Create a Smooth Workflow Using Queuing

by Seb

In the modern workplace we’re expected to perform a huge number and variety of tasks. We’ve already looked at prioritising and multitasking as strategies for coping with increased work demands, and now we’re going to investigate another useful strategy which: queuing.

In Information Overload: Causes, Symptoms, and Solutions, Joseph Ruff defined queuing as “performing initial steps to tasks that will be completed at a later time.”

This is a different definition of queuing from the one we are used to, where individuals wait in line to be attended to. However there are many parallels that we can draw between the two, and lessons that can be learned about how to manage a queue.

Picture courtesy of http://www.growhill.com/

Imagine for a minute a poorly managed physical queue. While you’re desperately dealing with one customer, you have a hoard of others demanding your attention, asking questions, shouting out, and trying to get to the front. This will affect your ability to deal with the customer in front of you, increasing waiting times, and aggravating the customers waiting in line even more.

On the other hand, think of a calm, well-organised queue with patient customers that allow you to focus on what you are doing. A good queuing strategy results in a smooth flow of customers, shorter waiting times, and a less stressful situation. The same can be said for a work queue. A well-arranged queue of tasks can provide a smooth flow of information, a quicker and more efficient way of working, and a far less stressful working environment.

So how do you create a well organised work queue?

When you receive a particular task, whatever it might be, you must assess it before you place it in your work queue. Asking yourself the right questions, and taking the actions required to answer those questions will mean that your task is ready to be completed when it gets to the front of the queue.

If you’d like some tips on where to place your task in the queue, check out our previous blog post on prioritising.

Preparing a Task for Your Queue

When you receive a particular task or request, there are a number of questions you should ask yourself before you place it in your work queue:

Do I need to do this? Rather than having tasks sitting in your queue that ultimately you aren’t the right person to tackle, why not decide right away whether this job is for you. Perhaps you can delegate or pass the task onto someone more appropriate, or perhaps the task actually doesn’t need to be completed at all? Keep your queue clutter-free by eliminating or passing on tasks that aren’t for you straight away.

Will I need more information? We often need to request more information or ask questions before we can complete a task. Rather than waiting until you are actually working on that job to request further data, why not ask for it right away so that you already have it when the task comes to the top of the queue?

Do I already have information? Perhaps you’ve done some previous work relating to this task, or maybe you’ve received e-mails with valuable information that will help you to complete it. Locate this data and file it together with your task so that you can access it quickly and easily when the time comes to complete it.

Will I need extra resources? If a certain task requires additional resources, try to order, book, or otherwise secure them before you place the task in your queue. Will you need to book a meeting room? Maybe you need help from a colleague? Perhaps you need to reserve a particular piece of equipment? Get that done before placing the task in your queue.

Do I need to set a deadline? Check out the task to see if it has a particular deadline, and if so add that to your schedule. If not, create your own schedule and deadline for the task and communicate this to everyone involved to set their expectations before you place the task in your queue.

Can I combine this task? If you are familiar with the existing tasks in your queue, you may be able to save time and energy by combining them with your new task. Maybe two tasks will use the same data set or the same piece of software? Perhaps they require the help of the same colleague?

Whatever task you need to accomplish, there are always actions that can be taken immediately to enable you to work on it more efficiently later. Setting the wheels in motion by asking questions, responding to e-mails, requesting further information, booking resources, or looking for synergies between tasks, can help you to create a calm and well-organised work queue that will enable you to work more efficiently.