Whether you are talking about productivity or trying to organize a little team or plan a vacation, or getting everyone at the office to work on the projects and priorities, you will get many great project management system to help. For years, project management as a practice is taking projects to a new level. These tools are the way to natural progression.
To truly benefit from a project management system you need to not only know how to use it but also be cautious when picking one for yourself. In this article, we look at some of the unique features of project management solutions that make project management effective.
Table of Contents
- Project Management Definition
- Why Use a Project Management system?
- Choosing The Right Project Management System
- 1. Risk Management
- 2. Resource Management
- 3. Dependencies, Milestones, and Critical Path
- 4. Ease of use
- 5. Third-party integrations
- 6. Agile workflow system
- 7. Using boards to manage projects
- 8. Effective time tracking
- 9. Customizable Workflows
- 10. Native mobile app
- 11. Collaborate easily
- 12. Delegate tasks easily
Project Management Definition
In a case study by the Project Management Institute, the company Du Telecom credits its success of a 32% growth rate in its first four years to having a simple project management system for their teams. This clearly explains how important project management is and using a project management software you can turn difficult projects into easy projects. But what is project management? Project management is one process of planning, systematizing, and controlling the scope, budget, and time for the success of a particular project. The Project Management Institute, or PMI, was founded with the same goal of promoting project management.
The core components of project management are:
- What is the reason a project is necessary
- Quality of the deliverables
- Managing the project budget
- Securing corporate funding
- A Management plan for the project
- Motivating the project delivery team
- Managing the risks on the project
- Monitoring progress against plan
“Project management can be defined as a way of developing structure in a complex project, where the independent variables of time, cost, resources, and human behavior come together.” ~ Rory Burke
Why Use a Project Management system?
People from every industry today relies on online solutions for client satisfaction and better results. There are multiple uses of a project management tool, but keeping it precise, the three main reasons are:
- Visibility: View progress across all your projects, identify projects at risk, monitor timelines, and share project status in real-time.
- Accountability: Timely project updates to people at all levels, summary view of all projects, overdue tasks, avoid missing deadlines, and no more version confusion.
- Organization: Keep workflows tools in one place, have a central location for details & updates, store project file in a secured location, and get the template to stay consistent.
So, now you know the reasons to invest in a project management tool, now you’ve got to know the importance of selecting the right system and what you shouldn’t miss on.
Choosing The Right Project Management System
You probably cannot afford to make a mistake when choosing a system for your business. As the project manager starts to prepare a project plan, they need to define the scope of the project and schedule everything in the tool.
Let’s find out what features an effective system should possess if it is needed for project management.
1. Risk Management
A risk is any uncertain condition that might affect your project. There is particularly nor project without risks. From the start to the stages of development, there is a chance of unforeseen situation all the time, leaving big impacts all the time. Therefore, project managers use the process of risk management to minimize any potential problems that may impact a project’s timeline. Your system should be able to identify and manage risks in the project plan, for project managers to calculate all risks in advances.
2. Resource Management
Resource allocation planning is the process that describes what type of resource is needed and at what time that is critical for resource management. So, it is convenient to use a tool that offers resource management. On every project, resource management is an integral part that will make aware of the whole project cost and other related things. Therefore, it becomes really convenient to have a resource management function on a project management tool to calculate expenditures and distribute well the tasks along.
Example: Mavenlink offers solutions for resource planning, collaboration, and financial management.
3. Dependencies, Milestones, and Critical Path
It is quite common to dig into a project where the tasks are connected to each other, like the 2nd task may be connected to the 10th task. In these cases, tasks cannot be done separately from each other. It is fair enough to have a system where you can define all the development stages of a project, offering task dependencies. Also, setting milestones to mark specific points in a project will make sure if your project is moving in the right direction.
Example: Gantt charts
4. Ease of use
For most buyers, ease of use is a priority requirement for project managers unquestionably juggle numerous projects and people. They generally don’t like using tools that can be difficult to use and drain the resources of small businesses. The tool should be easily accessible by employees using multiple devices, it should have a minimalistic design with a simple drag-and-drop interface, easy functionality, and smooth maintenance and support.
5. Third-party integrations
With teams depending on project management system every day, it makes sense that your tool should be able to take and share data from other apps. An integrated suite offers functionalities that are relevant to various business for various purposes. This is one easy and direct way to take your project management to another level. Project managers look for system with popular options for integrations like Dropbox, Google Drive, OneDrive and Box. All of the top picks like ProofHub include integrations with Google Drive, Dropbox, and FreshBooks.
6. Agile workflow system
Agile is a methodology of project management, now one of the most popular methods of managing projects. According to the Project Management Institute and its Pulse of the Profession 2015: Capturing the Value of Project Management 2015:
- 75% of highly agile organizations met their goals/business intent
- 65% finished on time
- 67% finished within budget
It is clear that Agile organizations grow faster than non-agile. Agile project management tool will keep work in the flow so there is better transparency, brings agility and flexibility, helping teams to be more productive.
Poorly managed tasks? Try the all new Workflows and boards in ProofHub to get it all done efficiently.
7. Using boards to manage projects
Project management boards are the decision makers that will be helpful in connecting people who are working on the project. It focuses on the status of tasks, by which the task can be moved through stages. The teams working on projects can track what’s in-progress at a glance, managing projects in a visual way. Boards in ProofHub will help in a steady flow of tasks in a sequential manner, speeding up the process of task delivery.
8. Effective time tracking
More and more managers are longing for time tracking as an important feature for better planning, estimating more accurately and working with great precision. A project management system with a time tracking tool will improve the way projects work.
9. Customizable Workflows
Every team has to work on a different level of creativity because one-size doesn’t fit all. Customization is the way for modern teams to work effectively. According to the team’s needs, a system should be flexible enough to adapt to a unique process that tracks work progression. Custom workflows in a project management system will track work progress accurately. It becomes easy to know who is working on what and which stage of the workflow it’s in for easy monitoring.
10. Native mobile app
Project managers are often on the go, in meetings or running errands. Nobody wants to limit themselves to laptops. Mobile app is becoming the need to stay in the loop every minute. Project management mobile apps is a comfortable way to keep track of tasks, milestones, and deadlines.
11. Collaborate easily
Collaboration is a big part of project management and when you’re using a project management system, it should be one that makes it easier for you to be able to collaborate on large projects. It should allow you to share documents, files, status, timelines, and tasks easily and quickly with a large number of people. Discussions and chat should be easily done with respect to both remote and in-house teams.
12. Delegate tasks easily
When you’re managing a group of people, it’s a good plan to delegate tasks for the successful completion of the project. Your paid or free project management system should let you easily delegate tasks across all team members. You can assign roles to each person in the team and they can have access to the relevant information. They’ll have all the information regarding what needs to be done and what should not be done.
Why Teams Use ProofHub for Project Management
Here is a quick overview of some of the key features of ProofHub as a project management tool for teams:
- Real-time collaboration – ProofHub give users the capacity to work in collaboration with each other by focussing on individual projects and staying on top of everything.
- Sharing documents – Apart from real-time collaboration, ProofHub lets its users share and work on documents together from any place and any time. You can integrate third-party cloud storage apps into the system as well.
- Time Management – Time tracking is becoming a part of every project team. You can properly track the time of all the activities to make sure there are no missed deadlines.
- Reporting – ProofHub gives its user reporting feature to provides a clear picture of how the resources are being utilized, what is the progress of the project and streamline the data you need for a specific set of milestones.
- Ease of use – Easy dashboard and intuitive and simple to master.
- Gantt Chart – Gantt chart tool in project management helps to decide deadlines for the various projects and making the project plan.
You do not have time to waste? If you want a tool that drastically improves the work with everything you need for project management, may we suggest ProofHub? Try it for free!
The Bottom Line
There are many free project management system options available. Depending on the size of your business and your team you can make use of more specialized features. We recommend ProofHub as the best project management system if you are a part of multiple projects. It can definitely help you get your projects back under control.