Project management is a skill. If it wasn’t, there wouldn’t be so many books and courses on the subject! But even the most seasoned project managers know that it’s not possible to complete multiple tasks without the right tool.
No matter your skill as a project manager, there may come a time when the project you’re taking care of will grow so rapidly that you’ll need to lighten your overloaded mind.
If you are familiar with a great book called Thinking, Fast and Slow, you may know there are two parts of our mind: so-called Systems, System 1 and System 2. System 1 is automatic and we can use it to do everyday tasks in the blink of an eye. On the other hand, System 2 is used in the state of awareness. When System 2 is active, it’s all too easy to overlook everything that you are not focused on. This is what happens when an obstacle arises in your project and you have to focus on the solution. But what if there are more obstacles with different levels of priority?
Work smart, not hard
The answer is all about working smart. Systematically, effectively, efficiently. This could be applied to the whole company – using an ERP system is a big help in every department of entrepreneurship. Project management may be the most critical aspect of growing a business that needs a software solution. Many people associate project management with time tracking, but project management is so much more.
Split the project into easy chunks
The human mind may find it difficult to comprehend robust information all at once. That’s why bullet points, paragraphs, and checklists are so helpful in long-form texts. The right project management tool works the same way as meaningful text formatting. It splits the large data or tasks into small ones, that can be easily picked and completed. By splitting these tasks up, project management software can help enhance organization, track progress, and improve collaboration. Here are some examples:
Task breakdown and assignment
Project management software allows users to create detailed task lists, where each task can be assigned to specific team members, given due dates, and prioritized. Complex tasks can be divided into smaller subtasks, making it easier to manage and complete them step-by-step.
Gantt charts
Gantt charts provide a visual representation of the project timeline, showing the start and end dates of each task. This helps in understanding the sequence of tasks and how they interrelate. They highlight task dependencies, ensuring that tasks are completed in the correct order. This is crucial for identifying potential bottlenecks and ensuring a smooth workflow.
Read on: What is a Gantt chart and how does it help?
Kanban boards
Kanban boards use columns to represent different stages of the workflow (e.g., To Do, In Progress, Done). Tasks are represented as cards that move across these columns as they progress. They offer flexibility in managing tasks, allowing team members to see the status of each task at a glance and identify where attention is needed.
The science says, checklists work
When you finish a task, your brain rewards you in the form of dopamine and serotonin cocktail, which brings you a feeling of satisfaction. Of course, we didn’t implement a checklist to Vault ERP’s Projects Module to boost your hormone production, but it is a nice side effect. Checklists are important for managing workload and workflow.
Read on: How to unlock the power of checklists at work
Checklists in project management software help project managers by ensuring all necessary steps are completed systematically. They provide a clear, itemized list of tasks, which enhances organization and accountability. Each task can be assigned to team members with specific deadlines, making it easier to track progress and manage time effectively. Checklists reduce the risk of overlooking important details, ensuring thoroughness and accuracy.
Moreover, they offer a sense of accomplishment as tasks are checked off, boosting team morale. Checklists also facilitate communication and collaboration, as team members can comment on tasks, attach relevant documents, and update statuses in real-time.
Find room for improvement with reporting
Many project management tools include time tracking features, allowing team members to log the time spent on each task. This helps in estimating future project timelines and managing workload. You can generate reports to analyze the progress, performance, and time spent on tasks. This data helps in making informed decisions and improving future project planning.
The insights gained through time tracking can help you assign resources to tasks and monitor their availability and workload. This ensures that no team member is overburdened and that resources are optimally utilized. Additionally, it helps in planning the capacity of the team by visualizing the workload and adjusting assignments accordingly.
All your assets under one roof
One of the biggest benefits of using a project management tool is accessibility. You can access everything you need to work on project tasks in the one platform without the necessity to leave UI you are currently working in. Here’s how it helps:
- Centralized information: All project data is stored in one place, making it easy to access and manage information, reducing the risk of data silos.
- Improved collaboration: Team members can collaborate more effectively with shared access to project plans, tasks, and documents, enhancing communication and teamwork.
- Consistent workflow: A unified tool provides a consistent interface and workflow, reducing the learning curve and making it easier for team members to adapt and use the software efficiently.
- Enhanced visibility: Real-time updates and dashboards offer clear visibility into project status, helping identify potential issues early and enabling proactive management.
- Resource management: Streamlined resource allocation and management ensure optimal utilization of team members and other resources, preventing overburdening and underutilization.
- Cost efficiency: Using one tool reduces the need for multiple software licenses and subscriptions, leading to cost savings.
- Simplified administration: Managing one tool simplifies administrative tasks, such as user management, software updates, and technical support.
Bring more efficiency to your project management
Project management tools have many benefits. For some, they may be redundant, mostly because their projects are rather small and can be coordinated easily. But even micro teams with as little as 5 members can feel the difference of using tools that can boost their productivity.
Finding the right tool might take you some time. Do the necessary research and figure out how can you tweak company processes. Your new project management tool should work with the different software you are using for HR, sales, or even finances. That way it will fit into your daily workflow seamlessly.
Finding the right tool might take you some time. Make your research and find out, how can you tweak company processes. Your new project management tool should work with different software you are using for HR, sales, or even finances. That way it will fit into your daily workflow seamlessly.
Vault ERP’s Projects Module includes features such as checklists, Gantt charts, time tracking and much more that are designed to help businesses manage their projects.
If you’re ready to streamline your projects and save yourself some time, get in touch.
