It can be very discouraging to lead a project through the stressed and stressful waters of an organization that is constantly changing. Office workers in this time are burdened by a countless number of meetings, deadlines and emails. To help you we wrote this article to better ensure project success. We’ll give you five project management tools that will save money, time and energy.
Gantt charts & scrum boards
In a time where the amount of content is almost infinite, it’s super effective and refreshing to have a simplified graphical presentation of this information. The use of basic horizontal bars to show project progress and phases is what the Gantt charts typifies. With just a quick look at the chart, teammates should be able to see what work is currently getting done and when they will be needed to contribute. The chart will also show how much time a phase is expected to last.
Scrum boards work kind of the same and are great for projects that have multiple teams involved. There are multiple project phases and markers for each team displayed on the board. These markers will be moved across the board when phases are completed, or progress is made. This board allows you to see the bigger picture and shows all who are involved where their place in the picture is.
It’s easy to say that you’ll do something, but it’s much harder to remember to do it. I guess it sounds familiar when I say that almost every stray message seems to come with a new request. An online tool for task assignment is really valuable in this situation. Especially the ones that will let multiple users use the same to-do list. This way everyone that is responsible for a portion of the project is able to see what the need to do. In a lot of those tools you’re able to set notifications to remind you of certain deadlines.
Managers of these projects are able to see an overview of the project: what is already done and what’s still to be done.
Wouldn’t it be helpful to have a clear picture of team members’ availability in a corporate office? In an agency environment, resource allocation is key. Managers need a tool to effectively track and schedule hours for every team member in a project to prevent missed deadlines, unhappy clients and overbooking. Why is this manner of organization “only” key in the “creative” world?
Ask all the members of a project upfront to estimate their availability throughout the project. Have them mark down their vacation days, deadline days of other projects and days where they have little to no time due to meetings. With all this information you’ll be able to make much more realistic timelines. An online resource allocation tool will make it a lot easier for you and your project members to track actual hours instead of estimates and adjust workflow accordingly.
Giving feedback could mean different things to different people, some are really specific, and others just explain a vague feeling. Different stakeholders will sometimes give conflicting opinions. The person receiving this feedback can find it difficult to know how to proceed. Whose feedback is most relevant?
Feedback tools allow stakeholders to vote on and rank different versions of deliverables, making it easier for a group to provide cohesive direction in a fair manner. If an opinion of some individual should make more of a difference you can adjust their vote to weigh more.
Progress reports and postmortems are some of the important parts of a project. Those reports can take up a lot of time, but they don’t have to be that time consuming. Choose an out-of-the-box option for your reports, you can input relevant numbers and let the tool generate the reports.
This means you can start the planning of your next project sooner.
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