Vacation time is essential for your team to recover and recharge, but ensuring the workflow continues smoothly when team members are out of office can be challenging. Ultimately, the key to keeping things running lies in the effective delegation of tasks. When tasks and responsibilities are appropriately distributed, it’s easy for team members to step in for one another. Today, we’ll look at how delegation in business management works with Planfix.
How Delegation Works: Assigning a Temporary Replacement in Planfix
With Planfix, delegating authority means that you can assign a temporary replacement to handle teamwork when someone is absent. This means system will automatically notify the replacement of new tasks or updates and keep them in the loop.
Here’s an example: To delegate Jacob’s tasks, go to the “Employees” section, open his profile, and select “Set temporary replacement” from the drop-down menu:
You can then select the employee stepping in and even specify the time frame for the substitution:
Jacob’s profile will now show that Lisa is taking over her duties for the next month. Want to undo this? Just hover over Lisa’s avatar and click on the “X”:
How Delegation Boosts Business Process Efficiency
Delegation in business management helps to ensure that the workflow continues without interruption when someone is on absent, no matter the reason. Assigning temporary replacements guarantees smooth operations and keeps tasks moving. Here’s why this is a game changer:
- Customer and stakeholder communications continue without delays.
- Product development and improvement doesn’t lose momentum.
- Support tickets and requests continue to be processed immediately.
- Thanks to cross-functional team coverage, processing leads and orders can continue without missing a step.
- Recruitment goes according to plan, and applicants receive timely responses.
- Automated processes ensure that approvals, document releases, and project management run like clockwork.
As you can see, this approach not only speeds up task completion, but keeps the quality of work high and reduces the risk of things falling through the cracks when key employees are away.
Delegation in Practice: Temporary Replacement in Action
So, how does delegation work in practice? Let’s say we create a task called “Substitution check” and assign it to Jacob:
In this case, we’ve added a hidden comment that was only intended for her. To do this, you write the comment, mark Jacob as the recipient, and press “Lock” so that only he can see it:
But remember that Lisa is filling in for Jacob. Fortunately, Planfix will automatically notify Lisa about the task and the comments that were originally intended for Jacob, ensuring that there is no loss in productivity:
When Lisa opens the task, she is automatically placed in Jacob’s role (1) and has full access to the comments and updates Jacob would have received (2):
And if Jacob looks into his account while he’s away, he still sees notifications about new tasks and comments (1), as well as a reminder that a temporary replacement has been assigned to get things done (2):
Conclusion
With Planfix’s task delegation and temporary replacement features, you can be sure that business will continue as usual — even when your employees take some well-deserved time off. With the vacation calendar at your disposal, you can quickly and easily track availability and avoid projects planning hiccups. Thanks to the flexible delegation settings, Planfix automatically transfers tasks to other team members and ensures nothing is left unattended. In short, Planfix streamlines delegation in business management, which keeps your business running smoothly, no matter who is out of the office.
