Job assignment plays an important role, ensuring that the business's operations run smoothly, on schedule and improve performance as expected. So how to assign work reasonably? The following article by 1C Vietnam will suggest effective implementation methods and some of the latest job assignment forms available today.

1. What is work assignment?

Work assignment is the activity of analyzing, arranging and handing over tasks and authority to each individual and department in the team. The person responsible for assigning work must ensure fairness, transparency and suitability to the performer's capacity. This helps to strengthen solidarity in the group, while improving work productivity and business performance.

2. Benefits of job assignment

In a business, effective work assignment not only helps the business operate smoothly, but also brings many benefits to managers, employees and the collective. This helps the business take advantage of the capacity of each individual, improve team spirit and ensure that the work is completed in accordance with the common goals of the business.

2.1 For management

Division of work helps managers:

• Reduce work stress.
• Have more time to get important work done.
• Complete the set goals well.
• Demonstrate management skills.
• Build trust and confidence with your employees.
• Inheritance of human resources.
• Identify employee strengths and weaknesses.

2.2 For employees

For employees, effective work assignment brings many benefits as follows:

• Improve work spirit because you get to do the job you love.
• Understand the job and have a suitable plan to achieve the goal.
• More motivation, satisfaction when completing assigned work well.
• Have the opportunity to hone your skills, express yourself and learn more about your profession.
• Improve your self worth.

2.3 For the collective

Dividing work within a group will bring many positive benefits to both the overall work and each individual. Here are some benefits of dividing work into groups:

• Team members can maximize their abilities and improve work performance.
• Professional development
• Complete tasks quickly, helping businesses save time and costs
• Ensure work is completed on time

3. Principles of work assignment

One of the difficulties in delegating work is that managers do not know which tasks to assign at the right time. Especially for new managers, it is difficult for them to distinguish between tasks that should be done themselves and tasks that should be delegated. To delegate work effectively, managers need to understand the following principles of delegation:

• Identify specific work goals

One of the ways to effectively divide work is to ensure that work objectives are clear and specific. This helps the person assigned to the work understand the work objectives and focus on the activities necessary to achieve the objectives. Therefore, managers should take the time to clearly communicate with employees about the project, objectives, and completion time.

• Understand each employee's strengths

Before assigning work, understanding the role and strengths of each employee is an important step, helping managers allocate appropriate tasks.

• Prioritize tasks

Not all tasks are equally important. Therefore, managers need to arrange and prioritize more important tasks, then divide the work into smaller batches or completion times so that employees can coordinate their own work, helping to improve work efficiency.

In addition, prioritizing important tasks also helps managers allocate time and resources appropriately, reduce employee overload, and ensure projects are completed on schedule.

• Observe employee preferences

When assigning work, choosing work that matches the interests and strengths of employees is an important factor to consider. If employees are doing work that they really like, they will have more interest and motivation to complete the work quickly. In this way, businesses can make the most of their employees' talents and achieve high efficiency in work.

• Maintain connectivity between work groups

Teaming and ensuring connections between work groups is an effective way to divide the work in a project. In this step, members will be assigned tasks and each task will be linked together to complete the common goal.

However, this is not simply about assigning tasks, but also requires management, interaction and mutual support. This helps increase work efficiency and ensures that all members are supported when facing difficulties.

• Balancing the workload

Balancing the workload helps ensure that work is completed on time and to the best quality. Therefore, managers need to distribute work evenly among members.

If an employee is assigned too much work, they will not have enough time and capacity to complete it, leading to stress, psychological pressure, causing the work to not achieve the desired quality.

• Clear instructions and feedback

When assigning work , managers need to ensure that employees clearly understand the requirements, expectations, and goals to complete the project and achieve good results. Regular feedback is also important to help employees improve their performance. Feedback should be specific, clear, and include specific instructions for employees to improve their skills and complete their work better.

• Flexible work coordination

Coordination is the ability to adapt and change plans when faced with unexpected problems. When problems occur, managers need to clearly assess the cause and how to resolve them, which includes considering whether resources have the skills to handle them.

At the same time, flexibility in coordination also helps businesses adapt to sudden changes or resource shortages. When adjusting human resources, managers need to avoid affecting work progress and allocate tasks appropriately to ensure the project is completed on time.

4. Steps to assign work for optimal efficiency

In addition to understanding the above principles of work allocation, managers need to know how to build a complete work allocation process to apply it in the best way. Below is a process consisting of 10 basic steps:

4.1 Step 1: Set clear goals

Setting goals for each job will help managers master the process of allocating work. Therefore, managers need to clearly explain to employees the content, requirements as well as identify the jobs that need to be prioritized.

4.2 Step 2: Assign work based on capacity

To ensure fairness and limit disputes between members, managers need to understand strengths and weaknesses to assign work appropriately. Thanks to that, employees can complete assigned tasks well and limit waste of brainpower.

In addition, creating a to-do list with specific requirements and allowing employees to choose appropriate tasks will help increase autonomy and maximize creativity. At the same time, to ensure work goes smoothly, managers need to have a backup plan in case employees are unable to perform assigned tasks.

4.3 Step 3: Set a deadline for completing the work

To ensure that work is allocated effectively, managers need to determine the completion time for each task of each employee in the project. With a specific deadline, managers can track progress and have a more general view of the team's workflow.

4.4 Step 4: Guidance and support with necessary information

Managers need to proactively communicate, guide how to do the job, provide important information, and set expectations for results for employees. In addition, managers should also monitor the work process and give reminders to promptly handle errors, helping employees avoid confusion due to lack of information.

4.5 Step 5: Share the work

In the process of assigning work, managers should not take on too much because this will only bring about poor results. The step of sharing work will help managers reduce the workload and create opportunities for employees to demonstrate their working capacity. In addition, managers should also limit their intervention in employees' tasks, this will only make employees feel distrusted and not improve their lacking soft skills.

4.6 Step 6: Empowerment

In order for employees to complete their work according to set goals, managers need to create the most favorable conditions by empowering them to work, as well as providing resources and support tools when needed.

4.7 Step 7: Maintain the connection between members

Each employee will take on separate tasks, however, in a team environment, these tasks are all linked together. Therefore, managers need to ensure that members always maintain interaction and support each other to complete the job well.

4.8 Step 8: Flexible coordination

During the work implementation phase, managers need to make clear assessments to flexibly coordinate human resources when risks arise, avoiding affecting work progress.

Step 9: Measure, evaluate and record results

Based on the work results, the manager will make an assessment of the strengths and weaknesses of each individual to make appropriate adjustments. This helps employees understand their own abilities to gain experience and improve the quality of their work. At the same time, rewarding and thanking employees for their dedication also helps them feel respected and confident in their abilities, motivating them to complete future tasks well.

5. Latest job assignment form

Below, 1C Vietnam introduces to businesses some standard form work assignment tables, helping to effectively implement their projects.

Sample 1: Monthly Work Assignment Sample

The monthly work breakdown structure template is used to organize and manage work for a month. This helps ensure that tasks are completed on schedule.

Sample 2: Weekly work plan

The weekly plan template is designed to help managers track individual work progress. The plan includes time to complete, work content, and evaluation after completion.

Model 3: Assigning work to each project

This work assignment template is designed to effectively manage project activities. It provides an overview of each task, who is responsible, the progress, and the resources needed.

6. Effectively assign work thanks to digital office solution 1C:Document Management

1C:Document Management is a digital office solution that helps manage and operate work effectively. The solution provides countless outstanding features, supporting increased performance as well as intelligently arranging work.

To date, 1C:Document Management has been trusted by more than 5,000 businesses. The software is easy to deploy and suitable for all types of organizations, from government agencies to large corporations.

With 1C:Document Management, managers can easily assign and manage work by:

• Assign tasks in many different forms: Enter content, images, sounds,...
• Automate the task assignment process, allowing the creation of multiple sub-tasks from large tasks according to the structure of roles, positions, departments, businesses, etc.
• Assign and perform work remotely anytime, anywhere, with notifications on integrated mobile app, Email, SMS when there are new tasks.

In general, reasonable work assignment is one of the important steps, helping managers monitor and set criteria for evaluating work based on the capacity and desire of each individual. If you have any questions about the steps of work assignment or want to try the digital office solution 1C:Document Management to support effective division and assignment of work, please contact 1C Vietnam immediately.