Did Steve Jobs Accidentally Create the Framework for Digital Task Management?

Managing a project means keeping track of a lot of moving pieces. But starting with project planning, the overall workflow, regardless of what project management methodology is being used, hinges directly on individual tasks. 

Even when planning at a higher level, a task will be assigned to each phase, i.e. design, client approval, execution, etc. 

Now, in popular project management tools like Asana and PSOhub, task management has become second nature for most of us working on collaborative teams. 

We assign a task to someone, or someone assigns a task to us. We update and share the relevant documents, mention the relevant parties who we need to collaborate with, and work move forward along a clear trajectory. 

The thing is, this way of managing tasks which we’re all used to by now is a decidedly new approach when you look at the history of project management. 

In fact, the person responsible for the way we manage tasks today in our project management software may be none other than one of the most influential and disruptive tech minds of modern times: Steve Jobs. 

Steve Jobs and the DRI aka Directly Responsible Individual 

Steve Jobs, the iconic co-founder of Apple, was known for his intense focus on both an accountability mindset and efficiency. One of his key principles, the "Directly Responsible Individual" (DRI), has significant implications for project management.

A DRI is a single person held accountable for the success or failure of a specific task, decision, or project. The goal is zero ambiguity about who owns a particular outcome. 

Even if many people are involved, the DRI is the one whose name is on the line. This approach contrasts sharply with situations where responsibility is diffused across a team, leading to confusion and a lack of ownership.

Examples of DRI in action

As this Forbes piece points out, DRI comes in handy in a virtually endless list of scenarios that can affect project success. It works on both the macro and micro levels of task management and pinpoints who is accountable when something goes wrong. 

Example #1: It’s unclear whose court the ball is in and what’s going on.

Other team members and the project manager can trust that the DRI is in the driver’s seat, so people don’t have to constantly monitor task activity to figure out the issue. 

This pacifies people working together on the same issue and also gives clarity on cross-functional teams as to who exactly is driving what, i.e. the specific person. 

Example 2: Everyone knows a task is important but fails to take action to see it through.

Especially with startups and cross-functional teams, important items can easily get missed not due to a lack of responsibility, but simply because team members are extremely busy. 

The DRI concept offers more than accountability; it gives a sense of ownership of each task. When a team member knows something is their responsibility, their ‘baby’, they’re likely to care more deeply about the outcomes.

Benefits of DRI in Project Management

In project management, the DRI principle can be transformative for driving project success, especially with cross-functional teams where lots of collaboration is happening. Here's how:

Clear Accountability - In any project, large or small, tasks can fall through the cracks if everyone assumes someone else is handling them. By assigning a DRI to each task, project managers eliminate this confusion. There's no room for ambiguity; the DRI is clearly accountable.

Better Decision-Making - When a decision needs to be made, the DRI is empowered to make it. This streamlines the process and prevents bottlenecks. While the DRI may consult with others, they are ultimately responsible for the outcome.

Focused Effort - The DRI structure helps team members understand their roles and who to turn to for guidance or approval. This clarity enables individuals to focus on their specific responsibilities, increasing productivity.

Problem Resolution - When issues arise, the DRI is the point of contact for addressing them. Problems thus are resolved quickly and efficiently, minimizing disruption to the project timeline.

Effective Communication - The DRI system simplifies communication. Instead of sending blanket emails to entire teams, stakeholders know exactly who to contact for updates or information on a specific task.

Enhanced Ownership - DRIs feel a greater sense of ownership over their tasks, leading to increased motivation and a stronger commitment to achieving the desired results.

Improved Efficiency - By clarifying roles and responsibilities, the DRI model streamlines workflows and reduces the time wasted on clarifying who is doing what.

Better Project Outcomes - When individual team members are clearly accountable ( in today’s project management software solutions, everyone can see this), they are more likely to go the extra mile to ensure success. This leads to higher-quality outcomes and a greater likelihood of project success.

How to use DRI with project management software (hint: the concept is built-in!)

Want to use Steve Job’s groundbreaking DRI strategy for the task management of your projects? You’re in luck! It turns out, the concept is pretty much built-in to the world’s most popular project management tools. 

1. Simply assigning a task with project management software inherently takes care of identifying the DRI at the micro level. Everyone on the team can easily see that person A is responsible for the task, as well as other important details like when it’s due and dependencies.
   
   
2. For the more macro level, i.e. the DRI for a group of tasks, there are a few options: Number one, you can mention the DRI with an “@notification” message to alert them to issues at the micro level.
   Option two, team members who have been assigned individual tasks (and therefore the designated DRI on those tasks) can simply reassign the task back to the DRI when the task is completed.
   Option three, the DRI can assign subtasks to delegate out to the team while clearly remaining the owner of the original task. This is a well-organized way to go about more complex projects that require lots of collaboration. It’s crystal-clear about who is responsible for what, who has completed their work and who hasn’t, and the overall progress of the bigger task.
   
   
3. Stay on top of task progress with Kanban boards or Gantt charts, as both of these tools can help managers and owners clearly visualize the DRI and project status instantly. Kanban boards work across almost all types of projects, clearly showing how work is flowing. A Gantt chart is particularly useful with projects that have lots of dependencies, as you can clearly see the status of these in real time and refer to the DRI when there’s an issue.
   
    

Task management the Steve Jobs way

Task management using a DRI, aka the Steve Jobs way, is a remarkably simple, yet effective methodology to make sure teams follow through on important to-dos. A DRI clearly owns the responsibility of a task, at a micro or macro level, which helps avoid the repercussions of uncertainty as a project progresses. 

The DRI concept means that people never have to wonder about who will get the job done or make assumptions about who should be taking action. 

And the best part? This concept is essentially built to the project management software we use today. To leverage it properly, simply assign tasks to the DRI. 

To stick with the methodology on more complex projects, you may have to reassign completed tasks to the DRI upon completion, strategically use mentions, or create subtasks. 

Teams and managers/owners alike can clearly see the DRIs of each task or group of tasks with Kanban boards and Gantt charts provided by most project management software. Thank you Steve Jobs for influencing how we effectively manage tasks today!