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Task Management Software Drives Proactive Efficiency

, | October 7, 2021 | By

Operational efficiency can be achieved with task management software.

It’s no secret:

Being able to efficiently execute operational tasks is a key ingredient to becoming a successful venue.

Without that ability, how are you going to ultimately achieve maximum efficiency and provide your customers with a positive lasting impression on how well your operation performs?

Everything in your operation ties together with the customer experience in mind.

Whether you’ve put an incident management system in place to handle suspicious persons or unruly patrons, or you’ve streamlined your CMMS software to ensure you catch faulty equipment before it breaks (or if it does break, you can quickly repair it!).

It all boils down to how safe and secure your customers feel when they visit your property.

Adding task management software to your collection is that extra mile you can take to make sure everything in your venue that needs to get done – gets done.

Think about it:

How often do you find yourself and your team scrambling to get the gates opened or forgetting to reverse the elevators after the first quarter because you don’t have an automated system in place?

You cannot be an effective or efficient leader if you have to micro-manage important tasks to ensure they’re being executed.

That’s not a leader, that’s a babysitter!

4 Little-Known Benefits of Task Management Software

Do you have a million things for your team to get done each day?

For each event?

We bet you do. As you probably know, executing those tasks efficiently is non-negotiable, because that’s the only way your venue runs smoothly and you look good to your customers and your boss.

Before we itemize the benefits, we have a question for you…

What specifically does your team need to accomplish on a daily basis or during events?

Think about it for a moment…then, in your mind, run through your process for handling things the way your operation is currently set up.

Are you, as the leader, tracking and managing all important tasks in a spreadsheet? Are you training your staff, then expecting them to remember what to do when it’s showtime? How are you truly ‘getting stuff done?

Let’s put it into perspective.

You’ve hired and trained new staff.


But, here's the kicker:

Their first event is tomorrow, and you’re already stressed out.

You’ve got a gut feeling they won’t remember everything you taught them. Fair enough. What do you do?


You could give them note cards to reference, but who knows if they’ll actually use them or completely forget to bring them to their post.

There are too many variables and not enough time to meddle around with your staff.

This is where your task management software saves the day…and your operation!

We want you to have peace of mind, not high blood pressure. These solutions help your team get stuff done in the fewest steps possible:

  1. Schedule an important task in a few clicks.
  2. Know, within your solution, that each staff member is completing the task on time, with the highest level of professionalism.
  3. Deliver exceptional customer service.

Stuff needs to get done. Why not be extremely good at it, right?

So, in the spirit of getting things done here are four benefits of using a task management solution to do just that:

  1. Centralized Management of Tasks
  2. Daily and Event Tasks
  3. Tasks Based on Specific Criteria
  4. Proactive Operations

Centralized Management of Tasks

A valuable task management solution allows you to track and communicate operational tasks separately from incidents and customer requests.

Centralizing these special tasks allows your team to perform like true superstars.

Daily and Event Tasks

Create tasks for daily venue operations or for specific events occurring at your venue.

Simply create and schedule the tasks and watch them get completed effortlessly.

Tasks Based on Specific Criteria

Using a task management solution you’ll now have the ability to create tasks based on:

  • Time
  • Event Marker
  • Previous Task

Here’s an example of each:

Time – Every morning your security team is automatically sent a task to open the parking gates at 7:30 a.m. for employees. Never worry about making your employees wait, especially if they haven’t had their morning cup of Joe yet.

Event marker – if you’re a venue that relies on alcohol sales, an event marker task can be created and sent to staff reminding them to shut down alcohol sales – for example during a football game – after the third quarter.

Previous Task – As the boss, you like to check certain areas or hotspots during events. But being that you’re awfully busy, you can’t remember everything. No problem, because you don’t need to!

With this solution, you’ll be able to set a task to check an upper-level hotspot 30 minutes after your previous location inspection of the club level. Time starts ticking based on the completion of your previous task.

Proactive Operations

Proactive Operations is a methodology by which property operations utilize strategy, infrastructure, and technology to achieve maximum performance.

With Proactive Operations, your organization can manage everything that occurs to ensure a safe and memorable experience for your customers.

Unlike reactive operations, Proactive Operations provides you a disciplined framework for streamlining processes, resources, personnel, information, and communication.

By continuously examining, improving, and optimizing your operation, you program your ability to manage everything 24/7 365 – proactively.

Deploying task management software throughout your operations affords you the ability to achieve Proactive Operations – leading to that safe and memorable experience you’re seeking to provide your customers.

Over to You

Supercharge your operation with task management software to increase staff efficiency and enhance performance.

Track and communicate tasks and effectively manage important tasks so nothing gets missed.

Finally, you can have a tool to drive efficiency in no time and look great doing it.

Editor's note: This post was originally published in April 2015 and has been updated for comprehensiveness and freshness.

Learn how to expertly execute and manage operational tasks

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