Any omission of work will lead to delays in response and serious operational errors, resulting in loss of credibility with clients. Therefore, it is necessary to take measures to ensure that response work is carried out on a daily basis.
However, even if you are careful, omissions may still occur, and many of you may be troubled by the fact that you do not know the root cause.
In this issue, we will focus on the characteristics of people who frequently omit work and how to prevent it for below people.
- “I want to know how to prevent my team members from omitting work.”
- “We are having trouble understanding the causes of omissions in our work.”
- “Having a problem with your company’s task management method and would like to improve it.
If so, this article will help you understand how to set up a system that prevents omissions from occurring in your company.
Contents
What are the characteristics of people who frequently omit work?
Here are 3 characteristics of people who frequently omit work. If you are prone to omissions, check to see if any of the following apply to you and take action.
(1) Not recording necessary information
If you do not record the information necessary for your business, you will lose the correspondence itself.
In business, if you conduct business meetings, phone calls, and e-mails with business partners, there will inevitably be work that needs to be handled. Therefore, if you do not keep proper records, you will not know what tasks have not been handled, and as a result, it is easy for omissions to occur.
It is important to first get into the habit of keeping records of work that needs to be handled on the spot as soon as it occurs.
(2) Not checking tasks that need to be handled
Even if you have recorded and tasked the work to be handled, omissions cannot be prevented if you fail to confirm them.
If you only remember the “due date” and “details of communication with the recipient” in your brain, it may cause operational errors due to misconceptions. Therefore, it is necessary not only to record the tasks to be handled, but also to check them regularly.
To prevent omissions, it is effective to check the remaining tasks at a fixed time every day. However, if you check tasks on a daily basis, you may find tasks to be handled just before the due date, so it is important to keep track of what needs to be done for at least the last week.
(3) Not prioritizing
If omissions of correspondence are occurring even though necessary tasks are recorded and confirmed, there is a possibility that prioritization is inappropriate.
Simply performing tasks in the order in which they are tasked increases the risk of putting off tasks that should be handled quickly. Therefore, assign a priority to each new task as it arises.
If there are multiple tasks of equal priority, start with the task that requires the least amount of time to handle first. This will make it easier to complete the tasks that have not yet been handled and also prevent the omission of detailed tasks.
How to prevent work omissions (by subject)
In order to solve omissions in work, it is necessary to take different measures depending on the target audience. The following are methods for preventing omissions in the case of “yourself” and “subordinates” respectively.
How to prevent your own omissions
First of all, to prevent omissions in your own work, take the following measures.
- Self-check
- Create tasks to be handled
- Due date management
Self-checking your e-mail messages to clients and deliverables after they are prepared can help prevent mistakes. In particular, if you compile a checklist of items that are prone to errors or oversight, you will be able to check all necessary items without omission.
Record the tasks that need to be handled as tasks quickly. However, if the tasks are unclear, you will have to confirm the details, so it is important to “leave no excess or insufficiency of information. If there are related documents, managing them together with the tasks will facilitate smooth work.
When the due dates of tasks are clear, it is easier to prioritize the tasks to be started. Therefore, regardless of whether a task “can be completed immediately” or “requires a long period of time”, it is important to clarify the due date. In particular, tasks with clear deadlines, such as “by 11:00 on next Monday”, need to be managed with care.
In this way, repeated checks are effective in preventing omissions in tasks that you are managing yourself.
How to prevent omissions by subordinates
Next, the following measures should be taken to prevent omissions in the work of subordinates.
- Employee education
- Periodic progress checks
- Introduction of information sharing tools
Educate your employees on the importance of self-checking and tasking in order to prevent omissions in their work. If there is a fixed checking method, make it a rule to make it known to all employees so that it will be easier to unify the recognition within the company.
When working as a team, it is effective to check the progress of subordinates on a regular basis. Especially for new employees, it may be difficult to discuss with them if they are not making good progress, but if you talk to them directly and check their progress, you will be able to accurately grasp their situation.
Information sharing tools make it easier to record information and manage tasks related to work. If it becomes easier to coordinate information on a team basis, it will be easier to notice any omissions in the work.
While employee training and progress checks are suitable measures for individuals, the most effective way to optimize task management for the entire company is to facilitate internal collaboration through information sharing tools. For example, introducing a tool that makes it easy to record and manage information, such as Stock, allows you to begin operations immediately.
Best tool to prevent response omissions in business
Below is best tools to prevent omissions in business correspondence.
Although omissions can be prevented through the efforts of each employee, they are only measures taken on an individual basis and cannot be expected to be effective on a company-wide basis. Therefore, in order to prevent omissions of work by anyone in the company, it is important to share information appropriately within the team and clarify the status of work efforts.
By using “information sharing tools” makes it easier to consolidate information related to work and manage tasks. However, choose “simple tools that can be used intuitively” because multi-functional tools are complicated to operate and may not be operated well.
Therefore, you should choose Stock, an information sharing tool that allows even non-IT company employees to easily manage internal collaboration and tasks.
Stock allows business information left in “Note” to be shared with any member in real time. In addition, “Message” and “Task” are tied to the Note, so even if you exchange communications, the topics will not be mixed up, and notifications will be sent to you, helping to prevent omissions of work.
Stock｜A easiest tool that facilitates the sharing and managing information
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
Summary of characteristics of people who frequently omit work and how to prevent it
We have focused on the characteristics of people who frequently omit work and how to prevent it.
Omissions are more likely to occur due to “lack of information recording”, task confirmation, and prioritization. Therefore, as an individual, you should pay attention to self-checking and task management, and for your subordinates and other team members, employee education and regular progress checks should be conducted.
However, the occurrence of omissions may be caused not only by a lack of awareness, but also by a lack of an internal information sharing system. If there is a lack of coordination among members, it will be difficult to report and communicate with each other, and as a result, it will be impossible to correctly grasp the status of the response to the work.
By introducing “Stock”, an intuitive information sharing tool that can be used without manuals, anyone, regardless of IT knowledge, can keep track of the status of work, making it easier to check the status of correspondence and preventing omissions.
It only takes 1 minute to register for free, so using Stock and manage and respond to your company’s internal work without omissions.
