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Boost Productivity & Accountability in Your Business
As your business grows, task delegation becomes essential. Trying to do everything yourself not only limits growth but also leads to burnout and mistakes. A well-structured Task Delegation System helps distribute responsibilities efficiently, improve team accountability, and ensure nothing falls through the cracks.
At Aanjaney Business Management Service, we help companies streamline work processes using automated delegation tools built on Google Workspace. This guide shares the core steps you need to follow to build your own Task Delegation System—without needing expensive software.
What is a Task Delegation System?
A Task Delegation System is a structured method for assigning tasks, tracking progress, and ensuring follow-ups. It helps:
Assign work based on roles and skills
Track deadlines and status
Send automatic reminders
Maintain records of completed tasks
Why Every Business Needs a Task Delegation System
✅ Prevents task duplication
✅ Increases team efficiency
✅ Reduces dependency on memory or verbal communication
✅ Creates a record for performance evaluation
✅ Keeps employees and managers aligned
Step-by-Step: How to Set Up a Task Delegation System
1. Define Roles and Responsibilities
Start by listing all job roles and the kind of tasks they are responsible for. Create a clear role-task matrix.
💡 Use a Google Sheet to list employees and map them to departments or task categories.
2. Create a Task Master List
List down all possible daily, weekly, and monthly tasks. For example:
Follow-ups
Report generation
Client calls
Inventory checks
Categorize them as:
Daily Tasks
Recurring Tasks (weekly/monthly)
One-Time Projects
3. Build a Delegation Tracker Sheet
In Google Sheets, create a task tracker with columns like:
Task ID
Task Description
Assigned To
Assigned Date
Due Date
Status (Not Started, In Progress, Completed)
Remarks
🔄 Use data validation for dropdowns to keep entries standardized.
4. Automate Task Assignment with Google Apps Script
Instead of manual assignment every day:
Use Apps Script to assign recurring tasks automatically based on date
Skip holidays and weekly offs using a “Holiday” list
Auto-generate new task rows every day with due dates and unique IDs
✨ At Aanjaney Business Management Service, we offer ready-made scripts that do all of this—customized for your business.
5. Send Daily Email Reminders
Integrate Gmail and Google Sheets using Apps Script to send daily or weekly task summaries to each employee.
💬 “Good Morning, here are your tasks for today…” with direct links to the task sheet.
6. Track Completion and Follow-Ups
Use filters or dashboards to:
View tasks due today
Identify pending follow-ups
Track task status per employee
📊 Optional: Connect your sheet to Looker Studio or Google Data Studio to view dashboards.
7. Evaluate & Optimize Monthly
Every month, review:
Task completion rates
Delayed tasks
Employee performance
Make improvements to the process and redistribute load if needed.
Tools to Use (Free or Low-Cost)
| Purpose | Tool |
|---|---|
| Task Storage | Google Sheets |
| Assignment Logic | Google Apps Script |
| Reminders | Gmail + Script |
| Form Inputs | Google Forms |
| Dashboard | Looker Studio |
| Employee View | Google Sites or AppSheet |
Benefits of Our Task Delegation System Package
At Aanjaney Business Management Service, we offer a complete setup of a Task Delegation System customized for your business. It includes:
Auto task assignment engine
Email and mobile alerts
Task dashboards
Employee and admin views
Performance analysis
You don’t need to buy any expensive software—everything is powered by Google Workspace.
Final Thoughts
A Task Delegation System isn’t just a tool—it’s a business culture shift. It empowers your team, removes confusion, and lets you focus on strategic growth instead of chasing task updates.
If you want a ready-to-use, budget-friendly system for task management, we can build it for you.
📞 Need Help Setting Up a Task System?
Contact Aanjaney Business Management Service today to get your custom-built Task Delegation System live in 5 days!
