Lesson 5: Introduction to Operations

Previous | Next

Lesson_1_Getting_to_know_Axonify__7_.png

🕒  Time to complete: ~13 minutes

Welcome to Axonify Operations, where we help you ensure your employees focus on critical tasks that drive success. Our Operations tools ease the load on managers, allowing you to assign tasks to the right people at the right time, whether it's daily or weekly.


Overview of Tasks

There are three roles involved in the Tasks process: Admin (you!), frontline managers, and employees. Managers are responsible for generating tasks and delegating them to their respective teams to ensure timely completion. Admins, on the other hand, have the ability to create tasks and allocate them to managers or directly to employees for specific initiatives.

Let's delve into task types and assignment methods. To begin with, our Task Management Solution comprises of three distinct task types:

Location-Specific Tasks
These tasks are created by frontline managers through Axonify and can be assigned to individuals, roles, or all members of a team. Some examples include making a purchase order, setting up displays, or cleaning the store.
Mandated Scheduled Tasks
These tasks are created by admins and can be assigned to frontline managers and associates. These tasks cannot be altered or deleted by frontline managers, ensuring consistency across locations. Some examples of mandated tasks include reviewing a new HR policy or preparing for a seasonal product launch.
Suggested Tasks
Lastly, suggested tasks are optional and aim to provide a list of common tasks for managers to use at their discretion. Some examples include changing displays, sweeping floors daily, or cleaning the ice machine weekly.

Need to provide your team with additional context or instructions for a task? You can easily attach links to PDFs, websites, images, videos, and more right within the task details. This helps ensure that your team has all the information they need to complete the task accurately and efficiently. Simply add the link to the task when creating it or edit an existing task to include a link.

 

How are Tasks Assigned to Employees?

Looking to ensure that tasks are allocated to the appropriate people?

As an admin, you have the ability to assign tasks to certain locations and roles, whether they're Mandated Scheduled or Suggested. Keep in mind that district or frontline managers are only authorized to assign tasks based on roles for associates working in their stores. 

When it comes to task assignments, there are three categories to bear in mind.
  1. No assignment: This type of assignment allows for flexibility around when the task can be completed and who completes it. Once completed by one user, the task is removed from everyone's list. This is ideal for tasks that are one-and-done, like cleaning the windows.
  2. Assign to all: This assignment requires every team member at a specific location to complete it before it can be marked as done. An example could be to review and sign off on a new vacation policy. 
  3. Assign to individuals: The third type of assignment is "Assign to Individuals," where managers assign specific employees to complete the task. The assigned employees are the only ones who can see the task in their list. This type of assignment is perfect for tasks that require a certain role or group of employees to complete. 

You can give tasks due dates, and if they’re not completed on time, they will be marked as "Overdue," notifying both the employee and manager.

 

Photo Verification

What’s the best way to ensure a task has been completed, and to determine if it’s been done correctly? Seeing it for yourself. Within Tasks, you can enable Photo Verification on any task, which will require a user to upload a photo of their work in order to mark the task as complete. Here’s how it works: 

Screen_Shot_2023-04-06_at_11.01.31_AM.png

 

Checklists

Checklists are a practical tool for admins to group tasks with a shared objective and simplify complex processes into manageable stages. Within a checklist, admins can assign tasks to specific groups of people without any limit on the number of tasks they can add. Each is assigned a start and due date, which is only visible to the assigned users. Once all tasks are marked as complete, the checklist is removed from the section, providing everyone a great sense of accomplishment! 

Screen_Shot_2023-04-06_at_11.11.19_AM.png

 

Site Visits (Coming Soon)

Later this year, we’ll introduce new functionality to simplify the process of auditing location execution for managers and regional managers. This feature allows you to easily fill out site visit forms, providing you with a better understanding of how each location is performing. By reviewing this information at scale, you can assess if employees are following the correct behaviors and make informed decisions to improve organizational performance.

 

Task Functionality by Role

Ready to see how it all comes together? Let's explore the platform and see how Admins, Managers, and Frontline Associates navigate through it to manage tasks.

Admin Experience

As an Admin, you can access Tasks via AdminZone on our web-based platform. From there, you can create, assign, and deliver tasks at scale. To access the necessary settings, navigate to the "Campaigns and Tasks" menu within AdminZone. Check out this video to help you get started. 

Screen_Shot_2023-04-05_at_4.20.35_PM.png

Note that clicking on this area will open a new tab and take you to a separate part of our backend.

Manager Experience 

When using Tasks, Frontline Managers typically begin by creating a checklist of tasks their team needs to complete for the upcoming week.

They can access the app on their mobile device or computer and use the task creation feature to make Location-Specific Tasks or select from Suggested or Mandated tasks provided by the head office. These tasks can be assigned to different groups or individuals, and task completion progress can be monitored throughout the week. 

Screen_Shot_2023-04-06_at_10.56.47_AM.png

Associate Experience

At the start of their shift, employees will access their personalized task feed on their mobile devices or computer. They’ll see tasks assigned to them specifically, as well as tasks assigned to their team, along with relevant details such as recurring tasks or tasks that require photo verification. 

Throughout the day, employees will mark tasks as complete as they progress with their work. If they require additional information or guidance, they can easily search and access it through the Discover feature.

Screen_Shot_2023-04-06_at_11.00.14_AM.png

Note: While employees can access tasks created by their manager or the admin, they don’t have the ability to create their own tasks.

 

FAQs

Q: What is the difference between a task’s start date, due date, and expiry date?

A: The start date is the date that the task becomes visible to users in the app. You can set tasks to appear as soon as you create them or schedule them to appear at a later date.

The due date is the deadline by which the task must be completed. Any incomplete task by the end of the due date will move to the Overdue section.

The expiry date is the date after which the task will no longer be visible in the app, regardless of whether it is completed or overdue.

Q: What is a recurring task?

A:  Recurring tasks are automatically re-assigned to users every week on the days of your choosing, making them excellent for tasks that need to be completed regularly. When a recurring task is created, a "Due Date" must be selected. The first occurrence of the task will be scheduled for the first recurring day on or after the due date. For example, if the task is due on Monday, February 27, 2023, and it recurs every Wednesday, the first scheduled task will appear on Wednesday, March 1st, and repeat every Wednesday thereafter.

Q: How are employees notified about Tasks?

A: Users receive daily notifications at 10 am that include a summary of their tasks. This includes tasks that are due that day, tasks that are overdue, and any new tasks that have been added.

Q: What happens when an employee marks a task as complete, but it was not actually finished?

A: In this case, a manager is able to mark a task as incomplete after the user has marked it as complete. If this happens, the task reappears in the associate's task list and must be completed by the user.

 

Reporting

Axonify Operations provides pre-built reports to help users gain insights into their tasks, such as the number of tasks created, open, completed, or overdue. These reports can also help identify trends in tasks, such as common themes or keywords Program managers can view the completion rate for tasks along with specific details such as location, task type, assignment type, and verification type. They can also view the name of individuals who completed the task, the due date, and the completion date.

If you're a data enthusiast, you can even export the raw data and analyze it in your preferred tool. Check out our Help Centre article on the Tasks Dashboard for more information. 

Note: On the mobile app, there are currently no task dashboards available. However, managers can still see who has completed or not completed a task by simply opening the task.

➡️  Next Up - Lesson 6: How to Drive Frontline Engagement

Was this article helpful?
2 out of 3 found this helpful

Comments

0 comments

Article is closed for comments.

Articles in this section