants do not interact freely with each other. With this decision making technique, you capture your team’s true opinions in a structured way. It’s also a great way to encourage individual creative problem solving. 
<div class="pro-tip">Conduct the survey anonymously if the topic is sensitive or controversial.</div>
The Nominal Group Technique works for the following questions:
<ul>
<li style="font-weight: 400;" aria-level="1">Questions about specific problems</li>
<li style="font-weight: 400;" aria-level="1">Questions about goals and priorities</li>
</ul>
Example questions:
<ul>
<li style="font-weight: 400;" aria-level="1">What are the reasons for the lack of cooperation in the department?</li>
<li style="font-weight: 400;" aria-level="1">How can we achieve our quarterly goals as a team, even though we’re falling behind?</li>
</ul>
<h3>Helpful Tool To Implement the NGT Technique: Online Whiteboard</h3>
During a moderated online meeting, use an <a href="https://webwhiteboard.com/">online whiteboard</a> to gather ideas. All team members can note down their suggestions and prioritize them in the group. The rankings given by the participants are then added up, resulting in an overall ranking for all suggestions.
<div class="pro-tip">Want a different method? Use the “<a href="https://www.mindmeister.com/2278742698/how-might-we-template">How Might We</a>” mind map template to gather feedback for improvement.</div>
<h2 id="10">The Best Team Decision Making Technique? Mind Mapping!</h2>
<iframe title="How to Mind Map: Create Your First Mind Map in MindMeister" width="628" height="353" src="https://www.youtube.com/embed/PuhmVJWOL84?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
Need a flexible decision making technique to reach team decisions easily? Use a mind map to brainstorm together.
Of course, there are other tools for decision making which can help you with specific problems. Sometimes you need to handle decisions anonymously, which requires an online survey. If you want to automatically calculate ranking totals, a table with ready-made formulas is the obvious choice.
However, there are many ways you can use mind maps as a team decision making tool. With a mind map, your team can explore options collaboratively and transparently. You can use colors, shapes, and images to structure and display your content. This means everyone can intuitively navigate the map to generate ideas quickly and solve complex problems.
Mind mapping helps you:
<ul>
<li style="font-weight: 400;" aria-level="1">When you’re brainstorming solutions as a team.</li>
<li style="font-weight: 400;" aria-level="1">In the implementation of different decision making techniques.</li>
<li style="font-weight: 400;" aria-level="1">To collaborate easily – especially if you have remote employees.</li>
<li style="font-weight: 400;" aria-level="1">In each stage of the decision making process – from deciding whether a team. decision is needed, to involving your team and documenting the decision.</li>
</ul>
<div class="pro-tip">Ready to develop your mind mapping skills for better brainstorms? Take a look at our free <a href="https://www.mindmeister.com/pages/training/">MindMeister courses</a>.</div>
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<div class="content">Make Better Team Decisions Today.Mind Map Your Way to Success.
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<h2>FAQs</h2>
<h3>What Is the Best Technique for Team Decision Making?</h3>
Brainstorming in a collaborative mind map is one of the easiest decision making techniques for teams. Your team can generate creative ideas quickly and solve complex problems in a structured environment. Everyone has the opportunity to contribute suggestions before a final decision is made. Mind maps provide a visual overview of the information you have gathered, which makes it easier to evaluate your options.
<h3>What Are the Best Decision Making Tools for Teams?</h3>
These 6 decision making tools can help you make better decisions as a team: 
<ul>
<li style="font-weight: 400;" aria-level="1">A pros and cons list</li>
<li style="font-weight: 400;" aria-level="1">The Delphi method</li>
<li style="font-weight: 400;" aria-level="1">Nominal Group Technique</li>
<li style="font-weight: 400;" aria-level="1">A decision tree</li>
<li style="font-weight: 400;" aria-level="1">A decision matrix</li>
<li style="font-weight: 400;" aria-level="1">A SWOT analysis</li>
</ul>
<h3>How Do I Make Decisions as a Manager?</h3>
Approximately 80% of all decisions you make at work are operational. The remaining 20% are strategic. While “everyday” decisions don’t usually need input from others, strategic decisions are best made as a team. This is because the impact of these decisions is greater, and they typically affect more people. Use the Vroom-Yetton decision model to help you choose the right decision-making method.
</div>
</div>
 
The post <a href="https://www.mindmeister.com/blog/the-6-best-techniques-and-tools-for-decision-making-as-a-team-templates/">The 6 Best Techniques and Tools for Decision Making As a Team (+ Templates)</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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<title>Bridging the Gap: Mind Mapping for College Prep</title>
<link>https://www.mindmeister.com/blog/bridging-the-gap-mind-mapping-for-college-prep/</link>
<dc:creator><![CDATA[Katy Witkowski]]></dc:creator>
<pubDate>Wed, 08 Feb 2023 12:09:03 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Education]]></category>
<category><![CDATA[education]]></category>
<category><![CDATA[Mindmaps]]></category>
<category><![CDATA[students]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30246</guid>
<description><![CDATA[Digital learning is rapidly replacing traditional in-person classes. However, despite the seismic shift in teaching methods, college entry requirements remain unchanged, posing a serious question for college prep organizers: Which virtual solutions are needed to equip students with the skills they require […]
The post <a href="https://www.mindmeister.com/blog/bridging-the-gap-mind-mapping-for-college-prep/">Bridging the Gap: Mind Mapping for College Prep</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Digital learning is rapidly replacing traditional in-person classes. However, despite the seismic shift in teaching methods, college entry requirements remain unchanged, posing a serious question for college prep organizers: Which virtual solutions are needed to equip students with the skills they require to succeed? 
In this article, we look at how collaborative mind mapping can help educators prepare their students for college entry, including tips for SAT and ACT test prep. By acquiring essential study skills, your students will take a huge step towards that coveted acceptance letter and the campuses of their dreams.
<div>
<h2>Preparation is Key</h2>
Effective college prep helps students develop study skills, prepare for standardized tests and learn how to write in an elegant, appropriate style. As a valuable study aid for both students and educators, collaborative online mind mapping helps test prep organizers provide expert support to prospective college entrants. With proven benefits for creativity, knowledge retention and organization, mind mapping not only keeps your students engaged in your college prep course but also equips them with the skills needed to succeed in higher education and beyond.
</div>
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2591336639/exam-preparation-template?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2591336639/exam-preparation-template" target="_blank" rel="noopener">Exam Preparation Template</a> on MindMeister.</iframe>
<div class="mb-5">Open the <a href="https://www.mindmeister.com/2591336639/exam-preparation-template" target="_blank" rel="noopener">Exam Preparation Template</a> in MindMeister.</div>
 
</div>
<h2>Stay On Track</h2>
To prepare your students optimally for college entry, your syllabus should reflect the current remote learning environment. Instead of bland pages in a textbook or folder, online mind mapping tools like MindMeister can help create an easily-navigable atlas of resources. 
By creating a mind map syllabus, you can show the relationships between the different parts of your course. Especially when it comes to revision, locating essay topics, citation requirements and specifications, mind mapping your syllabus is fast, fun and simple. 
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2591341525/course-syllabus?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2591341525/course-syllabus" target="_blank" rel="noopener">Course Syllabus</a> on MindMeister.</iframe>
<div class="mb-5">Open the <a href="https://www.mindmeister.com/2591341525/course-syllabus" target="_blank" rel="noopener">Course Syllabus Template</a> in MindMeister.</div>
 
Creating a syllabus mind map is easy: add your course title as the central topic, then create branches for each section you plan to cover. You can even attach photos, videos and links to external documents where required or allow students to add comments when things are unclear. 
<h2>Take Collaborative Notes</h2>
</div>
To best prepare your students for their dream school, ensuring full engagement is vital. Through collaboration on mind maps, your students can push each other to succeed, fill gaps in subject comprehension and build on existing knowledge. A course map will also help guide your lesson as you move through your subject material.
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2591367221/sat-reading-section?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2591367221/sat-reading-section" target="_blank" rel="noopener">SAT Reading Section</a> on MindMeister.</iframe>
<div class="mb-5">Open the <a href="https://www.mindmeister.com/2591367221/sat-reading-section" target="_blank" rel="noopener">SAT Reading Section Template</a> in MindMeister.</div>
 
In virtual classroom sessions, share your subject-specific mind map and start a live brainstorming session by asking students to add topics, sub-topics and connections based on the day’s lesson. Once the session ends, ask students to continue building branches as they read related study materials. Work through any misconceptions or difficult concepts in your next virtual class time. In no time, your students will have a detailed account of each lesson they can use to connect to their study mind maps.
<h2>Study Smarter</h2>
While preparing for college and when they get there, your students need healthy study habits to succeed. Mind mapping can help educators get students on the right path: it’s a proven study method that <a href="https://www.mindmeister.com/blog/8-lesson-plans-promote-lifelong-learning/">improves comprehension and recall</a> through spatial memory. By <a href="https://www.mindmeister.com/blog/stay-organized-at-college-with-mind-maps/">taking or transferring notes into mind maps</a>, students need less time to prepare for exams. They can then develop study plans with <a href="https://www.meistertask.com/blog/a-student-guide-to-the-meister-suite/">task management tools</a> and ultimately ace their SAT or ACT.
In your college prep course, create a mind map study guide a few weeks before your next standardized test practice exam. Students can then link their own maps into the guide, collating all relevant exam materials into a central repository. You may want to review the map with your student in a video call and clarify anything that remains unclear. Not only will this help with entrance exams, but it also nurtures key skills for college and beyond. 
<h2>Write Better </h2>
Academic writing requires practice and lots of it. Mind maps act as a powerful <a href="https://www.mindmeister.com/blog/mind-maps-essay-writing/">writing aid</a>, helping writers collect resources, citations and thoughts in one place. While the SAT will drop the essay section from June 2021 onwards, and the ACT’s writing test remains optional, students need to know how to write a fully-formed argument by the time they reach college.
<div>
<iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2591350935/outline-5-paragraph-essay?width=600&height=400&z=auto&live_update=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2591350935/outline-5-paragraph-essay" target="_blank" rel="noopener">Outline: 5 Paragraph Essay</a> on MindMeister.</iframe>
<div class="mb-5">Open the <a href="https://www.mindmeister.com/2591350935/outline-5-paragraph-essay" target="_blank" rel="noopener">Outline: 5 Paragraph Essay Template</a> in MindMeister.</div>
 
Teach students how to outline writing assignments using a five-paragraph essay template like the one above. As your students examine essay prompts, have them build their outline. Once finished, provide feedback directly on topics and request essay links be included there. Students can apply these lessons using pen and paper should they choose to take the writing portions of standardized tests. 
</div>
<div> </div>
<div>Time to Shine</div>
  
With vision, creativity and purpose, mind mapping can help you prepare your students for college entry exams, even in challenging circumstances. Better yet, you can continue using your mind maps once you return to in-person instruction for <a href="https://www.mindmeister.com/blog/effective-classroom-presentations-mind-maps/">presentations</a>, brainstorms and more.
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The post <a href="https://www.mindmeister.com/blog/bridging-the-gap-mind-mapping-for-college-prep/">Bridging the Gap: Mind Mapping for College Prep</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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<title>14 Trello Alternatives for Task and Project Management</title>
<link>https://www.mindmeister.com/blog/14-trello-alternatives-for-task-and-project-management/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Tue, 07 Feb 2023 11:01:29 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[task management tools]]></category>
<category><![CDATA[tool comparison]]></category>
<category><![CDATA[trello alternative]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30173</guid>
<description><![CDATA[Choosing software isn’t as simple as many teams think – especially when the big names stop being the obvious choice. Case in point: Trello. Once the queen of the lightweight productivity night, its star is beginning to fade. Good news for you […]
The post <a href="https://www.mindmeister.com/blog/14-trello-alternatives-for-task-and-project-management/">14 Trello Alternatives for Task and Project Management</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Choosing software isn’t as simple as many teams think – especially when the big names stop being the obvious choice. Case in point: Trello. Once the queen of the lightweight productivity night, its star is beginning to fade. Good news for you though – if you’re looking for Trello alternatives, you’re in the right place. There are plenty of options out there, but which is right for your team? We’ve categorized the best Trello alternatives by team size, budget, and the type of projects you manage. Read on for a summary of each tool’s features, pros, cons, and pricing.
People like good software. Trello is a market leader for good reason – but that doesn’t mean it’s right for everyone. You’re likely looking for a Trello alternative for one of two reasons.
<ul>
<li style="font-weight: 400;" aria-level="1">You need more features to manage your projects. </li>
<li style="font-weight: 400;" aria-level="1">You need a task management tool that’s a better fit for your team. </li>
</ul>
Your team’s needs should guide your choice of project management software – but you might still have a long list of Trello alternatives. We’ll get to those later. First though, you might want to look at the elephant in the room: Trello itself. Let’s take a closer look at what it is, what it does, and why it isn’t always “the one”.
<h2>What Is Trello – and What Does It Do?</h2>
<figure id="attachment_30174" aria-describedby="caption-attachment-30174" style="width: 2872px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello.png"><img decoding="async" class="wp-image-30174 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello.png" alt="Task management tool Trello " width="2872" height="1560" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello.png 2872w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello-712x387.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello-1024x556.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello-768x417.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello-1536x834.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello-2048x1112.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/Trello-796x432.png 796w" sizes="(max-width: 2872px) 100vw, 2872px" /></a><figcaption id="caption-attachment-30174" class="wp-caption-text">Trello is accessible, easy to use, and above all, cheap.</figcaption></figure>
<a href="https://trello.com/en" rel="nofollow">Trello</a> is a lightweight task management tool. It’s ideal for managing day-to-day tasks at a team level and has exactly the features you’d expect it to. These include:
<ul>
<li style="font-weight: 400;" aria-level="1">Assigning tasks to team members.</li>
<li style="font-weight: 400;" aria-level="1">Setting deadlines.</li>
<li style="font-weight: 400;" aria-level="1">Teamwork features, like comments and mentions. </li>
<li style="font-weight: 400;" aria-level="1">Links and attachments on tasks. </li>
</ul>
The classic Trello Kanban board view is popular with smaller teams. It is accessible, easy to use, and above all, cheap. Trello has a <a href="https://www.capterra.com/p/211559/Trello-2/reviews/">capterra rating of 4.5</a> and a lot of reviews praise its <a href="https://www.capterra.com/p/211559/Trello-2/reviews/3189486/">simplicity</a>.
However, hundreds of people each month don’t search for “Trello alternatives” for nothing, which brings us to the next question…
<h2>Why Do I Need a Trello Alternative?</h2>
<figure id="attachment_30175" aria-describedby="caption-attachment-30175" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-scaled.jpg"><img decoding="async" class="size-full wp-image-30175" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-scaled.jpg" alt="Why do you need a Trello alternative?" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/02/why-do-I-need-a-Trello-alternative-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30175" class="wp-caption-text">Trello isn’t the right tool for every team.</figcaption></figure>
<ol>
<li style="font-weight: 400;" aria-level="1">We’ve outgrown Trello. As your company expands, you might find Trello can’t keep up with your demands. Growing teams need software that can support new ways of working. Likewise, processes can vary across departments. Your creatives will have different workflows to your accountants, for example. One criticism of Trello is that “<a href="https://www.trustradius.com/reviews/trello-2022-07-31-16-47-12">handling large projects that have multiple teams is quite difficult</a>”.</li>
<li style="font-weight: 400;" aria-level="1">Where are the features? <a style="font-size: 1.125rem;" href="https://www.getapp.com/project-management-planning-software/a/trello/reviews/f334fcb0bc/">Trello lacks a bit of power</a> for teams who work on big projects. No <a style="font-size: 1.125rem;" href="https://www.capterra.com/p/211559/Trello-2/reviews/4484972/">reports, no time tracking</a>, no party. If you want to manage multiple projects at once, you might agree with reviews that <a style="font-size: 1.125rem;" href="https://www.g2.com/products/trello/reviews/trello-review-7330342">Trello’s features aren’t substantial enough</a>. The tool needs integrations and power-ups, which makes everything feel a bit clunky.</li>
<li style="font-weight: 400;" aria-level="1">We can’t see how tasks are connected. Some users note that Trello provides a <a style="font-size: 1.125rem;" href="https://www.g2.com/products/trello/reviews/trello-review-2464481">limited overview</a>. This makes it hard to see how tasks are connected. As workloads increase, Trello’s boards <a style="font-size: 1.125rem;" href="https://www.g2.com/products/trello/reviews/trello-review-6658255">often become overloaded</a>. As a result, your team wastes time pushing tasks around and wondering what they should do next.</li>
<li style="font-weight: 400;" aria-level="1">We need a more secure tool. If cloud security is a concern for you (<a style="font-size: 1.125rem;" href="https://www.meistertask.com/blog/why-users-should-care-about-data-security/">it should be</a>), a tool with data servers in the EU is a wise choice. Data security regulations are stricter in Europe than in the US. If your company wants to manage data internally, you could consider an <a style="font-size: 1.125rem;" href="https://www.xperience-group.com/news-item/cloud-vs-on-premise-software/">on-premises solution rather than a cloud-based solution</a>. On-site solutions provide additional security but are less flexible and more expensive.</li>
</ol>
<h2>The Best Trello Alternative: MeisterTask</h2>
<iframe title="Task Management Software. 100% Simple. 100% Intuitive. | MeisterTask" width="628" height="353" src="https://www.youtube.com/embed/-cKw3z21Os0?start=6&feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
<a href="https://www.meistertask.com/">MeisterTask</a> addresses all the key concerns. It’s a simple, intuitive and secure Trello alternative that helps teams work more productively. Like Trello, it’s perfect for small to medium-sized teams that need to manage projects, workflows, and daily tasks. Though Trello and MeisterTask have a lot in common, MeisterTask takes the crown in a few key areas.
<h3>Why Choose MeisterTask?</h3>
It’s nicer to look at. MeisterTask is beautifully designed with a user-friendly interface. That’s just one of the reasons why <a href="https://www.capterra.com/p/139990/MeisterTask/reviews/1739093/">customers are switching from Trello to MeisterTask</a> in huge numbers. Our Kanban-style boards provide a clear overview to help you focus on what matters. There’s no clutter – only the features you need to:
<ul>
<li style="font-weight: 400;" aria-level="1">Manage tasks with ease. </li>
<li style="font-weight: 400;" aria-level="1">Work more transparently. </li>
<li style="font-weight: 400;" aria-level="1">Get more done with less effort.</li>
</ul>
<blockquote class="twitter-tweet" data-width="550" data-dnt="true">
This web-based task-management app is changing my life. <a href="https://twitter.com/meistertask?ref_src=twsrc%5Etfw">@MeisterTask</a>. It's the perfect level of simple…but also has great features with some more in-depth levels, and customizable stuff. And it looks great too: <a href="https://t.co/2AwrJ0RSBp">https://t.co/2AwrJ0RSBp</a>
— Stephanie Smith (@helmssmith) <a href="https://twitter.com/helmssmith/status/1139153378574065665?ref_src=twsrc%5Etfw">June 13, 2019</a></blockquote>
<script async src="https://platform.twitter.com/widgets.js" charset="utf-8"></script>
It’s easier to use. Onboarding to MeisterTask is quick and painless, so your team can get started right away… even Doris on the front desk, who hates all things digital. It’s user-friendly, so teams are more likely to, well, use it! <a href="https://www.meistertask.com/blog/how-software-acceptance-can-make-or-break-a-new-tool/">Higher adoption rates improve team alignment</a>, leading to better results.
<figure class="blockquote">
<blockquote>MeisterTask is intuitive and so easy to use. Clicking the sign-up button was the trickiest part.</blockquote><figcaption>Frank Koschinsky, Agile Coach LBBW</figcaption></figure>
<blockquote class="twitter-tweet" data-width="550" data-dnt="true">
<a href="https://twitter.com/meistertask?ref_src=twsrc%5Etfw">@meistertask</a> we just switched our team over to MeisterTask after spending years switching around project management software. This is easily our favorite app. Easy to use and BEAUTIFUL. Thank you.
— Bobby Lauritson (@bobbylauritson) <a href="https://twitter.com/bobbylauritson/status/1240754184607223810?ref_src=twsrc%5Etfw">March 19, 2020</a></blockquote>
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It’s more secure. MeisterTask takes every measure to prevent data from being stolen, leaked, or compromised. MeisterTask’s servers are located in the EU, which has stricter regulations for data security than the U.S. <a href="https://www.meistertask.com/pages/security/">Meister is fully GDPR compliant and ISO 27001:2013 certified</a> – the highest international standard for data security. This is only awarded after an external security audit – so you know it’s legit – and renewed yearly – so you know it’s fresh.
<figure class="blockquote">
<blockquote>With Trello, we did not feel that the provider shared our concerns. […] The fact that our data was being stored on servers in the USA made us uncomfortable.</blockquote><figcaption>Axel Fischer, Managing Partner, Akku Fischer</figcaption></figure>
<div class="pro-tip">Using Trello or Asana? Ready to switch to MeisterTask? Import your Trello boards or Asana projects with just a few clicks! <a href="https://support.meistertask.com/hc/en-us/articles/4403323243538-Import-Projects-Into-MeisterTask#:~:text=Import%20Projects%20From%20Trello&text=Select%20Import%20from%20the%20Drop,to%20MeisterTask%20and%20click%20continue.">Find out more</a>.</div>
<h3>MeisterTask Plans & Pricing</h3>
MeisterTask Pro is perfect for your team’s to-dos. With unlimited projects and time-saving automations, you can centralize communication, reduce emails and structure your work. With the Pro plan, you get project groups, unlimited integrations, reports, and more.
The Pro plan is $8.25 per user/month when billed annually.
MeisterTask Business includes everything in Pro – and then some. Plan ahead in timeline view, and manage large teams with group sharing. Roles and permissions, compliance exports and security restrictions keep your team and projects safe. Stuck? Reach out via priority phone support!
The Business plan is $20.75 per user/month when billed annually.
Does your company have special requirements? With MeisterTask Enterprise, you get more support, security, and flexibility. Find out more on the <a href="https://www.mindmeister.com/mt/signup">MeisterTask Pricing page</a>.
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<h2>How Do I Know Which Trello Alternative Is Right For Me?</h2>
<figure id="attachment_30180" aria-describedby="caption-attachment-30180" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-scaled.jpg"><img decoding="async" class="wp-image-30180 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-scaled.jpg" alt="How Do I Know Which Trello Alternative Is Right For Me?" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-Alternative-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30180" class="wp-caption-text">Ask the right questions before choosing a Trello alternative.</figcaption></figure>
MeisterTask sounds interesting – but you want to keep your options open? That’s fair enough. All teams are different, and some tools will be a better fit than others. To find the best Trello alternative for your team, you need to ask the right questions: 
<ul>
<li aria-level="1">How big is my team?</li>
<li style="font-weight: 400;" aria-level="1">Does my team work on tech projects?</li>
<li style="font-weight: 400;" aria-level="1">How complex are my team’s projects and processes? </li>
<li style="font-weight: 400;" aria-level="1">What’s my budget?</li>
</ul>
Better yet, we’ve asked them for you below – and provided the best Trello alternatives for the job.
<h3>Trello Alternatives for Big Teams </h3>
<figure id="attachment_30183" aria-describedby="caption-attachment-30183" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-scaled.jpg"><img decoding="async" class="wp-image-30183 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-scaled.jpg" alt="Trello alternatives for big teams" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-2048x1366.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/How-big-is-my-team-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30183" class="wp-caption-text">Large teams need features that support bigger, more dynamic projects.</figcaption></figure>
A bigger team usually means bigger and more dynamic projects. If your workflows span multiple departments and involve a lot of collaborators, your tool should support that. Large teams need features such as external sharing, interlinked tasks and projects, and project boards that offer a clear top-level view. Got a big team and a software-shaped hole to fill? These Trello alternatives might be what you’re looking for.
<h4>1. Asana </h4>
<a href="https://www.capterra.com/p/184581/Asana-PM/">Capterra rating</a>: 4.5/5
<figure id="attachment_30185" aria-describedby="caption-attachment-30185" style="width: 2232px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot.png"><img decoding="async" class="size-full wp-image-30185" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot.png" alt="Trello alternative Asana " width="2232" height="1644" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot.png 2232w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot-712x524.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot-1024x754.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot-768x566.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot-1536x1131.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot-2048x1508.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/asana-screenshot-796x586.png 796w" sizes="(max-width: 2232px) 100vw, 2232px" /></a><figcaption id="caption-attachment-30185" class="wp-caption-text">Asana has the core essentials for big teams.</figcaption></figure>
<h5>Why You Might Like Asana</h5>
<a href="https://asana.com/" rel="nofollow">Asana</a> can handle big teams. It has the core essentials, such as custom forms and task dependencies, as well as automations to tailor your workflows. Asana’s reports are visual and easy to use. This helps transparency and accessibility – not everyone on your team will be a “numbers person”. From product marketing launches and campaign management, to sprint planning and sales management, Asana is a solid choice.
<h5>Why You Might Not </h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Steep learning curve. More features means more to learn. Some users noted it <a href="https://www.trustradius.com/reviews/asana-2019-02-26-17-16-11">took a while to adapt to using Asana</a>. Less tech-savvy team members might need extra guidance. </li>
<li style="font-weight: 400;" aria-level="1">Inefficient search function. It can be hard to find what you’re looking for in the maze of tasks and projects. Some users find <a href="https://www.trustradius.com/reviews/asana-2021-06-24-11-06-49">navigating multiple workspaces</a> in Asana confusing.</li>
<li style="font-weight: 400;" aria-level="1">Expensive. Asana puts a big dent in your monthly budget. If you’re going to put time and effort into onboarding your team, ask whether it’s worth it. Will you be able to keep using the tool for the foreseeable future, or do you need something more affordable in the long-term?</li>
</ul>
<h5>How Much Does Asana Cost?</h5>
Asana’s Premium plan is €10.99 per user/month and its Business plan is €24.99 per user/month. 
Key features of the Premium plan include: timeline view, unlimited dashboards and unlimited free guests. Asana’s Business plan gives you everything in Premium, plus the custom rules builder, advanced reporting, time tracking and more. Tailored pricing is available for Enterprise users.
<h4>2. Monday</h4>
<a href="https://www.capterra.com/p/147657/monday-com/">Capterra rating</a>: 4.6/5
<figure id="attachment_30187" aria-describedby="caption-attachment-30187" style="width: 1618px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Monday-alternative.png"><img decoding="async" class="size-full wp-image-30187" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Monday-alternative.png" alt="Trello alternative Monday" width="1618" height="1116" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Monday-alternative.png 1618w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Monday-alternative-712x491.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Monday-alternative-1024x706.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Monday-alternative-768x530.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Monday-alternative-1536x1059.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Monday-alternative-796x549.png 796w" sizes="(max-width: 1618px) 100vw, 1618px" /></a><figcaption id="caption-attachment-30187" class="wp-caption-text">Improve, adapt and expand your workflows with Monday.</figcaption></figure>
<h5>Why You Might Like Monday</h5>
<a href="https://monday.com/" rel="nofollow">Monday</a> is a work operating system (or <a href="https://monday.com/blog/product/work-os" rel="nofollow">WorkOS</a>). A WorkOs lets you build custom workflow applications to create a central hub for any kind of work. It gives your team a huge amount of flexibility to improve, adapt and expand workflows as you grow. Monday is a group of products for workflow management, sales, and DevOps management. Monday’s work management tool is designed for big projects spanning many teams.
When it comes to features, you can check off all the usual suspects. Multiple views, task dependencies, custom automations, customizable templates — they’re all there. There are also features for managing design planning, IT requests, recruitment pipelines and more. The feature list puts it firmly in the “Big Teams” category, but it can be a lot to wrap your head around. It’s best to know exactly what you need – and what you don’t – before you make your choice.
<h5>Why You Might Not</h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Steep learning curve. You know the expression “Rome wasn’t built in a day”? <a href="https://www.trustradius.com/reviews/monday-com-2023-01-13-02-47-32">Onboarding your team to Monday takes time</a>. Say you have a team of 500 people. Now consider that it takes at least a week on average to get familiar with the software. That’s the equivalent of almost 10 years to get started.</li>
<li style="font-weight: 400;" aria-level="1">Feature-heavy. You can do a lot with Monday – but do you really need to do quite so much? As one user notes, “<a href="https://www.trustradius.com/reviews/monday-com-2020-12-01-08-11-02">feature rich does not equal easy to use</a>”. For less tech-savvy team members, the feature-heavy UI can be distracting and even make them less productive.</li>
<li style="font-weight: 400;" aria-level="1">US-based servers. Although Monday has a number of ISO certifications, some Monday data is based in the U.S. The regulations protecting data are not as strict in the US as in the EU. This could be a problem if your company must meet strict data security requirements. </li>
<li style="font-weight: 400;" aria-level="1">Existing features could be developed further. Some users have asked for <a href="https://www.trustradius.com/reviews/monday-com-2021-03-11-12-05-26">clearer connections between project boards </a>, <a href="https://www.trustradius.com/reviews/monday-com-2019-12-30-10-24-16">improved collaboration features</a> and a <a href="https://www.trustradius.com/reviews/monday-com-2019-08-09-10-13-22">chat function</a>. </li>
</ul>
<h5>How Much Does Monday Cost?</h5>
Monday’s Standard plan is $10 per user/month and its Pro plan is $16 per user/month. 
The Standard plan includes Timeline and Gantt views, automations and integrations (up to 250 actions per month) and a dashboard combining up to 5 boards. With Pro, you also get private boards and documents, time tracking, and Chart view. Tailored pricing is available for Enterprise users.
<h4>3. Hive</h4>
<a href="https://www.capterra.com/p/150991/Hive/">Capterra Rating</a>: 4.5/5
<figure id="attachment_30189" aria-describedby="caption-attachment-30189" style="width: 1600px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Hive-.png"><img decoding="async" class="size-full wp-image-30189" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Hive-.png" alt="Trello alternative Hive" width="1600" height="1006" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Hive-.png 1600w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Hive--712x448.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Hive--1024x644.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Hive--768x483.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Hive--1536x966.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Hive--796x500.png 796w" sizes="(max-width: 1600px) 100vw, 1600px" /></a><figcaption id="caption-attachment-30189" class="wp-caption-text">Hive offers plenty of flexibility for larger teams.</figcaption></figure>
<h5>Why You Might Like Hive</h5>
With tailored dashboards and multiple views including Gantt, Table and Calendar view, <a href="https://hive.com/" rel="nofollow">Hive</a> offers plenty of flexibility for larger teams. Hive also has some useful collaboration features beyond comments, tags and notifications. You can take notes in the tool and turn follow ups into tasks, and integrate your calendar to share meeting links in tasks. If you’re working with clients, you can set up private group chats and team updates to keep them in the loop on project progress. There are also goal setting and reporting options to find new ways to improve your workflows.
<h5>Why You Might Not</h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Steep learning curve. As with other feature-heavy tools, users report a <a href="https://www.trustradius.com/reviews/hive-2022-12-14-08-10-00">steep learning curve</a>. If your team is already confidently using software at this level, you probably don’t need to worry. However, onboarding a large team to Hive is a big investment, so be sure to plan accordingly.</li>
<li style="font-weight: 400;" aria-level="1">Issues with automations. In the past, there have been reports of <a href="https://www.getapp.com/project-management-planning-software/a/hive/reviews/8729329306/">buggy automations</a> that don’t work as they should.</li>
<li style="font-weight: 400;" aria-level="1">Mobile app lacks power. According to some Hive users, the <a href="https://www.capterra.com/p/150991/Hive/reviews/1719735/">mobile app is not as responsive as the desktop version</a>. Something to consider if your team often works on-the-go.</li>
</ul>
<h5>How Much Does Hive Cost?</h5>
Hive’s Free plan has some great features, including native chat messaging, unlimited tasks and notes, and multiple project views. However, larger teams will need a paid plan. Hive’s Teams plan is $12 per user/month. This includes unlimited workspace members, time tracking, shareable forms and more. Tailored pricing is available for Enterprise users. 
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<h3>Best Trello Alternatives for Tech Project Teams</h3>
<figure id="attachment_30191" aria-describedby="caption-attachment-30191" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-scaled.jpg"><img decoding="async" class="size-full wp-image-30191" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-scaled.jpg" alt="Trello alternatives for tech project teams " width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Does-your-team-manage-tech-projects-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30191" class="wp-caption-text">The right tools can make or break your tech projects.</figcaption></figure>
The tech industry is tough. To succeed, teams need to work together and respond quickly to change. This is only possible with the right tools. Sadly, nothing is ever 100% perfect. But if bringing tech products to life is your team’s raison d’etre, these Trello alternatives could be a match.
<h4>1. Wrike </h4>
<a href="https://www.capterra.com/p/76113/Wrike/">Capterra Rating</a>: 4.3/5
<figure id="attachment_30192" aria-describedby="caption-attachment-30192" style="width: 1408px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/wrike-screenshot.png"><img decoding="async" class="wp-image-30192 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/wrike-screenshot.png" alt="Trello alternative Wrike" width="1408" height="1024" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/wrike-screenshot.png 1408w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/wrike-screenshot-712x518.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/wrike-screenshot-1024x745.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/wrike-screenshot-768x559.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/wrike-screenshot-796x579.png 796w" sizes="(max-width: 1408px) 100vw, 1408px" /></a><figcaption id="caption-attachment-30192" class="wp-caption-text">Collaboration and workflow management features make Wrike a fit for tech teams.</figcaption></figure>
<h5>Why You Might Like Wrike</h5>
If you need a tool for agile working, <a href="https://www.wrike.com/" rel="nofollow">Wrike</a> could be for you. There’s a big focus on cross-departmental collaboration and flexibility, with customizable workspaces that you can adapt to your team’s unique processes. 
Templates for sprint planning, product roadmaps and support tickets are a big help for teams working on tech projects. Its resource planning feature is ideal for managers who need to oversee budgets, anticipate resource demand and plan team workloads. You don’t need to leave the tool to review work, which helps to streamline feedback across departments.
<h5>Why You Might Not</h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Steep learning curve. Tech-savvy software engineers will probably find it <a href="https://www.capterra.com/p/76113/Wrike/reviews/4377267/">easy to use</a>. However, some users from commercial departments have noted that it’s <a href="https://www.trustradius.com/reviews/wrike-2022-07-07-10-07-56">hard to learn how to use Wrike</a> and that it’s “<a href="https://www.trustradius.com/reviews/wrike-2022-12-26-06-18-35">unintuitive</a>”.</li>
<li style="font-weight: 400;" aria-level="1">Feature-heavy. Because Wrike is a tool which does it all, your team might feel <a href="https://www.capterra.com/p/76113/Wrike/reviews/4494710/">bombarded with features</a>. Sometimes, less is more. </li>
<li style="font-weight: 400;" aria-level="1">Mobile app lacks power. The <a href="https://help.wrike.com/hc/en-us/community/posts/360004337453-suggestion-for-improvement-mobile-app">Wrike mobile app lacks the functionality</a> of the desktop app.</li>
</ul>
<h5>How Much Does Wrike Cost?</h5>
Wrike’s Team plan starts at $9.80 per user/month, and its Business plan begins at $24.80 per user/month. 
Up to 25 users can be added to the Team plan, so larger teams will need Business (200 users) or Enterprise (unlimited users). 
With the Team plan, you get unlimited projects, tasks, custom fields and request forms. Multiple views are also included, as are custom workflows. With the Business plan, you get more features for resource management, user groups and permissions, unlimited reporting dashboards and more. Tailored pricing is available for Enterprise users.
<h4>2. Jira</h4>
<a href="https://www.capterra.com/p/19319/JIRA/">Capterra Rating</a>: 4.4/5
<figure id="attachment_30193" aria-describedby="caption-attachment-30193" style="width: 1848px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Jira-.png"><img decoding="async" class="size-full wp-image-30193" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Jira-.png" alt="Trello alternative Jira" width="1848" height="1062" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Jira-.png 1848w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Jira--712x409.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Jira--1024x588.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Jira--768x441.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Jira--1536x883.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Jira--796x457.png 796w" sizes="(max-width: 1848px) 100vw, 1848px" /></a><figcaption id="caption-attachment-30193" class="wp-caption-text">Jira is the go-to tool for developers.</figcaption></figure>
<h5>Why You Might Like Jira</h5>
Jira’s goal is to make agile work easier. It’s the go-to tool for developers and other large, tech-savvy teams. With automations, reports, roadmaps and integrations, <a href="https://www.atlassian.com/software/jira" rel="nofollow">Jira</a> can break down huge projects into manageable, trackable tasks. 
Jira is a tale of two hosting options: cloud-based and on-premises. Self-hosting means your data stays in your internal network. This gives you “<a href="https://www.savvior.com/blog/jira-cloud-vs-jira-server#:~:text=In%20such%20an%20instance%2C%20Jira,at%20the%20cost%20of%20simplicity">more control and security, but at the cost of simplicity</a>”. The cloud-based solution more practical, unless your company requires all data to be stored internally
Jira’s party tricks include sprint planning and bug tracking templates. That said, its complexity can<a href="https://www.capterra.com/p/19319/JIRA/reviews/1863759/"> slow teams down</a> and hamper their productivity. 
<h5>Why You Might Not</h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Complex UI. One complaint is that supporting non-technical teams with the tool <a href="https://www.capterra.com/p/19319/JIRA/reviews/1863759/">creates more work</a> for technical teams. Some users have noted that <a href="https://www.capterra.com/p/19319/JIRA/reviews/2229215/">even technical managers have struggled</a> with Jira.</li>
<li style="font-weight: 400;" aria-level="1">US-based servers. Some Jira Cloud data is based in the U.S. You can get around this with <a href="https://community.atlassian.com/t5/Feedback-Forum-discussions/Pros-and-Cons-of-self-hosted-vs-cloud-hosted-service-for-Jira/td-p/1285401">Jira’s self-hosting option</a>, but it might be better to choose a European tool instead. </li>
<li style="font-weight: 400;" aria-level="1">Slow to load. Speed is another reason some teams choose Jira’s self-hosting option. Jira Cloud’s <a href="https://www.capterra.com/p/19319/JIRA/reviews/4504836/">slow load times</a> are no secret. Grab a coffee while you wait.</li>
</ul>
<h5>How Much Does Jira Cost?</h5>
Jira’s Standard plan is $7.75 per user/month. Its Premium plan is $15.25 per user/month. 
Up to 35,000 users can access the Standard plan. As well as roadmaps and dependency management, you can create reports, custom workflows, and backlogs. With the Premium plan, you get multi-project automations, capacity planning and project archiving. This completes a well-stocked feature list. Tailored pricing is available for Enterprise users.
<h4>3. Backlog</h4>
<a href="https://www.capterra.com/p/162032/Backlog/">Capterra Rating</a>: 4.5/5
<figure id="attachment_30194" aria-describedby="caption-attachment-30194" style="width: 1240px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/backlog.png"><img decoding="async" class="wp-image-30194 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/backlog.png" alt="Trello alternative Backlog" width="1240" height="962" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/backlog.png 1240w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/backlog-688x534.png 688w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/backlog-1024x794.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/backlog-768x596.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/backlog-770x597.png 770w" sizes="(max-width: 1240px) 100vw, 1240px" /></a><figcaption id="caption-attachment-30194" class="wp-caption-text">Backlog is optimized for Developer and QA teams.</figcaption></figure>
<h5>Why You Might Like Backlog</h5>
<a href="https://nulab.com/backlog/" rel="nofollow">Backlog by nulab</a> is a slimmed down task management tool. It’s perfect for Developer and QA teams, with features for bug reporting and tracking. You can view work in boards, Gantt charts or burndown charts, and add task hierarchies and custom fields to tasks. It’s less powerful than the other tools mentioned here – but it’s budget-friendly.
<h5>Why You Might Not</h5>
<ul>
<li>Limited in scope and functionality. Backlog’s limited feature set means it <a href="https://rebelsguidetopm.com/backlog-review-nulab-2019/">isn’t suitable for larger teams managing big projects</a>. </li>
<li aria-level="1">Buggy and time-consuming processes. Some users have complained they have to <a href="https://www.getapp.com/project-management-planning-software/a/backlog/reviews/6666da356f/">manually reassign statuses</a>, <a href="https://www.getapp.com/project-management-planning-software/a/backlog/reviews/6666da356f/">issues with notifications</a>, and confusing filters.</li>
<li aria-level="1">Mobile app lacks power. Users have noted that the mobile app doesn’t have the same functionality as the desktop version. Some have complained the app is “<a href="https://www.capterra.com/p/162032/Backlog/reviews/1698977/">unwieldy</a>.”</li>
</ul>
<h5>How Much Does Backlog Cost?</h5>
Backlog has a Starter plan which costs $35 per month for up to 30 users. This is fairly cheap compared to other tools. There is also a Standard plan and a Premium plan, which cost $100 and $175 per month respectively. Both of these plans have an unlimited number of users. 
Backlog’s Starter plan is “slim”. It includes 5 projects, subtasks, and up to 1 GB of storage. With the Standard plan, you get 100 projects, 30 GB of storage, and additional chart views. Premium includes everything in Standard, plus unlimited projects, 100 GB of storage and dedicated support.
<h4>4. ClickUp </h4>
<a href="https://www.capterra.com/p/158833/ClickUp/">Capterra Rating</a>: 4.7/5
<figure id="attachment_30196" aria-describedby="caption-attachment-30196" style="width: 1294px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative.png"><img decoding="async" class="wp-image-30196 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative.png" alt="Trello alternative ClickUp" width="1294" height="860" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative.png 1294w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative-712x473.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative-1024x681.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative-768x510.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative-796x529.png 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative-300x200.png 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Clickup-alternative-272x182.png 272w" sizes="(max-width: 1294px) 100vw, 1294px" /></a><figcaption id="caption-attachment-30196" class="wp-caption-text">If you think more is more, ClickUp is worth considering.</figcaption></figure>
<h5>Why You Might Like ClickUp</h5>
Is <a href="https://clickup.com/" rel="nofollow">ClickUp</a> the “one app to replace them all”? It certainly claims to be. If you think more is more, it could be the tool for you. Customizable projects and workflows, custom task relationships and filters make cross-team collaboration easier. Technical teams are well looked after with GitHub, GitLab, and Bitbucket integrations. Sprint automations, features for bug tracking and feature prioritization will also keep them happy.
<h5>Why You Might Not </h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Steep learning curve. DevOps and Product teams will love it. Others might not. Users have noted the tool has a steep <a href="https://www.capterra.com/p/158833/ClickUp/reviews/4453075/">learning curve</a>.</li>
<li style="font-weight: 400;" aria-level="1">US-based servers. Some ClickUp data is based in the US. Consider whether the tool gives your team the security it needs.</li>
<li style="font-weight: 400;" aria-level="1">Notification-heavy. Users have reported an overload of distracting notifications. Others have noted that <a href="https://www.capterra.com/p/158833/ClickUp/reviews/4453075/">notifications can be unreliable</a>. </li>
<li style="font-weight: 400;" aria-level="1">Mobile app lacks power. The mobile app is <a href="https://www.capterra.com/p/158833/ClickUp/reviews/4482790/">missing some features of the desktop app</a>. But unless you work solely on mobile (why would you), this shouldn’t be a problem.</li>
</ul>
<h5>How Much Does ClickUp Cost?</h5>
ClickUp’s Unlimited Plan is $5 per user/month. The Business plan is $12 per user/month and the Business Plus plan is $19 per user/month. 
With the Unlimited plan, you get unlimited integrations, dashboards and storage. Multiple views, guests with permissions, and teams are also on the menu. The Business plan includes unlimited teams, advanced automations, time tracking and custom exports. Priority support and more customizability are staples of the Business Plus plan. Tailored pricing is available for Enterprise users. 
<h3>How Complex Are My Projects and Processes?</h3>
<figure id="attachment_30197" aria-describedby="caption-attachment-30197" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Trello-Alternatives-for-Teams-with-Complex-Processes-1.jpg"><img decoding="async" class="wp-image-30197 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Trello-Alternatives-for-Teams-with-Complex-Processes-1.jpg" alt="Best Trello alternatives for teams with complex processes." width="1024" height="718" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Trello-Alternatives-for-Teams-with-Complex-Processes-1.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Trello-Alternatives-for-Teams-with-Complex-Processes-1-712x499.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Trello-Alternatives-for-Teams-with-Complex-Processes-1-768x539.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Trello-Alternatives-for-Teams-with-Complex-Processes-1-796x558.jpg 796w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-30197" class="wp-caption-text">Managing complex projects requires robust software.</figcaption></figure>
Is managing your projects like navigating a maze? Are there lots of connected tasks to keep track of? If yes, your team needs robust project management software. 
Your team might be comfortable using advanced technology. They might even enjoy the challenge of learning a new tool. However, it might be that your business operations are complex, but not all of your teams “get” tech. This is common in traditional industries such as manufacturing and finance. 
The solution? Be sure to balance what the tool can do against its usability. This will help you to choose the right tool for your projects – and your team. Not sure where to start? Take a look at these powerful Trello alternatives.
<h4>1. AirTable</h4>
<a href="https://www.capterra.com/p/146652/Airtable/">Capterra rating</a>: 4.7/5
<figure id="attachment_30199" aria-describedby="caption-attachment-30199" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable.png"><img decoding="async" class="wp-image-30199 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable.png" alt="Trello alternative AirTable" width="2560" height="1920" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable.png 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable-712x534.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable-1024x768.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable-768x576.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable-1536x1152.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable-2048x1536.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/airtable-796x597.png 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30199" class="wp-caption-text">AirTable is highly customizable.</figcaption></figure>
<h5>Why You Might Like AirTable</h5>
The main draw of <a href="https://www.airtable.com/" rel="nofollow">AirTable</a> is its customizability. You can make AirTable be what you want it to be, and do what you want it to do. You can create custom workflows, connect your data, and set up advanced automations. AirTable’s reports let you pull the information you need to respond quickly to changes in your projects. You can even code your own reporting systems. This is extremely useful if your processes are unique to your industry or need to be updated regularly.
<h5>Why You Might Not </h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Complex UI. With AirTable, you trade simplicity for flexibility. Some users have noted that its “<a href="https://www.capterra.com/p/146652/Airtable/reviews/4417274/">customization options can be overwhelming</a>” and its formulas are sometimes <a href="https://www.capterra.com/p/146652/Airtable/reviews/3824237/">“overly complicated”</a>.</li>
<li style="font-weight: 400;" aria-level="1">Steep learning curve. Users report <a href="https://www.capterra.com/p/146652/Airtable/reviews/4417274/">spending a lot of time learning how to use AirTable</a>. There have also been calls for <a href="https://www.capterra.com/p/146652/Airtable/reviews/4321282/">more accessible onboarding and educational material</a>.</li>
<li style="font-weight: 400;" aria-level="1">Limited space for long form content. Although it is possible to create long form content in the tool, one complaint is that it isn’t <a href="https://www.capterra.com/p/146652/Airtable/reviews/1995067/">intuitive</a>.</li>
</ul>
<h5>How Much Does AirTable Cost?</h5>
AirTable’s Plus plan is $10 per user/month and its Pro plan is $20 per user/month. 
With the Plus plan, you get unlimited users and “bases” (a collection of tables reflecting a single project or process), with 5,000 records per base. You also get 5GB of attachments per base and automatic table syncing. The Pro plan includes Gantt and Timeline views, personal and locked views, 50,000 records, and 20GB of attachments per base. Tailored pricing is available for Enterprise users.
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<h4>2. Microsoft Project</h4>
<a href="https://www.capterra.com/p/198049/Microsoft-Project/">Capterra rating</a>: 4.4/5
<figure id="attachment_30201" aria-describedby="caption-attachment-30201" style="width: 2174px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project.png"><img decoding="async" class="wp-image-30201 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project.png" alt="Trello alternative Microsoft Project" width="2174" height="1334" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project.png 2174w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project-712x437.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project-1024x628.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project-768x471.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project-1536x943.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project-2048x1257.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/microsoft-project-796x488.png 796w" sizes="(max-width: 2174px) 100vw, 2174px" /></a><figcaption id="caption-attachment-30201" class="wp-caption-text">Microsoft Project: flexible and powerful.</figcaption></figure>
<h5>Why You Might Like Microsoft Project</h5>
To manage complex projects, your tools need to be as flexible as your team. <a href="https://www.microsoft.com/en-us/microsoft-365/project/project-management-software" rel="nofollow">MS Project</a> ticks that box. You can build your own roadmaps with multiple connected projects to suit any workflow. Need a top-level overview of multiple projects? MS Project’s dashboards have you covered. Powerful planning features let you define project teams and request materials, equipment, and budget.
You can use the cloud-based or on-premises MS Project solution. Note that the <a href="https://www.microsoft.com/en-us/microsoft-365/p/project-standard-2021/CFQ7TTC0HH09?culture=en-us&country=US&activetab=pivot:overviewtab" rel="nofollow">Project Standard</a> and <a href="https://www.microsoft.com/en-us/microsoft-365/p/project-professional-2021/CFQ7TTC0HHHZ?culture=en-us&country=US&activetab=pivot:overviewtab" rel="nofollow">Project Professional</a> plans don’t include the features you need to manage projects as a team. For this, you need <a href="https://www.microsoft.com/en-us/microsoft-365/project/enterprise-project-server" rel="nofollow">MS Project Server</a>.
<h5>Why You Might Not </h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Complex UI. Using MS Project might make your eyes water, at least for the first few months. One report suggests some features are “<a href="https://www.capterra.com/p/198049/Microsoft-Project/reviews/1465955/">cumbersome to master</a>.”</li>
<li style="font-weight: 400;" aria-level="1">Steep learning curve. Users have pointed out that it’s <a href="https://www.capterra.com/p/198049/Microsoft-Project/reviews/3508223/">easy to feel lost due to the complexity of the features</a>. Onboarding can be <a href="https://www.capterra.com/p/198049/Microsoft-Project/reviews/1006482/">complicated and time-consuming</a>.</li>
<li style="font-weight: 400;" aria-level="1">You need the Windows operating system. Your team needs the <a href="https://support.microsoft.com/en-us/office/install-project-7059249b-d9fe-4d61-ab96-5c5bf435f281">Windows operating system</a> to use MS Project. Sorry, Mac users.</li>
<li style="font-weight: 400;" aria-level="1">Expensive. If you’re onboarding a large team, the company coffers better be deep – especially if you use the on-premises solution.</li>
</ul>
<h5>How Much Does Microsoft Project Cost?</h5>
The cloud-based solution has three plans. Plan 1 is $10 per user/month, Plan 3 is $30 per user/month and Plan 5 is $55 per user/month. 
Project Plan 3 includes multiple views, communication features, visual roadmaps, pre-built reports and resource management features. Plan 5 includes everything in Plan 3, plus portfolio optimization, demand management and enterprise resource planning features. 
Pricing for on-premise solutions begins at a one-off payment of $679.99 for one license. 
<h4>3. Celoxis</h4>
<a href="https://www.capterra.com/p/5923/Celoxis/">Capterra rating</a>: 4.4/5
<figure id="attachment_30202" aria-describedby="caption-attachment-30202" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis.png"><img decoding="async" class="size-full wp-image-30202" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis.png" alt="Trello alternative Celoxis" width="2560" height="1440" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis.png 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis-712x401.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis-1024x576.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis-768x432.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis-1536x864.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis-2048x1152.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/celoxis-796x448.png 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30202" class="wp-caption-text">Serious about project management? Celoxis could be for you.</figcaption></figure>
<h5>Why You Might Like Celoxis</h5>
<a href="https://www.celoxis.com/" rel="nofollow">Celoxis</a>. It sounds like something you would pick up at the drugstore, but it’s actually a robust project management tool. From inter-project dependencies and customizable workflows to powerful automations, your team gets heaps of features to play with. Serious about project management? Resource management, project tracking and portfolio management features are a game-changer. If you want to see where your money is going – and how much is coming in, you’re in luck. Plan ahead and monitor project performance with the tool’s profit tracking and revenue forecasting features.
<h5>Why You Might Not </h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Complex UI. Some users have noted that the Celoxis UI is dated and can be <a href="https://www.capterra.com/p/5923/Celoxis/reviews/2330485/">difficult to use</a>, even for professional Project Managers. </li>
<li style="font-weight: 400;" aria-level="1">Expensive. Get ready to dig deep into those pockets. Celoxis is pricier than a lot of the other tools out there.</li>
<li style="font-weight: 400;" aria-level="1">Performance issues: A quick search on forums reveals the tool can be buggy, causing <a href="https://www.capterra.com/p/5923/Celoxis/reviews/2787885/">lags and performance issues</a>.</li>
</ul>
<h5>How Much Does Celoxis Cost?</h5>
Rather than offering multiple plans, Celoxis promises “one low price that gives full power to your entire team”. The cloud-based solution of Celoxis costs $22.50 per user/month. The on-premise solution requires a one-off payment. You will need to reach out to sales for a quote.
<h4>4. Kanbanize </h4>
<a href="https://www.capterra.com/p/148476/Kanbanize/">Capterra Rating</a>: 4.8/5
<figure id="attachment_30203" aria-describedby="caption-attachment-30203" style="width: 1834px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/kanbanize.png"><img decoding="async" class="size-full wp-image-30203" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/kanbanize.png" alt="Trello alternative Kanbanize" width="1834" height="1086" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/kanbanize.png 1834w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/kanbanize-712x422.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/kanbanize-1024x606.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/kanbanize-768x455.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/kanbanize-1536x910.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/kanbanize-796x471.png 796w" sizes="(max-width: 1834px) 100vw, 1834px" /></a><figcaption id="caption-attachment-30203" class="wp-caption-text">Kanbanize is a good choice if you need something more user-friendly.</figcaption></figure>
<h5>Why You Might Like Kanbanize</h5>
Don’t want to overcomplicate things? <a href="https://kanbanize.com/" rel="nofollow">Kanbanize</a> could be the answer. It has a <a href="https://www.capterra.com/p/148476/Kanbanize/reviews/3336141/">user-friendly</a> interface and it’s less feature-heavy than some. Plus, it’s adaptable. You can build custom workflows and add multiple connections between tasks and teams. Track progress with a global view of teams, projects and workflows and keep an overview with the tool’s customizable dashboards.
<h5>Why You Might Not </h5>
<ul>
<li aria-level="1">You need third party integrations. To get the full functionality of the tool, you need to download <a href="https://www.capterra.com/p/148476/Kanbanize/reviews/4225098/">third party integrations</a>. This can cost extra, so set aside additional budget.</li>
<li aria-level="1">Less flexibility. Although Kanbanize is more intuitive than tools like Celoxis, user requests include <a href="https://www.capterra.com/p/148476/Kanbanize/reviews/2785975/">more customization options</a>.</li>
<li aria-level="1">US-based servers. Some Kanbanize data is based in the US, which means EU data protection laws don’t apply. If security is a top priority, this might not be the tool for you.</li>
</ul>
<h5>How Much Does Kanbanize Cost?</h5>
The Standard plan is $179 per month for 15 users. Pricing is flexible depending on how many users you add.
The Standard plan gives you unlimited Kanban boards and workspaces, timelines, interlinked boards, and 100 GB of storage. The Enterprise plan includes unlimited automations, 1TB of storage and more. Pricing is on demand.
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<h3>Choosing Free Plans Over Paid Plans</h3>
You can usually find a free version of the Trello alternatives mentioned throughout this article. These can be worth considering if you’re a small team that just needs something simple to manage daily workloads. For example, with <a href="https://asana.com/pricing" rel="nofollow">Asana’s free plan</a>, you can collaborate with up to 15 team members, and you still get unlimited tasks, projects and messages.
That said, you should balance out whether a feature-heavy tool such as Asana is going to really work for your team. <a href="https://www.getapp.com/collaboration-software/a/asana/reviews/296ac07937/">Asana’s complex feature set can be overwhelming</a>, which can lead to a slower onboarding process and lower employee adoption rate. Plus, when your business scales and the time comes to switch to a paid plan, you’ll be paying more than you would for other tools.
<div class="pro-tip"><a href="https://www.mindmeister.com/mt/signup">MeisterTask’s Pro plan</a> is cheaper than the equivalent Asana plan – plus, it’s more streamlined and user friendly.</div>
Perhaps you’d rather opt for a more affordable tool than a free version of the tools mentioned above. If budget is a big consideration, read on.
<h3>Best Trello Alternatives for Teams on a Budget</h3>
<figure id="attachment_30207" aria-describedby="caption-attachment-30207" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-scaled.jpg"><img decoding="async" class="wp-image-30207 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-scaled.jpg" alt="Trello alternatives for teams on a budget" width="2560" height="1705" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-712x474.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-1024x682.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-1536x1023.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-2048x1364.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-796x530.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/What-is-my-budget-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30207" class="wp-caption-text">Lower cost doesn’t always mean lower quality.</figcaption></figure>
Whether you’re on a shoestring or have a generous budget, you still want value for your money. Understanding exactly what you need your tool to do will help when you’re deciding how much to spend. It can be tempting to go for the shiniest tool which promises every possibility, but if you’re not going to use all of its features, it’s money down the drain. There are a few lesser-known Trello alternatives which fall on the lower end of the price spectrum and still provide enough bang for your buck.
<h4>1. Nifty</h4>
<a href="https://www.capterra.com/p/172519/Nifty/">Capterra Rating</a>: 4.7/5
<figure id="attachment_30210" aria-describedby="caption-attachment-30210" style="width: 2052px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty.png"><img decoding="async" class="size-full wp-image-30210" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty.png" alt="Trello alternative Nifty" width="2052" height="1456" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty.png 2052w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty-712x505.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty-1024x727.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty-768x545.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty-1536x1090.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty-2048x1453.png 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/nifty-796x565.png 796w" sizes="(max-width: 2052px) 100vw, 2052px" /></a><figcaption id="caption-attachment-30210" class="wp-caption-text">Nifty gives you more features than other budget tools.</figcaption></figure>
<h5>Why You Might Like Nifty</h5>
With <a href="https://niftypm.com/" rel="nofollow">Nifty</a>, you get a few more features than other budget tools. However, value for money depends on the size of your team. One benefit of Nifty is the ability to organize projects into a portfolio and get portfolio insights on a single dashboard. You can create tasks with subtasks, set task dependencies, and implement basic reporting on projects and workloads.
<h5>Why You Might Not </h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Lacks advanced features. Though Nifty has many useful features, there’s room for improvement. Some users want an improved chat function, <a href="https://www.capterra.com/p/172519/Nifty/reviews/3546390/">better options to create and integrate documents</a>, and <a href="https://www.capterra.com/p/172519/Nifty/reviews/4454709/">additional storage options</a>.</li>
<li style="font-weight: 400;" aria-level="1">Overwhelming UI. Some users have noted Nifty’s interface can be <a href="https://www.capterra.com/p/172519/Nifty/reviews/3749095/">overwhelming</a> for less tech-savvy team members.</li>
<li style="font-weight: 400;" aria-level="1">Slow to load. There have been reports of <a href="https://www.capterra.com/p/172519/Nifty/reviews/2364407/">slow load times</a> which your team might find frustrating.</li>
</ul>
<h5>How Much Does Nifty Cost?</h5>
If you have a limited budget, consider Nifty’s Starter plan. It includes all core features for $5 per user/month. You get 100 GB and 40 Projects, plus unlimited guests and clients. It also includes time tracking, budget reporting and custom fields. 
Got more money to play with? The Pro plan costs $10 per user/month and includes more storage, more projects and cross-project overviews. At $16 per user/month, the Business plan includes custom roles and permissions, additional security features, and dedicated support.
<h4>2. ProofHub</h4>
<a href="https://www.capterra.com/p/118040/ProofHub/">Capterra Rating</a>: 4.5/5
<figure id="attachment_30211" aria-describedby="caption-attachment-30211" style="width: 1906px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/proofhub.png"><img decoding="async" class="size-full wp-image-30211" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/proofhub.png" alt="Trello alternative ProofHub" width="1906" height="1108" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/proofhub.png 1906w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/proofhub-712x414.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/proofhub-1024x595.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/proofhub-768x446.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/proofhub-1536x893.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/proofhub-796x463.png 796w" sizes="(max-width: 1906px) 100vw, 1906px" /></a><figcaption id="caption-attachment-30211" class="wp-caption-text">ProofHub keeps teams connected and in control.</figcaption></figure>
<h5>Why You Might Like ProofHub</h5>
<a href="https://www.proofhub.com/" rel="nofollow">ProofHub</a> includes external collaboration features, request forms, approval steps, and real-time reporting. Communication is a strength, with in-app collaboration on files and space for feedback. You also have project notes, discussions and private chat options to keep your teams connected. If you want more functionality than Trello offers, this could be a good tool for you.
<h5>Why You Might Not </h5>
<ul>
<li style="font-weight: 400;" aria-level="1">Busy UI. There’s a lot going on in a single view, which can make it hard to focus. Some users have noted the need for an improved <a href="https://www.capterra.com/p/118040/ProofHub/reviews/4206685/">Kanban board navigation</a>.</li>
<li style="font-weight: 400;" aria-level="1">Steep learning curve. As it’s a feature-heavy tool, the <a href="https://www.capterra.com/p/118040/ProofHub/reviews/3479596/">learning curve can be steep</a>. Your team might need some time to master it.</li>
<li style="font-weight: 400;" aria-level="1">Notification overload. Erratic and <a href="https://www.capterra.com/p/118040/ProofHub/reviews/2947485/">overwhelming notifications</a> are common complaints. Some users say there are so many that they can be distracting – and <a href="https://www.capterra.com/p/118040/ProofHub/reviews/3427214/">managing them is a challenge</a>.</li>
</ul>
<h5>How Much Does ProofHub Cost?</h5>
ProofHub’s Essential plan is $50 per month flat rate, with 40 projects, unlimited users and 15GB storage. It includes Gantt and Calendar views, custom fields, integrations and project templates. With a bigger budget, you can get additional features. The Ultimate Control plan costs $89 per month and includes custom roles, reports, priority support, and more.
<h2>Which Trello Alternative Will You Choose?</h2>
<figure id="attachment_30212" aria-describedby="caption-attachment-30212" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-scaled.jpg"><img decoding="async" class="size-full wp-image-30212" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-scaled.jpg" alt="Which Trello alternative will you choose?" width="2560" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/02/Which-Trello-alternative-will-you-choose-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30212" class="wp-caption-text">It’s time to take your Trello alternative for a spin.</figcaption></figure>
One size fits all doesn’t apply to project management tools. What works best for you will largely depend on what you want to achieve with it. Whether you’re looking for software that can do everything for everyone all at once, or for an intuitive task management system to streamline your daily workflows, hopefully you now have a clearer idea of the direction you want to go in. On that note, it’s time to take off into the sunset with your favorite Trello alternative – or at least sign up for a trial and give it a whirl with your team.
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<h2>FAQs</h2>
<h3>When Do Teams Need a Trello Alternative?</h3>
Teams often switch from Trello to an alternative tool when they need more robust features to manage projects. Some teams need a tool with more security. In other cases, they simply need a tool which is a better fit for them.
<h3>How Do I Choose a Trello Alternative?</h3>
Your team’s needs should guide your choice of project management software. To find the best Trello alternative for your team, consider the size of your team, the type of projects you manage, the complexity of your workflows and your budget.
<h3>Which Trello Alternative Is Best for Task Management?</h3>
MeisterTask is a simple, intuitive and secure Trello alternative that helps teams work more productively. Like Trello, it’s perfect for small to medium-sized teams that need to manage projects, workflows, and daily tasks.
The post <a href="https://www.mindmeister.com/blog/14-trello-alternatives-for-task-and-project-management/">14 Trello Alternatives for Task and Project Management</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>How Felix Schoeller Slashed Meetings by 50% with MindMeister + MeisterTask (Success Story)</title>
<link>https://www.mindmeister.com/blog/paper-cuts-how-felix-schoeller-slashed-meetings-by-50-with-mindmeister-meistertask-success-story/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Thu, 02 Feb 2023 15:15:44 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Felix Schoeller]]></category>
<category><![CDATA[success story]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30101</guid>
<description><![CDATA[In manufacturing, efficiency is key. From the boardroom to the shop floor, processes can be complex and time-consuming. That’s why every chance to improve them should be welcomed. Digitalization is increasing efficiency and transparency for companies who produce great products – tools […]
The post <a href="https://www.mindmeister.com/blog/paper-cuts-how-felix-schoeller-slashed-meetings-by-50-with-mindmeister-meistertask-success-story/">How Felix Schoeller Slashed Meetings by 50% with MindMeister + MeisterTask (Success Story)</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[In manufacturing, efficiency is key. From the boardroom to the shop floor, processes can be complex and time-consuming. That’s why every chance to improve them should be welcomed. Digitalization is increasing efficiency and transparency for companies who produce great products – tools like MindMeister and MeisterTask save time and keep costs down. Discover how global paper manufacturer Felix Schoeller used the Meister Suite to transform its meetings and cut meeting admin by 50%.
<h2>Felix Schoeller: A Global Family Business</h2>
People need things. It’s why the manufacturing industry exists, and why it’s so important. Although vast in size, firms that produce goods can be <a href="https://blog.megaventory.com/2022/12/digital-transformation-in-manufacturing">slow to embrace new technologies</a>. Even large producers use outdated systems that can put them on the back foot in a tough market. Others use modern solutions to make their business tick – companies like Felix Schoeller.
The global paper manufacturer has an eye on the future. Established in 1895, Felix Schoeller is now using digitalization to improve commercial results. Clearly, they’re doing something right – in 2021 alone: 
<ul>
<li style="font-weight: 400;" aria-level="1">Production hit 545,000 tons. </li>
<li style="font-weight: 400;" aria-level="1">Products were bought by around 1,800 customers in more than 65 countries. </li>
<li style="font-weight: 400;" aria-level="1">Sales rose to over 1 billion euros for the first time.</li>
</ul>
The scale of the business means that teams must be efficient. Speed, agility and transparency are not just words – they’re the keys to success. So how does an industry giant become as flexible as a tech startup? Here’s how the market leaders in specialty paper use MindMeister and MeisterTask to streamline processes and save time. 
<h2>The Challenge: Streamline Meeting Admin and Improve Efficiency</h2>
<a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Mechtild-Kerkhoff.jpeg"><img decoding="async" class="alignnone wp-image-30107 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Mechtild-Kerkhoff.jpeg" alt="Mechtild Kerkhoff" width="1024" height="1024" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Mechtild-Kerkhoff.jpeg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Mechtild-Kerkhoff-534x534.jpeg 534w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Mechtild-Kerkhoff-150x150.jpeg 150w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Mechtild-Kerkhoff-768x768.jpeg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Mechtild-Kerkhoff-597x597.jpeg 597w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Mechtild-Kerkhoff-213x213.jpeg 213w" sizes="(max-width: 1024px) 100vw, 1024px" /></a>
<figure class="blockquote">
<blockquote>Coordinating agendas, taking minutes and tracking action items was a huge drain on our time.</blockquote><figcaption>Mechtild Kerkhoff, Vice President Corporate Office at the Felix Schoeller Group.</figcaption></figure>
The average worker spends <a href="https://www.booqed.com/blog/minutes-wasted-of-meeting-50-shocking-meeting-statistics">over an hour</a> preparing for each meeting. In a team of 8 people, that’s a whole day lost before the first agenda point. Some <a href="https://www.sherpany.com/en/resources/meeting-management/meeting-preparation/">key reasons</a> are quoted by teams who feel the strain of a meeting culture:
<ul>
<li style="font-weight: 400;" aria-level="1">Unclear agendas.</li>
<li style="font-weight: 400;" aria-level="1">Little preparation time. </li>
<li style="font-weight: 400;" aria-level="1">Ineffective tools for planning and running meetings.</li>
</ul>
The solution? It all starts with an idea.
<h3>The Problem with “Static” Tools</h3>
Felix Schoeller saw better meetings as the first step toward productivity. An internal review revealed that: 
<ul>
<li style="font-weight: 400;" aria-level="1">Processes were too long. </li>
<li style="font-weight: 400;" aria-level="1">Time was being lost to admin work.</li>
<li style="font-weight: 400;" aria-level="1">Static documents were too inflexible to work effectively.</li>
</ul>
Traditionally, the Felix Schoeller team used Microsoft Word to create meeting agendas. As the “official” agenda was owned by just one person, items had to be requested from participants in advance. This added an extra step to an already long process and made changes hard to implement.
The “owner” of the topic needed to reach out to the “owner” of the agenda to make adjustments, so that the new version could be shared with the team. The more changes that were needed, the more time it took.
Using Microsoft Excel to note action points created more problems, and time was wasted copy and pasting items by hand. After meetings, there was no way to track progress or communicate effectively in the tool, which meant that the overview was quickly lost – and following up manually was yet another drain on their time. 
It was clear that the company needed a solution to make collaboration smoother. In September 2021, they found one. The Felix Schoeller Group initiated the pilot project “MindMeister and MeisterTask” to boost efficiency and save time. 
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<h2>Meeting Admin Slashed by 50%</h2>
<figure id="attachment_30109" aria-describedby="caption-attachment-30109" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Admin-slashed-by-50-per-cent.jpg"><img decoding="async" class="size-full wp-image-30109" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Admin-slashed-by-50-per-cent.jpg" alt="Dart board." width="1024" height="683" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Admin-slashed-by-50-per-cent.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Admin-slashed-by-50-per-cent-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Admin-slashed-by-50-per-cent-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Admin-slashed-by-50-per-cent-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Admin-slashed-by-50-per-cent-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Admin-slashed-by-50-per-cent-272x182.jpg 272w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-30109" class="wp-caption-text">The company has slashed time spent on meeting admin by 50%.</figcaption></figure>
 
<figure class="blockquote">
<blockquote>With MindMeister and MeisterTask, we reduced time spent on meeting admin by more than 50% […] I’m thrilled that we’ve found a way to boost efficiency with Meister’s collaboration tools.</blockquote><figcaption>Mechtild Kerkhoff</figcaption></figure>
With the Meister Suite, Felix Schoeller has streamlined its entire meeting process. The numbers speak for themselves. Thanks to MindMeister and MeisterTask, the company has reduced operational costs and slashed time spent on meeting admin by 50%.
Mind maps have replaced the static meeting agendas – only the date of the meeting is noted in advance. Before a meeting, everyone adds their own items to create a collaborative agenda that can be edited at short notice. The result: more flexibility.
<div><iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2578066001/meeting-notes-template?width=600&height=400&z=auto&t=SLZMKgtlKo&no_share=1&no_logo=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2578066001/meeting-notes-template?t=SLZMKgtlKo" target="_blank" rel="noopener">Meeting Notes Template</a> on MindMeister.</iframe></div>
<div class="pro-tip">From <a href="https://www.mindmeister.com/map/2255890006/meeting-notes-template?fullscreen=1&v=public">meeting notes</a> to project plans: save more time with ready-to-go <a href="https://www.mindmeister.com/pages/templates/">mind map templates</a>.</div>
During meetings, minutes are taken directly in MindMeister so that updates appear in real time for all participants. This keeps the team on the same page. As MindMeister’s mind maps are web-based, they can be accessed by all users from anywhere, at any time.
After each meeting, action items are assigned from the mind map to the person who should complete them – the party piece of MindMeister’s MeisterTask integration. From the team’s MeisterTask’s project, everyone can see who should do what, by when. There’s no need for a meeting summary, which means the team has more time to get work done.
<div class="pro-tip">Discover how <a href="https://www.meistertask.com/blog/sparkasse-mainfranken-sales-controlling-with-mindmeister-and-meistertask-success-story/">Sparkasse Mainfranken</a> used MindMeister and MeisterTask to streamline workflows and reduce time spent in meetings. </div>
<h2>Higher Acceptance. Greater Success.</h2>
<figure class="blockquote">
<blockquote>The new process was received well by the team – we’re really pleased with the results.</blockquote><figcaption>Mechtild Kerkhoff</figcaption></figure>
When new tools and processes are introduced in a company, some <a href="https://planergy.com/blog/dealing-with-employee-pushback/">pushback can be expected</a>. Although some at the company had doubts about the new tools, these were quickly put to bed. While mind maps may not always have the same depth as “old school” minute-taking methods, a two-month pilot revealed that the extreme detail hadn’t helped them. “Writing and even reading a long document takes so much time. It’s better for us to be brief,” Kerkhoff notes.
The data supports this. When you receive too much information, it’s <a href="https://theecmconsultant.com/information-overload/">hard to focus on what’s important</a>. A <a href="https://www.esriuk.com/en-gb/news/press-releases/uk/24-stress-map">study by ESRI </a>reveals that 66 per cent of those surveyed find it easier to understand documents that contain maps and graphics. Visual mind mapping tools like MindMeister make it <a href="https://www.mindmeister.com/blog/mind-mapping-benefits-who-needs-mind-maps">easier to process and remember information</a>.
As the high acceptance rates for MindMeister and MeisterTask show, design and usability are key. Teams were able to use the tools straight away, which lent to their overall success.
<div class="pro-tip">Weighing up the pros and cons of introducing a new tool? Software acceptance is essential to achieving your goals. <a href="https://www.meistertask.com/blog/how-software-acceptance-can-make-or-break-a-new-tool/">Find out why</a>.</div>
<h2>Don’t Let Complex Processes Drag You Down.</h2>
<figure id="attachment_30117" aria-describedby="caption-attachment-30117" style="width: 1024px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Dont-Let-Complex-Processes-Drag-You-Down.jpg"><img decoding="async" class="size-full wp-image-30117" src="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Dont-Let-Complex-Processes-Drag-You-Down.jpg" alt="Don't Let Complex Processes Drag You Down." width="1024" height="683" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Dont-Let-Complex-Processes-Drag-You-Down.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Dont-Let-Complex-Processes-Drag-You-Down-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Dont-Let-Complex-Processes-Drag-You-Down-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Dont-Let-Complex-Processes-Drag-You-Down-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Dont-Let-Complex-Processes-Drag-You-Down-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2024/01/Dont-Let-Complex-Processes-Drag-You-Down-272x182.jpg 272w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-30117" class="wp-caption-text">Workflows are easier to manage with the Meister Suite.</figcaption></figure>
Meeting admin doesn’t need to drain your time – and it shouldn’t fill you with dread. With less time spent on repetitive tasks and duplicate work, your team can achieve more. From meeting preparation and planning through to task execution, workflows are easier to manage with the Meister Suite. The expression “work smarter not harder” has never been more apt. Why not see for yourself how much time you could save?
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The post <a href="https://www.mindmeister.com/blog/paper-cuts-how-felix-schoeller-slashed-meetings-by-50-with-mindmeister-meistertask-success-story/">How Felix Schoeller Slashed Meetings by 50% with MindMeister + MeisterTask (Success Story)</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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<title>10 Tips To Help You Make Better Business Decisions – And the Mistakes To Avoid</title>
<link>https://www.mindmeister.com/blog/10-tips-to-help-you-make-better-business-decisions-and-the-mistakes-to-avoid/</link>
<dc:creator><![CDATA[Caitlin Hughes]]></dc:creator>
<pubDate>Mon, 30 Jan 2023 12:51:53 +0000</pubDate>
<category><![CDATA[Business]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=30004</guid>
<description><![CDATA[Ever made a business decision that came back to bite you? It seemed right at the time, but in the cold light of day it’s proven to be unfortunate at best – disastrous at worst. When you’re tasked with the responsibility of […]
The post <a href="https://www.mindmeister.com/blog/10-tips-to-help-you-make-better-business-decisions-and-the-mistakes-to-avoid/">10 Tips To Help You Make Better Business Decisions – And the Mistakes To Avoid</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[Ever made a business decision that came back to bite you? It seemed right at the time, but in the cold light of day it’s proven to be unfortunate at best – disastrous at worst. When you’re tasked with the responsibility of making the right choices for your team, there’s a lot at stake and a lot of room for error. This article explores the factors behind poor business decision making, how it can impact your team, and the steps you can take to make better business decisions.
A quick Google search will tell you that <a href="https://www.psychologytoday.com/us/blog/stretching-theory/201809/how-many-decisions-do-we-make-each-day">you make 35,000 decisions every day</a>. However, just because everyone’s doing it doesn’t mean it’s easy. According to studies, managers at a typical Fortune 500 company collectively waste more than <a href="https://www.mckinsey.com/capabilities/people-and-organizational-performance/our-insights/three-keys-to-faster-better-decisions">500,000 days a year on ineffective decision making</a>. That’s a staggering amount of time lost on the fundamentals of running a business.
Before diving into what causes this ineffective decision making, it’s important to know what we mean when referring to “business decisions” — and what those decisions might look like.
<h2>The 3 Types of Business Decisions Managers Have to Make</h2>
<figure id="attachment_30006" aria-describedby="caption-attachment-30006" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-scaled.jpg"><img decoding="async" class="wp-image-30006 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-scaled.jpg" alt="3 Types of Business Decisions Managers Have to Make" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/3-Types-of-Business-Decisions-Managers-Have-to-Make-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30006" class="wp-caption-text">Business decisions fall into three categories: strategic, tactical and operational.</figcaption></figure>
Business decisions define business operations, goals and future activities. They can be divided into three main categories: strategic, tactical and operational business decisions.
<h3>Strategic Decisions</h3>
Strategic business decisions define the high-level direction of a business. Although this type of business decision doesn’t take place very often, they can often have huge consequences. As such, they will generally need approval from a board of directors. These types of decisions are only made after careful analysis and evaluation of data. Decisions like deciding to launch a new product or launching an existing product in a new market sit under this category.
<h3>Tactical Decisions</h3>
Tactical business decisions are taken more frequently than strategic decisions. As a result, they are usually delegated to department heads and senior managers. Tactical business decisions exist because of strategic decisions: usually to define targets in line with a greater objective. Tactical decisions could include changing the pricing structure for your product or service, distributing budgets across departments, or restructuring teams.
<h3>Operational Decisions </h3>
Operational business decisions happen on a daily basis at a lower management or team level. They are straightforward, routine and (individually) low-risk. Promoting employees, allocating marketing spend and developing new sales initiatives are all operational decisions.
Understanding the impact your decision will have and weighing up your options carefully is vital to making the right business decisions. Even if you have the skills and experience to make these decisions, you still won’t get it right all of the time. There are plenty of challenges which can throw you off track and lead to less than desirable outcomes. 
<h2>What Happens When You Make Poor Business Decisions?</h2>
<figure id="attachment_30008" aria-describedby="caption-attachment-30008" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--scaled.jpg"><img decoding="async" class="size-full wp-image-30008" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--scaled.jpg" alt="What Happens When You Make Poor Business Decisions" width="2560" height="1709" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--1024x684.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--1536x1025.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--2048x1367.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/What-Happens-When-You-Make-Poor-Business-Decisoins--272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30008" class="wp-caption-text">Poor decision making can negatively impact your team.</figcaption></figure>
The poet William Blake hit the nail on the head with his observation that “hindsight is a wonderful thing, but foresight is better.” Blake knew that there’s nothing worse than the sinking realization of having made the wrong decision. Beyond that, the knock-on effect of bad decisions can be huge. Here’s how poor decision making negatively impacts your team:
<h3>You Create Chaos and Confusion</h3>
<figure id="attachment_30009" aria-describedby="caption-attachment-30009" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-scaled.jpg"><img decoding="async" class="wp-image-30009 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-scaled.jpg" alt="You Create Chaos and Confusion" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/You-Create-chaos-and-Confuion-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30009" class="wp-caption-text">When strategic decisions aren’t informed by a shared direction, chaos ensues.</figcaption></figure>
Companies need leaders who make good choices. Poor strategic business decisions can occur when there is a lack of clarity around the company mission, vision and values. Worryingly, a <a href="https://www.gallup.com/workplace/353579/organization-sustain-culture-scale.aspx">study by Gallup</a> indicates that only 22% of employees feel that leaders have a clear direction for the organization.
When high-level strategic decisions aren’t informed by a shared direction, chaos ensues. Confusion around what, why and how things should be done trickles down through the organization and leads to more poor decision making. This is because strategic decisions set the tone for the tactical and operational decisions taken by department heads and managers. Bad strategic business decisions lead to bad tactical decisions and…you get the picture.
Say you’re a strategic decision maker in a tech company and you decide to launch a new product: “We want to make self-driving cars by 2025.” However, you’ve underestimated how much research and time is required to make that happen, so your timeline is unrealistic. Your tactical decision makers are scrambling to make it possible, but this takes their focus away from existing products that actually make you money. It’s not clear how they should be allocating resources – time, budget, people – which makes it impossible to plan. As a result:
<ul>
<li style="font-weight: 400;" aria-level="1">Your team struggles to prioritize tasks and projects, which causes delays. </li>
<li style="font-weight: 400;" aria-level="1">Your team wastes time on duplicate work and mistakes become more frequent.</li>
<li style="font-weight: 400;" aria-level="1">There is a conflict of priorities across teams, with department heads battling it out for resources. This creates an unpleasant atmosphere which can stifle collaboration.</li>
</ul>
<h3>Your Growth Slows Down (Or Stops Completely)</h3>
<figure id="attachment_30011" aria-describedby="caption-attachment-30011" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-scaled.jpg"><img decoding="async" class="size-full wp-image-30011" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-scaled.jpg" alt="Your Growth Slows Down (Or Stops Completely)" width="2560" height="1706" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-growth-Slows-Down-Or-Stops-Completely-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30011" class="wp-caption-text">Making slow, poor-quality decisions has a negative impact on business growth.</figcaption></figure>
A <a href="https://www.mckinsey.com/capabilities/people-and-organizational-performance/our-insights/decision-making-in-the-age-of-urgency">survey conducted by McKinsey</a> revealed that “respondents at the few companies that excel at decision making report the ability to perform well […] while also seeing better financial results”. The study also found that “quality and speed of decision making are both strongly associated with overall company performance.” To look at it another way: making slow, poor-quality decisions – particularly at a strategic level – has a negative impact on business growth.
Bad investments and bad decisions are a sure-fire way to slow your growth or stop it completely. You might have to make budget cuts, which can include letting employees go. With fewer available resources, your product or services can decline, which leads to unhappy customers, followed by a further drop in revenue and growth. Once you’re in this cycle, it’s difficult to break out of it.
Poor business growth can also affect your team at a more granular level. When growth declines:
<ul>
<li style="font-weight: 400;" aria-level="1">Focus is taken away from long-term strategic work. This leads to reactive decision-making, which can further contribute to poor alignment across the company. A lack of clear direction creates an environment where poor decision making becomes the rule rather than the exception.</li>
<li style="font-weight: 400;" aria-level="1">Your team members experience “burnout”. Apart from taking a toll on your team’s health, burnout can contribute to decision fatigue – and so the quality of decisions made deteriorates. People experiencing burnout are prone to <a href="https://www.forbes.com/sites/ashleystahl/2022/09/15/how-burnout-affects-your-decision-making-process-and-how-to-fix-it/?sh=4a862b607391">procrastination, impulsivity, risky behavior, avoidance, and indecision</a>. Simply put, burnout perpetuates the poor business decision making cycle.</li>
<li style="font-weight: 400;" aria-level="1">Employee turnover skyrockets. When your company isn’t doing well, <a href="https://www.thebalancemoney.com/what-is-job-insecurity-5208304">employees don’t feel secure in their jobs</a> and they start looking elsewhere. Those who resign take their company-specific knowledge with them, leaving a gap that might not be filled for months. This puts your business at a disadvantage because the decisions that need to be made are uninformed.</li>
</ul>
<h3>Your Team’s Morale Drops</h3>
<figure id="attachment_30012" aria-describedby="caption-attachment-30012" style="width: 2048px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops.jpg"><img decoding="async" class="size-full wp-image-30012" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops.jpg" alt="Your Team’s Morale Drops" width="2048" height="1369" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops-712x476.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops-1024x685.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops-768x513.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops-1536x1027.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops-796x532.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Your-Teams-Morale-Drops-272x182.jpg 272w" sizes="(max-width: 2048px) 100vw, 2048px" /></a><figcaption id="caption-attachment-30012" class="wp-caption-text">Low team morale can arise due to poor decision making.</figcaption></figure>
On average, you’ll work <a href="https://www.gettysburg.edu/news/stories?id=79db7b34-630c-4f49-ad32-4ab9ea48e72b#:~:text=The%20average%20person%20will%20spend%2090%2C000%20hours%20at%20work%20over%20a%20lifetime.">90,000 hours over the course of your lifetime</a>. When business decisions take away or create confusion around the purpose and meaning of the work your team is doing, engagement and morale drop significantly. Poor communication, a lack of recognition and poor business performance can also influence your team’s morale – all of which can arise from poor decision making.
When team morale drops, <a href="https://www.mindtools.com/ahcpfn4/conflict-resolution">conflict arises</a>. This conflict creates a hostile working environment where decision making can become personal, rather than objective. 
<h2>Why Do You Make Poor Decisions? The Steps You Can Take To Make Better Business Decisions.</h2>
<figure id="attachment_30013" aria-describedby="caption-attachment-30013" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-scaled.jpg"><img decoding="async" class="wp-image-30013 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-scaled.jpg" alt="Make Better Business Decisions" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Make-Better-Business-Decisions-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30013" class="wp-caption-text">Understanding what causes poor decision making can help you get back on track.</figcaption></figure>
Nobody sets out to make bad decisions. Sometimes it can be difficult to pinpoint exactly where it all went wrong. Understanding the factors behind poor business decision making can help you recognize where you’re getting caught out and take the necessary steps to get back on track.
<h2>Reason #1: Missing or Incorrect Information</h2>
<figure id="attachment_30014" aria-describedby="caption-attachment-30014" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-scaled.jpg"><img decoding="async" class="wp-image-30014 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-scaled.jpg" alt="Missing or Incorrect Information" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Missing-or-Incorrect-Information-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30014" class="wp-caption-text">Missing or incorrect information can lead to poor business decision making.</figcaption></figure>
You can’t make decisions without the correct information. This might include the resources available for a certain project, or the level of knowledge your team has to execute it. It also extends to the quantitative data you’re basing your decisions on. Missing, old or inaccurate data (also called “bad data”) will lead to false assumptions that send you down the wrong path. Bad data is “<a href="https://commence.com/blog/2021/01/16/bad-data-in-decision-making-process/">any piece of information that is wrong, misleading, or confusing in its format</a>”. The consequences of using bad data for decision making are manifold. It can lead to an incorrect and unsuccessful business strategy, a damaged reputation, an increase in costs, and numerous missed opportunities for development and growth.
<h3>Solution #1: Gather and Centralize Information</h3>
<a href="https://commence.com/blog/2021/01/16/bad-data-in-decision-making-process/">Commence</a> share some practical tips for improving your data quality to better inform your decision making process. To summarize:
<ol>
<li style="font-weight: 400;" aria-level="1">Find the source of bad data. Make sure your source is accurate and your data extraction techniques are correct.</li>
<li style="font-weight: 400;" aria-level="1">Refine your data collection process. Ask yourself whether you’re collecting the data you actually need. Finetune your process by having third parties review the information after collection and compilation.</li>
<li style="font-weight: 400;" aria-level="1">Regularly audit your database. All the information you have should be properly collected, processed, and managed – especially as your business grows.</li>
</ol>
When you have good data, whether quantitative or qualitative, it needs to be properly documented. Studies show that on average, <a href="https://www.valamis.com/blog/why-do-we-spend-all-that-time-searching-for-information-at-work">employees spend 9.3 hours per week searching for information</a>. That’s almost a quarter of the working week. Tools for sharing and centralizing documents let you quickly access the information you need to make better business decisions.
With the right data at hand, it’s easier to spot gaps in your knowledge and know which questions to ask. Additionally, knowing where to look for guidelines, processes and other contextual information will prevent any major panic when you have to make an informed decision quickly.
<iframe title="Knowledge loss is the enemy of productivity!" width="628" height="353" src="https://www.youtube.com/embed/X7sjdsKFp5E?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
<h2>Reason #2: Time Pressure </h2>
<figure id="attachment_30018" aria-describedby="caption-attachment-30018" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-scaled.jpg"><img decoding="async" class="wp-image-30018 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-scaled.jpg" alt="Time Pressure" width="2560" height="1684" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-712x468.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-1024x673.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-768x505.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-1536x1010.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-2048x1347.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Time-pressure-796x524.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30018" class="wp-caption-text">Working under pressure can skew the decision making process.</figcaption></figure>
Working under time pressure can lead to a “<a href="https://rightasrain.uwmedicine.org/life/relationships/scarcity-mindset">scarcity mindset</a>” which is when you believe (rightly or wrongly) that resources are limited. As a result, <a href="https://www.ncbi.nlm.nih.gov/pmc/articles/PMC3641486/">your ability to think analytically is reduced</a>, and you turn to short-term coping mechanisms rather than long-term problem solving. For example, you might sign off on work which is wrong or incomplete, just to get it off your desk.
Time pressure has been shown to “<a href="https://journals.plos.org/plosone/article?id=10.1371/journal.pone.0123740">bias judgments toward already known information and away from externally provided information</a>.” This means that although you might have access to the information you need to make the right decision, you base your decisions on less helpful – or even incorrect – information because it is more convenient. If you’re under pressure, you’re also more likely to focus on negative information to make your decision. This tendency skews your decision making process and results in unexpected negative outcomes.
<h3>Solution #2: Prioritize </h3>
When faced with a decision, you may encounter an obstacle you couldn’t have foreseen – a global pandemic, for instance – which means you have to come up with an alternative solution quickly. Either way, prioritizing now will save you time in the long run.
The Eisenhower Matrix is a simple decision-making tool which helps you make better business decisions. It’s made up of four categories into which you can divide your tasks and projects:
<ul>
<li style="font-weight: 400;" aria-level="1">Important and urgent: Focus on this first.</li>
<li style="font-weight: 400;" aria-level="1">Important, but not urgent: Schedule time to work on this and set a deadline. </li>
<li style="font-weight: 400;" aria-level="1">Not important, but urgent: Delegate this to a less senior team member.</li>
<li style="font-weight: 400;" aria-level="1">Neither important nor urgent: Don’t spend another second thinking about this!</li>
</ul>
Eisenhower’s urgent vs. important principle can seem contradictory at first glance. The question “How can something be urgent and yet not important?” is a reasonable one.
Important but not urgent tasks lead directly to you achieving your goals. They usually take longer to complete than urgent tasks, and don’t require a resolution right this second. Important but not urgent tasks could include implementing a tool to centralize documentation and improve information sharing within your team.
Urgent but not important tasks usually take you away from your priorities and contribute to achieving someone else’s goals. It can be tempting to do these tasks anyway because “ticking them off the list” provides instant gratification. Urgent but not important tasks might include client phone calls, team meetings, or requests for “quick” input or feedback from colleagues.
<figure id="attachment_30020" aria-describedby="caption-attachment-30020" style="width: 603px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Eisenhower-Matrix.png"><img decoding="async" class="wp-image-30020" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Eisenhower-Matrix.png" alt="Eisenhower Matrix" width="603" height="539" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Eisenhower-Matrix.png 635w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Eisenhower-Matrix-598x534.png 598w" sizes="(max-width: 603px) 100vw, 603px" /></a><figcaption id="caption-attachment-30020" class="wp-caption-text">Use the Eisenhower Matrix to make better business decisions.</figcaption></figure>
 
<h2>Reason #3: Poor Planning</h2>
<figure id="attachment_30023" aria-describedby="caption-attachment-30023" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-scaled.jpg"><img decoding="async" class="wp-image-30023 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-scaled.jpg" alt="Poor Planning" width="2560" height="1700" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-712x473.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-1024x680.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-768x510.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-1536x1020.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-2048x1360.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-796x529.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Poor-Planning-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30023" class="wp-caption-text">Planning allows for strategic decision making instead of reactive damage control.</figcaption></figure>
“A failure to plan is a plan to fail”, or so the saying goes. Planning ahead keeps your team’s focus on a shared goal and allows for strategic decision making instead of reactive damage control.
At a strategic level, poor planning can be far-reaching. At a tactical level, it can lead to project delays, work that misses the mark, spiraling costs, and a loss of trust from customers, clients or employees. Even at an operational level, a failure to plan can result in rash decisions and errors, which accumulate over time. 
<h3>Solution #3: Consider Your Options With a Decision Tree</h3>
Overwhelmed with options? Narrow them down by using practical techniques such as mind mapping. You can build out a decision tree to answer questions such as “Should I delegate this task”, “Should I involve my team in this decision now” or “Should this be a meeting”? This will help keep your decision making consistent until it becomes a habit. 
Take the decision tree example below. The main question “Should I delegate this task?” is at the top. Below that is the obvious question you need to ask first: “Could someone else do this task?” If no, you’ll want to think about teaching someone else how to do it – it’s not great for the business if only one person can carry out an important task. If someone else can do the task, simply progress along the tree until you reach the right business decision.
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When you <a href="https://www.mindmeister.com/">create your own decision trees in MindMeister</a>, start with your “big” question at the top, and map out the following questions you need to ask in a logical order. Thinking step by step will help you find the most practical solution depending on the situation. 
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<h3>Solution #3b: Consider Your Options With a Decision Matrix</h3>
Alternatively, a decision matrix is a useful tool when you have to decide between more than one option, and there are several factors which influence your decision. Using a decision matrix allows you to compare different solutions to a single problem, factoring in variables that are important to your decision. It can also help you “<a href="https://www.businessnewsdaily.com/6146-decision-mat">prioritize tasks, solve problems and craft arguments to defend a decision you’ve already made</a>”. It’s a great way to remove emotion and bias from the decision making process and evaluate potential solutions in a logical way.
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For example, you might be deciding which agency to hire for your brand refresh:
<ul>
<li style="font-weight: 400;" aria-level="1">In your decision matrix, score each agency between 1-5 for each variable. Say Agency 1 delivers the best quality, so they get a 5. Agency 3 only gets a 3, and so on. </li>
<li style="font-weight: 400;" aria-level="1">Next, add weight to each criteria based on the relevance to the decision. For example, if cost is the most important consideration, give it a 5. </li>
<li style="font-weight: 400;" aria-level="1">Now multiply the weight of each category with the rating you gave every option in that category.</li>
<li style="font-weight: 400;" aria-level="1">Add up all the points and a winner should emerge.</li>
</ul>
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<h3>Solution #4: Plan Your Projects</h3>
It’s obvious, but often ignored: project planning means good results. Your team will:
<ul>
<li style="font-weight: 400;" aria-level="1">Work cohesively to achieve the project goal.</li>
<li style="font-weight: 400;" aria-level="1">Understand how projects fit into team workflows.</li>
<li style="font-weight: 400;" aria-level="1">Evaluate the impact your project will have on other teams and identify ways it can support other areas of the business.</li>
<li style="font-weight: 400;" aria-level="1">Allocate resources correctly.</li>
<li style="font-weight: 400;" aria-level="1">Set expectations and establish realistic deadlines for delivery.</li>
</ul>
Try using a mind map to plan your next project. Mind maps are visual, which makes them perfect for displaying the information needed to make better business decisions.
<figure class="blockquote">
<blockquote>It helps me to visualize each worksite with the responsible employees – and it’s easier to allocate the right resources as a result.</blockquote><figcaption>Ivan Leopizzi, Pamo</figcaption></figure>
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<h2>Reason #4: Stress</h2>
<figure id="attachment_30027" aria-describedby="caption-attachment-30027" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-scaled.jpg"><img decoding="async" class="size-full wp-image-30027" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-scaled.jpg" alt="Stress" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Stress-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30027" class="wp-caption-text">A stressed out team doesn’t bode well for good business decision making.</figcaption></figure>
When your team is stressed, they might feel unable to choose one way or the other. This doesn’t bode well for good business decision making. Similarly, studies have shown that <a href="https://www.psychologytoday.com/us/blog/the-athletes-way/201603/how-does-anxiety-short-circuit-the-decision-making-process">anxiety disrupts the decision making process and leads to poor choices</a>.
<h3>Solution #5: Support Your Team</h3>
Mindful leadership can reduce stress and have a positive impact on your team’s mental health. Professors Megan Reitz and Michael Chaskalson explore mindful leadership through the lens of <a href="https://www.hult.edu/blog/aim-mindfulness-improves-leadership/">AIM</a>. AIM refers to the capacities teams need to support healthy working relationships, resilience, and better collective decision making. It stands for
Allowing: Cultivating an attitude of acceptance and kindness towards ourselves and others.
Inquiry: A curiosity about what is happening and the ability to think critically about it.
Meta-awareness: Observing thoughts, feelings and impulses as they happen and acknowledging the ability to change our behavior.
What might this look like in practice on a day-to-day level? If a team member seems stressed or upset, ask them if they’re feeling okay. Take the first few minutes of every meeting to ask how everyone’s day is going. If someone says something you disagree with, take a moment to pause and reflect before responding. Although these steps won’t directly prevent poor decision making, they lay the groundwork for an environment which supports everyone to make better business decisions. And, if you end up making the wrong decision (you’re only human), your team is more likely to weather the storm.
<h2>Reason #5: Siloed Thinking & Consensus-Driven Culture </h2>
<figure id="attachment_30028" aria-describedby="caption-attachment-30028" style="width: 1920px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture.jpg"><img decoding="async" class="size-full wp-image-30028" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture.jpg" alt="Siloed Thinking & Consensus-Driven Culture." width="1920" height="1280" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture.jpg 1920w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Siloed-Thinking-Consensus-Driven-Culture-272x182.jpg 272w" sizes="(max-width: 1920px) 100vw, 1920px" /></a><figcaption id="caption-attachment-30028" class="wp-caption-text">Working in silos leads to a lack of transparency and uninformed business decisions.</figcaption></figure>
Working in silos means information doesn’t flow freely between teams, and team members are left wondering who is working on what. This lack of transparency can cause you to make decisions without all the facts. Likewise, you also lack the diversity of perspectives needed to make informed business decisions.
A consensus-driven culture creates the same problems. Where teams are over-rewarded for being positive and receptive, team members are less inclined to ask questions or push back in fear of rocking the boat. This can lead to comfortable decisions – rather than the right decisions – being made.
<h3>Solution #6: Invite Input From Others </h3>
<figure id="attachment_30029" aria-describedby="caption-attachment-30029" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Mind-Map-Better-Business-Decisions.gif"><img decoding="async" class="size-full wp-image-30029" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Mind-Map-Better-Business-Decisions.gif" alt="Mind Map for Making Better Business Decisions." width="800" height="575" /></a><figcaption id="caption-attachment-30029" class="wp-caption-text">Inviting other perspectives will help you to make better business decisions.</figcaption></figure>
Inviting other perspectives highlights solutions you might not have even considered. It also leads to more critical thinking around a problem, which helps you to make better business decisions. <a href="https://www.mindmeister.com/pages/brainstorming-mind-maps">Mind mapping tools </a>can help generate these discussions with your team.
For a successful brainstorming session:
<ol>
<li style="font-weight: 400;" aria-level="1">Generate as many ideas as possible </li>
<li style="font-weight: 400;" aria-level="1">Don’t criticize anyone’s ideas at this stage – your own included!</li>
<li style="font-weight: 400;" aria-level="1">Embrace wild and unusual ideas </li>
<li style="font-weight: 400;" aria-level="1">Combine and improve on each other’s ideas</li>
</ol>
<figure class="blockquote">
<blockquote>Unlimited numbers of people can work simultaneously on one mind map, which results in a noticeable increase of quality in the ideas that are generated.</blockquote><figcaption>Michael Ackerman, Professor of Clinical Nursing and Director of the Master of Healthcare Innovation Program at Ohio State University College of Nursing</figcaption></figure>
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<h3>Solution #7: Embrace Feedback </h3>
If you’ve made the wrong decision, doubling down only makes things worse. When it comes to feedback from your team, listen carefully and be open to the possibility they might be right. Feedback from others close to the problem, or who will be affected by the decision you make, is invaluable. Don’t wait for them to come to you. Hold a focused meeting to gather input and invite team members to add their feedback into a shared mind map. This gives you insight to inform your decision making in future, and your team will feel heard.
You can use the “<a href="https://mm.tt/map/2568429284?t=PRRD9rQRKN">How Might We</a>” template to gather feedback around a central problem or area for improvement. Encourage your team to ideate solutions, narrow them down together, vote on the ones they like best, and select the ideas with the most votes.
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<h2>Reason #6: Failure To Adapt</h2>
<figure id="attachment_30034" aria-describedby="caption-attachment-30034" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-scaled.jpg"><img decoding="async" class="size-full wp-image-30034" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-scaled.jpg" alt="Failure to Adapt." width="2560" height="1677" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-712x466.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-1024x671.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-768x503.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-1536x1006.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-2048x1342.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Failure-to-Adapt-796x522.jpg 796w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30034" class="wp-caption-text">Being able to adapt is essential if you want to make better business decisions.</figcaption></figure>
Just because it’s always been done this way, doesn’t mean it always should be. Failure to make adjustments based on new information can lead to decisions being made based on a reality that doesn’t exist. Being able to adapt is essential if you want to make better business decisions.
<h3>Solution #8: Analyze Using SWOT and PESTLE </h3>
<a href="https://uk.indeed.com/career-advice/career-development/pestle-and-swot-analysis">PESTLE and SWOT</a> help you to understand decision context. From there, you can analyze problems objectively. The PESTLE model invites you to research and note the political, economic, social, technological, legal and environmental factors related to the problem you are solving. The SWOT model invites you to look a little closer to home. It provides a structure for you to analyze the strengths, weaknesses, opportunities and threats of and to your business.
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<div class="mb-5">Open the <a href="https://www.mindmeister.com/2569761244/swot-analysis-template?t=4tIHJjzP5l" target="_blank" rel="noopener">SWOT Analysis Template</a> in MindMeister.</div>
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<h2>Reason #7: Conflict and Interpersonal Issues.</h2>
<figure id="attachment_30035" aria-describedby="caption-attachment-30035" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-scaled.jpg"><img decoding="async" class="wp-image-30035 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-scaled.jpg" alt="Conflict and Interpersonal Issues" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/Conflict-and-Interpersonal-Issues-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30035" class="wp-caption-text">Conflict can negatively influence business decision making.</figcaption></figure>
Good conflict is when you have different or opposing views based on different perspectives and experiences. It’s what makes life interesting, and it encourages critical thought, engagement and problem-solving. However, bad conflict can negatively influence business decision making. When there’s a shift from “let’s tackle the problem together” to “you are the problem”, decisions become personal rather than objective. Conflict also causes team members to avoid contributing or speaking up when they identify problems. As a result, the discussion and debate necessary for making informed business decisions is lacking.
<h3>Solution #9: Address Conflict in a Controlled Environment</h3>
When conflict arises, approach discussions sensitively – and come prepared. Focusing on specific examples and avoiding generalizations will keep the discussion objective. It’s helpful to create an action plan for resolving the conflict that all parties can agree on, and follow up to ensure the steps towards resolution have been taken.
To reduce the risk of “bad” conflict within your team, consider introducing nonviolent communication. Nonviolent communication <a href="https://www.cnvc.org/learn-nvc/what-is-nvc">involves deep listening, empathy and compassion</a>. There are lots of NVC teachers out there who offer training sessions for teams. These are designed to help participants develop conflict-management and communication skills. With objectivity and empathy, you can challenge biases, break reactive habits, and make better business decisions.
<h3>Solution #10: Build a Healthy Workplace Culture </h3>
Your business culture has a big impact on how you make decisions and whether they’re successful. Peter Ashworth, CEO of Humanity We, summed it well when he wrote: “A healthy culture leads to <a href="https://www.linkedin.com/pulse/why-company-culture-so-important-business-success-peter-ashworth">less internal politics, a flatter and more efficient decision-making processes, and fewer disagreements</a>”. As<a href="https://www.theguardian.com/business/2023/jan/16/fintech-revolut-psychologists-criticism-corporate-culture-uk-banking-licence"> recent events have shown</a>, business growth shouldn’t come at the expense of a healthy business culture. Neglecting your culture limits success in the long-run as it feeds into many of the factors that prevent you from making better business decisions.
A <a href="https://www.forbes.com/sites/sheilacallaham/2022/03/30/workplace-culture-5-key-elements-for-a-positive-employee-environment/?sh=2bd80fea42a9">healthy workplace culture</a> promotes:
Belonging. A 2019 study conducted by BetterUp Inc. indicated that a perception of “belonging” at a company was linked to a 56% increase in job performance, a 50% drop in turnover risk and a 75% reduction in sick days. You can improve belonging by <a href="https://medium.com/zalando-design/the-power-of-bringing-our-whole-selves-to-work-80df5bafbb1a">celebrating individuality</a> and providing equal opportunities to try new things or take on more responsibility.
Contribution. Being able to contribute creates a sense of purpose and leads to higher employee engagement and satisfaction. Delegate tasks and ask for your team members’ input when it allows them to demonstrate or improve their skills.
Flexibility. Flexibility means the freedom and autonomy to decide (to an extent) when and how work gets done. Make sure team members have what they need to manage their own time and priorities – then trust them to do so. 
Equity. To be <a href="https://recruitee.com/articles/equity-in-workplace">equitable</a>, a company must recognize that we don’t all have the same level of privilege – and make adjustments to “correct” imbalances.
Growth. A growth mindset encourages employees to share knowledge, experience and skills for their own personal and professional development. Motivate your team by setting clear targets, and assigning KPIs to teams and individuals to encourage accountability.
<h2>The Time To Make Better Business Decisions Is Now.</h2>
<figure id="attachment_30036" aria-describedby="caption-attachment-30036" style="width: 2560px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-scaled.jpg"><img decoding="async" class="wp-image-30036 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-scaled.jpg" alt="The Time to Make Better Business Decisions is Now" width="2560" height="1707" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-scaled.jpg 2560w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2023/01/The-Time-to-Make-Better-Business-Decisions-is-Now-272x182.jpg 272w" sizes="(max-width: 2560px) 100vw, 2560px" /></a><figcaption id="caption-attachment-30036" class="wp-caption-text">Making better business decisions is challenging — but possible.</figcaption></figure>
There are so many reasons for bad business decision making, and even more ways it can impact your team. The consequences often feed back into each other, causing a cycle of confusion, poor results, low team morale, and even more bad decisions. 
This is why it can feel so challenging to move past poor decisions and make better ones. But it’s not impossible. Taking the steps outlined here should guide you to take control of the decision making process and to work together with your team in a way that supports transparent, informed and healthy decision making. 
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<h2>FAQs</h2>
<h3>What Types of Business Decisions Do Managers Have to Make?</h3>
Business decisions can be divided into three main categories: strategic, tactical and operational business decisions. Strategic business decisions define the high-level direction of a business, whereas tactical business decisions define targets in line with a greater objective. Operational business decisions are routine and (individually) low risk.
<h3>What Happens When You Make Bad Business Decisions?</h3>
Poor business decisions can affect your team in many ways. It creates chaos and confusion, which leads to difficulties prioritizing and planning. It can also slow or stop your growth completely. Making the wrong decisions can damage your team’s morale and create conflict – all of which feeds into a cycle of poor decision making.
<h3>What Causes Poor Business Decision Making?</h3>
A number of factors can cause you to make poor business decisions. These include missing or incorrect information, time pressure, poor planning and stress, to name just a few. There are steps you can take to overcome these challenges in order to make better business decisions.
The post <a href="https://www.mindmeister.com/blog/10-tips-to-help-you-make-better-business-decisions-and-the-mistakes-to-avoid/">10 Tips To Help You Make Better Business Decisions – And the Mistakes To Avoid</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>#ThisIsOurYear – Motivate Your Team and Win FREE MindMeister Licenses</title>
<link>https://www.mindmeister.com/blog/thisisouryear-motivate-your-team-and-win-free-mindmeister-licenses/</link>
<dc:creator><![CDATA[Thomas George]]></dc:creator>
<pubDate>Mon, 09 Jan 2023 11:53:13 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[#thisisouryear]]></category>
<category><![CDATA[business]]></category>
<category><![CDATA[collaboration]]></category>
<category><![CDATA[competition]]></category>
<category><![CDATA[team management]]></category>
<category><![CDATA[teamwork]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=29914</guid>
<description><![CDATA[A new year means new challenges – and if you’re going to be successful, you’ll need everyone in your team to pull in the same direction. In this post, we’ll show you how to structure your plans using mind map templates, boost […]
The post <a href="https://www.mindmeister.com/blog/thisisouryear-motivate-your-team-and-win-free-mindmeister-licenses/">#ThisIsOurYear – Motivate Your Team and Win FREE MindMeister Licenses</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[A new year means new challenges – and if you’re going to be successful, you’ll need everyone in your team to pull in the same direction. In this post, we’ll show you how to structure your plans using mind map templates, boost accountability by making your team goals public, and how to win FREE MindMeister licenses for your team by entering the #ThisIsOurYear competition.
<div class="pro-tip">Ready to enter? Go straight to <a href="http://www.mindmeister.com/pages/this-is-our-year">our competition page</a> and get started now!</div>
Although it isn’t <a href="https://www.youtube.com/watch?v=dFvIvNRUUao">Groundhog Day</a> until February, the start of a new working year always has a feeling of deja vu. The turning of the calendar means a new quarter, new goals and – if you’re not careful – the same old results as last year.
If you’ve got big plans for 2023, getting your team on board is vital to achieving your goals. The problem is… resolutions are easily broken. You need a way to stop your plans landing among the 26% <a href="https://insideoutmastery.com/new-years-resolution-statistics/">of those abandoned in the first week</a>, laying a marker for the next twelve months, not just one.
The quickest way to ensure buy-in and boost accountability? Make your goals public! The best tool for the job? <a href="http://www.mindmeister.com">You guessed it.</a>
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<h2>Why Do Yearly Goals Fail?</h2>
<figure id="attachment_29921" aria-describedby="caption-attachment-29921" style="width: 712px" class="wp-caption alignnone"><img decoding="async" class="wp-image-29921 size-medium" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-712x475.jpg" alt="" width="712" height="475" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-712x475.jpg 712w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-1024x683.jpg 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-768x512.jpg 768w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-1536x1024.jpg 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-2048x1365.jpg 2048w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-796x531.jpg 796w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-300x200.jpg 300w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/anthony-da-cruz-b4dNhklLF7I-unsplash-1-272x182.jpg 272w" sizes="(max-width: 712px) 100vw, 712px" /><figcaption id="caption-attachment-29921" class="wp-caption-text">Mind mapping can help you overcome challenges in planning</figcaption></figure>
Before you start making new plans for a new year, we need to ask an honest question. Why do so many team goals fail? Here are some common themes when it comes to yearly planning:
<ul>
<li aria-level="1">Lack of clarity. It’s hard to reach your goals if you don’t know what they mean. This problem can actually go two ways – either goals are so broad that they’re impossible to translate to practicalities, or objectives are so granular that the big picture gets lost.</li>
<li aria-level="1">No buy-in. If you’re a manager, you might have grand visions about leading your team to greatness in 2023. However, if you can’t get your team to share your passion and work together, you could have a hard time getting the results you need.</li>
<li aria-level="1">Low accountability. Whose job is it anyway? If it isn’t immediately obvious who should be contributing to your yearly goals… the likelihood is that no one will pick up the slack.</li>
</ul>
Collaborative mind mapping is the start of the solution to these issues. You can:
<ul>
<li style="font-weight: 400;" aria-level="1">Get a clear, accessible overview in the classic mind map structure. </li>
<li style="font-weight: 400;" aria-level="1">Encourage bottom-up ideation, instead of dictating goals to your team.</li>
<li style="font-weight: 400;" aria-level="1">Hold your team accountable by sharing your goals publicly for everyone to see.</li>
</ul>
<div class="pro-tip">Find out more about the<a href="https://www.mindmeister.com/blog/mind-mapping-benefits-who-needs-mind-maps/"> benefits of mind mapping for your team.</a></div>
<h2>Yearly Planning With MindMeister: Boost Accountability</h2>
<figure id="attachment_29591" aria-describedby="caption-attachment-29591" style="width: 712px" class="wp-caption alignnone"><img decoding="async" class="size-medium wp-image-29591" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/09/mind-maps-for-business-712x386.png" alt="mind map for business" width="712" height="386" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2022/09/mind-maps-for-business-712x386.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/mind-maps-for-business-1024x555.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/mind-maps-for-business-768x416.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/mind-maps-for-business-796x431.png 796w, https://www.mindmeister.com/blog/wp-content/uploads/2022/09/mind-maps-for-business.png 1380w" sizes="(max-width: 712px) 100vw, 712px" /><figcaption id="caption-attachment-29591" class="wp-caption-text">What is mind mapping in business? Here’s just some of what you can do.</figcaption></figure>
Now we know that transparency, democracy, and accountability are the three keys to successful yearly goals, all we need now is a tool to make the plans. That’s where MindMeister comes in!
MindMeister makes yearly planning simple – you can use our <a href="https://www.mindmeister.com/pages/templates/">huge selection of mind map templates</a> or create your custom plans from scratch. Here are just a few types of yearly plan that you can develop with mind maps:
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/map/2228275358">OKRs and goal setting.</a> OKRs (Objectives and Key Results) are a popular method for setting and tracking team goals. Your MindMeister mind structures the way that your team records key results and measures progress.</li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/map/2093919230">Business planning.</a> Want to change your business for the better in 2023? Use a mind map to visualize your strategy and present it to your team and stakeholders.</li>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/map/2254880310">Project planning.</a> Start as you mean to go on with your first project in the new year. A planning mind map can be the cornerstone of a successful project, helping you achieve your yearly goals, step by step.</li>
</ul>
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<h3>Get Started</h3>
On a single, collaborative canvas, your team can come together and contribute to your success. Simple, real-time editing means that it’s easy to get everyone involved! Likewise, sharing your map publicly is perfect for achieving accountability: inspiring your team to perform on the big stage.
MindMeister covers all the bases when it comes to yearly plans. Our mind mapping software isn’t just a great tool for brainstorming your plans – our <a href="https://www.mindmeister.com/mind-map-examples">Public Maps Universe</a> is the best place to show them to the world. 
Best of all? You can win big when you publish your MindMeister plans! Keep reading to find out how.
<div class="pro-tip">From project planning to OKR setting, <a href="https://www.mindmeister.com/pages/templates/">MindMeister has a template for every type of plan </a>you’ll need in 2023. Check them out now!</div>
<h2>This is 2023. #ThisIsOurYear.</h2>
<iframe title="#ThisIsOurYear - with MindMeister©" width="628" height="353" src="https://www.youtube.com/embed/vSzTCooWxt0?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
Think you’ve got what it takes? <a href="https://www.mindmeister.com/map/2533912832/thisisouryear?fullscreen=1&v=public">Get started now!</a>
You’ve got the goals, we’ve got the tool. Now it’s time to bring a plan together! To celebrate the start of a new year and the chance to make awesome goals with MindMeister, we’re launching a very special campaign: #ThisIsOurYear.
We don’t just want another plan. We want teams everywhere to say who they are, what makes them great, and why 2023 will be their year. 
Better yet, we’re offering FREE MindMeister Business licenses for one year to the three best teams. Get creative and showcase your team to the world! 
Here’s how to take part:
<ol>
<li>Open our competition page, or go straight to the #ThisIsOurYear template.</li>
<li>Fill out the mind map template and say why #ThisIsOurYear.</li>
<li>Publish the template on the Public Maps Universe to enter! </li>
</ol>
<div class="pro-tip">Competition deadline February 6, 2023. Winners are selected by the MindMeister team. Winners receive MindMeister Business Licenses for their team, limited to 10 licenses per winner.</div>
<h2>Make Your Plans Shine </h2>
<div><iframe style="overflow: hidden; margin-bottom: 5px;" src="https://www.mindmeister.com/maps/public_map_shell/2533912832/thisisouryear?width=600&height=400&z=auto&no_share=1&no_logo=1" width="600" height="400" frameborder="0" scrolling="no">Your browser is not able to display frames. Please visit <a href="https://www.mindmeister.com/2533912832/thisisouryear" target="_blank" rel="noopener">#ThisIsOurYear</a> on MindMeister.</iframe></div>
The MindMeister team loves an interesting, <a href="https://www.mindmeister.com/blog/what-is-a-mind-map/">well-structured mind map</a> with plenty of colors and visuals – and that’s what we’ll be looking for when judging the competition. Here are some handy hints and tricks to add the right content to your mind map and to really make it pop visually. That way, you give yourself the best chance of winning a prize!
<h3>1. Don’t Hold Back</h3>
<figure id="attachment_29915" aria-describedby="caption-attachment-29915" style="width: 1925px" class="wp-caption aligncenter"><img decoding="async" class="wp-image-29915 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Our_Superpower-e1671550244693.png" alt="" width="1925" height="919" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Our_Superpower-e1671550244693.png 1925w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Our_Superpower-e1671550244693-712x340.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Our_Superpower-e1671550244693-1024x489.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Our_Superpower-e1671550244693-768x367.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Our_Superpower-e1671550244693-1536x733.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Our_Superpower-e1671550244693-796x380.png 796w" sizes="(max-width: 1925px) 100vw, 1925px" /><figcaption id="caption-attachment-29915" class="wp-caption-text">Use the “Our Superpower” section of the template to motivate your team</figcaption></figure>
Getting your team on board requires openness and honesty – it’s easier to know where you need to go if everyone is on the same page to start with. Use the “Our Superpower” section to really drill down on the strengths your team possesses. This will help you to: 
<ul>
<li style="font-weight: 400;" aria-level="1">Highlight your key accomplishments from last year. </li>
<li style="font-weight: 400;" aria-level="1">Shine a spotlight on your team’s “unsung heroes”. </li>
<li style="font-weight: 400;" aria-level="1">Motivate your team through positive, public acknowledgement.</li>
</ul>
Let your team know how much you appreciate them. They’ll pay you back throughout the year!
<h3>2. Use Images and Layouts </h3>
<figure id="attachment_29916" aria-describedby="caption-attachment-29916" style="width: 712px" class="wp-caption alignnone"><img decoding="async" class="wp-image-29916 size-medium" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Introduce-Team-712x471.png" alt="" width="712" height="471" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Introduce-Team-712x471.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Introduce-Team-1024x677.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Introduce-Team-768x508.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Introduce-Team-1536x1016.png 1536w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Introduce-Team-796x526.png 796w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/Introduce-Team.png 1837w" sizes="(max-width: 712px) 100vw, 712px" /><figcaption id="caption-attachment-29916" class="wp-caption-text">Introduce your team using mixed layouts on your mind map</figcaption></figure>
<a href="https://www.mindmeister.com/pages/mind-mapping/">Mind maps are great</a>. However, when it comes to showing teams and their structures, org charts are actually slightly better. In the new MindMeister editor, you can integrate org charts into your mind map, which is great for the “Introduce Your Team” part of the <a href="https://www.mindmeister.com/map/2533912832/thisisouryear?fullscreen=1&v=public">#ThisIsOurYear</a> template.
To showcase your awesome team to the world, you can also add images of your coworkers to your map. It’s a great way to remind your team that they’re working for each other in 2023, which will help you to stick to your goals.
<div class="pro-tip">Just getting started? Find out how to <a href="https://support.mindmeister.com/hc/en-us/articles/360017549439-Customize-Your-Map-s-Layout">work with multiple map layouts</a> in our help center.</div>
<h3>3. Collaborate! </h3>
<figure id="attachment_29917" aria-describedby="caption-attachment-29917" style="width: 712px" class="wp-caption alignnone"><img decoding="async" class="wp-image-29917 size-medium" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/SSC-712x346.png" alt="" width="712" height="346" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2022/12/SSC-712x346.png 712w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/SSC-1024x498.png 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/SSC-768x373.png 768w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/SSC-796x387.png 796w, https://www.mindmeister.com/blog/wp-content/uploads/2022/12/SSC.png 1156w" sizes="(max-width: 712px) 100vw, 712px" /><figcaption id="caption-attachment-29917" class="wp-caption-text">The start, stop, continue section of the mind map is great for collaborating</figcaption></figure>
Everyone in your team will have their own ideas about how 2023 should go, especially when it comes to the topics that you want to start, stop or continue. We’ve made a special section for this on the right-hand side of the #ThisIsOurYear template. Take your chance to fully involve your team – simply <a href="https://support.mindmeister.com/hc/en-us/articles/8031918786066-How-Do-I-Invite-Someone-to-a-Map-">invite them to the map</a> and let MindMeister’s real-time editing help them to add their best ideas.
Best of all, collaboration has practical benefits. Your team will feel more invested in your goals if they had a hand in creating them, so it’s in everyone’s interest to work together in defining what needs to be done. 
<h2>Good Luck! </h2>
We’re excited to see your submissions and learn from teams everywhere why #ThisIsOurYear. There are plenty of reasons to be optimistic about 2023 – and the opportunity to make powerful, collaborative mind maps with MindMeister is just one of them!
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The post <a href="https://www.mindmeister.com/blog/thisisouryear-motivate-your-team-and-win-free-mindmeister-licenses/">#ThisIsOurYear – Motivate Your Team and Win FREE MindMeister Licenses</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></content:encoded>
</item>
<item>
<title>Meet the New MindMeister: A New World, Mapped</title>
<link>https://www.mindmeister.com/blog/meet-the-new-mindmeister-a-new-world-mapped/</link>
<dc:creator><![CDATA[Thomas George]]></dc:creator>
<pubDate>Tue, 11 Oct 2022 10:35:51 +0000</pubDate>
<category><![CDATA[Business]]></category>
<category><![CDATA[Creativity]]></category>
<category><![CDATA[Productivity]]></category>
<category><![CDATA[brainstorming]]></category>
<category><![CDATA[collaboration]]></category>
<category><![CDATA[mind mapping]]></category>
<category><![CDATA[mind maps]]></category>
<category><![CDATA[mindmeister]]></category>
<guid isPermaLink="false">https://focus.meisterlabs.com/?p=29377</guid>
<description><![CDATA[It’s new. It’s here. Say hello to the all-new MindMeister! Your new editor looks better, feels better and is even easier to use. Ready to fall in love with mind mapping all over again? Here’s what you can do with the all-new […]
The post <a href="https://www.mindmeister.com/blog/meet-the-new-mindmeister-a-new-world-mapped/">Meet the New MindMeister: A New World, Mapped</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
]]></description>
<content:encoded><![CDATA[It’s new. It’s here. Say hello to the all-new MindMeister! Your new editor looks better, feels better and is even easier to use. Ready to fall in love with mind mapping all over again? Here’s what you can do with the all-new MindMeister, and what the all-new MindMeister can do for you.
Following a <a href="https://www.meistertask.com/blog/meister-news/2020/11/17/introducing-the-all-new-mindmeister-project-panda/">successful beta-phase</a>, we’re moving users over to the new MindMeister editor. In this post, you’ll learn why this is a great opportunity for you and the people you map with. We’ll explain the new editor, look at some great ways to use it, and explore the features that make MindMeister the world’s #1 mind mapping tool.
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<h2>The MindMeister You Love, But Better</h2>
When you log into the new MindMeister, you’ll see that lots has changed. The redesigned editor is radically different to the legacy version, with huge improvements to the tool itself and the maps you can create with it. 
<figure id="attachment_29381" aria-describedby="caption-attachment-29381" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Styling-Toolbars.gif"><img decoding="async" class="wp-image-29381 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Styling-Toolbars.gif" alt="MindMeister's editor has been redesigned to make the user experience even better." width="800" height="450" /></a><figcaption id="caption-attachment-29381" class="wp-caption-text">MindMeister’s redesigned editor looks better, feels better and is easier to use.</figcaption></figure>
When you use software you love, you get better results. That’s why we’ve kept the essence of MindMeister – with the added bonus of:
<ul>
<li style="font-weight: 400;" aria-level="1">More Fun. Enjoy your life in color: our vibrant new editor is perfect for editing your old maps and creating new ones.</li>
<li style="font-weight: 400;" aria-level="1">More Focus. The new MindMeister is a place to get things done. Our simplified design keeps your ideas at the center of your work.</li>
<li style="font-weight: 400;" aria-level="1">More Freedom. Explore map layouts, outline mode and other great new features to map a world of possibilities.</li>
</ul>
<h2>Why You’ll Love the New MindMeister</h2>
Love mapping with MindMeister? Wait until you’ve experienced the new editor! Here are some of the ways the all-new MindMeister can help you reclaim your focus – and build professional, useful mind maps.
<div class="pro-tip">Get down to business with the all-new MindMeister. Here’s an overview of all the <a href="https://www.mindmeister.com/pages/features#integrations">amazing features</a>.</div>
<h3>Redesigned Editor Experience</h3>
<iframe title="Introducing MindMeister: First Look at the New Mind Map Editor" width="628" height="353" src="https://www.youtube.com/embed/LK031sB5sb8?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>
Your journey to increased creativity and productivity starts in the mind map editor. We’ve reorganized the buttons and menus to leave more space for your ideas.
<h4>What You’ll Love: New Design</h4>
The new editor makes MindMeister a more pleasant place for you to visualize your ideas.
<ul>
<li style="font-weight: 400;" aria-level="1">Better user experience. Fewer distractions and more space for ideas. You’ll spend less time navigating the tool and more time on your work.</li>
<li style="font-weight: 400;" aria-level="1">Intuitive styling toolbar. Now you can customize and style your topics without ever having to look away. </li>
<li style="font-weight: 400;" aria-level="1">Quick access to topic add-ons. You can now add images, attachments, comments, and notes via the styling toolbar.</li>
</ul>
<h3>More Color. More Beauty</h3>
Making <a href="https://www.mindmeister.com/pages/features#styling">beautiful mind maps</a> with MindMeister is now even easier. The new editor’s customization options help you improve your mind maps with colors, icons and emojis.
Colors and shapes help you create associations between ideas and get your point across. Not only does your mind map look great, but creating visual triggers with colors also makes it easier to remember information.
<h4>What You’ll Love: Themes and Styles</h4>
<figure id="attachment_29382" aria-describedby="caption-attachment-29382" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Pandachangetheme.gif"><img decoding="async" class="wp-image-29382 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Pandachangetheme.gif" alt="MindMeister's pre-made themes let you add color and style to your maps." width="800" height="494" /></a><figcaption id="caption-attachment-29382" class="wp-caption-text">Choose a pre-made theme to improve consistency, readability and comprehension.</figcaption></figure>
Thanks to MindMeister’s beautiful palette themes, you don’t have to be a designer to create stunning visual maps.
<ul>
<li>Instant themes. Looking for an epic design in a hurry? Transform your map into a work of art with just one click. </li>
<li>Topic personalization. With extensive options for size, style, shape, color and layout, you can add even more of your own personal flair to your mind maps.</li>
<li aria-level="1">Customizable line colors. Gain total freedom over the connections between your mind maps’ topics. </li>
</ul>
<div class="pro-tip">The all-new MindMeister has 40 ready-to-use <a href="https://www.mindmeister.com/pages/features/#essentials">templates</a> that make it easy to get started. Save time, get in the zone and find your focus straight away.</div>
<h3>Smoother Collaboration</h3>
<figure id="attachment_29383" aria-describedby="caption-attachment-29383" style="width: 1240px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Action-menu-screenshot.webp"><img decoding="async" class="wp-image-29383 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Action-menu-screenshot.webp" alt="MindMeister's cleaner interface makes online collaboration even easier." width="1240" height="800" srcset="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Action-menu-screenshot.webp 1240w, https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Action-menu-screenshot-712x459.webp 712w, https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Action-menu-screenshot-1024x661.webp 1024w, https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Action-menu-screenshot-768x495.webp 768w, https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Action-menu-screenshot-796x514.webp 796w" sizes="(max-width: 1240px) 100vw, 1240px" /></a><figcaption id="caption-attachment-29383" class="wp-caption-text">Brainstorm with your team and exchange ideas in a logical, structured way.</figcaption></figure>
The all-new MindMeister is faster than ever: real-time, online collaboration just got easier.
<h4>What You’ll Love: Better Collaboration</h4>
MindMeister has always been a space for your ideas. The fresher, cleaner interface enables you to:
<ul>
<li style="font-weight: 400;" aria-level="1"><a href="https://www.mindmeister.com/pages/brainstorming-mind-maps/">Brainstorm</a> and organize ideas even more quickly.</li>
<li style="font-weight: 400;" aria-level="1">Collaborate on and <a href="https://www.mindmeister.com/pages/features#sharing">share</a> maps with colleagues more easily.</li>
<li style="font-weight: 400;" aria-level="1">Turn ideas into tasks with the improved MeisterTask <a href="https://www.mindmeister.com/pages/features#integrations">integration</a>.</li>
</ul>
Launch collaborative brainstorming sessions with your team. Let your creativity flow, then add comments and reactions.
<div class="pro-tip">Inviting others to collaborate is as easy as sending an email or sharing a link. Learn how to <a href="https://www.mindmeister.com/pages/features#collaboration">bring your team closer together</a> through better teamwork.</div>
<h3>More Clarity</h3>
Whether you’re a linear or a visual thinker, the all-new MindMeister has you covered. People take notes differently: even the most dedicated mind mappers use traditional bulleted lists to take meeting minutes, jot down ideas, and more.
<h4>What You’ll Love: Outline Mode</h4>
<figure id="attachment_29385" aria-describedby="caption-attachment-29385" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/switch-to-outline-mode.gif"><img decoding="async" class="wp-image-29385 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/switch-to-outline-mode.gif" alt="View mind maps as bulleted lists or bulleted lists as mind maps." width="800" height="431" /></a><figcaption id="caption-attachment-29385" class="wp-caption-text">Toggle between the visual and linear with Outline Mode.</figcaption></figure>
Precisely because no single tool will be the best one to use all the time, MindMeister gives you the best of both worlds. 
<ul>
<li style="font-weight: 400;" aria-level="1">View mind maps as bulleted lists or bulleted lists as mind maps. </li>
<li style="font-weight: 400;" aria-level="1">Copy and paste notes into outline mode and convert them to a mind map automatically.</li>
<li style="font-weight: 400;" aria-level="1">Mind map your essay or plan ideas using outline mode to structure your long-form document.</li>
</ul>
<div class="pro-tip">Find out how to get the most out of outline mode with this <a href="https://support.mindmeister.com/hc/en-us/articles/360017500140-Use-Outline-Mode">useful guide from our help center</a>.</div>
<h3>Manage Workflows, End-to-End</h3>
Mind mapping is great for generating ideas quickly. But what do you do when it’s time to convert those ideas into concrete actions? The new MindMeister editor features a powerful integration with its sister task management tool <a href="http://www.meistertask.com/">MeisterTask</a>, helping you transform your plans into tasks with ease.
<div class="pro-tip">Work with other products in the Meister Suite? The all-new MindMeister integrates seamlessly with MeisterTask and MeisterNote. <a href="https://www.mindmeister.com/pages/features#integrations">Learn more</a>.</div>
<h4>What You’ll Love: MeisterTask Integration</h4>
<figure id="attachment_29443" aria-describedby="caption-attachment-29443" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/NewMT_MM.gif"><img decoding="async" class="wp-image-29443 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/NewMT_MM.gif" alt="" width="800" height="444" /></a><figcaption id="caption-attachment-29443" class="wp-caption-text">Create a task out of a mind map topic.</figcaption></figure>
We’ve added more granularity to our integration with MeisterTask. Instead of having to connect a map with a project, you can now configure each topic to sync to any MeisterTask project and section. 
<ul>
<li style="font-weight: 400;" aria-level="1">Use one mind map to assign tasks to multiple projects and colleagues.</li>
<li style="font-weight: 400;" aria-level="1">Keep an overview of task progress from MindMeister itself.</li>
<li style="font-weight: 400;" aria-level="1">Perform basic task actions without leaving the editor. </li>
</ul>
<h3>Better for Business</h3>
Mind mapping can be a powerful business tool – for ideation, collaboration and organization. Take your business planning, project roadmapping and meeting management to the next level by ordering your ideas more effectively.
<h4>What You’ll Love: Map Layouts</h4>
<figure id="attachment_29387" aria-describedby="caption-attachment-29387" style="width: 800px" class="wp-caption alignnone"><a href="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Pandachangelayout.gif"><img decoding="async" class="wp-image-29387 size-full" src="https://www.mindmeister.com/blog/wp-content/uploads/2022/08/Pandachangelayout.gif" alt="Display content in three map layouts: mind map view, org chart, or list." width="800" height="508" /></a><figcaption id="caption-attachment-29387" class="wp-caption-text">Apply layouts to an entire mind map or any individual topic.</figcaption></figure>
Need to organize your topics, fast? Customize your map’s layout according to your needs. MindMeister does the heavy lifting for you, so you can get down to business.
<ul>
<li style="font-weight: 400;" aria-level="1">Multiple layouts. Set new layouts for your maps, including mind map, org chart and list. You can even use multiple styles on the same page.</li>
<li style="font-weight: 400;" aria-level="1">Auto and manual layouts. Snap floating topics back into line with the auto-layout feature.</li>
<li style="font-weight: 400;" aria-level="1">Link external documents. Attach files and links to topics in your mind map to store data and quickly share relevant documents with your collaborators.</li>
</ul>
<div class="pro-tip">Use templates to create beautiful mind maps in a few clicks. Whether you’re creating a business plan, managing projects or brainstorming fresh ideas – we’ve got the <a href="https://www.mindmeister.com/pages/business-management-templates/">mind map template</a> to match.</div>
<h2>More Fantastic Features</h2>
The new editor is built to let you design great looking mind maps, fast. With so many easy options for customization and personalization, you’ll want to get started straight away!
<h3>Free Topic Positioning</h3>
The new editor lets you order information effectively. <a href="https://support.mindmeister.com/hc/en-us/articles/360017551939-Create-Floating-Topics">Free positioning</a> allows you to drag and drop topics wherever you like.
<h3>Focus Mode</h3>
Give your ideas center stage with <a href="https://support.mindmeister.com/hc/en-us/articles/4408399825810-Enable-Focus-Mode">Focus Mode</a>: a distraction-free setting that’s perfect for group brainstorming and presentations.
<h3>Markdown Support</h3>
With <a href="https://support.mindmeister.com/hc/en-us/articles/360017501000-Format-and-Stylize-Text">markdown text support</a>, you’ll be mapping even faster. Use standardized commands to format text without even touching your mouse.
<div class="pro-tip">Learn how to best transition to the all-new MindMeister in our <a href="https://support.mindmeister.com/hc/en-us/articles/7263366886546">help center</a>.</div>
<h2>Over To You</h2>
We love the new MindMeister editor, and we’re convinced that you will too. Beauty may only be skin deep, but the all-new MindMeister has the personality and character to match. MindMeister is simple yet sophisticated. Bold yet understated. And we think you’ll agree. We can’t wait to see the epic maps you create with the new editor. Remember, it all starts with an idea!
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The post <a href="https://www.mindmeister.com/blog/meet-the-new-mindmeister-a-new-world-mapped/">Meet the New MindMeister: A New World, Mapped</a> appeared first on <a href="https://www.mindmeister.com/blog">Focus</a>.
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