Task management should not be a headache for managers and teams. Your productive days should not pass spending hours in sorting through emails, giving follow up on action items, and looking for to-do lists to find priorities and many more activities. This was the way how teams worked before task management software came into the picture. But now teams are demanding a better way of working. Managers are constantly looking forward to an easy way of managing tasks and a way to connect with each other effectively. Task management software enhances online collaboration and help in coordinating work with teams.
Are your wondering how task management tool will work for your team? What is the size of your team and nature of your work? Depending on your need, you need the key features in your software so that your team has a track of what they need to do.
How task management in team works? Let’s see how:
Everyone including the managers and team members can examine the completed tasks and track time for assessing team’s performance. Task management software has changed the tone of the workplace. Tools like ProofHub is a cloud-based platform that allows teams to work together on projects and collaborate on tasks. Team members are held accountable for items assigned to them and are made actionable. And everyone who is active on the project can keep a check on the status of that task.
There are other benefits of task management software, like:
Throughout the years, task management software has solved several business problems in almost every kind of industries, departments, and between remote teams. It helps in providing workflow transparency, thus which affects the employee productivity. Adopt a better way to work!
Most of the project managers nowadays have no idea when they are going to miss their deadlines, as they are not aware of the progress of their projects and when will they finish the job. Big, successful companies have to handle various variables when dealing with projects and they need to have fancy project management software to stay on the top in the industry.
But there are certain things, known as “Myths” that keeps them away from using a project management software. A manager needs to incorporate steps that will help move their company forward effectively and productively.
Here are a few myths that are worth forgetting about online project management software.
Myth #1 It is an unnecessary overhead
Every project brings with it a budget challenge for project managers. The need of a project management software is often ignored because of the budget issues. Managers believe that a software adds unnecessary overhead and think that it is easy and efficient to just get on with the project on paper. But, a PM Software is a good way of saving time and money in the long run. It will add efficiency to the project by proper planning, utilization of time, risk management, and communication.
Myth #2 You need PMI certification for using project management software
There is a myth that Project Management software involves complex methodologies and can only be used by professionals or someone who has certification. But the truth is that there is no need of any training for the project managers to use a software. In some industries, PM certificate will be helpful in some industries but not required in most. Anybody who has a basic knowledge of management and common sense to understand the working of tools can use an online project management software.
Myth#3 Not meeting quality to meet deadlines
Once a plan is set, it may fall apart and when it happens, resources would be scarce. For such kind of situation there are only three options:
– Pushing deadline further back
– More spending on resources
– Reducing the quality of the end product
Meeting deadlines is considered an important aspect of a company and missing deadline is a big trouble. Quality is closely linked meeting deadlines. As managers believe if deadlines cannot be compromised, quality will have to take a step back. But it is not to be believed that a project management software will make you sacrifice your quality of work to meet deadlines. You should be never willing to sacrifice quality.
Myth#4 Project management software is expensive
Another common myth is the expense associated with buying and maintaining tools. People think it is difficult to afford a software and instead, they can use the money somewhere else where they can get a better return. Nowadays, you can find cloud based project management software like ProofHub, which are available at affordable price and you will be charged monthly or yearly as per your preference. There is also no need of installing a new software during any new upgrade and it is a best fit for startups and big companies.
Try a project management software for your team now and see how it does wonders for your business and will help you and your team to be more productive.
What’s the most exciting part of owning a smartphone? It is using messaging apps such as WhatsApp and Facebook Messenger which lets you to group chat with your near and dear ones. A group chat software allows you to send messages, share pictures, videos etc with multiple people at a time. Also, it lets you to keep a conversation for days and even for months and lets you view it later anytime. That’s why, today most of us are a part of multiple groups including friends, family, colleagues, schoolmates on chat applications on our smartphones. This helps us to maintain a consistent communication with others in a seamless way.
Now, imagine if we use similar tools to maintain cordial relations at our workplace as well. It would become so simpler to coordinate and communicate with our team members and coworkers. The greatest benefit would be that one will not have to send an email to share every single update. Also, a group chat software makes it possible for managers to organize quick meetings without wasting time in long and unproductive meetings. It may be challenging for everyone to adopt this in the first place. But remember we weren’t even used to text messages 5 to 6 years ago. So, once your team gets used to it then the entire work would become simpler.
This article will describe you the importance of a group chat software for your business and how will it simplify inter-team communication.
Share Stuff Instantly
As already mentioned above, an online group chat software allows you to communicate with your team members instantly. The benefits for this aren’t limited to this. You can share important documents, photos etc with your team members in just one go. You don’t have to send an email to share a file or an updated document. In fact, group chat can be used by senior managers and management to share latest updates in company policy, news, important information, training etc with the employees. Overall, this helps you stay connected in your professional front
Create an Engaging Workflow
Group chat isn’t a replacement for email because the latter is important when it is about sharing confidential or official information. But group chat has a major role to play when it comes to minimizing the decision making processes. It helps to create an engaging workflow which cannot be done through email. The feature of a group chat which lets you get in touch with many people at a time makes every project easier to handle and accomplish. Also, it helps employees to work as a team in a better way.
Chat without an Email Address
A group chat software is best for managing remote employees or with ones who don’t have a company email address. You don’t need an email address to get in touch with anyone inside or outside your company.
Also, it helps you to get rid of never-ending email chain that only clogs your inbox. A group chat applications helps you to share relevant conversations in a short and crispy manner.
I hope the above points are good enough to convince you about the benefits of an online chat software for your business and team.
Ask a project manager about a tool that provides clarity for project planning and progress and I can bet the answer would be Gantt chart. This is a big reason why Gantt chart software has emerged as a popular tool for visualizing the progress of a project.
Despite being used by millions for effective project management, there are people out there who really don’t love the Gantt chart tool. The reason behind this is simple. Those people haven’t really used a Gantt chart and are still stuck in creating a custom bar chart in Excel. But it’s high time now to bring out a change and start running projects in a smarter way.
In this article, you will read about the benefits of a Gantt Chart software for your business project.
#1 Want Clarity? Use Gantt Charts
As already mentioned in the starting line of the article, a Gantt chart is the best tool to have clarity about the progress of your project. It helps you assimilate multiple tasks and timelines in a single document giving you a clear picture of the project. This helps project managers to comprehend the progress of a project thereby keeping an eye on individual performance as well. Also, this helps stakeholders understand about the project properly.
#2 Looking for Seamless Communication? Install Gantt Chart Software
Long meetings only lead to wastage of time and an unproductive outcome. Also, you cannot communicate with your remote employees through meetings. Gantt charts are a great alternative to meetings which helps remote teams, in-house team and stakeholders keep a check over status updates. Thus, the communication between within the team members gets easier and simplified. Clarifying chart positions are an easy visual method to help team members comprehend the progress of a project.
#3 Missing Deadlines? Gantt Chart is your Saviour!
Scheduling is one of the major benefits which comes along with an online Gantt chart software. If you want your teams to deliver the work on time then you need to make them understand the impact of project delays. A Gantt chart enables team members to focus work at the end of a chart segment or front of a task timeline. This helps them plan and manage their work as per the requirements of the project.
#4 Want to Handle Projects Easily? Switch to Gantt Chart
As a project manager, you come across both simple and complex projects. Gantt charts help you visualize the entire project puzzle and help you to stay focused about the requirements of the project. THis automatically helps you to take effective decisions for the success of the project and help you utilize resources in the most efficient way possible.
#5 Is Efficiency your Goal? Gantt Charts are for you
Who doesn’t want an efficient team with high productivity? A Gantt chart helps your teams members to leverage each other’s deadlines for attaining maximum efficiency. Visualizing the usage of resources in a project helps managers make better use of available resources including people and things.
For example, a team member doesn’t have to wait for the outcome of two other tasks before heading to a crucial task, he can perform other project tasks as well.
Overall, an online Gantt chart software is an essential tool for every manager who needs an effective outcome for his project.
Are you using a cloud based project management software? If you’re still using on-premise project management software, now is the time for transition. And if you are looking to use it for the first time, be sure to explore the various tools. The project management tool or system that lives exclusively on - premise limits the connection between employees working away from the office and those working in an office. But now cloud based project management system is getting popular and is replace by on-premise software.
According to a 2013 Census Bureau report, 13.4 million employees now work at least one day from home. A project management software brings with it a wide range of different benefits. You can enter your every project information in one place and access it anywhere and anytime.
Introducing cloud-based online project management tool have taken things one step further. It not only allows to keep an easy track of the progress of tasks but also offer various other benefits for your project. Take a look at some major benefits:
No Hardware, No Installation
The first and basic benefit that a cloud-based system offers is that it does not require hardware, nor you have to do any installation. This ensures faster implementation in a fraction of the cost as it requires no hardware installation and no software license. Your software provider will just charge a fee monthly, quarterly or yearly and you can use the software in a hassle-free manner.
Safety and Security
The story isn’t that the other software are not safe and secure it’s just that on cloud-based project management software you will not have to worry about a file being intercepted because of high-grade encryption that it has. The team members can easily share relevant files with team members without any worry of losing some important file.
Saving You Money
As you will not need any new hardware installation and no need of some special IT staff for the maintenance of the software, you would definitely save a lot of money. A cloud-based online project management tool can be accessible from any machine it will save you the expense of buying a separate license for different computers.
It’s flexible with all platform
Irrespective of which platform the team members are using, it will always work. You will just need an internet connection and a browser to complete the tasks and it can be completed much faster than on - premise software. So, you can work in an environment that you are comfortable in as a cloud-based tool will work on any platform.
After you once buy a software, you will not have to spend a lot of time and money on installation and configuration of software before using it or you would just new a few day for implementation rather than months. You can start working more quickly and your team can start producing effective results.
Cloud-based project management tool will offer collaboration features to produce more efficient and productive result. These services are pretty transparent as everyone in the team can have an insight into project and status and whatever updates that will be made in the tool.
Cloud-based solutions offer a reliable way for the success of projects. Take a wise decision and join other businesses using the cloud-based solutions for effective management of your projects.
In order to build a successful business in the tech world, there are various principles and plans that should be developed by everyone to achieve big goals including; skillset, talent, schedule, communication, documentation and of course management. Project management software will help you plan, execute and offer best practices to meet the goals of a project.
The problem usually lies in choosing the right software for a business. When choosing one for your business, considering certain aspects is important for the success of every business. There are several software's out there that will promise a simple way to manage your projects. Yet, many of them often are not able to live up to the expectations of team members. The following is a list of tips that will help you keep all the important aspects together and will help you to get the most out of your project management system.
It’s Mobile Friendly
A mobile friendly management software will make it possible for employees to work while moving. They need not be always present at their desks to collaborate, in an emergency they can use their mobile for the update. They can access projects while they are traveling or anywhere.
Make sure the software integrates with core apps
Look for the integration capabilities of the project management software for teams convenience and effectiveness. It should be able to integrate with your email and posts messages to email to increase user engagement. The whole cycle of managing projects will be completed successfully when the data can be shared with other apps or the file can be integrated with different apps.
Recognize the most useful features
Different software will have different features and not all the features will be important equally to all connected in the project. A designer will need a proofing feature while planning will require features like Gantt charts and more, while the managers will look for reports.
Consider a cloud-based service
Selecting a cloud-based project management system will provide an ease of deployment and overall cost of ownership. It will also save a lot of your time and money as it will not require any hardware installation. You will just need an internet connection and you can access the system from anywhere, on any device. Moreover, any updates will also be automatically done.
Make sure the software is easy to use
There are several things a team has to handle while working on a project. Make sure you provide an easy to use project management software for a team that is intuitive and generally in-line with how your company works. They should be able to understand the features of every tool and use them for their convenience.
Make up your mind as it is a bit of confusing thing to find the right software for your projects. Follow these tips to get most out of the software and get your whole team to use it and work the best for you.
Gone are the days when you have only had email as an option to connect and collaborate with your team. With advent of project collaboration software, you can now connect with your team in real-time, prioritize your work and accomplish your tasks quickly.
The aim of writing above points is to make you aware of the benefits of online collaboration software over emails. The following article will give you a deep insight about the benefits of online collaboration software for your projects and business.
Save Time and Set Priorities
Email reading is the most unproductive part of a professional’s daily routine. As per statistics, an average employee spends 1/4 of the day in email reading and replying. And this is true with most of us. Our day begins with a long list of emails and we spend the first hour viewing, analyzing and looking for relevant information in our emails.
On the other hand, an online collaboration software lets you define priorities and plan out your day accordingly. It lets your employees respond to the urgent requirements of a project and accomplish goals accordingly. As a result of it, you can save a lot of time and work in an organized manner.
Do you know which is the easiest way to improve productivity at work? It is through seamless communication and collaboration with your team. If your team is too busy in reading emails and getting overloaded with information, they would never be able to deliver the work on time. And this is what emails do. With emails, you simply shoot information on your team, which either distracts them or makes them feel overburdened.
A better idea is to opt for an online collaboration software, which lets you connect with your team anytime, anywhere. Using an online collaboration software, your team can share documents with each other which will automatically speed up the workflow. An efficient use of online collaboration software can help you boost productivity. Also, this helps your employees to plan their work as per the requirements of the project.
Reduce Confusion and Add Clarity
Emails contain a lot of information which often gets lost due to forwarding, CC's and BCC's. Also, fetching relevant information from a thread of emails is a time-consuming task.
Instead of troubling yourself and your employees with emails it is better to switch to an online collaboration software where you have access to a common dashboard through which you can share the right information with the right audience at the right time. In this way, you can easily communicate with your team members and they can also interact with you to share their ideas. This reduces the chances of communication and brings out clarity within the team.
Facilitate Meaningful Collaboration
A project collaboration software can improve the way you collaborate with your team in a project. Email is not meant for collaboration. Here’s a simple way to know this better. At times, your document requires a simple edit say an insertion or deletion of a line. Now, every time you make this change you will have to forward the new file in the mail. So, the other person will receive a large number of emails every time a change is done.
With an online collaboration software, you can share the new file as and when required with the right audience. This helps everyone in the project to keep a track of the progress and make further plans accordingly.
There are endless advantages of online collaboration software over emails. In fact, it just changes the way you handle your projects allowing you to work in a more efficient way.
Before we get into details of project management tools and its advantages for your business let’s consider a basic situation.
Imagine if the calendar or the reminder feature is eliminated from your smartphone or PC. So, now you don’t have a personalized reminder to remind you of your insurance renewal. There are many tasks that you need to accomplish on a timely basis. It can be as simple as sending birthday greetings to a colleague or renewing your insurance. Yes, there are things that are always on your mind but there are many others which you cannot remember. And you cannot afford to neglect those things or postpone them. Right?
The same applies to your project as well. There are endless tasks involved in a project from beginning till the end and at times even after it is delivered. Now, you cannot remember everything or expect your team to do so. If you do this, you will certainly overburden your team and waste a lot of time.
Are you getting the point? In order to accomplish business goals and deliver your project on time, you need to work in a smart way and not just the hard way. With so many technological tools available out there, you can easily get along with the pace of the fast moving business world.
And that’s the reason why you need a project management tool, which can help you manage your tasks, your team, and your time in the most efficient manner possible.The following points will add more clarity to your mind about the benefits of project management tool for your business.
Stay on a Schedule
The most critical part about a project is to build and follow a consistent schedule. Many teams fail to deliver projects on time because of lack of a proper schedule which helps them to meet the deadline of the project and also keep a track of their performance.
A project management tool can simplify the job of scheduling for you. You can use features like Gantt chart to plan project activities and track project schedules. Also, this will keep your employees aware of the important information and help them plan their work accordingly.
The secret ingredient to make any project successful is to involve your team in every aspect of it. Whether it is setting deadlines or interacting with the client, make sure your team is a part of it. But you can collaborate with your team only if you have a flawless platform to share your ideas.
An online project management tool lets you and your team share timelines, documents, and status updates. Also, it allows your team to raise questions and concerns which you can easily resolve.
Project management tools not just allows you to collaborate and communicate with your team but also share relevant information with your team, clients, shareholders, and vendors as well. Using an online project management tool, you can easily ask for client feedback, review project progress, make changes, and share information at any time.
Overall, a project management tool can help you to easily achieve project goals. Also, it helps your team to get along with the requirements of the project and plan their day accordingly.
A project management software is the greatest asset of a company for managing projects, people, and deadlines. It helps you to manage people, get rid of those time consuming meetings, and also helps in team collaboration. In a way, it is an ideal platform where everything can be done seamlessly thereby saves a lot of time for teams.
But selecting a project management software that fits within your team’s requirement can be tough. This article will provide you with simple tips to choose the right software and use it for your team in a beneficial way:
Pick The One That Fits Your Needs
You can find endless options of project management software in the market. But before you go ahead and settle down on one option, you need to first of all understand your team requirements. For instance, what type of projects you are handling? Are your teams working remotely or are they present on the same location? Based on the answer to these questions, you can go ahead and pick a software that can prove to be beneficial for the team.
Remember, every business and every team has varying needs. You need to consider those needs first, and then go ahead and pick a project management software.
Another important factor to consider when choosing a project management tool for your business is its user-friendliness. There is no point in selecting a software that’s too complicated for the team to understand. As a matter of fact, you must select a tool like ProofHub that has got minimum learning curve. Plus, the best part is that these professionals offer a personal guided walkthrough of the tool, making the on-boarding process fairly easy for the team. So, you don’t really need to invest a lot of time in understanding how the tool works.
Compatible with Mobile
Last, but not the least, thing to keep in mind here is to select a tool that comes with a mobile application as well. Considering the recent boom in smartphone technology, it won’t be wrong to say that we are virtually living on these mobile devices. And, an online project management software that also has a mobile app makes it easy for teams to remain connected with their work even when they are on the run.
Therefore, mobile app is another important factor to consider when selecting a project management software for your team.
When selecting a project management software, the most important thing to keep in mind is to make your team a part of the process. Discuss with them the options that you have shortlisted. Or, maybe ask them for their opinion - they might have some names already in their mind.
Keeping these simple tips in mind can help you choose the most appropriate project management software for your team. So, go ahead and begin the search considering the points that have been mentioned above. And, let’s see where you end up.
At times, it has been seen that despite having an experienced team and best resources, many businesses fail to deliver projects. This is the case not just with startups, but with big organizations as well. But what is the actual reason behind it? Why do most experienced project managers fail to get their team aligned towards successful completion of a project?
In this article you will find reasons behind project failures and how a project management application can help you to cope up with the challenges of a project.
Lack of Communication
This is one of the most prominent reasons for project failure. Most companies don’t focus on establishing a smooth communication channel with their employees, which eventually leads to a disaster in the form of project failure. As a project manager or CEO of the company, your primary aim should be to foster team communication before you begin any new project.
A periodical meeting or get-together with your team is the perfect way to bridge the communication gap between you and your employees. But it can waste quite a big lot of your time. Alternatively, a project management tool is also a wonderful medium to communicate with your employees. In fact, this is best suited for employees working at remote locations as it lets you reach out to all of them in just one go.
Another big reason behind failure of projects is the underestimated timeline for the project, which results into missing of the deadline and finally the company loses the project. Setting realistic deadlines is crucial to the success of your project. Time management is an important aspect of project management as it involves allocation of proper time to each task involved in the project. Setting up proper time for every task will help your employees to plan their work accordingly and thus improve their productivity.
There are two important factors involved in deciding deadlines for your team. The first one is to consider the efforts and the time that would be required in completing the project. The second factor is about managing risks involved in the project. While setting the deadlines for your project, it is important to consider the possible factors, which could possibly lead to delay in your project delivery. Defining such things will help you develop a broader perspective towards your project. Also, this will help you look out for alternatives to cover up the risks involved in a project.
A project management application can efficiently help you set deadlines for your next project. This will help your team to work as per the requirements of the project.
Poorly Selected Technology
Many times projects don’t work because the employees are either too frustrated to work on a highly advanced software or the one which is outdated. If this is the situation with your company, then things would rather get complicated instead of being simple. That’s why it is important to ensure that you provide your employees the best technology which fits to your business requirements. You can find a number options when it comes to latest project management application, content management software or client management tool is highly important for your business.
In all, a good online project management application can help you achieve more than just managing teams, projects, and deadlines. It lets you work in a seamless manner, let’s your team grow, and eliminates even the slightest possibility of failure in your project.
Sharon Thomson is a project management expert and writer. Through the years she has written about a myriad of project management topics and has successfully managed countless projects on her own. A big believer in ‘work smarter, not harder’ philosophy; Sharon keeps including her own personal lessons in her writing from time to time.