Assigning work to a person or a team is a big challenge. This post will explain what work assignments are and the best approach.

Work assignment or job assignment is allocating work to work centers or appropriate groups/persons.

Work Assignement

Automated work assignment

It also 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. By taking into account the individual skills and availability of employees, work can be efficiently assigned to minimize downtime and maximize productivity. 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 assigns only when all the requirements are entirely available.

Advanced Work Assignment

Advanced Work Assignment (AWA) is a ServiceNow tool that allows employees to view, update and submit their work assignments from any device with internet access.

AWA provides managers visibility into their team’s work progress and gives employees the flexibility to choose when and where they want to work.

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 various activities such as work, production, or services.
The SOP specifies everything from how to greet your colleagues in the morning to what to do if there’s a fire. While it may seem unnecessarily restrictive at times, its purpose is minimizing variation and errors because each business process has at least one best practice that will lead towards success and efficiency if followed intentionally and consistently.

What is 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/or 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 you need to install and configure the software.

Scheduling of work assignment

Many computer applications are there for scheduling the work. However, before uploading the names of the employees in the system, you need to consider some factors that affect the work to be performed.

Once you get the idea about it, you can use manual assigning or auto-assigning for scheduling. The factors to be considered are given below.

Scheduling of work assignment

1. Examine the type of work

For example, some work has to be done in one department. But some work has to be divided between the different departments and those departments has to develop internal work procedures.

2. Analyze the skills of the employees

Each employee has their skill. So before scheduling the work, it is better to make one flowchart of the work process.

After analyzing employees’ skills, assign the work in the flowchart to the specified employees. Also, keep one backup person in case 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 make sure there is no duplication of work.

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 more 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 work 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 are assigning new work to the employees before completing current work, you need to explain the reason behind it.
  • What are the standards that completed task should meet: Let employees know about the evaluation of the completed task.
  • All-motive directions: This means telling the employees to inform their managers about the completed task and also the problems they face while doing the tasks.

Benefits of work assignment

  • 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 task efficiently.
  • By assigning work to a particular team or a person, they come to know which work to do done as per the priority and they do that work efficiently. So that it increases customer satisfaction.

Conclusion

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