In business, finding more efficient ways of doing things can save you thousands of dollars, while avoiding potentially ‘mission critical’ mistakes and errors. Companies that understand this are able to take advantage of better processes and software in order to maximize output, streamline their workflow, and cut overheads and errors.
This all becomes especially important when a team is remotely distributed. Suddenly, you have countless more factors to contend with and limited communication to help you handle them. It’s much easier to miss a memo, or to repeat work that someone else has already completed when you live on the opposite side of the world to most of your colleagues.
Project management systems are an example of a tool that can help you to overcome these issues, avoid mistakes, and ultimately increase efficiency and productivity. An online project management tool is a program that allows you to create shared projects and then assign them to one or more team member. That, in turn, lets you track progress, discuss changes with others, and ultimately work much better.
Seeing as more and more companies are now working remotely, project management systems are more important than ever. Countless businesses these days simply couldn’t operate successfully without project management tools. Let’s take a look then at what they involve.
What is Project Management?
Essentially, project management means planning any project in such a way that it will be more efficiently completed and that it will be more resilient against unexpected contingencies. Often this will be a simple matter of switching jobs around and defining the order that those tasks will be completed. You’ll find this being applied to everything from web design, to content development, to manual labor and contracting jobs.
Say a house was being built for instance. It would be a project manager’s job to decide what got completed first, when supplies were ordered and who would work when. For instance, a project manager would likely decide that ‘weather dependent’ jobs be completed first. Why? Because that way, when it rained, other jobs could be done instead. Do the weather-dependent jobs last and then if it rains on those days you won’t have any work to do – meaning that the entire project takes more time.
‘Critical chain’ project management meanwhile focusses more on the time, the people and the materials necessary for a job and aims to ensure that everything is ready at the time it’s needed.
There are many schools of project management, but simply understanding that a project needs to be managed is the first step to a more streamlined operation.
Applying This to Your Business
When using biz systemization meanwhile, you will be likely looking at ways you can remove problems from going wrong and ways that you can thus remove yourself from the equation. Using ‘project management’ style techniques when approaching any new project can do this.
For instance, if you have a job for a client that consists of lots of smaller tasks, then which task will you do first? And when will staff order supplies? Which members of your team will you assign to those tasks? And how will you handle contingencies such as staff members calling in sick?
The better you handle the initial project management and the more you analyze risk, the less involvement you’ll need to have. Sometimes better business systemization is as simple as switching two tasks around.
Do more research into project management and you should find it has a lot to offer for your business!
The Role of Project Management Systems
So how might this apply to a company using online project management systems?
In most cases, the company would begin by setting up the new project. From there, they would then be able to assign the project to the members of staff that they wanted to work on it.
They would then be able to set a due date, write any criteria or instructions, and update the status as the project was continued.
Most project management tools, such as Nuvro, Asana, and Trello, allow you to add other features too – like subtasks. Let’s say that a project involves the creation of a new blog post, the subtask then might involve things like creating the feature image, while the status could be ‘assigned’, ‘proof’, ‘SEO’, or ‘completed’.
If the writer or the editor were running behind schedule and the project was unlikely to be finished on time, then it would be possible for that person to update the due date and to explain the reasons for the delay.
Similarly, if a member of the team had any questions about the project, they could post it there. And upon projects creation, it would be possible to attach relevant information, files, and links. Maybe that could include resources, or perhaps images to be used.
This then becomes incredibly useful if you are running a large blog or website that produces hundreds of new pages of content every day, each written by different contributors. Without this kind of project management system, the only method for keeping tabs on each new post would be to send hundreds of different email chains, with different members of the team copied in, and separate tools like Google Calendar being used to keep tabs on the dates and whether the deadlines are being met.
This all becomes even more valuable where the success of one project or sub-task depends on the completion of a previous one, or where a project is inherently much more complex.
As you can see then, project management, in general, can be used to save companies thousands of dollars and ensure tasks are completed to schedule and to standard.
Without tools like online project management software, it would be almost impossible to manage tasks like signing contracts online being handled by multiple team members, distributed remotely around the globe.
For all these reasons, project management software has become an indispensable part of the reality of business in 2019.