Project management is the crucial part of any business. It has undergone dozens of changes in last few decades, because of the rapid development of technology and the need to stay competitive in the modern business landscape. Among other things, successfully positioning a company on the market has a lot to do with effective project management.
To be a successful project manager one needs to have many qualities. A manager has to be able to plan projects and at the same time assign the best people or team for each task. And what seems to be more important, to be able to adopt a proactive instead of the reactive mindset to be able to anticipate challenges and find on-the-go solutions to problems as they arise.
Project management has tremendous impact on business as a whole. But somehow managers fail at adopting a holistic approach to project management, wasting their time and energy on micromanagement of individual tasks, in the end losing focus on deadlines, assets and resources.
Because of the ability to provide the full control and insight over the project to managers, project management tools became widely popular these days. Here is the list of some common project management challenges and how a project management system helps managers to overcome them.
Handling Multiple Projects at The Same Time
It has become pretty common even for the small startups to have many projects going simultaneously, and the same people or whole teams often work on several projects at a time, which may or may not have the same deadline.
It can very quickly become a project management nightmare to delegate all of tasks and to be available for anyone who has the question about some issue. With project management tool, all of this becomes very easy and time efficient. Project managers can access the project page with just one click and have a look at the project as they happen.
Very simple but informative user interface allows managers to see all kinds of project relevant information, project status, progress, how much time has been spent. On top of that, a built in chat allows managers to see whether the team members have any questions on anything.
Project Delay Due to One Incomplete Task
To stay competitive and to be able to build a good reputation with clients, projects have to be completed before the deadline. But what happens when one of the recurring or inter-dependent tasks fails to be completed. All other tasks are delayed and the project is destined to either be late or fail due to all the micromanagement work that has to be done.
This is where a project management tool can really save the day. First of all, it provides access to several project templates you can use for your own project, which saves time right at start. Then, with a Task Dependencies option, you can move all the inter-dependent or recurring tasks with just one click. This saves a lot of time and allows the managers to focus on the task that caused the problem by assigning additional assets or resources.
Writing a Report for a Client in the Middle of Ongoing Project
There are many clients who want to have an insight into how well the project is progressing, just to make sure everything is going according to plan and that their needs are going to be met. But for a project manager, this means that they have to stop doing everything just to be able to write a report. This also means that he/she has to ask each team member individually how he/she is progressing and to estimate time and check if there are enough resources for the project to be completed.
Project management software has a built-in option to generate a project report with just a couple of clicks. This report contains everything that the client needs, from the summary of the project status and breakdown of tasks, to when the tasks are due and overall project financial summaries. Within minutes, managers are able to have the report done and sent to a client via email. This time-saving feature is one of the greatest benefits a project management software has to offer to its users.
Also, project management tools can be used to set up a billable amount for tasks. Furthermore, it generates an invoice which can be sent to a client. When it comes to finances, some of these software tools allow managers to use financial addons to prepare estimates and track project expenses.
Handling Shared Documents
Project documentation is also a crucial part of successful project management. And as the project progresses further down the line, the documentation can pile up and become scattered throughout the offices. This makes project management harder. Not to mention all the leg work when someone in the team has to access the documentation that is needed for the task.
Project management software has built in some of the neatest team collaboration tools and documentation sharing features. With everything in the cloud, team members can access any uploaded documents and get necessary information for further progression or change the documents by adding new project-relevant info.
Lack of Accountability
Legacy project management methods fail at emphasizing the responsibilities of each team member. This can lead to a lack of accountability during the project and especially in situations when problems occur.
A project management tool allows managers to assign tasks individually to team members. On top of that, all the employees onboard the project can see who is assigned for each task. This is a great way for employees to become more responsible and dedicated to completing the task in time.
As you can see project management tools are very useful in many situations that would otherwise be very difficult to handle and overcome. Keep in mind that there are many other benefits this type of tool can provide. If you want to expand your knowledge about this software, feel free to go online and read more articles that cover this very topic. The information you gather can be very helpful should you decide to try using a project management tool.
David Miller is a researcher who has several years of experience in the field of teaching, project management and training. He is associated with prestigious brands and many leading organizations for his expertise in project management. Currently, he is pursuing research in effectiveness of project management software and is also a contributing author with ProProfs.