To tackle a task you have been putting off, define one specific outcome and write down the next action. Check whether you have the information, skills, and resources you need. If the work depends on a supplier’s reply or another employee’s decision, mark that dependency in your task list.
Next, schedule time for the work and decide which part you can delegate to an employee. When it is complete, compare the result with the original outcome and review the sequence of actions.
Define exactly what needs to be ready
Choose one task you have been putting off. Describe the outcome so that it can be checked. For example: “Agree on an order schedule showing the days requests are sent and the employees responsible.”
Write down how you will assess completion. For an order schedule, this could be a table listing the order day, delivery day, and person responsible for each supplier. Use this description as the acceptance criteria for the work.
Check what is preventing you from taking action
Find out whether you have the necessary information, available resources, and people with the right skills. Name the specific obstacle: “Delivery days are unknown” or “The owner’s approval is needed.”
In your central task list, mark the work that is waiting for additional information. Write down the action needed to get it. For example: “Ask the supplier for the days they accept orders and make deliveries.” Return to preparing the schedule when you receive a reply.
Break the work down and identify the next step
Divide a large task into smaller parts. Start each task name with a verb: “Ask,” “Collect,” “Compare,” “Approve.” Check that the person doing the work understands what to do next.
To prepare an order schedule, you could write down these steps:
- Ask for the terms and delivery days.
- Collect the replies in one table.
- Agree on order days and who is responsible.
- Check how it went after the first cycle.
Keep these steps in one task list. Mark work time in one calendar. Choose a way of keeping these records that works for you.
Set aside time for a specific part of the work
Schedule a dedicated time slot. Write down exactly what you will work on, for example, supplier replies about the delivery schedule. Group similar actions into this time slot.
While you are focusing, avoid checking notifications and taking brief calls. For a sample store schedule, you can agree on who will handle current inquiries during that time. Choose the duration to suit the step you selected; do not set the same duration for every task.
Delegate a defined part to an employee
Before delegating, assess the importance of the work and the consequences of handing it over. Choose someone based on their knowledge, skills, abilities, and interests.
Explain what result you will accept and how you will assess the work. Agree on how the employee will be rewarded. In the schedule example, you could ask an employee to collect the suppliers’ replies and leave approval of the schedule to the owner.
Illustrative example: prepare an order schedule
Suppose a store owner is putting off preparing a schedule for two suppliers. Below is an instructional example of how the work could be divided. All terms and durations are invented for illustration.
| What to define | Decision in the example |
|---|---|
| Required outcome | An agreed schedule with order days, delivery days, and people responsible. |
| Obstacle | There is no information about delivery days. |
| Next action | An employee asks both suppliers for their schedules. |
| Dedicated time | After receiving the replies, the owner sets aside 30 minutes to review them. |
| Delegation | The employee collects the information in a table; the owner approves the schedule. |
| Review | After the first cycle, the owner checks how it went and writes down any changes needed. |
Enter the product quantity in a Torgsoft order
When it is time to create an order according to the agreed schedule, determine the required quantity of each product. In Torgsoft, when creating an order, enter it in the “Моє замовлення” (My Order) field. This step is described in the article about supplier orders in Torgsoft.
In the example, assign entering the quantities to the designated person. Use this step to prepare the order. Work out delivery days, the division of responsibilities, and schedule approval separately.
Review the result after the work cycle
Compare the completed work with the original description of the outcome. In the example, check whether the schedule was agreed on and whether the order was placed according to it. Assess what worked and what could be changed.
If the task is still unfinished, write down the specific part that remains, the obstacle, and the next action. Then schedule time to continue or delegate the relevant part to someone responsible for doing it.
Go back to the previous step