Task Definition
A task or sub-task is best described as a subdivision of a project. Its duration is, usually, a few months and performed by an individual, group, or organization. Improperly defined tasks can lead to poor quality work, slipped schedules, delays, stress, confusion, anxiety, dissatisfaction with outcomes, mission creep, missed goals, and, alas, a failed project. Both the task definition and the duration estimates are crucial to project success.
So, a practitioner must consider that task definition in projects differ from routine task for business processes as projects are unique, one-time efforts, venturing sometimes into virgin territory for the business entity, and of relatively short duration; whilst business processes are ongoing efforts with durations paralleling the lifespan of the business concern. For projects, a lot more upfront effort must be made to get task definition correct as they are more time critical, and reigned by tight budgets, and their outcomes are fault intolerant as failure is unforgiven; but tasks for business processes have the benefit of adjustments due to Business Process Improvement and their outcomes are more fault lenient.
Informally, to define tasks, we want to split large tasks into manageable pieces. In decomposing a larger task consider the parts that can be accomplished by a single individual; what aspects of the large task is complicated, time-consuming, difficult; which parts are obvious initial steps, the parts that can be delayed or postponed, information technology needs, and any other criteria appropriate to your situation.
Formally, task definition is part of the scope management of the project management discipline. Scope management includes the processes to guarantee that a project has detailed only the necessary work to complete the project. So, scope management is about defining and controlling project work components as concluded in a work breakdown structure (WBS.) Its processes according to the Project Management Institute (PMI) are:
5.1 Plan Scope Management—The process of creating a scope management plan that documents how the project and product scope will be defined, validated, and controlled.
5.2 Collect Requirements—The process of determining, documenting, and managing stakeholder needs and requirements to meet project objectives.
5.3 Define Scope—The process of developing a detailed description of the project and product.
5.4 Create WBS—The process of subdividing project deliverables and project work into smaller, more manageable components.
–Project Management Body of Knowledge (PMBOK,) 6th Edition
–Richard Thomas
