Automating task assignment and tracking within the team
Today a new task reaches the team through chat, email or a conversation in the office, and who gets it depends on who happened to see the message first. A manager who wants to check progress has to ask each person individually, because nowhere shows it all at once.
How much this process costs you a year
The sliders start from values typical for this process. Swap them for your own — the result recalculates instantly, no account and no email required.
This process costs you
Realistically you will recover from PLN 0 to PLN 0 a year
Here is the math: salary times the employer cost multiplier 1.2 divided by 173 hours a month gives the hourly rate. That rate times the hours in a year gives the cost of the process. From the recovery we take a band of 40% to 70%, because part of the time recovered on paper comes back as supervising the automation and handling exceptions. This is a deliberately conservative range, not a promise.
Where the hours go
With requests scattered across chat, email and conversations, nobody, including the manager, can see the full picture of the team's workload in one place. Working out who has capacity for a new task means asking several people, instead of looking at a single view.
Having no clear assignment rule costs you twice: one person gets more tasks than the others because people turn to them more often, and tasks without a deadline wait the longest, precisely because nobody feels any pressure to deal with them on a particular day.
What automation does
A new request, whatever the channel, goes onto a single list and is assigned to the right person according to an agreed rule: by type of task, by availability or in rotation. The deadline is set straight away, instead of being left to be agreed later.
The manager sees the whole team's workload in a single view, without asking anyone individually, and a task approaching its deadline is visible before it becomes overdue. Whoever is doing the task updates its status in one place, visible to everyone concerned.
What it costs and when it pays back
Implementation usually falls between 2,000 and 6,000 PLN. The price depends on the number of request sources and the complexity of the assignment rule, such as taking each person's current workload into account.
Payback comes in the third to sixth month, calculated on the time the manager saves on coordinating and checking progress. Use the calculator above to work out how many hours a week this currently takes in your team.
Contractors working with these tools
This process is most often built on the tools below. Each link opens a catalog narrowed to contractors who've declared it — rates, availability, and ratings from settled contracts.
Frequently asked questions
Usually 2,000 to 6,000 PLN as a one-off, within the platform's automation range of 2,000 to 20,000 PLN. More request sources and a rule that takes the team's current workload into account push the quote upwards.
It does not always need to. For a smaller team, automation built on tools you already have, such as a spreadsheet or a database, is enough. A dedicated tool makes sense at a larger scale and for more complex projects.
Yes, if the team's availability is recorded somewhere, such as a calendar or a rota. The assignment rule can use it so that tasks are not sent to someone who is on holiday.
A well-built workflow reports it to the manager instead of letting the deadline pass unnoticed, so they can respond straight away rather than at the next review.