Efficient task management in the Aeneis BPM software: How to keep mission-critical processes under control

Efficiency is crucial for business success. This applies in particular to mission-critical processes, whose smooth functioning decisively determines success, compliance and operational stability. Even minor delays, unclear responsibilities or gaps in information can have far-reaching, costly consequences in these critical processes.

The Aeneis BPM suite is an integrated solution to address these challenges. Through advanced task management, Aeneis helps organizations not only to model processes, but also to actively control and efficiently handle the associated tasks. The system provides employees with clarity, orientation and a central working basis and thus creates the basis for compliant, safe and reliable processes.

“Only those who know their own process act safely, avoid mistakes and create quality.” - Christoph Klett, managing director intellior GmbH

Task management: The basis for critical processes

Critical business processes require precision, speed, and complete transparency. A clear, structured distribution of tasks is therefore essential for quality and risk minimization.

• More productive and time-saving: When all employees are clearly informed and know what needs to be done, productivity increases. You no longer waste time searching for information or clarifying responsibilities.
• Structure creates relief: Efficient task management creates a clear structure and overview and makes the work of all employees easier. Tasks are clearly described, assigned and scheduled.
• Coordination and collaboration: If all team members are aware of current tasks and responsibilities, collaboration is facilitated and improved.
• Failure prevention: If tasks are properly documented and managed centrally, the risk of misunderstandings or multiple processing is reduced. The software ensures smooth processes and minimizes sources of error.

The task dashboard in Aeneis: “My Tasks”

In order to work together on processes and to continuously optimize them, tasks can be created, assigned to others and processed in Aeneis. The “My Tasks” dashboard in the portal serves as a central platform for task management.

• Overview: Here, all team members get an immediate overview of the status of their tasks and projects.
• Content: You can see your current tasks and the tasks you've been involved in or delegated. All your tasks of all types are displayed here and can be filtered with one click for a better overview.
• Collaboration: The dashboard makes it easier to collaborate more closely and significantly simplifies coordination across the team.
• Information: All employees always know exactly what needs to be done.

Create and delegate tasks in Aeneis

You can easily and intuitively create a new task in the “My Tasks” dashboard, either for yourself or for others. In dialogue Create task you can define the details:

• Title and description: Give the task a title and, optionally, a description.
• Responsibility and due date: In the field Responsibility for implementation Register yourself or others as responsible. The due date is stored in the corresponding field.
• Links: If the task is related to a process, document, risk or control, these can be linked here, which is often decisive for embedding into critical processes.
• Attachment: At the end of the dialog, you can attach a file to the task.

As soon as a task has been created, all responsible persons are then notified directly via the BPM portal, email and Microsoft Teams, and the task appears in their task dashboard.

Edit tasks and view details

Tasks can be viewed and processed in the “My Tasks” dashboard or in the task view itself.

• Clicking on a task immediately shows the most important details.
• Using the context menu, you can edit the task using the actions offered. The action you can perform depends on the task type and its status.
• Within a task, you can easily link people, documents, and other relevant elements. This collects all necessary information in one place. This means that no valuable time is lost searching for information.

As soon as there is a change in the tasks, those responsible are immediately informed so that you are always up-to-date and can react immediately.

Aeneis: Benefits for mission-critical processes

By integrating task management into the Aeneis BPM suite, organizations receive specific benefits that specifically improve the management of critical processes.

1. Transparency and accountability

Structured task management increases transparency. The dashboard in the Aeneis BPM tool provides real-time answers to questions such as: Who is responsible for which task? Which tasks are open, which completed? This promotes collaboration and ensures that tasks are completed in a timely and appropriate manner.

2. Well-founded decision making

Centralizing all relevant information simplifies decision-making. Suggestions for improvement from employees can be submitted and viewed by all team members. Relevant tasks can be derived from such suggestions or from processes themselves. Thanks to central storage, all suggestions are clearly organized. This makes team decision-making easier and faster. Efficient task management enables the company to react more quickly to changes, which contributes to long-term success.

3. Resource optimization

Central task management helps companies make optimal use of available resources. This applies to both employee time and material resources. Tasks are prioritized and assigned to team members who are best qualified to complete them. As a result, available resources can be used in the best possible way. In the long term, this reduces costs and increases the profitability of the company.

4. Motivation and employee satisfaction

Happy employees are known to have higher work ethic, which leads to greater productivity and better results. The transparent and efficient task management in Aeneis contributes to higher satisfaction. Through a clear distribution of responsibilities, team members feel valued and involved. Each individual employee knows exactly what their tasks are and how they contribute to the overall goal. This increases the company's motivation and ultimately productivity.

Test task management

Efficient and functioning task management is essential for the success of every company. With Aeneis, all employees are aware of who is responsible for what. To find out in practice how Aeneis can support your company, we offer a 30-day free trial. Take this opportunity to learn about the numerous features and benefits of the innovative BPM suite.