Many times my team is revolving around the clouds of having too much work and not enough time to manage it. They are always looking for a good starting point that will offer them a systematic approach to identify opportunities to improve their productivity and efficiency. Kanban has been used to great effect in many industries from software industries to manufacturers. Kanban is being applied across various works to help teams optimize their work and manage tasks. If the following points are peculiar in your teams and business, there is a chance you need a Kanban software.
1. Projects are doing unless you ask questions
Managers usually see their project fading out if they happen to miss an eye on any part of their project. If the project is not of top priority in a company, it becomes difficult for it to survive. Every project needs an endorser as there are so many important things to do. So, a Kanban project management software will save your projects by not letting you forget about any of your projects. Until you finish a task, your task will be there on Kanban board until you finish it or intentionally cancel it.
2. Status reports are your savior to measure progress
Daily status reporting leaves a room for plenty of errors that are difficult to avoid. We all always try to escape from failures and relying on status reports will run your business in chaos. A project management system like ProofHub with kanban view can help you visualize all projects and present your status in real time. It will generate reports for your out of the box. So, if you want a scalable way of running your company, do as all Kanbanize does it.
3. Deadlines are not managed on regular basis
Certain projects take forever to move to the next step and we end up missing deadlines. Another important point that fascinates companies to invest in a Kanban system is when they start missing deadlines constantly. It is important to know what phase the projects are in so that the tasks are done before the deadlines arrive. When too many things are happening at the same time, it becomes difficult to handle it all. With Kanban, the project managers can have real-time view of coming deadlines and distribute reports easily to all stakeholders. With proper Kanban implementation, you will be always able to track your progress and become more efficient.
4. When you need to track time and billable hours
The process of tracking time and billable hours is becoming the need of an hour. One of the reasons for the failure of projects is that it proved to be more costly and advantageous. So, if this you have been facing this ever, you need to keep a track of resources, cost of tasks and billable hours to invoice clients. A Kanban project management software can be used to enter time and expenses into projects. You can also provide weekly time reports, work reports and cost reports.
Nothing will fall through the cracks if you and your team are working under the umbrella of Kanban. If you are in the growth stage you need to invest in a cloud-based project management system. Get into easy and fast professional services now and enjoy the advantages of kanban Board Sytem.
Long ago, project management software comprised of a pen, paper, and methodology. With the advancement in time and technology, online project management tools have become the mandate requirement in the project management landscape.
The benefits of project management tools are boundless. Essentially, they are employed for project planning, resource allocation, task management and tracking progress of tasks in projects. With these benefits, companies can boost their overall productivity and efficiency. Before we jump on to benefits of these tools, let us first talk about the essential functions of these tools.
Essential functions of project management tools:
There’s a plethora of project management tools available in the market. Most often they all share common benefits that companies can appreciate. Following are the common benefits that project management tools offer:
One stop place for everything
Before the advent of project management tools, team members would often struggle to store and save relevant information at one place. There was no way they can access information instantly. Today, almost every project management tool uses cloud technology, therefore accessing and storing project information is easier than ever.
Project management tools have put an end to email-volleyballing which would earlier waste a lot of time and effort. With these tools, team members can create, save and share documents with just a click. This encourages transparency at an organizational level.
When you are working on a project, you will need to interact with team members, managers, and clients to discuss or clarify any doubts. This is where online project management tools come into the picture. These tools encourage communication and collaboration between team members and other decision-makers. With the widespread of internet availability, team members remote or in-house can communicate and collaborate effectively overcoming space and time constraints.
With project management tools, team members can collaborate on projects by features like discussions, chat, online proofing etc. These tools make collaboration quick and seamless.
Task progress and monitoring
While working on projects, it is likely that team members can lose focus or be distracted. Therefore, having a software that monitors and tracks the task-wise and overall progress of projects can be of great help. It will help team members to gain clarity and if required, make changes in their approach for successful completion of tasks in projects.
Online project management tools make use of Gantt charts and reports to show overall progress and task-dependencies in projects. This information, if used wisely can help you meet project deadlines and deliver successful projects.
Choosing the right project management tool might seem overwhelming when you have hundreds of tools to choose from. ProofHub is one such tool that comes loaded with features like Online proofing, Notes, Online discussions, Gantt charts and more that will help you achieve your organizational goals, improve deliverability and rate of success. Therefore, it is the right time to choose an online project management tool for your business
How do you get your assignments completed on time? Does your project team works collectively as a team? This is a prominent challenge that every industry has to face with its team. There is chaos in the team, nobody agrees with anybody's ideas and plans and doesn't support the planned strategy. There is blame game in the team and lots of stress.
According to numerous studies, a project team will bring effective results when the teams are working together on a project. And that’s a challenge. So, how do you overcome the challenge? It's in your hands to create your team and here are the tips that can help you with the whole process:
Project management application
Are you investing in a right set of tools for your team? If not then you are probably losing much. A project management app will make it easy for you to assign tasks to your team, they can work collectively on tasks, communicate anytime anywhere on a cloud-based project management application and have a clear view of who is doing what. There will be no confusion with clear dependencies and you can have a credibility that your team will work together on a project effectively.
Identify the roles and responsibilities clearly
It is important for teams to know the objectives they are working on so that they are able to effectively work on their goals. Identify the skills of the resources available and whom to assign what task and who to contact at the time of crisis. You will always regret if your team is not clear about what are their roles and responsibilities.
Give them a chance to share their opinions
During the project, meetings give a chance to your team members to give their opinions, ideas, and suggestions on how the tasks should be done. They should be able to share their difficulties and any obstacles that will come their way during the project. Your team as a whole will benefit from each others opinion.
Manage issues related to your team and team members
With every project new issues, risks and items will get updated. Discuss sufficiently each and every issue related to project and team members. Understand and facilitate a problem-solving session to bring an effective change in the team.
Organize useful one-on-one meetings
Organizing meetings will bring a transparency in the team and you can have a constructive feedback. Conduct one-on-one meeting sessions monthly or weekly and make sure you are addressing the needs of every team member at the most. Keep a simple objective of the meetings and get more acquainted with your team.
Are you ready to get your project team working together? Teamwork is something that will improve contentment, communication, collaboration and success in a team. Team members should understand the need for each other and build their team by giving all they have.
Ensuring that the workload is equal and fair for everyone is an important part of management. Too much work. Too many deadlines. Inadequate work allocation. Daily overtime. And many more. If you have employees who is always complaining such things then you are definitely not doing your duty of managing the team’s workload. Make sure that there is no issue of workload allocation in your team’s as there is a big significance of your teamwork on overall productivity. You need to get to the root of the problem, understand your team members and work together on increasing productivity.
However, when the business starts to grow, it demands more manpower as the workload increases and due to heavy workload team members may feel difficult to cope with. Therefore, it is important to have a balance on your team’s workload with the help of a work management system. Here’s how you can maintain the balance:
1. Prioritize your tasks
The first key to allocating your team’s workload is prioritizing your tasks. Start from the top of your list and prioritize according to your important and urgent tasks. In an online work management system, you can set a list on the basis of how important a task is to your goals. The first tasks on the list that is of highest priority should be assigned to the associated person who should complete it. Finding the right balance when prioritizing tasks is important for maintaining the team’s workload. You need to have the vision to know what is the priority and not to prioritize tasks at an unnecessary level.
2. Review your team’s current workload
If you are not aware of the workload of your team, possibly you cannot manage it. Be sure of who is available for the week before you assign them the tasks and what are there already in hand tasks. Also, be clear about who is on your team and use reports from your work management system to know who is working on which tasks.
3. Have a friendly conversation
Before you come to a decision regarding any tasks, have a friendly and frank conversation with your team. Discuss the gaps that may affect their performance and follow a strategy with a managerial mindset. Have a personal and honest conversation that will help in creating a balance, removing any barriers and get the most out of your overworked employees. Show them the leadership love and care and they will be more motivated to work and carry the pressure with joy.
4. Review their skills and absences
A better way to manage your team’s workload is to have knowledge of when are they going to be around. Know their schedule, talk to them about upcoming holidays, include their plans on your list and accordingly assign the tasks. Also, review what are their skills and what they are capable of. Make sure their knowledge is up to date and they will be able to work on more projects with their skills.
Track and balance workload using ProofHub
With the above tips and using a work management system like ProofHub, you can manage the workload equally across the team and help your employees stay within timelines.
When it comes to planning an event, you have a lot on your plate. Managing resources, budgets, completing deadlines and coordinating people. As the holiday season is around the corner, the office party is becoming an expectation in almost every workplace. The job of planning for an office party can become a scary prospect if you are not following the right process. Holiday parties are also being organized in offices as a reward to employees for another successful year at work. It is a way to make your team feel special. This festive season reward your employees with a break. So, what are your creative ideas for your office party of this holiday season? If you want you and your employees to get into the festive spirit, plan your work celebration quite soon. Use your creative ideas creatively in the right way. Here are some tips for throwing a holiday bash to remember all year long:
Invest in a work management tool
Organizing a holiday party can be done much organized with the help of online work management tool. You can schedule your resources, gifts, decorations items, games and team building activities and plan your party easily with a work management software. Create a smooth and successful event to make sure everything falls into the place.
Holiday party invitations
Do not forget to design a holiday party invitation for your office party. Design your own online party invitation to reach out to your company’s employee list and to make sure that everyone has all the information about the party before time. It should reflect the theme of your event and has the all the details about timings, dress theme etc.
Decorations will grab the attention
You may often skip this part of the event considering it an extra expenditure. But trust me, decorations are something that will create the mood. If you are planning a Christmas party, get your office decorated with beautiful items. This will create a party mood and also you can get some beautiful pictures clicked on your social media.
Prepare for ‘thank-you’ speeches and awards
It is a good idea to turn your holiday office party into an event where you can appreciate your employees and thank them for their support and hard work. Prepare a short thank you speech to everyone and organize a couple of small awards or recognition to those who deserve it. Make sure your speech doesn't take too long or bores your employees.
Giveaways are a particularly flattering way to win the hearts of your employees. They will love the little efforts made by you. Create some memories with your team by organizing giveaways to employees. You can organize small activities, quizzes, team games etc. to bring the party spirit to your event.
If the thought of organizing an office party this holiday season is making you feel anxious, these tips will surely relieve you of the stress. Your warm gathering will become memorable when done right and your people will talk about it always.
Distributed teams are the latest workplace phenomena. Technology is enabling modern-day workers to work from different locations and time zones. It is exciting to see that companies and workers are breaking stereotypes ditching the conventional workplace practices. The urge to work with the best talents has led them to accept the concept of distributed or remote teams.
No matter how fascinating it may sound to work remotely but managing a distributed team is no cakewalk. It comes with its own set of challenges. Without any office chat software or proper guidelines and parameters, it can be challenging to manage distributed teams. In this article, we will discuss how you can manage your distributed team efficiently.
1. Have the right tools
Whether it’s a remote team or an in-house team, they need to collaborate with each other. One of the major roadblocks to effective collaboration is the lack of right collaboration tools. Do you know that 87 percent of remote workers feel more connected through the use of various collaboration tools. These tools help them to manage their work remotely and initiate online discussions from discussing ideas to brainstorming.
ProofHub is one such collaboration tool that can bring your remote teams together and help you collaborate despite being geographically scattered. Due to its in-built messaging and chat features, it also acts a perfect chat software for office.
2. Hire the right people
Dedicated team professionals are the secret ingredients to make a successful distributed team. While setting up a distributed team, it’s better to hire the people who are prepared or the ones already having an experience of working remotely. We suggest you go for the candidates who are self-motivated, good communicators and honest. Your team will only be a success when you pool the right talents together.
Once you’ve hired them, it’s important you show your full trust and confidence in their capabilities and give them some space and freedom to work the way they are most comfortable with.
3. Maintain regular communication
Constant communication is one of the biggest factors distributed teams thrive up on. If you ask why? Because regular communication is essential to keep everyone updated about the latest developments at work. If you are a project manager, you can set up communication channels and keep them open all the time.
Effective and regular communication fosters a positive work environment which would help team members to be productive and accountable. According to project management experts while working and managing remote teams it’s better to over-communicate than to under-communicate.
Along with these tips, always make an effort to appreciate your employees for who they are and what they do for your organizations. Shower them with some kind words for a job well done or send them little gifts to boost their morale.
In conclusion, building and managing distributed teams may seem little more than difficult but with the right tools and right people, you would be able to crack the code. In the beginning, it may take more effort and hard work but at the end, it’ll be worth every effort.
Today businesses are driven by productivity and collaboration. All of us are finding different ways to add more hours to our days. If we use technology wisely, we can see that there are hundreds of project tracking software available that can help you become productive - personally as well as professionally. But with so many project tracking software around, it can be confusing to choose one from the hundreds.
You just need to find the one that fits the bill for you and your business. Following is a list of productivity and time management tools that can save a good amount of your time and make you more productive. Let’s check them out.
ProofHub is a powerful project management software that can be used to manage projects. It brings together your team members, projects, and clients at a central place. You can create tasks, assign them to people, and track their progress. With ProofHub, clients and stakeholders can review and share feedback quickly.
It has features like Gantt charts, Online discussions, Notes, Reports and more that can help you manage your projects effortlessly. All in all, ProofHub is easy to use online collaboration tool that comes with a free trial. ProofHub is also available as a mobile app for Android and iOS users.
JIRA is a customizable project management software that easily fits into any workflow. You can efficiently plan your projects by assigning tasks, creating milestones and setting deadlines. It also allows you to track the work done by team members which makes it the right choice for teams who favors flexible work-culture and be more productive.
JIRA comes with a neat interface that can be easily understood by people using it for the first time. Not only this, it keeps coming up with new updates that provide better customer experience to users.
Project Insight is a web-based project tracking software which helps teams to access, edit and update project information with any supported browser. It allows users to create custom fields, custom items, and workflows. It includes free-training and provides comprehensive project-prioritization tools that can help professionals to manage their projects and time effectively.
Project Insight also offers real-time reporting and offers a secure way to share data with the ability to determine how much each user is able to see. Moreover, you can also integrate it with Microsoft Outlook or Office.
Launched in 2008, Asana is a project management software designed to meet the basic management requirements of businesses of any size. As there is no need to give access individually, you can easily share projects, tasks, and files with multiple team members in one go. Whenever any changes are made in them, you can choose to be notified by them or not.
Asana allows users to track their tasks and projects and generate detailed progress reports. Also, the software is pretty easy to use so you don’t have to worry about any learning curves.
These are some of the popular task tracking software that stood the test of time bravely. They are used by millions of people who are employing these software at their work or business to stay on top of things and be more productive. So when are you joining this bandwagon?
Is your project more complex to get the job done right? Reaching your deadlines, running the successful project and on time delivery is the basic requirement of a project. Project managers usually find themselves drowning in the sea of endless spreadsheets, paperwork, documents, and files. To get stuff done you may need a workflow for driving projects and the right tool to make it happen. And a Gantt chart software will help you plan out all of your tasks. With a Gantt chart, you can manage a complex project and it makes tasks easy to tackle. You can use online Gantt chart to figure out the delivery process of your project and schedule the right resources to get your project finished on time efficiently.
One of the greatest aspects of an online Gantt Chart software is the way it visually represents all the tasks that become easy to interpret. It gives an overview of the entire project and gets into detail of planning on finishing it. It also handles;
– What is it going to take for each project element to be completed
– What are the elements that are going to start and finish
– Overview of all of the elements in the project
Gantt chart is a valuable tool for project planning and for running the projects smartly for several reasons;
Different users remain on the same page
Gantt chart software is a centralized way to keeping project information to help align different stakeholders to easily share information and stay up to date with any of the changes made in the project. Gantt charts used to summarize complex project data to view only the information that’s most important to them. It also displays the broad view of milestones and other specific details about the project.
Enhances team productivity
The project team can have a good hold on projects with the help of Gantt charts. It enables the team to enter tasks along with their deadlines and all the progress information is displayed publicly. Team members can stay on the top of their project while allowing team members to hold each other accountable and thus increasing team productivity.
Time estimates and finding expected time
Another important thing that a project demand is to have a control over the time schedule. Gantt charts are also used to estimate the amount of time that a task will take to complete and when it comes to completing each task there comes a need for finding the estimated time. Also, when it comes to planning deadlines there is usually a need for fast completion rate.
Resource scheduling is an important part of project management that leads to the successful completion of a project. It works management to have a clear understanding of the tasks that are assigned and need to be completed. Use a Gantt chart software to evenly distribute the workload so that nobody is encumbered with more work.
Pick the project that best fits your business and plans it smartly using an online Gantt chart software.
When it comes to solving task management issues, there’s nothing quite like ProofHub, making it the most powerful alternatives to Trello in market. Task management has always been a big concern for both remote and in-house teams. Managing tasks become more complex when the demand grows and as business grows. There are more things to do, more discussions, more queries and more clarifications. Thus, there is a need of a task management software in order to get the workflow in the right direction.
As a Trello alternative, ProofHub has got everything to manage tasks in a simple way. It is a powerful tool that help things done better and faster. Also, it empowers teams to work together, get tasks delivered on time and be productive. Some amazing productivity features make ProofHub the best Trello alternative in the market.
Let’s see the unique features of ProofHub:
Keep work organized so that people don't have to wonder what they have to work on next and what's pending.
Speed up the files and document review process with zero defects. Save a lot of time during feedback sharing process and save yourself from repetitive emails.
Task management on projects becomes much easy with gantt charts. It makes tracking easy by collecting together everything you need when working on a project. It is a visual timeline for tasks to better plan the projects, manage resources efficiently and stay on track.
Apps for iOS & Androids
Access your projects, complete tasks with the swipe of a finger, catch up on discussions, track time, reply comments and what not with ProofHub mobile.
Workflows & Kanban Boards
Workflows and Kanban Boards in ProofHub will simplify the way you manage your tasks by defining their flow as per your requirement. Move tasks through stages and get better visibility across tasks.
So, to help better manage work with your teams and clients, use a project management software and stay organized.
Flow equals happiness equals success.
Are you a person who is addicted doing the work in flow? I believe many of you would be a flow addict here. Getting into glow every single day is a great way to create more productive work environment. Flow is not something that can be achieved easily, you need to keep a constant focus to experience it, taking over when you least expect it. It is not quite easy to being able to summon peak creative flow. To help you achieve state of flow here are some simple hacks. These tips have worked for many people. Try them out:
Work management software
A work management tool will manage your work hours easily, keeping your focus in line always. It gives you real time tracking system, report system, define priorities and much more to boost productivity. A work management tool is designed to improve business agility and boost results, and maintaining your focus. Being focused is one of the way of being in flow. One needs to focus all their energy on single task and a cloud based work management software has all the features to do the same.
Set clear goals
You might have the goals set in your mind but while you work you lose track constantly. Your goals can be vague and you will never be in flow if you are not setting your goals clearly in written. Set a goal for your tasks to complete. You can set your goals clearly on a work management tool and avoid getting deviated from the actual goals.
Plan your day
A day unplanned is a day wasted. It is highly essential to plan your day to do the right things. Make sure you have a plan and you follow it truly. Keep all the important tasks for the time when you are most energetic and easy tasks for the time when you feel burnout. Observe your emotional state throughout the day and make your plan accordingly. Make a schedule for your day around your emotions and see how you will never have a unproductive day.
Coffee works for all
Coffee is not something that just helps you to wake up, it will maintain your focus on work. If you consume coffee regularly it good, but it's even better for you if you are not a regular caffeine addict. Throughout the day, drinking coffee strategically will keep in multiple state of flow and you can cover your tasks in a go. Caffeine makes you feel more alert and energized; which is perfect state for contributing your best work. But too much coffee will start working counteractively. Consume it when you truly need it for best results.
Flow state is a mental state that will keep you in focus. Once you get to the state of flow, you will start noticing that you hardly lose track of time, your confidence will be at its peak and no tasks will feel too difficult, and nothing can distract you. Get yourself in set routine and you will in a flow state to come around.
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.