work assignment term

Short-Term Assignments: Key Considerations and Essential Information

By Tracy Langlois, CRP, GMS

Short-term work assignments have been steadily increasing over the years and certain factors like the pandemic have shined a light on vulnerabilities within numerous industries. For instance, the demand for travel nurses has never been higher, as certain staffing agencies need to fill voids and provide additional support at hospitals all over the US. Other companies are asking employees to train new hires at different locations or attend workshop programs and conferences out of state. Those working in media may need to spend days, weeks, or months in different locations covering news stories. HR representatives are focusing on talent mobility, which may require employees to take on short-term work assignments for specialized training and upward growth within a company.

No matter the industry or reason, employers are recognizing the value of short-term assignments, as well as the logistical steps required to smoothly transition their employees from point A to B. With that in mind, CapRelo put together an overview of short-term assignments, so your company knows what is needed to assist your employee during the hectic transition of a short-term assignment.

What is a Short-Term Assignment?

A temporary assignment is defined as a work stint lasting for one year or less. A short-term assignment can be a series of shorter rotational assignments or an assignment that requires an employee to stay in one place for the entire duration. Similar to temporary duty assignments in the military, short-term assignments are not permanent and are meant to carry out a specific purpose. Companies may send one employee or a whole team out on temporary assignments, depending on the industry and work goal.

What is the Purpose of a Short-Term Assignment?

There are plenty of different reasons why companies would send their staff out on short-term assignments. For instance, an employee may need to assist a branch that’s struggling to perform and help them to increase their sales numbers. It’s also not uncommon for staff to oversee different departments during a company merger, requiring temporary assignments to ensure company policies are being carried out consistently across the board. Perhaps limited resources have prevented staff at different locations from being properly cross-trained, necessitating the need for temporary work trips.

Whether three weeks or three months long, short-term assignments typically require companies to cover lodging, food, transportation, and other travel-related expenses with stipends.

Benefits and Challenges of Short-Term Assignments

While short-term assignments sound like a breeze, they can pose some serious challenges for both the employee and the company itself. International short-term assignments can pose tax and immigration issues if companies don’t comply with the laws and regulations in each country. Secondly, some countries have turbulent landscapes, which could potentially put staff at risk. Employees may also get stranded in the assignment country due to canceled flights or COVID-related concerns, further implicating the company when temporary assignments do not go according to plan.

On the flip side, a company can create a robust talent mobility strategy with initiatives that reward current and new hires willing to take on short-term assignments. For instance, paying employees during travel time can lead to higher retention rates. Companies can also train staff across locations to improve their skills, eliminating any consistency errors. A change of scenery might help employees to improve productivity as well, especially in locations that offer plenty of sunshine and warm weather for post-work relaxation.

Short-Term Assignment FAQs

• Are Short-Term Assignments International? Short-term assignments can be either domestic (within a country) or international (across country borders). Certain companies like Amazon, FedEx, and Apple are known for leading the way with the most corporate travel, requiring employees to rack up airline miles to fulfill their job duties.
• How Does the IRS Define Short-Term Assignments? The IRS defines short-term assignments as work in one location that can be reasonably completed in one year or less (and is). Employees typically file taxes with their home state. If a work assignment lasts for longer than a year then it is considered an indefinite assignment, prompting an employee’s tax home to change.
• What is Relocation Tax Assistance? Before 2018, any moving-related payments or reimbursements to employees were not included in their annual reportable wages. These expenses did not require withholding taxes and would have been paid by the employee and later deducted. The Tax Cuts and Job Act of 2017 changed the way payroll handled relocation expenses. Nowadays, employers can offer relocation tax assistance or tax gross-ups. A tax gross-up simply means that a company provides a larger payment sum to the employee to compensate for the taxes that will be withheld from their payment if that employee is relocating somewhere new.
• Do Family Members Join Employees on Short-Term Assignments? When it comes to temporary assignments, most companies do not assist families to join the employee in the new location if the assignment is expected to have a duration of six months or less. Assignments greater than six months may include company support for family accompaniment. Some companies will offer to pay for visits home after a certain amount of time has passed for employees who are not accompanied. This could be anywhere from 8 to 12 weeks after the start of the assignment but depends on the company’s unique policies.

How Can Companies Assist Employees?

Companies should have well-defined relocation policies in place before sending employees out on temporary assignments. The policy should include details on the relocation services and benefits which will be provided to employees and who will be assisting them with these services. It is important to note for international cases that proper immigration documentation is required before the start of the assignment. Letters of assignment (LOA)s should also be created for employee and company signature and should include specifics on the location and duration of the assignment and specific benefits. Companies should have a dedicated budget in place to assist with short-term assignment relocation expenditures; a comprehensive cost estimate including tax costs can be prepared in advance to ensure appropriate approvals can be obtained. A survey of HR professionals conducted in partnership with CapRelo found that 33% of participants stated their relocation policies have been updated to accommodate employees’ mental health and well-being, which is another factor that should be taken into consideration to help employees cope better with their new surroundings.

Do You Need a Relocation Program?

So, you’re ready to send your employees out on short-term assignments, but don’t know where to start? Whether you need help transferring one employee intra-country, or flying a whole team across the globe for specialized training, we can help.

At CapRelo , we provide relocation solutions for companies that need them, covering a host of services including cost estimate preparation, corporate housing, auto shipment, property management, travel services, immigration coordination, and much more.

Our team specializes in seamless transfer operations and sorts out all of the logistical steps before your employee’s short-term assignment so you can have peace of mind knowing that they are in the best of hands. Allow us to take one more thing off your plate and contact our highly qualified team at CapRelo today to get started.

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What is Work Assignment? – Advanced Work Assignment (AWA)

Work assignment, a fundamental concept of professional realms, refers to allocating specific tasks or duties to individuals or teams within a certain timeframe.

These assignments, which can range from simple tasks to complex projects, serve as the backbone of productivity, facilitating the efficient functioning of an organization.

By clearly defining roles, responsibilities, and deadlines, work assignments ensure that each member is aware of their contribution towards the broader objectives.

This post will explain the work assignment, its scheduling, and its benefits. It will also discuss automated and advanced work assignments.

What is a Work Assignment?

A work assignment or job assignment refers to a task or set of tasks allocated to work centers , an individual, or a team within a specific timeframe. Depending on the context, it can be part of a larger project or an isolated task. 

It helps distribute the workload evenly among team members, ensuring everyone knows their responsibilities and keeping track of progress toward goals.

Automated Work Assignment

Automated assignment of work helps to reduce the stress on employees. It saves the project manager time because the auto-assignment manager does not need to remind his team about the work. The system only gives notifications to the team.

Automated work assignment is when a computer system assigns work to employees based on predefined criteria in an automatic workflow. This can include skills required for the task, availability of employees, and other factors.

The use of automated work assignments can help to improve efficiency and accuracy within an organization.

Managers can efficiently assign work to minimize downtime and maximize productivity by considering employees’ individual skills and availability.

Automated systems can also help to ensure that tasks are appropriately distributed among employees, thus avoiding potential conflicts.

The advantage of the automatic assignment is it helps to deliver the project faster by avoiding confusion and rework because the task is assigned when all the requirements are entirely available.

Advanced Work Assignment

Advanced Work Assignment (AWA) is a methodology organizations use to create and assign work tasks to employees based on their skills, abilities, and interests.

This approach can help improve employee productivity and satisfaction while reducing organizational costs. 

It can effectively engage employees in their work and maximize their potential when appropriately implemented.

One of the critical benefits of it is that it allows organizations to optimize their resources and assign work that is most suited to each employee’s skills, abilities, and interests.

This helps improve productivity by ensuring employees are matched with tasks they can complete while fostering engagement and satisfaction.

Additionally, it can help reduce organizational costs by ensuring that employees are assigned work within their abilities and do not require excessive training or support.

Despite these benefits, some potential challenges are associated with using AWA.

For example, employees may sometimes resist or feel uncomfortable with being assigned work outside their comfort zone or feel they are not allowed to develop new skills.

Additionally, accurately assessing each employee’s skills and interests can be challenging, leading to some employees being assigned work that is not well-suited.

Therefore, it is essential to carefully consider whether or not AWA is right for your organization before implementing it.

When appropriately used, Advanced Work Assignments can effectively improve employee productivity and satisfaction while reducing organizational costs.

Scheduling of Work Assignment

When you are using a computerized system to schedule work, it is essential to know that some factors affect employees’ performance before uploading the names of employees in the system.

This includes understanding how these applications operate and considering what kind of factor affects them most when deciding which option will be best suited for your business needs!

You can utilize manual assignment or auto-assignment for scheduling once you get it.

The following are some tips for scheduling the assignment.

1. Examine the type of work

It is crucial to find out the type of work. For example, some work has to be done in one department. However, some work must be divided between the different departments, and those departments must develop internal work procedures.

2. Analyze the skills of the employees

Each employee has their talent. So before scheduling the work, making one flowchart of the work process is better.

After analyzing employees’ skills, assign the work in the flowchart to the specified employees. Also, keep one backup person if the designated employee cannot perform the job.

3. Calculate the required time

Go through the flowchart and calculate the time required for each stage of the work or project to streamline the work process and complete the job efficiently.

4. Avoid the duplication of work

When you assign laborers to different fundamental processes, there will be a chance of duplicating work because all the laborers do jobs not mentioned in the flow chart.

Hence, carefully check the workflow across the organization and ensure there is no work duplication.

5. Provide a clear idea to the customer

Provide a clear idea to the customer about communication. That means informing him clearly to whom he should communicate to get information about the project and assigning a specified person.

Considering customers’ expectations is critical to set company standards. It helps to learn the market standards also. It will be achievable when you do a proper work assignment.

Important Information that Works Assignment Contains

Work assignment contains mainly these four essential pieces of information. They are

• Which task is to be done : Clearly explain to the employees which task to be taken based on priority.
• The reason for doing that task : When you assign new work to the employees before completing current work, you need to explain its reason.
• What standards should completed tasks meet: Let employees know about the evaluation of the completed job.
• All-motive directions: This means telling the employees to inform their managers about the completed task and the problems they face while doing the tasks.

Benefits of work assignment

• It is easy to track who is responsible for which work.
• It contains some information like which task to be done as per the priority, what must be the standards of the completed task, etc. It helps the assigned person to do the job efficiently.
• By assigning work to a particular team or a person, they know which work to do as per the priority and do that work efficiently to increase customer satisfaction.

What are the components of Advanced Work Assignment (AWA)?

The components of Advanced Work Assignment (AWA) are: -Work Instructional Package (WIP) -Task Guide -Performers Instructions -Standard Operating Procedure (SOP) -Work Area Layout diagram.

What is Standard Operating Procedure (SOP)?

Standard Operating Procedure (SOP) , often shortened to “the SOP,” is a standardized plan adopted by an organization for the orderly and efficient carrying out of various activities such as work, production, or services.

The SOP is a company-wide standard that includes everything from greeting coworkers in the morning to what to do if there’s a fire.

While it may appear overly restrictive at times, its goal is to minimize variation and mistakes. Every business activity has at least one best practice that can lead to success and efficiency if adhered to deliberately and consistently.

What is a Work Instructional Package (WIP)?

A Work Instructional Package (WIP) is a document that provides step-by-step instructions for performing a specific job or task. It may also include diagrams, photographs, and illustrations to help clarify the steps involved.

WIPs are generally used in manufacturing and production settings but can also be helpful in other types of workplaces.

For example, if you work in an office and need to learn how to use a new software program, your company might provide a WIP outlining the steps to install and configure the software.

The proliferation of technology has led to an increased demand for automation. Companies have found a balance between humans and machines using automated work assignment software, or AWA. Automatic job assignments can be used in many industries, from IT support to sales call centers.

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How To Assign Tasks To Team Members Effectively? Our Full Guideline

How can I effectively assign tasks to people?

Why is it that despite assigning tasks, some groups reach peak productivity and project success, while others grapple with conflicts and burnout?

And how can I address and solve issues related to task assignment?

In this article, we’ll provide answers to all of these questions.

Ready to elevate your task assignment skills and boost your project success? Let’s dive right in!

I. Assigning Tasks: Quick Overview

1. What is task assigning?

Task assigning is the process of allocating specific duties to team members to achieve a common goal.

2. Why is assigning tasks to team members important?

Effective task assigning is crucial for achieving team goals and maintaining productivity because it improves:

• Fair workload distribution.
• Resource efficiency.
• Seamless team collaboration
• Simplifying project progress tracking.

There’s more.

As everyone knows their role, responsibilities, and how their work contributes to the bigger picture, they feel less confused and more accountable for their assigned task.

II. How to assign tasks effectively in a project?

Below are the best strategies, practices, and tips for assigning tasks to others effectively.

Stage 1: Before assigning tasks

• Understand the project & your team members

Ensure you get a clear understanding of:

• Project’s objectives, scope, desired outcomes, and any deadlines.
• Team members’ skills, strengths, weaknesses, and preferences.

This step allows you to match the right tasks with the right team member, which helps allocate tasks efficiently, increase productivity, and maximize project success.

• Break down the project into individual tasks

Follow these steps:

• Identify major components of the project based on its goals.
• Break components into smaller tasks.

This makes it easier for managers to allocate responsibilities and track progress while helping team members better grasp the overall process.

• Prioritize tasks

Prioritize tasks based on 3 factors: 1) urgency, 2) importance, and 3) complexity. Here’s how:

• Identify time-sensitive tasks.
• Address tasks contribute to your long-term goals and should not be neglected.
• Categorize tasks based on difficulty levels, and time and resources required.
• Create a priority list of tasks based on the combination of all three criteria.

This valuable step helps managers make informed decisions on which tasks to tackle first and find the right people to work on each task.

Stage 2: While assigning employee tasks

• Match the right person to the right task

Assign tasks to the most qualified people.

Start by allocating high-priority tasks to the first available person with the matching expertise. Schedule low-priority tasks.

Straightforward tasks can be assigned to less experienced members, while complex tasks may be given to those with advanced skills.

• Be mindful of your team’s availability.
• Set realistic deadlines. Ensure to give members sufficient time to complete their assigned task.
• If someone shows interest in a particular task, consider assigning it to them.

If you know your employees well enough, then make a list of dependable people who are ready to take on a little more duties.

Give them low-priority yet important tasks with authority.

• Communication

To avoid disputes, constant clarification, or errors, it’s important to help your team members understand:

• Project’s goals, desired outcomes, and deadlines.
• Tasks’ requirements and priorities, plus how they contribute to the overall project’s success.
• Who is responsible for which task and what is expected of them.

Tips: Use clear and concise language when communicating. Encourage employees to ask questions and seek clarification on the project and their assigned tasks.

Stage 3: After assigning tasks

• Monitor Progress & Offer Help

Check-in with team members regularly to see how they are doing and if they need any help.

Encourage them to open up and transparently communicate their concerns and challenges.

On your side as a team leader or project manager, be available to offer assistance if they encounter challenges.

This helps resolve issues and improve the task assignment process.

• Provide Necessary Resources

Ensure that team members have the necessary resources, tools, and information for their task completion.

Stage 4: After the task/project is completed

• Reflect on Past Assignments

After each project or task, take time to reflect on what worked well, what didn’t, and where certain tasks weren’t up to par.

Address any issues and offer feedback on completed tasks. Use this feedback to refine your approach in future assignments.

Recognize and reward everyone’s efforts and contributions. This helps keep employees excited and motivated.

• Continuous Learning and Improvement

Invest in training and development opportunities for your team to enhance new skills and knowledge.

Extra tips for assigning tasks effectively:

• Use project management software to help you manage workload, make time estimates, performance reviews, etc.
• Be flexible. Things don’t always go according to plan, so be prepared to adjust your assignments as needed.
• Don’t be afraid to experiment. Try different approaches to see what works best for your team.

III. How to assign tasks in Upbase?

In this section, I’ll show you how a project management tool like Upbase helps simplify task assignments, improve morale, and increase outcomes.

Quick info:

• Upbase organizes and manages projects by lists.
• Members of a list can’t see and access other ones except those lists’ owners allow them to.
• Upbase offers unlimited free users and tasks.

Sign up for a free Upbase account here , follow this guide, and take your task assignment process to the next level.

1. Break down projects into smaller tasks

Create a new list:

• Hover over “Lists” on the left sidebar to open the dropdown menu.
• Select “List”
• Edit the list’s icon, color, name, and description. Then, add your employees.

Add new tasks to the list:

• Navigate to the Tasks module.
• Create and edit sections.
• Add tasks to sections by clicking “+” or “Add task”.

Add new tasks via emails : Open the dropdown menu next to the list name, select “add tasks via emails”, and follow the instructions.

Add task details:

You can add specific instructions, priorities, deadlines, and other attributes to individual tasks and subtasks.

Keyboard shortcuts : Hover over a task card and press:

• “S” to set high priority
• “D” to open the Due date picker
• “C” to open the Tag picker

Upbase Tip : Use task tags to categorize tasks by urgency, importance, and complexity. This makes it easier to match the right tasks to people for later.

2. Assign tasks

Check your employee availability:

Go to the Members page, and click on the team member you’d to assess their workload.

You’ll be driven to a separate page that shows that member’s assigned tasks, along with their due dates, priorities, etc. You can also filter tasks by one of these attributes.

Use this page to check each employee’s availability and identify who can complete additional tasks.

Assign tasks:

Open the desired task, click “Assignee”, and choose the right team member(s).

Keyboard shortcuts : Hover over the task and press “A” to open the Assignee picker. Press the space bar to assign yourself. This way makes assigning tasks easier and quicker!

If you want multiple people to work on a particular task, consider dividing it into subtasks, give time estimates for each, and then assign them to the right team member(s).

Communicate tasks:

Use the Messages and Chat modules to communicate with your team.

Messages is best suited to show the big picture, like project goals, desired outcomes, everyone’s duties, and how their work contributes to the whole.

Make use of the comment box to encourage everyone to ask questions and seek clarification about the project or their assigned tasks.

Chat supports both 1:1 chats and group chats. It’s perfect for quick discussions about issues, task deadlines, etc.

3. Track progress

Upbase offers an array of tools for project managers to track the workload of other employees.

To track a project’s progress:

From the Tasks module :

Here, you can view tasks in a List or Board format.

The List format provides an overview of tasks, deadlines, priorities, and employees working on them, while the Board visualizes the project’s progress.

Besides, you can group tasks by due date, priority, assignee, or section. View tasks filtered by one or multiple tags. Or create a custom filter.

From the Calendar module:

It shows all the scheduled tasks within a project by week or month. It also allows you to create a new task or reschedule overdue tasks.

To track the progress of all projects in a workspace :

Filters : In addition to filtering tasks within a project, you can create custom filters across multiple or all projects in a workspace.

Schedule : It functions similarly to the Calendar module. The two main differences are:

1) Schedule is to track the progress of tasks from all projects while Calendar is to track the progress of tasks within a project.

2) Schedule offers an additional view, named Daily Planner.

Other tools for progress tracking:

My Tasks : A private place where you can get an overview of all the tasks you create or tasks assigned to you.

4. Encourage collaboration and provide support

Use Upbase’s Docs, Files, and Links to provide employees with resources, information, and tools they need to complete tasks.

These modules are available in each list, making it easy to manage project data separately. Plus, they all provide collaboration features like watchers and comment boxes.

• Docs : You can create native documents, share a doc’s public link, embed Google Docs, and organize documents by folders.
• Files : It allows you to upload/download files, manage file versions, embed Google Drive folders, and show files by Grid or Board view.

• Links : You can save URLs as cards, and then add descriptions, watchers, and comments.

5. Providing feedback

On the Tasks module, you can create a section, named “Review”.

When a task is completed, the assignee will drag and drop it here. Then, you, as a project manager will leave feedback on it via the comment box.

So, why wait? Sign up for a free Upbase account now and experience it yourself.

IV. Common mistakes to avoid

For successful task assignment, remember to avoid these common mistakes:

1. Fear of Assigning Tasks

Some people, particularly new or inexperienced managers, may hesitate to allocate tasks to others due to concerns about:

• The quality of the work
• Fear of losing control
• Lack of trust in team members

This fear can hinder productivity and personal growth within a team or organization.

2. Lack of Clarity

This means that the instructions and details regarding a task are not transparent.

Team members may not have a clear understanding of what they are supposed to do, what the goals are, or what the expected outcomes should be.

This lack of clarity can lead to confusion and misunderstandings.

3. Poor Communication

Poor communication can contribute to misunderstandings and problems in task assignments, too.

However, it addresses different aspects of the overall process.

Poor communication means that there might be a lack of information sharing or ineffective communication methods. This could include:

• Not providing updates
• Failing to ask questions when something is unclear
• Not actively listening to others.

Even with clear instructions, if there’s poor communication, the information may not be conveyed effectively.

2. Overloading

Assigning too many tasks to a single person or team can overwhelm them and negatively impact the quality of their work. It’s crucial to distribute tasks evenly and consider each individual’s capacity.

3. Ignoring Skills and Strengths

Neglecting to match tasks with team members’ skills and strengths can result in subpar performance. Assign tasks based on individuals’ expertise and abilities to optimize results.

5. Micromanagement

Hovering over team members and scrutinizing every detail of their work can stifle creativity and motivation.

Trust your team to complete their tasks and provide support when needed.

6. Inflexibility

Being rigid in task assignments can prevent adaptation to changing circumstances or new information. It’s essential to remain open to adjustments and feedback.

8. Unrealistic Deadlines

Setting unattainable deadlines can put unnecessary pressure on your team and lead to a rushed and subpar outcome. Ensure that timelines are realistic and allow for unexpected delays.

10. Lack of Feedback

Forgetting to provide constructive feedback or failing to seek input from team members can hinder growth and improvement. Regularly discuss progress and provide guidance when necessary.

In summary:

Successful task assignment relies on clear communication, matching tasks to skills, flexibility, and a supportive, accountable, and feedback-driven environment.

Avoiding these common mistakes will help ensure that tasks are completed efficiently and effectively.

1. What’s the difference between assigning and delegating tasks?

Task delegation means you give someone the authority to make decisions and complete tasks independently without constant supervision.

Task allocation, on the other hand, means you assign specific duties to someone, often with clear instructions, while retaining overall control.

A delegated task gives the team member more freedom to make decisions and determine how to produce the desired results. An assigned task is more limited because it’s based on instructions and under supervision.

In short, delegating tasks typically involves a higher degree of trust and empowerment than allocating tasks.

2. What’s the difference between tasks and subtasks?

Tasks are generally larger, more significant activities that need to be completed, while subtasks are smaller, specific components or steps that contribute to the completion of a task.

Subtasks are often part of a broader task and help break it down into manageable pieces.

3. Who is the person assigned to a task?

The person assigned to a task is called an “assignee”. They’re responsible for completing that specific job or duty.

4. Who should you delegate a task to?

Delegate a task to the person best suited for it based on their skills, expertise, and availability.

Choose someone who can complete the task effectively and efficiently, taking into account their experience and workload.

5. What is the best way to assign tasks to team members?

The best way to assign tasks to others is by considering each member’s strengths, skills, and workload capacity, and aligning tasks with their expertise and availability.

6. Why is it important to assign tasks to your team members?

Assigning tasks to team members is crucial because it ensures clarity, accountability, and efficiency in achieving goals.

It helps prevent duplication of efforts, enables better time management, and allows team members to focus on their strengths, ultimately leading to successful project completion.

7. How do you politely assign a task?

To politely assign a task, you can follow these steps:

• Start with a friendly greeting.
• Clearly state the task and its importance.
• Ask if the person is available and willing to take on the task.
• Offer any necessary information or resources.
• Express appreciation for their help.

8. How do short-term goals differ from long-term goals?

Short-term goals are specific, achievable objectives that you aim to accomplish soon, typically within days, weeks, or months.

Long-term goals are broader, more substantial objectives that you work towards over an extended period, often spanning years.

Short-term goals are like stepping stones to reach long-term goals.

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Short-Term Work Assignments: Maximizing Benefits, Mitigating Risks

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This article was updated on September 3, 2018.

Short-term work assignments — typically less than a year — offer a wide array of benefits for both businesses and employees. It's no wonder such assignments have been increasing. According to Mercer , "Companies are using a more varied range of assignments in order to respond to evolving business needs and changing patterns in the global workforce." These short-term work assignments allow businesses to mobilize skills and grow their organization while developing employees at the same time.

Here, we'll examine some of the benefits and risks.

• The organization fills a skills gap by relocating an employee where their capabilities are needed. Also, the employee can train others and help close the skills gap.
• The organization increases productivity and avoids adding to its headcount by not having to hire from the outside.
• The reassigned employee gains invaluable experience. They expand their network and learn how the business operates in a different place. Even more, the challenges of adapting to a new location will draw out leadership qualities. In fact, many businesses explicitly use short-term assignments as a development tool for employees with high leadership potential.
• The employee's morale increases after being recognized for their expertise.
• The organization attracts candidates who are adventurous and eager for a challenge.
• The employee has to adapt to a new city, state or country. They also have to adapt to a new team and space, which will take patience and emotional intelligence. It's here HR can help by supporting integration.
• The employee may be left with unclear goals. This can be avoided by laying out organizational and individual goals in advance. HR and the employee can discuss how to track these along the way.
• The organization must deal with any compliance complexities that come up. However, HR simply needs to integrate the employee into its labor-related compliance system. While reassignments will likely increase compliance risks, having the right systems in place to accommodate reassigned employees will best manage and mitigate those risks.

Clear communication between HR and reassigned employees will be a critical success factor. HR systems must be in place that support the needs of short-term assignments, in terms of tracking employee performance, facilitating a smooth transition and ensuring compliance needs are met no matter where the assignment occurs.

Having a powerful technology platform in place to accommodate employee reassignments, such as time and labor management (TLM) systems as well as other vital HCM systems, will serve as a firm foundation upon which you can build success for any reassignment.

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Tips for Allocating Work Assignments

It’s probably a no-brainer that improper delegation of tasks has obvious consequences, such as increased frustration, stress and workload. The quality of work and team morale may suffer while trust, productivity, efficiency and profitability dwindles. In such a situation, the organizational structure fails, clients’ trust dies, reports of unaccountability emerge, staff may underperform and project failure becomes imminent. This is why it’s vital to ensure that work assignments are delegated efficiently and to the appropriate team member.

Approximately 94% of companies lack exceptionally good management. The 6% of firms with excellent management culture and style tend to be dedicated to their workforce and team building rather than external stakeholders.

Achieving excellence in organizational operations is an enormous challenge for most organizations and begins with the manner and style of delegation of assignments.

Management has to choose the right team , build trust and accountability , develop its team through delegation, manage performances, have tough conversations and acknowledge and reward excellence to enhance employee engagement and lower turnover.

What exactly are work assignments?

Work assignments are remarkable tools for enhancing employee growth and must be managed deliberately; otherwise, they could limit efforts towards building a diverse workforce.

Evidence shows that experimental learning accounts for 70% of leadership development , particularly, effective delegation of work assignments.

Work assignments are tasks that are deliberately designed for organizational purposes. They are allocated to staff to achieve results. In the simplest terms, these assignments are activities or projects for a specific end. Work assignments should come with a task description, deadline and expected results.

Work assignments tips

Why delegate work assignments?

Employee empowerment.

Managers with great team building skills understand the importance of instilling trust in team members for enhanced morale and performance because they believe they are wired to drive organizational objectives.

Strengthens trust

Assigning work means trusting the employee’s ability to achieve a particular result through task performance. Frequent delegation builds the trust needed to create collaborative skills within organizations.

Helps lower workload

Successful delegation of work assignments lessens the burden of tasks that pile up. It saves the time needed to focus on other important organizational tasks and goals.

Planning for fair distribution of work assignments

Most industries, such as hospitality, telecommunications and healthcare need to ensure uninterrupted service delivery. At the same time, they must consider the health of their employees, who need regular breaks and leave to stay productive and rested.

With the rise of flexi-workers , ensuring everyone gets a fair share of leave could become a logistics nightmare for business owners. This also applies to contractual staff who may feel overburdened.

When planning and distributing work assignments, managers must take into account employees’ vacation days, sick leave, emergency absences and so on. Things to consider include, but are not limited to:

• Employees should have their preferences fulfilled to avoid bias.
• Organizations should try to accommodate employees’ requests for rest days as much as possible.
• The duty roster should be planned in such a way as to allow enough time for deadlines and urgent tasks.
• There is also an allowance for fair leave/day swapping among employees.

The manager planning the duty roster should keep track of requests and demands in real time. This enables the planner to synchronize replacement leave and overtime pay calculations at the end of the roster period.

Delegating work assignments to employees

Create an effective work plan.

An effective work plan is the key to the success of every project. Approximately 58% of organisations don’t understand the value of project management, which explains why most projects fail as soon as they begin.

The planning phase determines either the failure or success of such project. Organizations must have a solid work plan, including a weekly action plan for greater efficiency and productivity. You can create a good work plan by following the steps below.

• Set specific goals that include actual numbers and quantifiable terms and scope.
• Lay out the objectives and deliverables, including the project schedule. Consider rewarding your team based on achievement. The incentives will boost productivity.
• Brainstorm and detail the key resources that your team needs. Brainstorming and planning will help colleagues become creative, forecast unforeseen obstacles and promote teamwork. Converse with your them about the resources that can help them achieve set objectives and give them available resources.
• Identify task sequencing . The schedule of a project outlines activity sequencing, tracks performance and calculates the duration of tasks sequences.

Delegate assignments based on aptitude

By assigning work to employees based on their areas of strength and skills, you set them up to excel. This means you need to understand your employees’ strengths, preferences and weaknesses. You may also allow your staff to choose their preferred tasks. This is important for building trust.

Give your team prior notice

No need to stress everyone out and kill their morale with endless impromptu and urgent work assignments. As far as is feasible, try to give your employees a couple of days’ notice at least.

Foster project ownership

Encourage your team to ask questions for clarity. Determine your availability and take the time to give them clear instructions, feedback and assistance. Giving them a sense of ownership allows your team members to see the big picture.

Real delegation is when you encourage your team to own the project. This gives them the authority to take initiative for the execution process.

Most companies spend hours and weeks planning and generating roasters manually when they can use TimeTrack Duty Roster to save time. TimeTrack Duty Roster creates a perfect overview of both employers and employees and allow managers to personalize shifts according to preferences.

TimeTrack Duty Roster

Monitoring work assignments

Monitoring work assignments helps your team complete their duties successfully and meet the desired outcomes. There’s no need to micromanage, but you can certainly help keep employees focused while tracking processes.

Ensure an effective project plan

• Compile a clear project outline, including a schedule. Collaborate with your team to create the plan and include the project scope, tasks, deadlines and resources. Creating a timeline is vital; use a flow chart to make things clearer. A clear work plan helps you understand the key performance indicators you can monitor.

Set SMART goals

• One of the key ways to monitor assigned work is to create specific, measurable, attainable, relevant and time-bound goals. This SMART criteria helps you identify detailed and quantifiable goals with effective deadlines. You then have quantifiable items to monitor the performance of the assignments.

Steady check-ins

• Creating a schedule for progress check-ins is a key step in monitoring assignments. The regularity of the check-in depends on the project. For example, check-ins for long-term and short-term projects differ in intervals. Check-ins should be balanced to support effective monitoring of performance indicators.

Records and analysis of data

• For each of the scheduled check-ins, keep records and analyze data to understand the progress of projects. You can gather data through team meetings and input into spreadsheets or project management tools. The data will then be analyzed to determine the status of the assigned work.

Every organization wants to empower its workforce for enhanced morale, focus, accountability, efficiency and productivity. These achievements are only possible with effective delegation of work assignments and tasks.

I am a researcher, writer, and self-published author. Over the last 9 years, I have dedicated my time to delivering unique content to startups and non-governmental organizations and have covered several topics, including wellness, technology, and entrepreneurship. I am now passionate about how time efficiency affects productivity, business performance, and profitability.

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Work Term Assignment

Writing a work term assignment and submitting it on time is a requirement of your Co-op work term. It also prepares you for writing assignments--a major part of professional life--and provides you with an example of your work to show prospective employers.

Option 1:  Co-op Work Term Report

How to write a work term report.

View guidelines

Confidential or Not?

Confidential assignment : Submit to your supervisor and he/she will be responsible for evaluating your assignment. The evaluation forms are available online in SCOPE and your supervisor will receive his/her login instruction via email prior to the end of the work term.

Non-confidential assignment : After submitting assignment to your supervisor and receiving confirmation that your assignment does not contain sensitive and confidential information, you can submit report to the Co-op office for marking. Reports will not be accepted without a release confirmation by your supervisor which is submitted when he/she completes the evaluation form online.

Option 2:  Progress assignment (Not applicable to Computer Science students)

Students working for the same employer for more than one work term have the option to write a progress report. A detailed technical report is required at the end of your 8 months work term.

General guidelines for progress assignment :

• Short description of the organization and your dept/team
• Description about the project(s) you are working on and how you are pursuing the project (ie. what type of research or work you are undertaking)
• What are the technical goals?
• Progress report on what stage the project(s) is/are at
• What will the final technical report contain?

Option 3: Oral Presentation

• A Co-op Presentation Evaluation form is graded out of 100 following the below grading breakdown:
• Technical Content (40)
• Structure (30)
• Delivery (20)
• Visual Aid (10)

This form is optional and can be used as a reference tool for employers. We kindly ask employers to submit the presentation assessment through the Employer Evaluation (Part B) on SCOPE.

More info on presentation

Option 4: Poster presentation

Your supervisor might ask you to prepare a scientific poster and have it ready for display or to be presented at a conference. A poster presentation is an acceptable variation of the work term assignment. Your supervisor should assess your poster and submit the grading via Scope.

Other Options?

Depending on the nature of your work, your supervisor might ask you to create an online portfolio, a website, a video or other creative options to summarize the work you have done on your work term.  If you have any questions about the format of your Co-op assignment, contact your Coordinator to inquire.

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For Physical Science Students Progress assignment Sample

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For Computer Science Students Automated UI Testing Technical assignment Bioinformatics Technical assignment Translation Memory Migration Process Test Driven Dev assignment

For Life Science Students Work Term assignment Sample

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The Xe Guide To Working Abroad

March 27, 2019 — 5 min read

How to Leverage International Assignments and/or a Laptop Lifestyle to Build Your Career

Digital nomad-ism and long-term international assignments are growing trends for ambitious professionals and creatives in 2019. According to a KPMG research study, 83% of international companies offer short-term work assignments abroad, and 97% offer long-term overseas assignments.

For businesses that are making their first forays into global markets, having an internal employee with an explorer's mindset, the courage of a pioneer and the instincts of an entrepreneur is very lucrative.  

Let's take a look at the opportunities and strengths of work-abroad assignments relative to digital nomad freelancers and full-time employees who work remotely at or close to home.

International Work Assignments

International assignments are a great way to:

Nurture the careers of future business executives

Establish a presence in an emerging market

Launch a new product

Reward a high-performing employee that has requested an international assignment

The KPMG study found that about 40 percent of international assignments fail, however many of those failures are typical because companies don't track overseas expenses accurately, and don't educate their employees on potential tax, cross-cultural and immigration issues when they are on assignment. Some assignees are cut off EAP programs and health benefits support when they move overseas, which can be profoundly isolating and counterproductive.

Paying employees for expenditures, and either a portion or all of their salary via an international money transfer is an excellent way to maintain accurate records of expenses.

Photo by Trinity Treft / Unsplash A PWC study found that 71% of millennials expect to experience an international assignment during their career. There is, however disparity in where millennials would want to work, as most would want an assignment in countries like the US, the UK, Australia or Canada. Only if the assignment would have a significant positive impact on their career trajectory would they consent to an assignment in an emerging country like India.  

Frequent overseas travel gets costly, and some employees that commute across borders on a frequent basis regularly get flagged for customs/security reasons and be denied access or visas if they decide to settle in the country on a long-term basis.  For these reasons, longer assignments, though less frequent is preferable to the opposite.

According to an SHRM study, a three-year assignment abroad for a senior professional can easily cost as much as US $3 million including benefits and living expenses.  

Many of the 60% of employees that are sent on a work assignment abroad are so successful there, and they create such a bond with the country they are assigned to that they become "accidental expats." If and when employees do return to their home country, however, their employers should have repatriation programs to get over the "culture shock" of re-acclimating to their native country.

Scott Redmond, the XE Managing Director for North America, moved his family from Australia, and he recently wrote about his experiences as an expat in the United States.

Digital Nomads Living the Laptop Lifestyle

According to a Citrix research report , by 2020, 50% of the workforce will be comprised of remote workers and telecommuters. This shift is in part a result of the ubiquitous nature of the cloud and mobile devices, and in part because of the environmental impact on ever-increasing highway congestion, urban gridlock and commute times.

Photo by Austin Distel / Unsplash Most Generation Z and millennial employees are very digitally savvy. Many companies are transitioning to having employees work remotely on a regular basis, which saves these companies significant real estate and infrastructure costs.

Whether a freelance writer, application developer or UX designer is working from their home office in the same country as their customer or a coffee house overseas is often a moot point. As long as project milestones are being met and projects are being completed on time, many businesses hiring digital expertise are happy to let their employees or contractors work where ever it suits them.

Digital nomads that change countries on the regular, and digital "slow-mads" that linger in specific countries for long periods of time are becoming more prevalent. Depending on whether they are independent contractors, freelancers or untethered full-time employees, they may be fortunate enough to have healthcare benefits . Others maintain a "home base" in their native country, but travel and work abroad as a location-independent worker.

Is your business considering starting a new venture or launching a new product overseas? Are you considering taking an international assignment, be it a short-term gig as a full-time employee, or a long term work assignment abroad as a contract consultant?

Check out our blog on a regular basis for strategies for expats, accidental expats, and even stealth expats that sometimes work among us.

For fast, easy payments abroad, such as mass payments for payroll or one-time project payments, register for a free account. Whether you are paying rental deposits on a London flat, receiving project payments or sending money to loved ones from overseas, XE Money Transfer enables you to live your best international life. And empowers your business to compete and win in international markets.

How to Give Assignments to Team Members

Last updated on: March 21, 2024

The project has been divided into milestones, goals and objectives broken into tasks, and now it’s time to assign them. But as you open the project management platform, you’re faced with the unflattering process of wording the tasks, and choosing whom to assign them to.

Well, in this article, we offer advice on how to make that jumbled first moment a little clearer. There are actionable tips, learning the difference between allocating and delegating tasks, and suggested criteria on how to choose the best person for the job.

For a more precise overview, here’s a table of contents:

Table of Contents

How do you assign employees tasks?

We normally think that assigning tasks is a time-consuming process that focuses on clearing out task lists to keep the project going. However, task assignment should actually be a more employee-oriented process that requires additional dedication and effort, which yields incredible results. But what do we mean by that?

Properly assigned tasks push your employees, projects, and the overall company forward. Here’s how.

• They strengthen accountability and trust between managers and employees;
• They help teach new skills and perfect old ones;
• They allow employees to get familiar with other teams and avenues of work;
• It becomes easier to make project estimates;
• Makes for great bases for performance reviews, etc.

The list could go on, but we’ll stop there for now.

Of course, such long-term benefits don’t come without some proverbial blood and sweat in the planning stage. Let’s take a look at the general ideas on assigning employee tasks, and specific steps you can take.

Motivation comes from knowing the bigger picture

When we talk about the bigger picture in project management, we talk about each team member’s task affecting their peer’s down the line. Since all tasks are usually small pieces of the puzzle, it helps to remind employees how their work contributes. For example:

• A high-quality draft can make a great foundation for the final version, and it can be completed more quickly.
• A well-prepared presentation can shave time off unnecessary questions and additional email inquiries.

It comes as no surprise that people work better and are more productive, when they know that their work has an impact on the company level.

And so, when you assign tasks, try to emphasize how they fit in the bigger picture. Simply saying: “ You doing X will help with Y and Z ” and how it reflects on the project as a whole will let an employee know that the task they were assigned is important.

Get your employees excited to commit

Telling people about the bigger picture and showing them what’s possible can only get them so far. It’s enough to ignite the initial spark, but for them to fully commit to the task, you need to define what that task entails.

They should be able to picture how to go about the work, what skills to use, and how to reach the desired result. The clearer the instructions, the more motivated they will be to work.

Simply put, give directions on how the task should be done, and make sure they understand. You can’t read each other’s minds, so it’s important everyone is on the same page.

Ask for task transparency

One of the best practices a company can employ is transparency among coworkers.

This is achieved by having everyone input their tasks for the day in a timesheet. The purpose of timesheets is to get an accurate idea of what everyone is working on at any given time.

When people know who works on what tasks, it’s easier for them to know if a person is available or busy, how far along they are with a task, etc.

So, when you give assignments to employees, label them with deadlines. Alternatively, you can ask for employees’ assessments on how long the work would take them, and use those timeframes.

Source: Clockify team timesheet

Timesheets are a great way to keep an eye on tasks and the people doing them. You get to:

• see who struggles with what (helps assess people’s skill sets);
• who burns through their workload and is available for additional tasks;
• whether your time estimates need correction;
• identify any wasted time.

💡 If your employees are insecure about keeping public records of their tasks, here are a few resources that can help:

• How to create order in your daily work tasks
• How to be more efficient with your tasks

Keep a crystal clear timeframe

While we’re discussing timesheets and deadline transparency, it’s important to mention that the times you set for task completions need to be clear-cut.

As we’ve mentioned, the safest way to assign deadlines is to consult the employees. They are better at assessing how long it will take them due to the tasks’ difficulty, overall deadlines, the standards that need to be met, and the skill required to complete it.

When they get a say in how long they should be doing an assignment, people tend to feel more accountable for the whole process. They will do their best to finish in time, since they actively participated in setting the deadline.

Set very clear expectations

Assigning a task should always include your (the supervisor’s) expectations pointed out. For example:

• Does a logo pitch need as many drafts as possible, or just a few finished pieces?

If you ask a designer to make some drafts for a logo pitch, you must specify the kind of quality you’re looking for. Explain whether you are looking for some sketches and drafts for a brainstorming meeting, or if you want clean, presentable pieces to show.

Additionally:

• How many pieces should the designer do?
• Is there a specific color palette they need to follow?
• How important is the task? Is this the day they finally decide on a logo, or is it still in the brainstorming stage? (decides on the quality of the work itself)

Assigning the task using the above questions, you help the designer understand how much effort precisely they need to invest. They become more motivated with clear instructions, as they know what is expected of them. There’s no fear of having their work criticized for something that wasn’t communicated in the beginning. And on your end, it prevents breached deadlines or subpar results.

Avoid creating dependency by being less involved

It’s not unusual for employees to ask their supervisors for their opinion on a certain task, or their performance.

The problem arises when a supervisor makes themselves too involved with the process. When they feel like the project might fall apart if they don’t have their eyes on every moving part all of the time. And when you have, say, 20 people waiting for that person’s approval, advice, or consultation, the workflow runs into a gridlock.

And wait time is wasted time.

Plus, people lose motivation, patience, and grow frustrated, as they could be doing other things.

So, learn not to jump in every time people call for your aid. Assign reliable people who can address smaller issues, while you handle the big picture. Learn how to expend your own energy where it is needed more.

For example – making a pitch presentation for potential investors keeps getting put off because one person needs you to check a client email they want to send, another wants your signature on a form, and the third wants to ask something about employee feedback that’s coming up.

In order to not be stretched thin, and have your time wasted on menial tasks, here’s where you can start:

How to mitigate the risk of being over-involved when assigning

• Remember that you match tasks to people

Which means that, by matching the right people with the right tasks, your involvement will be minimal. Take time to carefully choose who gets to do what. What is the point of assigning tasks if they can’t be done without you?

• Have a 10-point scale to judge the importance of items

How important are certain aspects of your leadership role? Are you absolutely necessary in every meeting, or during every call? Which tasks need your approval, and which ones can be approved by someone under you?

Rank these items on a scale of 0 to 10, based on their importance to you and the project. Top priority tasks should get your undivided attention. And what can be delegated, should be.

• Analyze your schedule

Your energy and time are needed on a much broader scale. The best way to spot if you’re wasting time being too involved is to look at your schedule. Identify how much time you’ve spent on low-priority items, and assess which issues could’ve been solved without you.

• Take into account priorities and deadlines

Step in only when absolutely necessary. You are in charge of things getting done on time, by people most qualified for assigned tasks. Determine what your priorities are for each project, and concern yourself only with those issues, unless there is a risk of breaching a deadline.

• Formulate a list of dependable people

If you know your employees (or team members) well enough, then you should be able to single out those who are more dependable and ready to take on a little more responsibilities. Write out the reasons how they could help by getting involved on low-priority items instead of you. When the time comes, rally them and present them with the idea, keeping in mind that this solution helps push the project forward. When authority is delegated to several people, there’s fewer chances of a hold-up in the workflow.

This also falls into the realm of task delegation , which we’ll get into later.

How do you decide what tasks to assign to which employees?

1. assign based on priority.

Naturally, some tasks will be more important than others. When you break down a project into tasks , spend some time assessing their priority level.

High-priority tasks should be the first on your list to allocate. Whether it’s because they’re time-sensitive, or require more effort and dedication.

Low priority tasks can be allocated as fillers to the first available person.

2. Assign based on employee availability

Another factor to consider when assigning tasks is who is available at the moment.

As the project moves along, new tasks will be added. You will have to allocate new work, but odds are you won’t always be able to pick who you want. Especially if a deadline is approaching, the person with the smallest workload should be your first choice.

Overloading an already busy individual just because they’re more skilled or you have faith in them the most puts an unnecessary strain on them. It’s cause for frustration, poorer results, and decreased productivity.

And as we’ve mentioned, if you have a timesheet with an overview of all the tasks and employees working on them, it’ll be much easier to spot who is free and who isn’t.

3. Assign based on employee skill level

High-priority tasks should go to employees with more experience in a given field or skill. However, you should occasionally give such tasks to other employees as well, to help them grow and become just as dependable. Giving people challenging tasks that can boost their experience is essential to productivity and morale.

Not to mention you get to have multiple high-skilled employees.

Low-priority tasks can be assigned to anyone, despite their experience level. They’re a good opportunity to practice, pick up new skills, or get smaller tasks out of the way to make room for more important ones.

4. Assign based on preference

Last, but not the least, preference can also play a big part in how you assign tasks.

It’s a given that some employees will prefer certain tasks over others. So it could be good to assign tasks at a meeting with the team. As you discuss priorities, deadlines, and availability, ask them which tasks they would like to work on.

If someone shows interest in a specific type of work, they should (with some consideration), be allowed to take it. After all, people are more productive when they’re assigned to something they find new or exciting.

Note: Apply this rule with caution. Letting people do only the tasks they want can stunt their career growth. Getting out of our comfort zones and occasionally doing tasks that we don’t like is how we develop and learn. So, don’t forget to document assignments as you hand them out, to spot these potential issues early on.

Allocating vs delegating tasks

While semantically similar words, delegation and allocation in terms of tasks are two different things.

When you allocate tasks , you are assigning tasks without giving the employees much authority, challenge, or room to grow. It includes you keeping all of the responsibility – writing out the tasks, making deadlines, providing resources, tools, etc. These are usually recurring tasks that can become repetitive.

When you delegate tasks , you allow for some of that responsibility to fizzle out from your fingers. All you think about are the objectives, while letting the employees figure out the details and means to get there.

However, that doesn’t mean delegation is right and the allocation is wrong.

Task allocation has its own place. It is just as important, as a lot of tasks come down to repeated processes that are still vital to the project progress. Task delegation is just a good opportunity for employees to learn, challenge themselves, and assess their skills and performance.

When should you allocate tasks?

Management and BizDev consultant Artem Albul shared his concept on task assignment, which he dubbed an “algorithm”. He emphasized how these criteria are useful only and only when you wish that employees perform the tasks based on your guidelines and instructions (aka allocation).

Here is how Albul broke down the algorithm:

Source: Artem Albul, TWA Consulting

As we can see, task allocation, while the more “controlling” of the two, also gives in-depth instructions and asks for confirmation on task clarity. A lot of it comes down to everyone being on the same page, leaving little to no room for misinterpretation (but also creative freedom).

How should you allocate tasks?

With all that we’ve mentioned in the previous section, here’s how your task allotment could look like, step by step.

• Break down your project

Detail out the goals, objectives, and some individual tasks (not all, be careful not to start micromanaging). Place the most important deadlines.

• Prioritize tasks and sort them

It’s important to know what tasks need to be done faster/better, to properly allocate your resources and manpower from the start.

• Make a list of teams and team members

Assign team leaders (if you don’t have them), and alternatively, ask for their input on individual employees skills, for a more informed decision on who gets what.

• Schedule a meeting

Make a meeting with the team leads and go through the points above. Assign tasks according to each team’s availability, interest, and skill required to successfully push the project forward.

• As team leads – assign tasks further down the pipeline
• Track task completion and make necessary changes along the way

Whether it’s pushing deadlines, reassigning tasks, or shifting around resources. This is perfectly fine and expected, so long as it doesn’t happen on every task you’ve assigned. Then, it is an indicator of poor pre-planning.

• Offer feedback and write performances

Don’t forget to track the progress and make notes of important details that might help the next task allocation/delegation process. It’s also a useful piece of information for the employees on what they need to improve on.

Allocating tasks is somewhat more complicated than we want it to be. But, this kind of thorough research and preparation will make projects run more smoothly. Employees will also be more satisfied with their work, and there will be less hurdles as deadlines approach.

When should you delegate tasks?

Delegation is a great practice in trust for both the employer/supervisor and the employee. The employer learns how to give away some of their control over the process, while the employee learns how to take more accountability for their work.

This lets you focus on big-picture aspects of your job, since you deal less with assignments that are low-priority for you. You save time and energy, while helping others move up in their careers.

How do you effectively delegate tasks as a leader?

As we’ve mentioned, delegating includes more employee independence. There are some additional components which make this type of task assignment more appealing than allocation, with great opportunities for growth.

Focus on delegating objectives instead of actual tasks

When you delegate, you focus on the objective that needs to be done. You shouldn’t give employees a “color by numbers” instruction on how to complete a task.

Communicate clearly what the end result should be and what expectations you (or the higher-ups) have. Leave the means for reaching that end goal to the employees themselves. Because how you solve a task may be completely different to how they will. And that is perfectly fine, so long as the result is the one you are looking for.

Keep the objectives challenging

When the objectives you’re delegating are too easy, chances are the person will either procrastinate, or feel like you don’t trust them enough. And if they’re too difficult, they get frustrated, anxious, and begin to panic.

It’s a good idea to be aware of an employee’s skill level, so you can gauge how much challenge and responsibility they can take on. For them to be the most productive and achieve great results, they need to enter “the state of Flow”.

Source: Optimal Experience , M. Csikszentmihalyi

💡 We’ve discussed the state of Flow in more detail in an article on time organization.

Encourage discussion and feedback

Let employees voice their opinions on the topic.

They should ask anything about the task, the goals, or the overall impact their work will have on the later stages or others’ workflow. It means they are interested in the task, and getting involved.

And if they aren’t asking questions themselves, you can always nudge them into proactivity.

• Is there something you’d like me to clarify?
• Do you already have any ideas on how to go about the task?
• Is the time we agreed upon enough for you?
• Will you need other resources, tools, or support?
• Do you see any problems or risks?

Questions like these help them feel valued, their efforts acknowledged, and let them know you care about the task and how well they perform. Just be careful not to overdo it, or you’ll start to look like a micromanager.

Give employees free rein, but offer support

Speaking of micromanaging, delegation means you let people problem-solve their way out on their own. There should be no reason for a manager to step in and control or supervise any step of the process, unless absolutely necessary.

However, what you should do is let them know you’re available for any advice should they feel stuck. Just because employees get authority on a certain task, and are left to their own devices, doesn’t mean the project has to suffer until they pull themselves up.

From time to time, ask them if they need anything from you, and make sure they know you’re there for any kind of support, consultation, or mediation. ANother good practice is to also give them additional learning opportunities – such as training, conferences, courses, etc.

Delegate objectives that move people forward

Choose assignments that boost the skills and employ all of their experiences, instead of something that simply needs to be done. For example:

• Tasks that require they brush up on their team communication skills;
• Learning how to allocate smaller tasks;
• Supervising others’ work and doing quality control;
• Learning to work with a new tool;
• Holding a meeting (or more), etc.

Find out which skills your employees may want or need to develop, and then plan your delegations accordingly. You want them to complete the task while having learned something new at the same time.

How to choose who to delegate to

Paul Beesley, senior director and consultant at Beyond Theory proposed a nifty checklist for when you’re choosing an employee to delegate to. It’s meant to simplify and speed up the process.

To successfully complete the delegated task, your chosen employee needs:

S – the skill to perform and complete a task

T – the time to complete the task, and if needed, learn the required skill

A – the authority to handle everything concerning the task

R – the necessary level of responsibility

R – the recognition for successfully completing the task

This list is a set of important criteria that should be covered when you consider who to assign to a specific task. However, depending on your niche, type of service, company size and the project at hand, the criteria are likely to change. And it should accommodate your needs, not the other way around.

Common task delegation mistakes to avoid

With all being said, there are some common mistakes managers and employers make, sometimes without even realizing it.

• Being too vague concerning deadlines (using: as soon as possible, when you get to it, I need it by yesterday). It creates unnecessary pressure.
• Being unavailable for questions and concerns. While you shouldn’t micromanage, you should still be present for support if an employee feels stuck. Ignoring them or handing them over to someone else could cause distrust. However, if you are usually swamped with work, set consultation hours each day or week.
• Having unclear directions. Specifying the allotted time for task completion and expectations should be the bare minimum when delegating tasks.
• Not providing feedback. No feedback is worse than bad feedback. Employees need to be aware when they’re doing good work, as well. In one company I worked for, the mantra was: “If no one is complaining about your work, that means you’re doing good”. And while it sounds like sound logic, it actually caused a lot of frustration. We were left directionless, and simply “floating” from task to task, never knowing if any of them had a positive impact on our performance.
• Not listening to employees. Take into account how they feel about a task or the objective. Let them give you feedback and if there are potential problems from the get-go.
• Assigning other people to the same task. If you notice a person struggling, the first instinct should be to ask them how they’re faring, and if they need any help. Some managers tend to assign other employees to help them without consultation, which leaves a sore taste. The employee will feel even more incompetent and will be less likely to take on a similar task in the future.
• Assuming people will know what you mean. This is one of the biggest problems. When you’re formulating a task, be as clear as possible about the goals and expectations. Oftentimes managers think that these things are implied, but the truth is – no one is a mind reader. To avoid having information misconstrued or misunderstood, communicate clearly and directly.

There could be more mistakes, especially for every different field and industry. If at all possible, identify the most common ones, made either by you or your peers. Note down all the instances where certain tasks weren’t up to par, and see what you could have changed in your assignment process to fix it. Maybe there wasn’t enough time or resources, you were unclear, or the employee wasn’t ready for such responsibility. Use the same procedure in all future task delegations. It’s the only way to learn and make the process quicker.

To conclude

Task assignment should be a very careful, thought-out process. It’s not just about reaching milestones in time. It’s about helping employees learn new skills, feel more satisfied with their position in the company, strengthen the trust between you and them, and ultimately help you refocus on the big picture.

By following the advice we’ve gathered, you will be on the right track to make some effective, healthy long-term changes to your company.

✉️ Have you found these tips helpful? Is there something we could have covered in more detail? What are your experiences with assigning tasks?

Send your answers, suggestions, and comments to [email protected] and we may include them in this or future posts.

Marijana Stojanovic is a writer and researcher who specializes in the topics of productivity and time management.

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Synonyms of assignments

• as in tasks
• as in missions
• as in lessons
• as in appointments
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Thesaurus Definition of assignments

Synonyms & Similar Words

• responsibilities
• undertakings
• enterprises
• commissions
• requirements
• obligations
• commitments
• appointments
• constraints
• designations
• nominations
• compulsions
• installments
• delegations
• authorizations
• investments
• installations
• instalments
• destinations
• emplacements
• ordinations
• deputations
• investitures
• anointments

Antonyms & Near Antonyms

• depositions
• dismissions
• dethronements

Thesaurus Entries Near assignments

assignments

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“Assignments.” Merriam-Webster.com Thesaurus , Merriam-Webster, https://www.merriam-webster.com/thesaurus/assignments. Accessed 6 Apr. 2024.

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how to effectively assign tasks to team members to increase productivity?

Picture this: It's Monday morning, and your team is buzzing with excitement, ready to take on the week. But wait! Who's doing what? Does everyone know their roles and responsibilities? Ah, the perennial challenge of assigning tasks . If this rings a bell, worry not. We've all been there. Have you ever felt the sting of mismatched roles? Like trying to fit a square peg into a round hole? Assigned tasks play a pivotal role in the smooth functioning of any team. And guess what? There are methods and tools that make this process easier. Let’s dive in.

As a leader in the workplace, it is essential to ensure that everyone in the team gets the appropriate amount of work. Sometimes, it's tempting to give an employee more tasks than others, especially if he/she finishes the tasks faster. But keep in mind that as managers, you must be fair. You must learn how to effectively assign tasks to your team members . 

Although it may seem like a simple management function, assigning tasks to your team is actually challenging. As said by Liane Davey, cofounder of 3COze Inc. and author of  You First: Inspire Your Team to Grow Up, Get Along, and Get Stuff Done , You are “juggling multiple interests” in the pursuit of optimal team performance.

Task distribution among various departments might vary from person to person. For efficient delegation, it is vital to consider guidelines while distributing duties to team members.

Tasks that are delegated effectively move your people, projects, and the entire business forward. It increases management and staff trust and accountability, helps in refining and teaching new abilities, enables personnel to become acquainted with various groups and areas of employment, and is an excellent foundation for performance reviews, etc.

How do you assign tasks to your employees? 

Assigning tasks is typically perceived as a time-consuming activity that focuses on removing items from task lists in order to keep the project moving forward. Task assignment, nevertheless, ought to be a more employee-focused procedure that calls for extra commitment and work, which produces excellent outcomes. 

Here are some tips to effectively assign tasks to your employees:

1. Delegate Positively

Don't just throw work at someone and expect them to deliver when they might not be qualified for that particular assignment. Maintain a mindset of doubting every assignment you gave and go over your personnel roster to see whether anyone else is capable of completing it as effectively as you can. They will be more likely to believe that they can do the assignment in the manner that the leader desires if they have a positive outlook. Employees won't feel inspired to start their assignment if you adversely assign them or have doubts about their competence. A little encouragement will make their day happier and encourage them to confidently do the tasks given to them.

2. Set Clear Goals and Objectives

To understand how your team performs, you should set clear goals and objectives before entrusting them with any responsibilities. When goals and objectives are not defined, it'll be harder for your team to see the big picture and perform tasks in a particular manner. 

3. Assign the Right Task to the Right Employee

This is the key to productivity. Who has the most expertise and experience should be given priority, but don't give that individual too much work. You should also think about who needs to develop their sense of responsibility. Also, take into account the passage of time and their eagerness to seize the opportunity. To do this, the manager should create a delegation plan that considers the various skill sets of each employee and assign tasks that are properly suited to each individual. On the other hand, when a task requires an extraordinary employee and there is a talent shortage, the leaders themselves should do the assignment in an emergency or without a workforce.

4. Obtain Inputs from Your Team and Set Up Meetings if Possible

Get suggestions from your team on what should be modified, who you could include, and how outcomes should be defined. Engage with the specific managers of the sub-teams if you are in charge of a large team or organization. A meeting with the entire team is necessary before assigning tasks to team members. You may obtain a clear picture of who is responsible for what and how purposefully they can do the assignment. Getting suggestions from your team members ensures that each of them will contribute to the task's accomplishment.

5. Conduct Training and Supervision

A project's completion necessitates the blending of various delegation techniques, a high degree of team member commitment, and effective planning and execution. It is essential to teach the team members and meet with the team every day in order to produce a skilled workforce. The training includes free access to resources for developing skills, such as courses from Upskillist ,  Udemy , or  Coursera . Following the training phase, the work must be supervised by a professional to ensure that the team learned from the training provided. Before and throughout the task assignment and execution among several team members, training and supervision are equally crucial.

6. Communicate Constantly

It doesn't mean that when you're done delegating the tasks, everything's good. No, it doesn't work that way. Constant communication is also the key to unlocking productivity. You need to collaborate with your team . Professionals at work must keep a close watch on their team members to learn about any challenges or issues they may be having.  For the task to be completed and the status of each team member to be tracked, communication is essential. Following up on tasks you assign to your employees helps them manage pressure and boost job productivity since problems like stress and pressure may tangle them and slow them down. Employee burnout is a result of micromanagement, which is not a good concept. It is best to let staff go free by following up casually.

7. Know who to Handover Authorization and Control

Decentralized power relieves employers of job management. Make sure to provide your staff some authority when you delegate tasks to them using management apps such as Trello , Asana , Edworking , Slack , and the like. Employees become empowered and responsible for completing tasks as a result of the control transfer. Giving them too little authority can cause issues because they lose interest in their work while giving them too much control might overwhelm them and cause them to forget basic responsibilities. The key to the team's success is giving each member the authority they rightfully deserve while also soliciting input.

8. After the project, assess the results

Ask yourself how you as the manager could support the success of your team members more effectively. Give constructive criticism and accept it in return.

The most vital phase in job completion is assigning tasks to team members. Due to the frequent mistakes made while delegating duties, it is imperative to use management tools when giving your team responsibilities. Project management solutions provide better work allocations by incorporating features like marketing automation. Employee development and time tracking are made easier by the task assignment guidelines, which also help keep workers interested. 

Allocating Vs. Delegating Tasks 

Now that you've learned about some tips to properly assign tasks, you may also have questions like, "what's the difference between allocating and delegating tasks?" 

As stated by Abhinav in a published article on LinkedIn, "The imbalance of responsibility and accountability is the main difference between Delegation and Allocation." What does it mean? Delegation gives a real opportunity for your team to upskill, grow, and develop. Allocating tasks is merely assigning tasks without the goal of helping your team grow.

Although assigning tasks has its merits, delegating tasks offers significant advantages in terms of employee growth and engagement. Because delegation when done well delivers diversity and other intrinsic motivational incentives that make work so much more meaningful, it will be even more rewarding for the manager and team members.

Task Tips and Best Practices 

In order to accomplish our objectives and SMART goals, we define a particular number of tasks that we must do each day. We frequently take on more than we can handle in the fight to remain at the top of our game and maintain our competitive edge.

Even while everything appears to be of the utmost importance, something is off in your struggle to finish everything while maintaining your composure. Some of us have a lengthy list of things we want to get done before a given age or period. Others devote so much effort to honing a particular skill that by the time it shines, it is no longer relevant.

Time management and balancing workload are not just skills of project managers or superiors. In reality, these abilities should be embraced at every level, particularly when working in a team. Research by Cornerstone found that when workers believe they don't have enough time in the day to do their jobs, work overload reduces productivity by 68%. What tips and best practices should you do so you don't only allocate tasks but delegate them effectively?

1. Prioritize. Make a to-do list according to the order of priority

Even if to-do lists are classic, they are still more efficient and effective than ever. People used to keep handwritten notes for ideas and tasks back in the day.  There are smart to-do lists apps and software that provide notifications and reminders prior to the task's due date. 

2. Maximize productivity and minimize procrastination

To start, delegate the tasks to the right people. Don't do it tomorrow or the next day. Do it today. Having a lot to accomplish may be stressful, which is sometimes worse than the actual task. If you struggle with procrastination, it's possible that you haven't come up with a good task management strategy. You might express your lack of starting knowledge by procrastinating. It could not be laziness, but rather a matter of setting priorities.

3. Be motivated

Procrastination and a lack of motivation are closely correlated. When you lack motivation, you tend to get distracted. If you want to meet milestones and deadlines, be motivated.

4. Delegate and be involved

The reality of being overburdened can have a negative impact on productivity if it is not properly managed. At the end of the day, we're still just humans. When it comes to having patience, resilience, working under pressure, or finishing a task quickly, each one of us possesses a certain set of skills. So, delegate the right tasks to the right person in your team, and don't just stop there. Be involved. Leaving the stadium just because you're done delegating is a big no. Keep in touch with them and follow up on the progress of the tasks assigned.

Task Vs. Subtask 

Tasks and subtasks are quite similar. The only difference is that a subtask should be completed as an element of completing a larger and more complex task.

For example, the task is to increase your company's social media presence. So, what should you do to accomplish those tasks? That's when you have subtasks such as creating optimized posts and content on various social media platforms, scheduling them, interacting with your audience in the comment section, etc. 

The additional stages that make up a task are called subtasks. They are essential while working on large projects with a wide range of tasks. In some task management tools, You may create as many subtasks as you need in the task view, but you must first choose the parent task before you can create a subtask.

Why You Should Assign Tasks Effectively to Team Members

Enhance team productivity.

Efficient task assignment can work wonders for your team's productivity. When each team member knows their role and is well-suited for their tasks, they can focus on delivering high-quality results. Imagine a well-oiled machine, with each cog spinning smoothly and in harmony - that's your team at peak productivity!

Consider these points:

• Match tasks to individual skills : Ensure tasks align with your team members' unique abilities and expertise.
• Set clear expectations : Be transparent about deadlines, deliverables, and objectives.
• Foster collaboration : Encourage communication and collaboration among team members.

Nurture a Sense of Ownership

Assigning tasks effectively helps to in still a sense of ownership and responsibility within your team. When individuals understand their role in a project, they are more likely to take pride in their work and strive for excellence. It's like planting a seed - with proper care and attention, it'll grow into a strong, thriving tree.

Key elements to foster ownership:

• Encourage autonomy : Allow team members to make decisions and take charge of their tasks.
• Provide feedback : Offer constructive feedback and celebrate successes.
• Support development : Invest in your team members' growth through training and development opportunities.

Reduce Work Overload and Burnout

Nobody wants to be buried under an avalanche of tasks. By allocating work effectively, you can prevent team members from feeling overwhelmed and burned out. Just as we can't run on empty, neither can our team members - so, let's ensure they have a manageable workload.

Strategies to avoid overload:

• Balance workloads : Distribute tasks evenly and consider individual capacities.
• Encourage breaks : Promote a healthy work-life balance and remind your team to take breaks.
• Monitor progress : Regularly check in with your team members to assess their workloads and stress levels.

Boost Employee Engagement

An engaged employee is a happy and productive one. When you assign tasks effectively, you're laying the groundwork for increased engagement. Think of it as a dance - with the right choreography, everyone knows their steps and performs in harmony.

Steps to enhance engagement:

• Align tasks with goals : Ensure tasks contribute to the overall goals of your team and organization.
• Offer variety : Mix up tasks to keep things interesting and provide opportunities for growth.
• Recognize achievements : Acknowledge hard work and accomplishments.

Improve Overall Team Morale

Finally, effective task assignment can lead to a happier, more cohesive team. When everyone feels valued and supported, team morale soars. Imagine a choir, each voice blending harmoniously to create a beautiful symphony - that's a team with high morale.

Ways to uplift team morale:

• Empower decision-making : Encourage team members to contribute their ideas and be part of the decision-making process.
• Foster a positive atmosphere : Cultivate an environment of open communication, trust, and support.
• Celebrate successes : Acknowledge both individual and team achievements, and celebrate them together.

Tools to Simplify Task Assignments in Teams

Microsoft outlook: not just for emails.

Yes, you heard that right. Beyond sending emails, Outlook has task features that allow managers to assign work to team members. You can set deadlines, prioritize, and even track progress. Think of it as your digital task manager. How cool is that?

Google Docs: Collaboration Made Easy

A favorite for many, Google Docs allows real-time collaboration. Need to distribute tasks ? Create a shared document, list down the tasks, and voila! Everyone can view, edit, or comment. Ever thought of using a simple shared document as a task distribution board?

Trello: Visual Task Management

For those of us who are visual creatures, Trello is a game-changer. Create boards, list assigned duties , and move them across columns as they progress. Remember playing with building blocks as a kid? It’s pretty much that, but digital and for grown-ups!

Common Mistakes to Avoid

Assigning tasks effectively is a skill that every leader must master to ensure team productivity and employee satisfaction. While the tips provided earlier can help you get there, being aware of common mistakes in task assignment is equally crucial. Avoiding these pitfalls can save you from derailing your projects and hampering your team's morale.

1. Overburdening Skilled Employees

It's tempting to give the bulk of the work to your most skilled team members, but this can lead to burnout and decreased productivity in the long term.

2. Lack of Clarity in Instructions

Vague or unclear instructions can result in misunderstandings, leading to poor quality of work or project delays. Always be specific and clear about what is expected.

3. Micromanaging

While it’s essential to oversee the progress of tasks, hovering over your team members can undermine their confidence and create a stressful work environment.

4. Failing to Prioritize Tasks

Not all tasks are created equal. Failing to prioritize can lead to poor allocation of resources, with less important tasks taking away time and energy from critical objectives.

5. Ignoring Team Input

Ignoring suggestions or feedback from your team can result in missed opportunities for more effective delegation and stronger team cohesion.

6. One-Size-Fits-All Approach

Remember that each team member has unique skills and limitations. Assigning tasks without considering these factors can lead to ineffective results and frustrated employees.

7. Neglecting Follow-Up

Assigning a task is not the end but part of an ongoing process. Failing to follow up can result in delays and could indicate to your team that the task wasn’t that important to begin with.

8. Fear of Delegating

Sometimes managers avoid delegating tasks because they feel that no one else can do the job as well as they can. This not only increases your workload but also deprives team members of growth opportunities.

A significant aspect of a leader's duties is delegating assignments to team members effectively. The secret to a manager's team functioning like an efficient machine is wise delegation.

Because of delegation, you won't have to spend hours on work that someone else can complete more quickly. Trying to handle everything on your own can quickly wear you out, regardless of your knowledge or expertise. Effectively delegating tasks enables you to keep on top of your own work while assisting team members in acquiring new abilities and developing a sense of comfort with taking ownership of tasks. 

Proper delegation of tasks also provides managers and team members with a learning opportunity since it enables everyone to build trust and become accustomed to exchanging comments and showing each other respect and appreciation.

Less is more when attempting to boost your team's output. Your team may become burned out if you try to increase their production too rapidly. In contrast, if you're too aggressive, your team can lose interest in their work and productivity might drop. Keep in mind that everyone will be more productive if they are part of the decision-making and execution process.

If you want to delegate tasks with ease and convenience, go for Edworking . This management tool lets you assign tasks and oversee your team's progress in a specific task. You can also conduct meetings to meet your team.`

Know that productivity greatly matters. With the right knowledge of assigning tasks to your team members, you can maximize productivity. Thus, achieving the goals and objectives of your organization.

What is the best way to assign tasks to team members?

Recognizing and understanding each member's unique strengths and expertise is paramount. Instead of assigning tasks randomly, it's always better to match each job with the individual’s skill set. Consider open dialogue, seek feedback, and ensure the assigned tasks align with both team and individual goals. It's a bit like giving everyone their favorite role in a play; wouldn't they shine brighter?

How do you assign tasks to a team in Teamwork?

In Teamwork, tasks can be assigned effortlessly. Start by creating a task list, then add individual tasks. Within each task, there's an option to 'Assign To.' Simply choose the team member you wish to assign the task to. Think of it as passing the baton in a relay race – each person knows when to run and when to pass it on!

Why is it important to assign tasks to your team members?

Assigning specific tasks helps in streamlining the workflow, ensuring accountability, and reducing overlaps or gaps in responsibilities. It also empowers team members by giving them ownership of their work. Have you ever seen a football team where everyone runs after the ball? Without clear roles, it's chaos!

How do you politely assign a task?

Start by acknowledging the individual's capabilities and expressing confidence in their ability to handle the task. Then, clearly explain the job's scope, expectations, and its importance in the overall project. Think of it as offering a piece of cake, not dumping a plate on their lap!

How do short term goals differ from long term goals?

Short-term goals act as stepping stones towards achieving long-term goals. While short-term goals focus on immediate challenges and tasks (think weeks or months), long-term goals look at the bigger picture and can span years. It's like comparing a sprint to a marathon. One's quick and intense, the other's about endurance and the long haul.

How to get the Work Terms Number for an assignment?

I am trying to use the spreadsheet templates for updating assignment information. For example, i need to update the Regular/Temporary field on about 200 employees. I created the spreadsheet template for that, but that requires a field called Work Terms Number.

How do i get the work terms number for an assignment or an employee?

I can see that there is a field Work Terms Assignment ID in the assignments table, but i guess this field Work Terms Number is different. 

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Requesting flexible working now a legal right for all workers from first day in job

Flexible working is a broad term but encompasses a different style of work from the conventional 9-5 in the office, and could include adaptations to where someone works, to save them from commuting, for example.

News reporter @Reemul_B

Saturday 6 April 2024 11:07, UK

Employees across the country have today been granted the legal right to request flexible working from the day they enter a new job.

Previously, the right was only applicable if someone had worked for their employer for 26 weeks or more.

The Flexible Working (Amendment) Regulations 2023 gained Royal Assent in July as Kevin Hollinrake, the business and trade minister, backed the measure for "a happier workforce [which] means increased productivity".

The term and its implementation first came into effect under Tony Blair's government in the early 2000s where parents of children under six and carers of those under 18 could ask for a flexi working arrangement.

More legislation was introduced, but since the COVID-19 pandemic, flexible working accelerated in terms of "understanding" and the "demand for it", Peter Cheese, chief executive of the Chartered Institute of Personnel and Development, said.

Mr Cheese said the new law "stands to benefit millions of people, helping them to balance their work and life commitments and give them more say and more opportunity in where and how they work".

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He said flexibility around time, scheduling and where someone worked could be "transformative" especially for those with health conditions, caring responsibilities or other life choices they wished to make.

He added: "With an ageing population and rising levels of economically inactive people due to ill health, flexible working is more important than ever, and has been shown to support better wellbeing, making it good for individuals as well as organisations."

As from 6 April, employers have a duty to consult with workers before they can refuse a flexible working request.

Coodes Solicitors listed some reasons why a demand could be rejected, including the arrangement costing the business too much, a negative effect on performance and the inability for the company to hire more team members.

The conciliation service Acas published a new statutory Code of Practice on requests for flexible working alongside guidance, which its chief executive Susan Clews said would "help employers and employees avoid any pitfalls".

Ms Clews said: "There are many types of flexible working such as part-time working, flexitime, job sharing, staggered hours, hybrid and homeworking. The starting position for businesses should be to consider what may be possible."

A study of 4,000 workers by campaign group Timewise found that half would consider asking for a flexible pattern of work using the day one right to request in a new job.

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Research by campaign group Pregnant Then Screwed found that mothers are twice as likely than fathers to ask for flexible working after parental leave.

Joeli Brearley, chief executive of the group, said: "Mothers are more likely to shoulder the lion's share of the unpaid labour required to care for children and manage a household.

"As a result, they are more likely to need flexible working. Just three in 10 job adverts offer flexibility, limiting the progression opportunities and earning potential of mothers."

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Workload management: How to manage your team's workload

Imagine a team overwhelmed by tasks, facing tight deadlines, and escalating stress—a scenario all too familiar in many workplaces. In such situations, understanding workload management becomes essential. Discover how the right combination of intuitive tools and strategic approaches, like agile methodologies and effective task distribution, can turn this challenging scenario into a story of productivity, balance, and team harmony.

What is workload management?

Workload management is the process of efficiently distributing and managing work across your team. When successfully done, workload management maximizes employee performance and helps melt away chaos, leaving you and your team feeling satisfied at the end of each day rather than overwhelmed . Team members will feel confident about their work volume and deliver higher-quality work at a faster pace.

Why is workload management important?

Recent research shows that 80% of global knowledge workers report feeling overworked and close to burnout . Further, four out of five (82%) employees say they feel less engaged at work when they’re stressed. Workload management enables you to distribute work across your team more effectively, which not only reduces burnout for stressed employees but also prevents them from feeling overworked in the first place. Workload management tools provide real-time insight into the tasks your team has on their plate, so you can manage your team workload effectively and promote balance, not burnout.

The five-step guide to workload management

If you haven’t given much thought to workload management, you’re not alone; the International Institute of Directors and Managers reports that few people are actually trained in this much-needed skill.

The good news is there are tools that can help you keep everyone and everything moving forward simultaneously (see item five below). But in order for a tool to really help you manage your team members’ workloads, you’ll need to make sure some of your other project management skills are in prime shape. Put these five steps into action so you can successfully manage your team’s workload.

1. Figure out your team’s workload and capacity

With your team’s work scattered among multiple different project briefs , plans, and tools, it’s hard to understand just how much total work you all need to tackle. Having that knowledge is key to figuring out how much each team member is doing or what they can take on. You can get past that and figure out what your team’s workload actually is by getting your plans in order:

Put together a full list of projects and processes your team is responsible for. These can be projects your team is driving, or cross-functional work they'll be contributing to.

Determine the scope and timing of work for each. Are these big, complex projects with multiple deliverables or are these smaller in scope? How much of each project or process is your team responsible for?

Break down projects into smaller tasks and workstreams. Once you have a big picture understanding of your team’s work, use a work breakdown structure to break it into smaller chunks so you can know what their weekly or daily loads look like.

Prioritize work based on importance and urgency. This way, you’ll also know what your team needs to tackle first through a needs assessment and can better schedule when you’ll be working on each project.

Knowing how much work you need to tackle is only one half of the equation, though. You’ll also have to know how much bandwidth your team and each individual has. Once you’ve taken into account meetings, vacations, and recurring responsibilities, how much does each team member have left to devote to these projects? Assess each team member’s workload, or ask them to do so for you, to get a sense of what else they can take on.

Workload measuring example:

Your analytics team has to produce nine different reports in Q2. It’s a mix of new reports that will take longer to build, and repeatable ones they already have systems set up for. Before you start assigning them out to individual team members, get an understanding of timing (when does each have to be delivered by), importance (what work is this blocking?), and the amount of time you expect it to take to create each.

Based on this research, you now know how much additional work your analytics team is responsible for. You may have even discovered that it’s too much for your small team’s bandwidth, but knowing that some of the reports are low-priority, you can smartly defer less important requests in favor of more impactful ones.

2. Allocate resources and break down individual workloads

Now that you have an overview of everything your team needs to do, you can now figure out who will be working on what and when. And while assigning out the individual pieces of work may sound straightforward, as the sage folks at the Harvard Business Review report have pointed out, workload management can actually be quite complicated.

Resource allocation can help you effectively identify and assign available resources to an initiative. If you've never tried resource allocation before, use these five tips to keep everyone’s workloads balanced and manageable:

Assign the highest-priority work first. Order your team’s to-do lists and projects in terms of priority, and work on staffing the top priorities first.

Balance start and due dates. Now that you know who will be doing what, start scheduling each task or project. You can also implement time management strategies, like time blocking , to help team members be more intentional about their work.

Make sure you’re matching the right people to each task or project. Take into account their availability, as well as their skill sets and experience.

Include your team in the conversation by asking them what extra bandwidth they believe they have. Not only will they know their own workloads and capacities the best, but they’ll also feel more empowered when you involve them in planning.

Always let someone know why you’re assigning a particular task to them. This is a great way to increase engagement and set expectations from the outset.

Resource allocation example:

You need two people to work on ad designs for an upcoming campaign, and have five people on your team. You could assign the work randomly, but you’ll get better results if you look at team members backgrounds’ (e.g., have they worked on previous campaigns before?), check for any team members who may already be overloaded, then ask your top picks if they feel they have the capacity to take on this new project .

3. Check in with your team members and adjust workloads as needed

Even the best-laid plans and project timelines hit roadblocks, and you’ll need to be prepared to make adjustments in real time before deadlines are missed.

To proactively manage and track each team member's current task list, implement regular 1-1 check-ins as a key part of your workload management strategy. If those check-ins reveal that a team member feels overloaded with responsibilities, check to see who might be able to take on something else.

When you reassign tasks or projects, be sure to communicate with your team about the changes so they understand why they’re now being pulled in a different direction. This can be done via a change control process . Alternatively, consider coaching opportunities to help them become more efficient and organized and always recognize your team members’ hard work.

Check-ins example:

You’ve noticed that two of your account managers are staying late night after night, and another one is emailing you in the wee hours of the morning. This could be a sign they’re overloaded. Schedule check-ins with each person on your team to see where they stand with their work; offer to shift or defer responsibilities if needed; and provide coaching to anyone who reveals a need. If you don’t already, schedule regular check-ins for each team member going forward to avoid similar problems cropping up in the future.

Pro tip: Don’t forget about team culture

In addition to 1-1 check-ins, make sure to save time for team-wide moments of connection and celebration. Whether your team is in the office, distributed , or remote , it’s important to have face time and connect. Depending on the size of your team, consider planning a weekly stand up meeting , a biweekly happy hour, or a larger monthly gathering.

4. Improve team efficiency when workloads are heavy

While you’re mainly focused on the big picture, encourage your team to develop their own system to manage their workload. When there’s a lot to do, it’s important that they’re doing the right things, efficiently.

Suggest time management strategies that fit their individual styles, like timeboxing or time blocking .

Minimize the amount of meetings the team is required to attend. Find new ways to communicate that don’t take as much time.

Help your team understand what project management is and how an organized plan saves time.

Team efficiency example

One of your direct reports always turns in their work early, and through conversations you learn that they have been using some new strategies to work more efficiently. Encourage that person to share their experience with the team, and consider creating a shared space where team members can post time-saving tips as they come across them.

5. Onboard a work management tool

Imagine being able to see everything that’s going on with every project and every team member in one single location . Talk about saving time. Using a work or project management tool does just that.

When you adopt a work management tool, every team member is able to see how their work feeds into larger team and company initiatives. Communication happens within tasks, so finding the information you need takes five seconds instead of five minutes. Timelines keep everyone on track because projects can be viewed individually or together.

Work management tool example:

You’ve loaded all the tasks and steps of your production schedule into a workload management tool, and work is moving smoothly. Because all team members have a view of the status and where they fit in the process, you’re able to avoid conflicts and save time.

Pro tip: Establish team conventions

The best work management tool is one your entire team is using. But it’s important to set team conventions and best practices for using your tool. Not only will that make it easier for your team to adopt your new tool, but it’ll also reduce the barrier to entry, because your team won’t have to worry that they’re using the tool "incorrectly." Your work management tool should have a how-to guide and videos to help you get started—set some time aside to go through those with your team and establish shared conventions.

Common team workload management issues

Effective team workload management is fundamental to project planning , and the first step toward improvement is to identify common issues that affect a team's performance. Uncovering these challenges not only helps with workload balancing but also strengthens team productivity and employee satisfaction. Here are some prevalent workload problems teams face.

Unrealistic expectations

Unrealistic expectations often stem from a disconnect between project schedules and actual team capacity. For instance, setting aggressive deadlines for complex tasks without considering the team's current workload or external dependencies can lead to stress and burnout. This misalignment is common in environments where milestones are prioritized over realistic deadlines.

Introducing workload management software can help in setting more realistic deadlines by providing visibility into team capacity and dependencies.

Uneven workload distribution

Uneven workload distribution occurs when some team members are overloaded while others are underutilized, which can lead to resentment and decreased team morale. 

For instance, if a few team members consistently handle the majority of important tasks, it might indicate a need for better workload balancing. Tools like Gantt charts and task management software can aid in identifying and correcting these imbalances.

Under-resourcing

Under-resourcing occurs when there's a gap between the workload and the resources available, including personnel, tools, or time, to complete the task at hand. For instance, expecting a small team to handle a large volume of project tasks without appropriate workload management software or sufficient time can lead to missed deadlines and decreased quality of work.

This calls for effective resource management and capacity planning to ensure that teams have what they need to manage their workload efficiently.

Over-demanding work culture

An over-demanding work culture often prioritizes quantity over quality, expecting team members to multitask extensively. This can be seen in environments where back-to-back team meetings, constant multitasking, and long hours are the norm. 

This often leads to decreased team productivity and a negative impact on overall team morale. However, emphasizing well-being and incorporating time tracking can help create a more balanced environment.

Effective workload management tips

Maximizing the full potential of your team requires more than just identifying issues; it demands practical solutions. Integrating tools for managing workloads, along with practical strategies, makes for a supportive and productive workplace. 

Prioritize and set realistic deadlines: Use workload management software to categorize your team’s tasks and subtasks by urgency and importance. This ensures alignment with team capacity and project milestones.

Introduce agile methodologies: Adopting agile practices like scrum or Kanban can improve any team’s workload management process. These methodologies help team leaders regularly reassess workloads and ensure tasks are distributed based on goals and resources.

Implement effective resource management: Ensure all necessary resources are available for efficient task list completion and to avoid bottlenecks in project planning.

Foster open communication: Encourage regular team meetings and open dialogues to discuss workload distribution, dependencies, and over-demanding tasks. Effective communication helps maintain a healthy work-life balance and ensures that everyone is on the same page.

Integrate automation and project management tools: Streamline workflow with automation and use project management software to optimize team productivity. To-do lists and automated reminders can be effective in keeping the team focused and organized.

Monitor and adjust workloads regularly: Use time tracking and workload management software to measure and adjust the team's workload so that tasks align with project goals and schedules.

Encourage a culture of well-being: Promote a work culture that values team members' well-being , sets boundaries for work hours, and prioritizes tasks without compromising personal time.

FAQ: Workload management 

How can i manage conflicting deadlines and priorities.

Workload management isn’t always as smooth as we’d like it to be. Sometimes the team members who are best suited for a project are already busy with another, equally high-priority initiative. Sometimes, your entire team is in crunch mode, and it’s hard to imagine adding more work to their plates. While there may not always be a perfect answer, knowing your team’s workload in advance can help you anticipate these resourcing problems and address them before they hit.

For example, if you know there’s an upcoming, high-priority deliverable with a short turnaround time, can you shift lower-priority work earlier or later in the month? When you have a window into your team’s bandwidth, you’re better equipped to help them manage their workload—both in the near and long term.

How can I empower my team to be more effective and efficient?

Efficient teams do things right, whereas effective teams do the right thing. Ideally, you want to empower your team to be both efficient and effective in order to ensure they’re doing the right thing.

If you don’t already, make sure everyone on your team is using the same work management tool so they have clarity on who’s doing what by when. Your work management tool should also easily integrate with your favorite business tools, so your team spends less time switching between apps and digging through spreadsheets and more time on their high-impact work. And of course, look for a work management tool that has a built-in workload management component, so you can track team workload right where work happens.

What are the strategies for managing workload?

Workload management strategies include task list prioritization, effective delegation, setting realistic deadlines, conducting regular team meetings, and adopting agile methodologies. These strategies collectively contribute to optimizing team efficiency and enhancing project management.

How do you track and manage workload?

Tracking and managing workload effectively generally requires workload management software that monitors your team’s tasks, sets deadlines, and assesses team capacity. Regularly reviewing and adjusting workloads based on project schedules, milestones, and team feedback is also important for maintaining balance and ensuring efficient task completion.

Set your team up for success

Are you feeling empowered to improve your time and workload management skills ? Remember, workload management is all about efficiently assigning work, managing those tasks, and updating stakeholders on your projects. The tips we’ve outlined above, combined with a work management tool like Asana , can help you sort through conflicting deadlines and priorities to manage your team’s heavy workload.

Related resources

15 types of employee performance reviews

What is self-management? (7 skills to improve it)

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How to delegate effectively: 10 tips for managers

Johnson to Biden: Long-term undocumented immigrants deserve work permits, too

On the first anniversary of his election as mayor, johnson touted a letter he signed with leaders from other cities urging biden to push harder for more work permits for immigrants..

Mayor Brandon Johnson participated Thursday in the Chicago Urban League’ s Here to Work roundtable, calling for work permits for longtime residents and migrants.

Ashlee Rezin/Sun-Times

Mayor Brandon Johnson is ramping up the pressure on the federal government to dole out more work permits for long-term immigrants, not just recent ones from Venezuela, in a move that business leaders say would boost the economy.

On the first anniversary of Johnson’s election as mayor, he touted a letter he signed with leaders from dozens of other cities urging the president to push harder for more work permits for immigrants.

"We need the president to extend the same economic opportunities to our long-term undocumented brothers and sisters," Johnson told a roundtable of business and immigrant advocates Thursday.

"Leading in this moment is what the people of Chicago elected me to do a year ago, and I'm proud that we are doing that today," he said at the Chicago Urban League in Bronzeville.

The letter is being signed by other mayors in the Cities For Action coalition, Johnson’s office said.

In the roundtable, business leaders emphasized the positive economic impact that would follow issuing work permits to the estimated 480,000 undocumented immigrants in Illinois — 3% of the state’s population.

That includes 320,000 Mexican residents and 40,000 Black residents from Haiti, Jamaica, Nigeria and other countries, their advocates said.

Work permits are regulated by the federal government, but the slow pace of their delivery has frustrated city and state officials. The federal government offered a slight reprieve last fall by expanding work permit eligibility to 11,000 migrants in the city. More than 38,000 migrants have arrived in Chicago since 2022, according to the city. Many migrants say they need work permits to become independent of government-run shelters.

Politicians, business leaders and advocates participated in the Here to Work roundtable Thursday at the Chicago Urban League.

Jim Reynolds, chairman of Loop Capital and Intersect Illinois, which tries to attract businesses to the state, said one of Illinois’ struggles is population loss.

"The secret weapon here in Illinois is more workers, more documented workers with work permits, to add to the economic energy of this state. It's a very big deal and a very big advantage if we get it right," Reynolds said.

Teresa Labastida helps connect immigrants to services through the group Palenque LSNA, but she has been an undocumented immigrant since moving here in 1999.

"My husband and I have been working in the shadows for many, many years," she said. "Seeing many families get their work permits very quickly made me think, 'What about us? Have they already forgotten about us?' … We also deserve a work permit."

Why push for immigration overhaul now, an issue that hasn’t been addressed substantially by Congress in decades?

"The difference is today’s a new day," Johnson said. He invoked the Rev. Martin Luther King Jr., who was assassinated 56 years ago Thursday.

"If our ancestors would have taken this model — that somehow if you demand something that doesn't happen that day, you should stop — we would not have the company that we have today," he said, referring to the advocacy groups at the roundtable.

This isn’t the first time Johnson and other big-city mayors have penned letters to Biden urging more federal action on the migrant crisis. In October, Johnson and others wrote a letter seeking federal aid and more work permits. In August, Johnson and Illinois Gov. J.B. Pritzker sent a letter urging Biden to streamline the work authorization process.

Johnson said Congress and the president ideally will address immigrant reform themselves. But he’s also open to addressing work permits in the state Legislature.

"We've had conversations of sorts. There could be an opportunity there," Johnson said without elaborating.

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• Science and Technology Directorate
• Feature Article: New Geo-Tracking Buoys Live Test Events

Feature Article: New Geo-Tracking Buoys Make a Splash During Live Test Events

New rugged buoy technologies equipped with Automatic Identification Systems aim to help the U.S. Coast Guard mark and track objects in the water.

Recent years have seen an uptick in the use of geo-tracking technology, which has become so widespread and affordable that we are able to attach small trackers to car keys or luggage to find them with our smartphones. The Science and Technology Directorate (S&T) is working with the U.S. Coast Guard (USCG) to develop buoys with improved geo-tracking technology for mission specific field use.

Instead of looking for car keys, USCG crews can use this technology to find and mark critical locations or objects in the water using buoys deployed from air or surface vessels. These could include stranded boats, contraband, or hazardous waste that are required to be reidentified after initial search and rescue or interdiction efforts are complete. The two new buoy systems, created by S&T industry partners, are moving into the final round of testing this year after successfully completing functional tests in 2023.

Building a Better Buoy

The USCG handles thousands of cases each year , each potentially involving the deployment of numerous supporting assets necessary to complete those missions. After the initial response efforts, ocean currents and associated weather conditions can carry away watercraft or other manmade materials from the original incident site. This presents a challenge for USCG crews since those materials left behind can become navigation hazards in busy shipping lanes or involve illegal goods. During a drug interdiction, for example, suspects will often throw contraband overboard while fleeing. Determining where these illegal materials are located is an essential part of gathering evidence and protecting the nation’s coasts; therefore, finding them quickly is key.

“The availability of accurate, real-time geo-position data is critical in verifying the drift and motion of items of interest and assisting in the planning of a search and rescue or other response mission,” said Edwin Thiedeman of the USCG Office of C4 & Sensors Capabilities.

“S&T is working closely with the vendors, USCG subject matter experts, and operators to deliver more capable buoys to support multiple USCG missions. These new improved buoys will provide the USCG with much improved accuracy and reliability to execute their important maritime missions,” stated Ron McNeal, S&T Silicon Valley Innovation Program (SVIP) transition director.

While the USCG currently has geo-tracking buoys, the existing systems do not have a secondary locator that is visible at sea level day and night in case of geo-tracking failure. The existing systems are not reusable or rechargeable, so they have to be replaced frequently, representing a significant cost and a potential loss in data. S&T’s SVIP put out a call to industry through the Maritime Object Tracking Technology (MOTT) solicitation for rugged geo-tracking buoys that could be quickly deployed from both air and surface vessels traveling at high speeds. The buoys needed to transmit Automatic Identification System (AIS) and Global Positioning System (GPS) data, which large ships use to share and receive location data while traversing the world’s waterways. Having AIS/GPS capabilities built into the buoy helps ensure USCG crews would be able to quickly pick up signals using their existing communications equipment.

“The ability to link small innovative businesses directly with the government to provide new technologies to fit government needs has a wide range of benefits for all parties. With all of this in mind, MOTT’s goal was to find a start-up company with a new or existing buoy system that could be tailored to the USCG’s needs, resulting in more efficient technology transition and acquisition processes,“ said CDR Rebecca Fosha, deputy of the USCG Research, Development, Test & Evaluation and Innovation Program .

Following the solicitation’s initial launch in March 2020, SVIP awarded funds to two companies: Kenautics, Inc. and Morcom International, Inc . Each business had an existing system they could adapt to the USCG’s requirements: the Kenautics Global Positioning System AIS Navigation and Tracking Buoy and the Morcom Tracking Unit for Navigational Aid. Both companies reached Phase 3 of the SVIP funding lifecycle in 2023, which required functional tests in a real-world setting.

“Startups typically don’t have the human or financial capital to champion large R&D projects,” said Melissa Oh, SVIP managing director. “Using the SVIP phased approach, we are quickly able to assess if a technology will have the ability to respond to the given need and transition the technology to the operators on a timeline that allows smaller businesses to be competitive.”

Go For Test Launch

In August and November 2023, staff from SVIP and the USCG Research, Development, Test & Evaluation and Innovation Program traveled to USCG Base Elizabeth City, North Carolina, to conduct separate test runs for each of the new MOTT buoys. The tests focused on how the buoys operated when dropped from different altitudes and velocities, which involved deploying the systems from an MH-60T helicopter and an HC-130J fixed wing aircraft traveling at various speeds and altitudes. Evaluators were interested in how the rugged designs held up upon impact, given that one version of the buoy has a parachute and the other does not.

It was also important to see whether the buoys successfully continued to function when they impacted the water, while at the same time determining whether the buoy went too deep under the surface of the water. Going too deep underwater could risk the system striking the bottom, where it might potentially get stuck or malfunction once it resurfaced. Participants conducted 10 drops over the course of four days, which provided valuable feedback on improvements that Kenautics and Morcom International can incorporate into the next version of their prototypes.

“It was important to test the buoys in a realistic, operational environment—in this case Base Elizabeth City—to evaluate the structure, functions, and software integrity. Observation from USCG personnel and the companies provided valuable feedback to modify the buoys’ performance to better fit USCG missions,” noted Jason Pharr from the Tactical/Navigation Program Office in the Engineering Support Branch of the USCG Aviation Logistics Center.

In addition to testing the buoys’ ability to withstand water impact, S&T and USCG staff also evaluated their battery life and cybersecurity. Rechargeable batteries are one of the design components that will help make the new buoys more cost effective than current models, so it was important to see how long they could operate in an open ocean environment.

Test sessions were conducted over several flights lasting approximately two hours for each sortie, which gave a realistic scenario of how long it might take USCG crews to return to an incident site once conditions were safe. During operational deployment, the buoys utilized strobe lights, radio beacons and transmitted AIS information approximately every 10 minutes so crews could pick up the signals on both visual and radio frequency scanners. Separate from the drop tests but related to the buoys’ communications capabilities, S&T also conducted Red Team testing with a third party to determine whether there were any cybersecurity issues for either system. The goal was to see whether the buoy signals could be vulnerable to detection or hacking by civilian systems, since this could represent a potential risk.

The Next Wave

Last year’s Phase 3 test sessions provided critical insight into how the MOTT buoys could be improved moving forward. The next rounds of operational evaluations are scheduled to take place later in 2024. The MOTT buoy is one of S&T’s joint projects between S&T and the USCG through SVIP, which also includes a Language Translation device that operates offline in a zero-connectivity environment. These systems could potentially join a growing list of solutions that empower our nation’s homeland security operations while promoting more efficient technology transition-to-market.

For additional information about S&T’s maritime security work and the SVIP program, contact [email protected] .

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The Picture Show

The work and legacy of photographer anja niedringhaus endure 10 years after her death.

Hannah Bloch

Virginia Lozano

In this photo made by Associated Press photographer Anja Niedringhaus, an Afghan boy flies his kite on a hill overlooking Kabul, Afghanistan, May 13, 2013. Anja Niedringhaus/AP hide caption

In this photo made by Associated Press photographer Anja Niedringhaus, an Afghan boy flies his kite on a hill overlooking Kabul, Afghanistan, May 13, 2013.

"I do my job simply to report people's courage with my camera and with my heart," Anja Niedringhaus said in 2005.

The acclaimed German photojournalist, known best for her work covering conflict for The Associated Press in the Middle East and Afghanistan, was killed 10 years ago, on April 4, 2014, while on assignment covering Afghanistan's elections. An Afghan policeman shot her as she sat in a car with close friend and colleague Kathy Gannon, AP's longtime senior correspondent in Afghanistan and Pakistan, who was also shot and survived the attack with severe wounds.

An Afghan female prisoner, Nuria, with her infant boy at Badam Bagh, Afghanistan's central women's prison, in Kabul, March 28, 2013. Anja Niedringhaus/AP hide caption

An Afghan female prisoner, Nuria, with her infant boy at Badam Bagh, Afghanistan's central women's prison, in Kabul, March 28, 2013.

U.S. Marine Cpl. Burness Britt reacts after being lifted onto a U.S. Army medevac helicopter, June 4, 2011. Britt was wounded in Afghanistan's Helmand province. Niedringhaus held Britt's hand in the helicopter and noticed a piece of wheat stuck to his shirt. She picked it up and saved it, then gave it to him months later when she visited him in the hospital. He told her it was his lucky charm. Anja Niedringhaus/ASSOCIATED PRESS hide caption

Iraqi women reach out with empty water containers as British soldiers arrive to supply the outskirts of Iraq's southern city of Basra with drinking water, April 4, 2003. Anja Niedringhaus/AP hide caption

On Thursday, the Bronx Documentary Center in New York City is launching a new book and exhibition of Niedringhaus' work, co-curated by Gannon. A ceremony at the center will honor Palestinian freelance photojournalist Samar Abu Elouf with the Anja Niedringhaus Courage In Photojournalism Award , given by the International Women's Media Foundation.

Niedringhaus' Pulitzer Prize-winning "work helped define the wars in Iraq, Afghanistan, and Libya," AP photo editors Jacqueline Larma and Enric Marti write . "And despite her reputation as a war photographer, very often she found beauty and joy on assignment — even in those difficult places where she spent so much time. And especially in the place where she ultimately lost her life."

Niedringhaus' images show glimpses of daily life, tenderness, humor and tragedy. "She wasn't covering a war. She wasn't covering a country. She was covering a people," Gannon tells CNN.

"I could have stayed out of trouble most of my life," Niedringhaus said in 2005 , "but always have been drawn to the people, no matter where, who suffer in difficult situations."

Here is a selection of Anja Niedringhaus' work — indelible images that continue to resonate today.

A nomad kisses his young daughter while watching his herd in Marjah, Helmand province, Afghanistan, Oct. 20, 2012. Anja Niedringhaus/AP hide caption

Palestinians enjoy a ride at an amusement park outside Gaza City, March 26, 2006. Anja Niedringhaus/AP hide caption

Hundreds of Afghans wait to see the holy flag at the Kart-e Sakhi mosque in Kabul, Afghanistan, March 21, 2013. Anja Niedringhaus/AP hide caption

Hundreds of Afghans wait to see the holy flag at the Kart-e Sakhi mosque in Kabul, Afghanistan, March 21, 2013.

An Afghan woman holds her newborn baby wrapped in her burqa as she waits to get in line to try on a new burqa in a shop in Kabul, Afghanistan, April 11, 2013. Anja Niedringhaus/AP hide caption

Pakistani Army soldiers with the 20th Lancers Armored Regiment gather before a patrol atop the 8,000-foot mountain near their outpost along the Pakistan-Afghan border, Feb. 20, 2012. Anja Niedringhaus/AP hide caption

An Afghan soldier, left, and a policeman peek through a window as they queue with others to get their registration cards on the last day of voter registration for presidential elections, outside a school in Kabul, Afghanistan, April 1, 2014. Niedringhaus was killed on April 4, 2014. Anja Niedringhaus/AP hide caption

An Afghan soldier, left, and a policeman peek through a window as they queue with others to get their registration cards on the last day of voter registration for presidential elections, outside a school in Kabul, Afghanistan, April 1, 2014. Niedringhaus was killed on April 4, 2014.

An Afghan man with his five children on his motorbike pays money to enter a park in Kandahar, southern Afghanistan, Nov. 1, 2013. Anja Niedringhaus/AP hide caption

A young Pakistani girl works on her midterm papers in a school in Mingora, Swat Valley, Pakistan, on Oct. 5, 2013, a year after Malala Yousafzai was shot in the head by a Taliban gunman. Anja Niedringhaus/AP hide caption

An Afghan carpet seller holds up a framed carpet in his store depicting Hamid Karzai in Kabul, Afghanistan, March 30, 2014. Anja Niedringhaus/AP hide caption

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Politics | Mayor Johnson to Biden: Let Chicago’s…

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Politics | Mayor Johnson to Biden: Let Chicago’s long-term immigrants work

Mayor Brandon Johnson is leading a multi-city push calling on President Joe Biden to let long-term residents in the U.S. without legal permission work legally.

Johnson announced the effort to “challenge President Biden” to create a streamlined work authorization process for long-term immigrants living in the country illegally and recent migrant arrivals alike Thursday while speaking with over two dozen top business, faith, labor, nonprofit and immigrant rights leaders.

The “Work Permits for All” campaign Johnson backed hopes to enable the roughly 450,000 people living in Illinois — the vast majority of Chicagoans who have lived in the city for an average of 15 years — to “work and support their families and contribute to their communities,” he said.

“We are going to continue to urge President Biden to use every tool that is at his disposal to support our new arrivals and our undocumented residents,” Johnson said. “This is an international global crisis that requires a federal response.”

The Chicago-led call for help has already found support from big cities such as New York, Denver and San Francisco, Johnson said. A letter making the request is being circulated among a coalition of 300 cities in an effort to gain broader backing before it is sent to Biden.

The call comes as Johnson leads Chicago’s effort to house the over 38,000 migrants who have arrived since August 2022, many sent via bus from Texas by Gov. Greg Abbott. The mayor has repeatedly demanded the federal government support the expensive and otherwise “unsustainable” effort. However, little assistance beyond limited legal work permits for recent asylum-seekers has materialized.

Despite congressional gridlock on immigration, Biden has the ability to clear pathways to legal work, Johnson and the campaign’s other supporters argued Thursday. Work permits would give Chicagoans in the country without legal permission dignity and stability while allowing new migrants to take care of themselves, they said.

But Johnson’s call for help is far from his first. In a November White House lobbying effort made alongside four other big-city mayors, Johnson urged Biden to share $5 billion in aid. The same coalition that met Thursday also demanded Biden allow “work permits for all” in December.

Asked Thursday why he thinks the repeated appeals to Biden will now lead to a policy shift, Johnson argued change will come with continued pressure over time.

“The organizing continues to grow,” he said. “The difference is today is a new day.”

Stories of people struggling without work permits were on display at the roundtable discussion.

Carlil Pittman, executive director of Englewood gun violence prevention group GoodKids MadCity, highlighted the precarious position a lack of work permits puts on his wife’s father.

“There is a constant fear of feeling expendable. To be a taxpayer that does not benefit from this country even by having a work permit is not a just system,” Pittman said.

Business and labor leaders described work authorization as a way to help Chicago attract businesses. Illinoisans, in the U.S. without legal permission,  pay $1.5 billion in taxes each year, said Rebecca Shi, executive director of the American Business Immigration Coalition.

Johnson echoed the sentiment, flagging the potential for immigrants to fill in empty space and open jobs while growing Chicago’s economy. He cut a clear contrast with critics who have argued amid spending on new migrants that the city should spend more on struggling long-term residents, especially in Black neighborhoods.

“Migration is an opportunity,” Johnson said. “There are clear economic benefits to enabling immigrant communities to work.”

“There are forces here that are looking to divide us. Not under my watch. There’s enough here for everyone,” he continued.

Many speakers pointed to the diversity of Chicago’s residents here without legal permission and recent immigrant population. Though lots of people in temporary shelters come from Venezuela, Chicago’s population lacking permanent legal status includes tens of thousands of Black people, Asian people and white people, they said.

[email protected]

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Flipping tax means more homes for families, not speculators.

Honourable Katrine Conroy

Minister of Finance and Minister responsible for Columbia Basin Trust, Columbia Power Corporation, and the Columbia River Treaty

Email: [email protected]

Translations

News release, media contacts, ministry of finance.

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B.C. is taking action to target housing speculation to make sure more people can find an affordable home in the communities where they live and work.

“Buying a home is one of the biggest milestones in people’s lives – whether it is their first apartment or sizing up for a growing family – everyone wants to find a place to call home and build a good life,” said Katrine Conroy, Minister of Finance. “We don’t think families should have to compete against wealthy speculators when they are purchasing a home, which is why we’re taking action against investors who use the housing market as a stock market.”

B.C. is introducing the Residential Property (Short-term Holding) Profit Tax Act, commonly referred to as the B.C. home-flipping tax. The legislation discourages investors from buying housing only to turn a quick profit. Income from residential property resold within two years will be subject to the tax.

“Homes are meant to be lived in by people in our communities, not used for speculation,” said Ravi Kahlon, Minister of Housing. “While some want to allow speculation in the housing market, allowing speculators to make a quick profit – we know that people can’t afford that. We will keep building up supply and take action on the driving forces behind rising prices, including speculation.”

In a year, approximately 4,000 properties are expected to be subject to the tax. All revenue from the tax will go directly into strengthening housing programs and building new homes in B.C.

“We see the Province has been putting policies in place that will make homeownership in multi-family communities affordable,” said Tony Gioventu, executive director, Condominium Homeowners Association of BC. “The tax will slow the speculator frenzy that happens when a flippable property is listed for sale frequently, resulting in unauthorized, unpermitted rushed alterations, leaving communities with a legacy of building failures and conflict. This new tax, partnered with the expanded first-time homebuyers benefit, will help give people the boost they have been needing to be able to purchase their first home and support sustainable communities.”

People who face unavoidable life changes, including divorce, death, illness, relocation for work, job loss or a change in household membership, will be exempt from the tax. Builders will also be eligible for exemptions if they are adding to the housing supply, including building housing on residential property with no existing housing, or adding an additional suite or housing unit to a property that has an existing home.

The tax goes into effect on Jan. 1, 2025, once legislation is passed.

Learn More:

To read more about the B.C. home-flipping tax, visit: https://www2.gov.bc.ca/gov/content/taxes/income-taxes/bc-home-flipping-tax

Read about other recent actions on housing in B.C.:

Speculation and vacancy tax: https://www2.gov.bc.ca/gov/content/taxes/speculation-vacancy-tax/how-tax-works

First Time Home Buyers program: https://www2.gov.bc.ca/gov/content/taxes/property-taxes/property-transfer-tax/exemptions/first-time-home-buyers

Newly built home exemption: https://www2.gov.bc.ca/gov/content/taxes/property-taxes/property-transfer-tax/exemptions/newly-built-home-exemption

BC Builds: https://www.bcbuildshomes.ca/

For more information about B.C. legislation, visit: https://strongerbc.gov.bc.ca/Legislation

A backgrounder follows.

Backgrounders

What to know about the b.c. home-flipping tax.

• The home-flipping tax will apply to residential properties resold within two years, starting Jan. 1, 2025.
• Properties purchased in 2023 and 2024 will be subject to the tax if resold after less than 730 days.
• Homes resold within the first year will face a tax rate of 20% of the profit, declining to zero over the next 365 days.
• Revenue from the tax is estimated at $43 million a year and will go back into building homes for people and strengthening housing programs.
• Between 2020 and 2022, an estimated 7% of residential houses were resold within two years, and those properties are often resold at a higher price.
• Individuals selling their primary residence within two years of purchase can exclude a maximum of $20,000 when calculating their taxable income from the property sale, if they use the property as their primary residence during that time and own it for at least a year.

Taxable properties:

• properties with a housing unit;
• properties zoned for residential use and have no housing units; and
• assignment sales - the right to acquire a housing unit or residential property.
• The tax won’t apply on reserve lands, treaty lands and lands of self-governing First Nations.
• Transactions involving mobile homes within residential parks that do not include the sale of the underlying land will not be subject to the tax.

Pre-sales contracts:

• If you enter into a pre-sale contract to purchase a property under development and you buy that property (i.e., you close on the property once it is complete), for the purposes of the two-year window of the tax, you will be considered to have acquired it on the date you entered into the pre-sale contract.
• If a person is assigned a pre-sale contract and then closes on the built property, the acquisition date of the built property is the date they were assigned the contract.
• When you assign a pre-sale contract to another person within two years of entering into the pre-sale contract, you will pay tax on any profit received from the assignment.

Exemptions:

Exemptions for people facing life circumstances:

• Divorce/separation
• Illness or disability
• Relocation for work
• Change in household membership
• Involuntary job loss
• Personal safety
• Destruction or expropriation

Exemptions for builders:

• adds a housing unit (e.g., basement suite or garden suite);
• demolition and building one or more new housing units; and
• all or substantially all of the house, other than structural components, are removed or replaced, or that the habitable area is doubled in size.
• Exemption for those who undertake certain building activities on a property that was purchased with no housing on it.
• Exemption for those who are in the business of buying and selling property for the purpose of constructing buildings.

Additional exemptions are included in the legislation to consider other unique circumstances, such as someone winning a home from a lottery and then selling it, or selling property to a family member.

The tax does not apply to government entities and property located on reserve or Treaty First Nation lands. 

Other recent housing actions:

The flipping tax is one of many actions B.C. has taken as part of the Homes for People plan. Other actions B.C. has taken to discourage speculation and get more affordable home on the market include:

• Expanding the speculation and vacancy tax to more communities. The tax has helped return more than 20,000 homes to Metro Vancouver area since it was launched in 2018.
• Expanding the First Time Home Buyers program so thousands more people can take the exciting first step into homeownership.
• Increasing the threshold on the newly built home exemption to help families move up the property ladder.
• It is anticipated that a minimum of between 8,000 and 10,000 homes for people with middle incomes will be built over the first five years of the program.
• Since 2017, the Province has nearly 78,000 homes that have been delivered or are underway throughout B.C.
• Turning short-term rentals back into long-term homes for people with new short-term rental regulations.
• Introducing a homebuyer protection period so people have time to secure financing and arrange home inspections.
• Launching the Land Owner Transparency Registry, a tool to close tax loopholes, fight tax evasion and help stop money laundering in B.C.’s real estate market.
• HomeFlippingTax_Chinese(simplified).pdf
• HomeFlippingTax_Chinese(traditional).pdf
• HomeFlippingTax_French.pdf
• HomeFlippingTax_Punjabi.pdf
• HomeFlippingTax_Tagalog.pdf

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The B.C. Public Service acknowledges the territories of First Nations around B.C. and is grateful to carry out our work on these lands. We acknowledge the rights, interests, priorities, and concerns of all Indigenous Peoples - First Nations, Métis, and Inuit - respecting and acknowledging their distinct cultures, histories, rights, laws, and governments.

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