Overview with tools, software, best practices and alternatives
What is a Team Management Tool?
A team management tool is an instrument that is used to further organize the people in a team, as well as the tasks and duties team members have. It facilitates easier and faster performance of tasks in the workplace, thereby boosting the productivity of the members and the team itself.
Who uses Team Management Tools?
Teams and organizations coming from various fields use team management tools. Such fields include business, healthcare, journalism, education, and information technology.
Why do Teams use a Team Management Tools?
Teams use team management tools for the following reasons.
Communication can be a reason behind the utilization of a team management tool. As a business application, these tools allow team members to communicate with each other. They may provide information and updates to other members about the team’s activities, performance, status, and progress, along with the team’s accomplishments and problems. The team can also indicate the team’s plans, strategies, and activities in case of an internal management approach.
Another reason why teams use a team management tool is organization. Team management tools are meant to simplify work, allowing team members to do more tasks and be more productive. In addition, it will be easy for team leaders to manage the members of the team. They will be able to track the performance of the team members, allowing them to identify those who perform well and those who need further assistance.
How to use Team Management Tools / Ways to use Team Management Tools
Team management tools provide important and reliable information about the performance, activities, standing, and development of the team, the project, and the team’s connections.
Sending and receiving e-mails is one of the functions of a team management tool. Team members and leaders can organize the recipients of the e-mails they send. Members can organize the team members in terms of position, qualifications, and department. This way, members will be able to send e-mails to the appropriate recipients without having to type e-mail addresses one by one.
Team leaders can also assign tasks and duties in team management tools. Some management tools have bulletin boards, which members can check if there are pending tasks to be done or not. In addition, team management tools may also contain the schedule of the team, which allows the group to organize their own schedule.
Advantages of using Team Management Tools
The use of team management tools is highly helpful to the team and the business for the following reasons.
Team management tools allow the team members to communicate ideas with one another. They may share information about the team’s activities, performance, standing, and development, along with the team’s achievements and issues. In addition, the team’s goals, strategies, and actions can also be shared in the team management tool, for the benefit of all members.
Another advantage of using team management tools is the organization of information, the team, and the project itself. The tool allows team members to see pertinent information about the current activities of the team, along with present or pending tasks and future activities. With these information presented to the team members, they will be able to formulate their plans, think of strategies, and implement appropriate actions.
Disadvantages of using Team Management Tools
While using team management tools helps the team in multiple ways, there are also some instances in which it can put negative impact to the business team.
Some team management tools can only be used online, which means it requires a stable internet connection. While team members are able to manage their tasks and communications with other team members, poor or absent internet access will not make such activities possible.
Team management tools generally involve software, which can be downloaded online. One problem is that members can unintentionally download tools with viruses or hacking mechanisms attached. This could lead to possible deletion of files that they have saved in the tool. In addition, the management tool cannot be used by members if their desktop or mobile is malfunctioning.
Best Practices for using Team Management Tools
Team management tools in business help team members and leaders to be fully informed, updated, and aware of the standing and development of the team and the project itself.
Teams can organize their tasks in the team management tool. In terms of organization, users may sort the tasks in terms of urgency or aspect, along with whether the task is an initial task or a follow-up task. This way, team members will be able to handle their tasks accordingly.
Another good practice in using team management tools is the status and chat feature. Some management tools allow members to post discussion threads where they can share their thoughts and give comment to the posts of other members. In addition, some management tools have chat feature, which enable members to exchange information through chat.
Team management tools can also have calendars, which help the team check the team’s activities while also checking their own schedule. The team can plot activities or events in the calendar, which can also be seen by other team members. This way, team members will be able to do their tasks in conjunction with the team’s timeline.
The team can also upload pertinent photos and documents in the management tools. Some team leaders post helpful information in the management tool, which can be particularly helpful to new team members.
Why Teamreporter is a great Team Management Tool
Teamreporter is an application that uses scheduled report mails in place of status meetings. Teams with four members or fewer can use the application for free and signing up for an account just takes up to less than a minute.
Team members can easily utilize Teamreporter because it has an automated and user-friendly interface. Teamreporter sends team members e-mail notifications, asking them to send pertinent information, such as their activities, performance, achievements, and problems encountered. Based on their answers, Teamreporter will send them a data summary the following day.
Team leaders can also benefit from Teamreporter. The application’s reports give them a great overview of the status and development of the team and the project itself. In addition, leaders can also have a glimpse of the members’ performance, allowing the former to identify members who perform well and those who need help. Also, team leaders can use Teamreporter’s data when they make their reports or training modules.
Teamreporter is also flexible. It allows team members to change the structures of the questions and the schedule of the report mails. Also, users can change the list of members who will receive the e-mails, as well as the members who need to send the e-mails. In addition, team members can use the application with other applications used by the team.
Alternatives to Team Management Tools
Team management tools are efficient in information distribution in teams; however, business teams can also take into account some alternatives that the team can use or do when doing reports.
Team management tools may involve the use of e-mail reports. Team members can send information, and updates to other members of the team with the use of a laptop or a smart device and a stable internet access. But then, poor or absent internet access will not make this action possible.
The use of reporting applications is another alternative that the team can consider when they manage the team. Nowadays, the internet is accessible for new applications, which can be downloaded by team members to their laptops or mobile devices. This way, some applications can be modified in line with the workflow of the team, allowing members to share information and updates anytime and anywhere.
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Teamreporter is free for small teams (up to 4 members)