Kanban boards is one of the tried and tested tools for successful project management. A kanban board is the best way to track the entire lifecycle of a project visually. It makes it possible to follow every single task involved in a project from the beginning to end. In fact, working on Kanban board is as easy as working on a whiteboard and sticky notes. It helps you represent the information in a simple and scalable form further making it easier to define project requirements and set schedules.
Originally, Kanban boards were a plain whiteboard used to monitor tasks and projects. Today with technological advancements, we have digital Kanban boards which has made it possible for project managers to handle projects with more transparency and better communication.
Using Kanban boards for Work
Kanban boards have been known for helping individuals and teams deliver high productivity at workplace. They can help you maintain balance between production and demand. That’s why Kanban is a popular choice among small business owners and entrepreneurs.
Working in an organization along with a lot of other people makes it challenging to keep oneself motivated and track one’s progress. On top of that, when you are leading a team, you will have to boost your team and make them realize the value of their work. But this is not possible with verbal communication always. Your team members need to know how their work is creating a difference in the entire project.This is possible through Kanban boards.
When your employees see cards moving in the Kanban board then they are able to work with more enthusiasm and interest. Online Kanban boards make it possible for team members to know where a project stands. It is even a powerful tool for team collaboration as it allows everyone in the team to discuss the project, share new ideas, and track progress.
As an entrepreneur or team leader, an online Kanban board makes it easier for you to focus on important aspects without feeling disoriented. The main idea behind using a Kanban board is that it makes it possible for your team members to achieve larger goals in shorter amount of time. This cuts down the wastage of time and prevent slowdowns.
There are a number of advantages of a using a virtual Kanban board. In this article, we have tried listing the top benefits of digital Kanban boards for your business. If there are more benefits you know, feel free to share them in the comments below.
Our team of project managers was mostly engaged in managing files, documents and papers to look after the projects. It’s been years we are pushing our limits to move and work forward. If you are a marketing agency or an IT professional or any other industry relying on online software is becoming critical for business success.
What is a task management system?
Task management is the process that manages tasks by following the whole cycle of planning, testing, tracking, and reporting. The task management tool is for project managers of any industry who are looking to get their teams on one page through effective methods. This tool will allow managers to quickly see who is working on what and when. It will help the team to achieve their goals on time and also collaborate with their remote workers, if any. Task management is actually a part of project management and is the foundation for efficient workflow.
Why use a task management software?
When working on projects, there are many tasks to manage like meetings, phone calls, appointments, business trips, status, and reports. Every task needs to be planned to completion using a task management software. By using a task management system, you will have the ability to track your tasks, deadlines, and teams. It is a crucial tool for all your business needs.
How a task management software will help business?
As the workload is increasing day by day, it is becoming impossible to look after more than two or three tasks at a time. When it comes to getting things done at work, juggling deadlines and managing time constraints, there are a number of ways in which a task management tool will help your business.
To-do lists – You can prepare to-do lists to prioritize and complete tasks on time
Mobile support – Mobile apps enable users to access the system on the go
Document control – Control access to documents based on user role
Break down tasks - Breaks down big projects into smaller related and dependent tasks
Manage Tasks- Manage tasks assigned to one or more members of your team.
Categorize Tasks- Categorize your team's tasks with simplicity and ease
Task Deadlines- Create deadlines for tasks with automatic reminders
Assign Tasks-Assign tasks in a click, making delegation easy & effective.
Attachments-Integrations with third party apps and upload files from your computer, Google Drive & Dropbox
If you are struggling to keep up with your employees, you really need a task management tool for your business. A task management tool will have a monthly or yearly subscription pricing system. Be clear about your requirements and then select a suitable system for your needs.
Are you always keeping every aspect of your tasks in a loop? No? Start with what are your daily routine tasks? Write a to-do list. Set reminders. Send emails. Ever thought of choosing those things at work that makes each day count. Are you good at setting goals? By goals, it means planning those things that can help you save time. Project planning hacks will make your life much simpler and manageable.
Workplace productivity can be greatly improved with project management application that is an essential resource for delegating tasks, resource management, monitoring productivity, and making timely deliveries. There are certain productivity hacks in a project management app that can make your every day amazing. Try out the following hacks:
From work project to personal tasks, there is daily a long list of tasks in our hands. Make a sensible order to deal with all these tasks. Always make a plan to prioritize your tasks. You can use a project management application to tackle your daily tasks by taking into consideration the amount of time every task requires. Complete those tasks that are most important but do not keep on procrastinating the things. Try to finish the tasks that you’re dreading the most and prioritize the rest by order of deadlines.
Start and Plan Early
Devote our first few minutes of the day in planning and prioritizing your daily tasks. Your team’s tasks should be planned as per the requirement. This simple to-do will help you to have an idea of what all things you are going to do for the day and what are your goals. If possible try to plan you Monday tasks on Friday before you leave office or on Sunday evening. This will save your time on Monday and make you prepared before hand about your tasks.
Email Daily Thoughts
Email is a simple thing that we use daily for managing things. With the help of a project management application, you can share your daily thoughts easily and in a go. You can share your content ideas, thoughts, and daily ideas and can be nicely stored in a central place.
Keep Realistic Goals
Make sure that your goals are attainable by keeping your goals realistic. Tackle the tasks in simple steps by using a project management app. Do not be afraid of delegating the tasks to teams, you do not have to do everything on your own. Learn to say No to things and do not be overly occupied with daily tasks.
All the above hacks will surely improve your personal productivity. Project management app will provide you these productivity hacks for your growth. Make these your habits and you will see the difference. You will have a sense of achievement and you work quality will also show an improvement.
What are some of your favorite personal productivity hacks?
Using Gantt charts in a proper way can make the process of project planning and implementation quite easier. Before you begin to use online Gantt charts for planning your next project, here are a few tips you must consider.
Know the Project Purpose
Before you create a Gantt chart, first find out whether you need it for a project or a process. The reason is simple. A flowchart is a better alternative to diagram a process than a Gantt chart. That’s why it is important to determine the ultimate goal of the project before you begin planning for it.
Define the Timelines
Once you are done with the determination of project goals then next is to figure out how you can set the project timelines for the entire duration of the project. This should include the start date, end date along with the duration required to complete the project. If you are using a spreadsheet for the same then you would need a calendar as well. But if you want to automate things then using online Gantt charts would be a good idea. Also, this will help you keep in consideration weekends and holidays and avoid scheduling deadlines on the same. Another advantage would be saving of a lot of time and avoidance of big blunders at work.
Know the Inside Out of Project
To simplify the process of project planning, the best thing is to divide the project into small manageable components. The idea is to break the tasks into subtasks and so on till you can find out straightforward tasks which are easier to implement and consume less time. You can use Gantt chart table for a hierarchical list of work divisions which has tasks and subtasks and accurate timeframes to achieve them.
Create Progress Bar for Each Task
So, the timeline is set and the project has been divided into tasks, the next crucial step is to create a progress bar for every task. A progress bar is nothing but a horizontal bar which is in line with a particular task name and begins beneath its start date and ends beneath the end date. Make sure you do this for every task. Also, some of them may overlap which means two or more tasks occurring at the same time.
Define the Longest Path
The longest path or the critical path is about looking at all of the activities in the Gantt chart in way that you take into account the timing and dependent relationships. This helps you to determine critical steps which you cannot afford to risk else they would lead to delay in your project. In order to define the critical path, you can use lines to connect one task to another in case they are inter-dependent.
It is important to set milestones in every project as completing them keeps the sense of achievement alive in your team. Therefore, represent the milestones using a symbol that provides clarity to you and your team.
I hope the above points will help you in planning for your next project in a better way using Gantt charts. If there are any other tips you would like to share, feel free to quote them in the comments below.
With the advent of advanced technological tools, it has become possible for everyone to work from anywhere and at anytime. But this has also given rise to challenges such as team collaboration and communication. Every manager finds it tough to deal with remote team members and make them work on the same page. However, technology hasn’t disappointed us here as well. It has given us tools like project management software and online reporting software to collaborate with teams and stay ahead of project deadlines.
Makes Teamwork Effective
Every project manager wants his team to follow his guidelines for the project and accomplish milestones in time. But it is possible to impose your orders on your team members. The millennial generation just doesn’t love that and they would simply step out. Here comes the role of a project management software. A project management tool can help you assign tasks, set milestones, discuss ideas and keep your team aligned with the project goals. In all, it is a more sophisticated way to make your team work together in an effective way.
Manage Projects Easily
Managing projects especially in a remote team environment is no less than a battle in itself. In fact, it is not manually possible to keep a track of progress of the project as well as team members. A good project management software offers you a huge variety of project tracking capabilities so that you and your team members can clearly see the evolution of a project right from the beginning. It lets you track who has made the changes to a document, tag a colleague, review a document and do a lot more. You don’t need an email to communicate with your team members every time there is an update.
Makes Reporting Easy
Every work project is associated with reporting which is the most stressful thing to do. Most of the times employees tend to lose track of activities involved in a project and end up in chaos when it comes to reporting. With a project report software, you can quickly generate detailed reports including all the project-related activities associated with a certain project. This allows team members to dedicate their time to result-oriented activities without falling prey to stress of generating reports.
Speeds up Things
There are a lot of things involved in a project like reviewing documents or finalizing a design. But discussions over emails and phones can be time-consuming and often leads to a low productive outcome. On the other hand, using a good online collaboration tool can help you to automatically upload documents and allows reviewers to make changes accordingly. This speeds up work at both ends and helps to maintain a steady workflow.
Easy Access to Documents
A project management software gives everyone access to all the information involved in a project. So, the employees don’t have to store information onto a USB stick or create a lot of folders in their computer systems. Everyone can easily find any document from the project management tool without troubling the other one.
There are a lot more benefits of using a project management software and online project report software. Overall, it makes your project run easier.
It is a well-known fact that the secret ingredient behind making projects successful is team collaboration. But the benefits of collaboration aren’t just limited to achieving project goals. Collaboration helps in making employees more responsible, raising their motivation levels, and establishing a strong communication bond with them. That’s why many companies including startups have started using online collaboration software for managing their in-house and remote teams.
In case, if you are still doubtful about the idea that team collaboration can help your business then continue reading the article to know about the benefits.
Think and Brainstorm Ideas: Team collaboration activities is a common platform for every team member to think, discuss, and brainstorm their ideas and thoughts to achieve project goals. This keeps them inspired towards the final purpose and also instills a spirit of togetherness amongst them. This will help you accomplish projects and also reap profits for your business. If you are managing a remote team then try using a collaboration software where your team can brainstorm creative ideas whenever they wish to.
Clarity about Competencies: As mentioned above, collaboration activities are an opportunity for people to put their ideas in front of others. Doing this brings out a lot of clarity to the employees about their strengths and weaknesses. It gives them a chance to realize their core competencies and fill each other’s gaps. This helps them to work more efficiently as a team.
Speeds up Things: Effective team collaboration strategies fast-tracks progress at the workplace. For instance, a single person shall take few months to resolve a particular problem but a well-collaborated team can do the same job in just few weeks. This is because when a pool of talents and experts come together to handle a project then it get things done faster.
Fosters a Learning Culture: At times, team collaboration efforts may not be able to deliver measurable results. But they are never going to leave you at loss. When teams work together towards a common goal then it instills a learning environment at your workplace and also creates a lot of opportunities for growth and development. It gives them a chance to step out of their comfort zone and experiment new ways to create success in your business.
Look at the Bigger Picture: Team collaboration will help you to identify people with diverse skills and talents working for your business in their own specialized ways. Once you identify the differences then you can also find out the ways they can complement each other. So, even if your team doesn’t work the way you want them to, you can still reap positive benefits out of their partnership.
High Employee Retention Rate: When your team members get a chance to experiment, learn and use their skills to make your projects successful then they will have a sense of job satisfaction. Also, this makes them realize that their work and potential is being valued which gives them a good reason to work with you for long. Thus, effective team collaboration can lead to high employee satisfaction and retention rates.
A collaborated team can simplify the job of a manager and make working fun and stress-free. I hope the above points have made you aware of the benefits of a collaborated team. Don’t forget to invest in a good online collaboration software to ensure effective collaboration in your organization.
There were no death marches of time, all projects were delivered on schedule, and we all enjoyed our work. But in this whole process, there was a constant need of overtime to meet the final deliverables, frustration amongst employees and need of keeping track of everything.
Multitasking did become a part of our work culture. Though it is said that multitasking is a problem for all and it will kill your performance and damage your brain, but multitasking with project management software can be done without a fallout. If the software is managed well you can reach your goals faster in a convenient way.
Using an online project management is actually not like switching every second action. It is a strategy to handle the workload. It is essential to switch between tasks periodically but switching quickly is a bad idea. It is quite boring to perform the same task all day and your brain will become complacent producing a lower quality of work. So, there is a need of multi-tasking without the need of losing focus while switching between tasks. And a project management software is the best way to avoid the difficulties that come with changing tasks:
Find good distractions
When you have been working since long on a single task, it becomes difficult to keep the brain alert all the time. And taking breaks is a great way to keep brain focussed in order to avoid being carried away. Project management software will make a list of tasks according to priorities so that when you need a break from one task, you can switch to another knowing its priority. This will not affect your productivity by any means. Also, you will be able to schedule milestones and deliverable due dates all in one place. The schedules can be combined with mobile alerts and will make it easy for management to make changes.
Organized things in a perfect amount
Multitasking is ok but overdoing it can result in nothing being accomplished on time. A little of task A, a little of task B and a little of task C, will not lead to completing anything significantly. Many of us like to juggle a few tasks, while some us believe in doing one task for hours and then move to the next one. Everybody knows their capability as in how many tasks can they complete on their most productive days. So, a project management software will help you to organize tasks according to your capabilities so you do not need to overextend yourself.
Pay attention to the most required
A project management software will make it easy for you to identify which things need more attention. Something or some tasks need to be done before certain jobs and certain things can’t be delayed. You can set priorities on such tasks and complete them before continuing to next job. The productivity of the team will increase if you stop doing what you are doing to complete one of those tasks. You will just need to refocus once. With the help of a software, you can monitor all your processes and remain aware of these tasks to complete them in a smooth manner.
Project management is a challenging task and perhaps one of the most difficult. But when you are using online project management software you can handle the projects easily with easy multitasking. All in all, just remember to use a project management software in order to efficiently manage projects without the headaches.
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.
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.