Assigning a task is an obvious activity for any team. But it is also the first and one of the most important moments when it is decided whether a team follows workflow or not. There is a fundamental difference whether you assign a task essentially without specifying "somehow do it" or the task includes all the pointless parts:

Responsibilities in accordance with the RACI matrix
Terms
Workflow
Checking procedure (checklist)
Clear reference to what to work with (documents, products, clients, etc.)

It goes without saying that manually entering all tasks with everything that should be part of it is not easy. That is why it pays to automate the entry - of course, where it makes sense. Quality management systems should include everything in workflows that is part of the correct assignment - and that's why AyMINE automates the entry of tasks by linking them to their description in the methodology (SMJ) - SMJ becomes the basis for the whole process automation.

When the system creates a new task from workflow (sample task), it assigns the right workers according to the RACI - responsibility matrix. The assignment method varies depending on whether the task is in a project or not.

Assignment of a task to a member of project team

In a project, tasks do not usually arise automatically, but are created by the project manager as part of the planning and assignment of work. They should arise correctly on the basis of the project template. The individual steps in the project template are simultaneously workflows of the project methodology.

In a project task, each task has assigned project responsibilities - RACI matrix of project roles. In creating a task, work workers are assigned to the task according to their roles. (If there are multiple people in a role, the team leader is given the task, who can delegate it.)

If there is no worker in the project with the required role, the project leader is given the task. After the right worker has filled the role, he or she can transfer the task to him or her. However, it is recommended that all mandatory project roles be filled by workers before planning according to the project template.

Note: In project teams, no responsible role setting is used.

Assigning a Task to a Company Area

A task, especially if it arises automatically, must be assigned who is to be assigned the task. Therefore, in a task, the responsible role to whom the task is assigned is assigned.

How does the assignment proceed?

If there is only one worker assigned the task, the task is assigned to him or her
If there are multiple people:
If he has a leadership role, the leader gets the task
If he does not have a leadership role, the leader gets the task first in the group
If the role is not specified, or if no one is assigned a task, the task is not created!

Note: The qualifications for project roles are not yet used for business area tasks. A business area task is assigned to only one person, the team is not created for him or her.