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.
There are many resources, efforts, and time involved in accomplishing large IT projects. Moreover, every project comes with certain degree of risk with it. But neither can we stop working over projects, nor can we afford to put them at risk due to insufficient knowledge and silly mistakes.
If you are working on a long-term project, you definitely need to plan carefully to minimize the chances of failure in a project. In this article, you will learn about the key ingredients to make your project successful and how using a project management tool can simplify things.
Get Clear about Business Requirements
It is a futile exercise to begin working upon a project when you aren’t clear with the business requirements. Working on a project with poorly defined business requirements will lead to missed deadlines and overlooked customer expectations and demands.
On the other hand, clearly defined business requirements help you to work for the project in a better way. So, look out for customer feedback on a regular basis to ensure they are aligned with the business goals.
Set Smaller Milestones
The famous French proverb says it all, “Rome wasn’t built in a day”. So, you cannot expect your team to accomplish the entire project in just one go. It will take lots of planning, patience, efforts, resources, technology, and a lot more to set things right.
The better choice is to divide your project in smaller manageable parts and aim for smaller and achievable milestones. This will keep you and your team motivated and help you work in the right direction.
Teamwork Can Do the Magic
Competent and experienced staff can set the things right for you. They can help you in both planning and executing the project in the best possible way. With the right professionals working as a team, you can easily achieve your project goals.
That’s why every business expert focuses on the importance of team collaboration. You can use an online project management tool for team collaboration and management. A powerful tool like ProofHub offers you a virtual platform where you can easily manage big teams at one place.
It is critical to communicate about the business requirements, customer needs to every member of your team. Make sure your team is aware of the entire information about the project so that they can put in their best efforts. In this way, they will also be able to help you identify and resolve problems, conflicts, and weak areas.
Also, effective communication is important between you and your customers so that they can take care of the customer's expectations and find solutions accordingly.
Track Your Progress
Since managing a large project is a challenging job, it is important to keep a regular track of project performance. You can easily find a variety of online tools which you can use to track hours, user rates etc.
This will also help you share project report with your clients and fulfill their expectations. In this way, you can keep your team motivated and focused towards the ultimate goal of every project.
Project planning, analysis, estimation are quite important for its successful accomplishment. An online project management tool offers you greater flexibility and freedom to manage your project in the most convenient way.
With endless options of online collaboration tools available on the internet, it becomes tricky to find out the ones that would fit to your business needs completely. Gantt chart tool and kanban boards are two of the highly useful online collaboration tools which are used widely to manage projects online.
If you are still hunting for online collaboration tools for your next project then your hunt ends here. In this article, you will find the most popular online collaboration tools along with their amazing benefits.
Fulfill your Tasks with To-Do List
At times, there are projects which involve simple and straightforward tasks. To-Do list in an excellent and efficient feature for such projects which lets you set priorities and focus on right things at the right time. A to-do list is the best tool for your memory to remember the most important tasks and fulfill them before the deadline ends.
Benefits of To-Do List
Stay Ahead of Deadlines with Gantt Chart
If you are working on a time-sensitive project then online Gantt chart tool is the one for you. It has a timeline format which helps you keep a check on progress of the project and thus allowing you to meet the deadlines in time. A Gantt chart is the tool for team collaboration as it provides a common platform where all the members of a team can view and share information and plan their work accordingly.
And, this is where something like ProofHub, a popular and effective project management software, wherein you can have access to Gantt chart tool can be of great help. You can use it manage workload of individual team member and track their progress.
Benefits of Gantt Chart
Collaborate Seamlessly with Kanban Boards
Well, every project is different! Thus, you will need to have different tools for managing different projects. So, here’s another tool for managing projects in which you may need to accomplish a particular stage before you switch to another. A Kanban chart lets you create tickets which can be moved from one stage to another. The best part is that you can access the entire information in every ticket.
Benefits of Kanban
Try using online Gantt chart tool, kanban boards, and to-do list for your next project and you will yourself know the worth of using them.
There is a team and there is a world-class team. What sets the two apart from each other?
High performance. Better collaboration. More efficient. Better management.
There comes a point when everything goes out of hand. Lost attachments. Messy email threads. Bundle of spreadsheets. Everything becomes inefficient and you know now is the time you need a savior, something like a collaboration software.
But how do you convince your boss that the team actually needs one?
Here are some points you can point out to your boss for convincing them that you need an online collaboration software for achieving high-level business objectives at a faster pace:
“No more overtime”
Most businesses are overwhelmed with emails they are receiving throughout the day and they spend way too much time on checking them. By signing up for a software, the team can have access to all updates related projects altogether, without the need of checking emails every now and then. Thus, they will be able to save quite a lot of their time.
“No more headaches”
In the middle of a project, things may go missing and can result in a headache. Every company strives for better organization, and collaboration is the cure. The way you collaborate makes the difference on your projects. The team can have easy access to documents that will help in increased workflow using the software.
“No more bad relationships in team”
One of the important tasks is to build an effective working relationship between team members. But it can be quite challenging to do the same. And a collaboration software is an excellent way to for a team to know each other better and develop clear concept of working with each other to achieve a common goal. Overall, it will bring success to the company and save time and energy.
“No more lost connections”
To keep team members connected with each other they need a better way of communication. Workplace communication is mostly difficult when teams are remotely working. Project collaboration will enable long-term group interactions and sharing ideas within a team. The best ideas can be saved and utilized later during work.
“No more confusion”
It is quite time-consuming and confusing to look for an important item in the scattered work. A common place on a software can be used for collecting important files to avoid later confusion. You can quickly identify and access the file and can be shared easily, instead of being stuck in so many folders where there is a chance of looking documents. The whole team connected can share files easily and it can be stored so that assigned members can have access to it at the same time. Online collaboration software helps in sharing of a document in a streamlined way among the team.
Overall, it can solve even the most difficult problems and surely your boss can run team smoothly by using a software. It will bring better end results.
It is no surprise for a manager to face the truth that a challenge exist in every situation and it has a significant impact on the performance of the business. To overcome any challenge, it is important to recognize its existence.
Work is changing at a rapid pace and the team members and managers have to face a host of new challenges which are not easy to tackle. But it is well said that:
“Accept the challenges so that you can feel the exhilaration of victory” - George S
No matter what kind of challenge it is, there is a solution for all.
An effective management is crucial to the success of a business and to overcome challenges. But what will actually help you to manage the things? Of course, an online project management software is the solution.
Here are some functions of a project management tool that will help you and your team to conquer workplace challenges like a hero.
One obvious challenge for every manager is timely project completion. Project delay can result in a big loss for a company and it will lose its respect in the market. And if it continues for long, a company can go out of business. A project management software will help you to plan projects accordingly to ensure timely deliveries. It has tools like Gantt charts and time tracker to keep a track of tasks and it’s completion. You can also set milestones to make sure you do not miss on any important event.
What are your business goals and objectives? In the process of setting goals, the first thing you should know your goals and objectives. Then plan your work in order to achieve them. Using online project management software can help make setting goals easier and simpler. It will reform your business to reach new heights. You can set goals like marketing your products, improving the design, better service and much more. And using a software like ProofHub will help you to break down each goal to best key results.
Getting Rid of Messy Email Threads
How tedious it becomes to check those long email threads and reply to all in a go. There would be so many emails lined up and a project management tool will eliminate those confusing email threads to search important stuff. The team can have a single platform for sharing all important files, documents, new ideas and can be stored to view anytime.
As a manager, there are many duties to handle and out of all planning is at the top. It takes a lot of time in defining a path as to how things will execute, but a management software will save your much time. It is a good way to timely wrap up the planning process. You will get a central place to put all the important project related things and everyone can collect the points they need for their tasks.
Big projects mean more tasks. And it becomes more difficult to track who is doing what and where are the resources being utilized. By using a software, your every resource can be managed effectively leading to well-accomplished project goals. Tools like Gantt charts, time sheets, reports, tasks, to-do lists will be a great helping hand for management.
In nutshell, to keep projects streamlined and to conquer all the challenges, a project management software is essential. Simplify your work and be ready for success using the tool.
Working as an effective project manager requires a basic set of tools. A project manager will have demands and various responsibilities. There will be many things to do and not enough time to devote to all activities.
Healthy work management will follow a healthy work environment. And, the key to healthy work management lies in using a project management tool. With a project management tool, you can help your team manage their tasks and time better. If you're growing teams have access to such tools, you give them the freedom to perform in a best and quick way.
A project management tool will give you a solid foundation to build a proper management system. Let’s see how:
Share your work timeline on CALENDAR
All the people involved in a project will have to stay aware of everybody’s work activities. And online project management tools provide a calendar to its users that can be used to plan work for every single day. It will help all the team members to remember an upcoming event and task dates. Any important work commitments will not be missed any longer.
Projects can be linked with TIMESHEETS
One of the great features in a project management tool is the timesheets. Using timesheets with daily projects on a tool will result in greater productivity. It will help you to keep track of team’s performance by keeping a record of all time entries that they have devoted to their tasks. These timesheets can be exported for invoicing or billing. The time spent on a task can easily be tracked with automatic timer and can also be tracked manually. Overall, it helps an organization to stay productive and competitive.
Real-time REPORTING Features
Every task and project that is updated online is assembled in real time reports. Managing the tasks, teams, and projects with online project management software will provide an easy and simple view to all the tasks completed in a single window. You can give quick replies to any delay in tasks. The progress can be tracked in real-time by checking reports of all projects at once, individual projects, and reports of all resources at once. Thus, you can keep an eye on all your resources and projects.
Tool to PRIORITIZE TASKS
A project has big tasks and small tasks, some tasks are crucial at a time and some can be delayed. There are certain tasks that are dependent on other tasks. So, a team needs to know which tasks are of priority and when to deliver which task. By listing the priority of your tasks on management software will make work easy and streamlines. You can avoid wasting time and reach the deadline comfortably.
So, what are you waiting for? Pick a tool for your business that has all the required features and manage your projects in a streamlined way.
For s startup, a Gantt chart can be used as an effective tool to plan goals and analyze projects. When a startup is in its early stage, it’s main focus is to manage the day to day activities and have a reliable team to build the company and its services.
Adapted by Karol Adamiecki in 1896, and further by Henry Gantt in 1910s, Gantt charts display project schedules in graphical form of rows and columns. Online Gantt charts are a type of bar chart illustrating a project’s schedule and to see that the progress of the project is going as planned or not.
It gives a very simplified view of how long each task will take in excellent tracking and project planning tool to help complete every project efficiently. When used properly, Gantt charts will provide a number of benefits for startup teams. .
Let’s see how how :
Now tasks will be manageable
It is quite tough for a startup to please everyone and to create a great working environment. The main focus of a company is to deliver projects on time to the client without any overwork. A Gantt chart helps in managing tasks by splitting large projects into smaller ones. When a member completes one milestone, they can get the motivation to work better for completing the other tasks. This helps in managing the overall project , as the responsibilities can be shared by team members.
Now you can always track the work progress
Gantt charts are helpful in tracking the progress of tasks and also give a clear view of it. Before a task gets completed it is important to know where it has reached and have a clear visualization of the project. As a result, the problems can be addressed on time and solved for good results. With Gantt charts online, the progress of the project can be conveniently tracked.
Now you won’t miss any deadlines
For your startup, online Gantt charts is a necessity to maintain the entire timing of your projects submission. It will allow you to schedule tasks and you can plan the overall progress of the project by adjusting all tasks. Any changes made in one task will affect the other, thus the team will have an update on all dependent tasks and will complete it on time as they know the next task is dependent on their work. You can also see how much time the whole project will take and then accordingly plan your future projects.
There are plenty of new growth opportunities that the startups are constantly exploring. For the growth of a company it is quite essential to have an external support. A Gantt chart will provide that support and help the startup adapt to change and prepare for challenges that may come during a 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.