Assignment of a New Task According to the Methodology

Assigning a task in accordance with established methodologies means clearly defining who is responsible for what, when the work must be completed, and how. By automating tasks, you can save a significant amount of work and, most importantly, greatly support efficient performance and collaboration.

• Why QMS and Task Management Belong Together
  • How QMS and Tasks Work in Practice
  • Assigning a Task to a Project Team Member
  • Assigning a Task Within Company Agenda

Task assignment is a natural activity for every team. However, it is also the first and one of the most important moments that determine whether the team follows established work procedures or not.

Why QMS and Task Management Belong Together

There is a fundamental difference between assigning a task with a vague instruction like “just get it done” and assigning a task that includes all necessary components:

• Responsibilities in accordance with the RACI matrix
• Deadlines
• Work procedure
• Control procedure (control list, checklist)
• A clear reference to what should be worked with (documents, products, clients, etc.)

Manual task assignment with everything it should include only makes sense if each task is unique. However, once tasks start repeating — and the vast majority do — it becomes necessary to automate their assignment as well. Quality Management Systems (QMS) should include in their work procedures everything that forms part of a proper task assignment, so integrating QMS with task management is both natural and meaningful.

How QMS and Tasks Work in Practice

When a manager or generally a task assigner creates a new task:

1. The system offers documented procedures. The assigner selects those that relate to the area where the task is being created.
2. The assigner chooses the documented procedure to be performed.
3. Based on the selected procedure, the system creates a new task from the work procedure (task template).
4. If roles are defined in the system (whether project-based or organizational), the system automatically assigns the appropriate employees to the task according to the RACI responsibility matrix — e.g., executors, approvers, etc.
5. The task detail opens for review and any necessary additions.

If processing requires multiple tasks, the manager can launch a process that schedules all required tasks and manages their execution step by step.

Using tasks derived from the QMS differs slightly depending on whether they relate to a project or not. The difference lies in the fact that a project has defined project roles to which employees are appointed.

Assigning a Task to a Project Team Member

In projects, tasks usually do not arise automatically but are created by the project manager as part of planning and work allocation. Ideally, they should be created based on a project template plan. Individual steps in the project template plan simultaneously represent work procedures of the project methodology.

In project tasks, each task has defined project responsibilities — a RACI matrix of project roles. When creating a task, employees are assigned to it according to their roles. (If multiple people hold a particular role, the team leader receives the task and may delegate it.)

If there is no employee in the project with the required role, the project manager takes responsibility for the task. Once the role is filled by the appropriate employee, the task can be transferred to them. However, we recommend always assigning all mandatory project roles before planning according to the project template plan.

Note: In project teams, the setting of a responsible role is not used.

Assigning a Task Within Company Agenda

A task may be created automatically based on an event, or it may be assigned manually by an employee.
When it is created automatically, it must have a designated person responsible for handling it. Therefore, a responsible role is defined for the task.

How Task Assignment Works

• If only one employee is assigned to the role, the task is assigned to them.
• If multiple people are assigned to the role:
  • If the role has a designated leader, the leader receives the task.
  • If no leader is defined for the role, the first person in the group receives the task.

Tasks are always categorized within a specific area. Employees who receive responsibility for tasks are selected only from those who actively work in that area. The same task activated in a different area may therefore be assigned to a different employee.

⚠️ If no role is defined, or if no one is assigned to it, the system cannot initiate the task. In the case of a manually created task, the employee who creates it becomes directly responsible for it.