Remote project management, as the name implies, involves running a project smoothly and ensuring that it is completed on time and within budget, everything remotely. Without physical engagement, the most common challenges will be communication and motivation, both of which are critical for successful project management.
There are advantages and disadvantages to remote project management. The benefits include increased productivity and reduced turnover, all while cutting costs and gaining access to top talent. The disadvantages include ineffective team communications, a lack of company culture due to a lack of physical engagement, and a lack of company culture due to a lack of physical interaction.
Here are some strategies for effective remote project management:
1. Choosing the right methodology:
For some projects, you need to be careful while choosing a methodology. Only a few of these management methods are better suited to remote projects. If you want to effectively manage your project remotely, you should use a highly flexible methodology like agile methodology.
The agile method is highly adaptable, with processes that constantly change and adapt to changing circumstances. You will be responding to situations rapidly and managing the project in the fast lane if you use the agile method.
Scrum is another methodology. There is also a strong focus on constantly producing and updating deliverables. Scrum is more flexible and does not rely on leaders, enabling a team to self-organize.
In Kanban methodology, you visualize your team’s workload. The workload is separated into columns, and each column represents a stage in the team’s workflow. This method involves structured project management.
When choosing tools for remote project management, be sure they include all of the features you require. Before you start exploring for tools, make a list of the features you’ll need for project management and that will be useful while managing remotely. Also, ensure that these tools may be customized to your specific workflow.
Instead of forcing your team to adapt to the tools, look for tools that your team can easily adapt to and utilize without a learning curve. It is also important to ensure that these tools are simple to use and fit within your budget.
You should have a project specification document containing all of your project’s information. It should include information like the scope of your project, deliverables, and what you hope to achieve at the end of the project, and most importantly, the deadline. Your project specification document should answer three important questions:
– What is the project about?
– What are we doing, and how will we be completing the project?
– What is the deadline?
When working with a remote team, it’s essential to have complete details in a project specification document. Because communication can be challenging when working with remote teams, it is important that the specification document is made accessible and easy for colleagues.
A remote team can work effectively when they write down everything. Process documents work similarly to how-to guides for your colleagues. Keep these guides in a place that your team will find easy to access. As a result, whenever someone has a question regarding the project, they can get the answers directly from the document rather than having to wait for a manager to respond.
Creating process documents promotes transparency and ensures that all team members have access to company information. These documentations ensure that the entire team is on the same page. When documenting a process, make sure that the process scope is defined. It should include answers to the questions of what the process includes and excludes.
Excellent documentation will include all relevant information without filling the document with unnecessary information. Make sure to include the steps to complete the process as well as the names of the stakeholders involved with the project.
5. Checking with your team regularly:
When managing a remote team, it is important to do regular check-ins to ensure that clear communication is maintained at all times. If you do not make an effort to connect with the team, you are not working as a team.
Regular check-ins provide an opportunity for team members to discuss issues and answer queries. This small communication touch allows a project manager to maintain track of the overall project’s progress. One-on-one meetings with team members will help you in monitoring progress, resolving challenges encountered by your colleagues, and modifying work to accommodate changes.
When you are a project manager handling a remote project, you must be well-prepared with all the relevant information that will aid your project management. These five remote project management tips can significantly help you with your progress. With the right tools and knowledge and some training from the right consultants, you will be ready to face and challenge any remote project management.
In this blog, we going to discuss the 10 project management tips for small businesses’ success.
Small businesses have the chance to grow and improve. It would be beneficial if you didn’t waste any time in making exceptional efforts to ensure that campaigns run smoothly. Project management may look to be a demanding task, but with the right steps, you can launch a successful marketing campaign that will help the business thrive.
The following are the top project management tips to help you take on a project.
1. ESTABLISH CLEAR OBJECTIVES
Before you do anything else, you must establish the scope of your project and the goals you wish to achieve. It is difficult to establish a starting point, boundaries, and execution plan without a clear goal of what you want. If you have a small team, you must make sure that everyone is on the same page as you. Make it clear to them what you expect from them and what you want each role to accomplish.
2. KEEP A BUDGET AND STAY ON SCHEDULE
It is essential to develop a realistic plan that you can manage. Small businesses have limited resources that should not be wasted. It would be helpful if you were not overly ambitious with your marketing campaigns, especially since when everyone has access to a wide range of low-cost digital tools.
Create a step-by-step plan and manage it until the process is completed. Setting and achieving goals becomes more manageable, especially when you stick to a schedule. Having a backup plan and learning to work around obstacles will help you avoid further frustration. Being on budget and on time also means choosing and implementing appropriate applications to make project management easier.
Utilizing programs can simplify customer simulation, road map simulation, story mapping, backlog management, and more.
It is not true that a small business cannot compete with larger businesses. While the difference in size and income is evident, it is even more critical for a small business to have the right set of processes in place to get things done correctly and on time. You may be a sole proprietor or part of a small team. Setting protocols and ensuring that your team completes their tasks effectively might make the difference between a small business and a serious enterprise.
4. MANAGE PROJECTS INTO PORTFOLIOS
Projects come and go, but one constant should be the exchange of information and resources. As a fundamental premise of project management, having projects with similar elements grouped in a single portfolio will be beneficial. If two separate projects have the same resources or schedules, completing them together may save more time and money. A portfolio can be managed by a single manager who needs to take practical steps in resource management.
Getting in touch with the people you work with is crucial to the company’s success. Employees that are unable to assist you in managing day-to-day operations use company resources that would be better spent on employees who work hard. If you need to fill a position at your business, you can temporarily hire new employees to cover the vacancy. If you are unable to hire employees, you might ask your team if they would be willing to fill in a schedule over the weekend.
Project management means getting things done by delegating tasks, setting schedules, and providing updates. The most essential part of working with a team is keeping them informed at all times. Keep them informed at all times, especially those who are working on the project with you. It will help in the prevention of bottlenecks, confusion, redundancy, and a chaotic work environment.
You can use communication apps and project management tools to which your team members can be added. Your team can also use and engage with these tools to keep everyone updated on the status of the project. There’ll be no need to go back and forth when you can make specific tasks finished.
7. PROMOTE ACCOUNTABILITY
Roles are important in business. When working as part of a team, everyone must have defined roles and responsibilities. Likewise, they must work with their teammates to ensure that the following tasks are synchronized or fit together like a puzzle.
As a business owner, you must also ensure that your employees understand the value of admitting mistakes. It demonstrates character, and the person is more likely to win trust and respect within the team for not blaming others.
It’s essential if you’re planning to start a remote workforce. These workers will not be working in the same location but will complete their tasks offsite. You must be aware of their specific roles, and they must be aware that remote work does not mean laziness. Management methods will differ, but you must be proactive while working with remote teams that you must guide online.
Being a business owner requires more than just interacting with your employees. You must also deal with merchants, shippers, and financial partners who are associated with your brand. They are the third-party associates with whom you may have contracts, even though they are not entirely owned by your company.
Suppliers provide the products, and shippers deliver them to your customers. Additional resources are provided by financial partners. You’re probably working with a lawyer to help you navigate the legalities. Maintaining strong relationships with them keeps your business afloat and by the law.
9. ASK FOR EXPERT OPINION
If there are other people you don’t directly work with but who have expertise in the project you’re working on, these are professionals you can turn to for help. Some projects are worthwhile to investigate, and you may require expert assistance to completely express and understand the project itself. For example, suppose you’re an architect working on a church that necessitates a large number of gargoyle statues. You’ll need to enlist the help of a historian or someone knowledgeable about gargoyles. While pride is important, it is sometimes wiser to ask for help.
10. KEEP ARCHIVES OF PAST PROJECT
If you happen to acquire the same job, it will be helpful if you have documents or files from a previous project that you may refer to if you need some references. Projects are always reported on, including the resources and people with whom you’ve collaborated. You can use these files to gain insight into how to handle your project on your own and use the same tools.
To be successful, project management requires a few things: an objective, planning, execution, methods, and the right people. It’s primarily about adopting procedures to keep your team on the same track as you. In addition to them, you have third-party merchants and professionals to keep your business running smoothly. There are numerous layers to project management that are worth exploring.
Trello, like Pinterest, was conveniently laid
out in visual tables.
The development of a checklist within a project
The tagging of another team member to a project
board was fast.
Too many boards have made it hard to quickly
In attempting to reference something inside a
project, I found myself spending too much time searching for details.
The look and feel of the product seemed to be
less professional than other tools I have used for project management.
Trello Review – Trello is a project management platform designed to help people and teams work well together and keep their projects coordinated. They offer a freemium model that allows an infinite number of boards, lists, and cards to work with users. Cross-functional divisions may also be combined with it.
There are several different versions of the app, and this
review will mostly focus on its enterprise options.
In what Trello refers to as boards, every aspect of a
specific project is placed. Each board is categorized using lists, with each
list containing individual cards that have additional project specifics, such
as the participating team members, task checklists, discussions, and comments.
For easier searching, cards can be annotated with labels.
Inside a single board, users can sort cards and locate a particular card using
the search tool at the top of the page.
On any mobile device, including smart watches and Kindle
Fire tablets, Trello is available. In real time, any updates or modifications
to boards, lists and cards are made as data is synchronized automatically
across all devices.
Trello is a free service that allows users to operate with
an infinite number of boards, lists and cards. One Power-Up per board can be
added by free users. The number of people with whom users can collaborate on
the free version of Trello is unrestricted.
These paid options are provided by Trello:
Trello Business Class-Trello Business Class
contains not only the characteristics of a free account and Trello Gold, but
different business-oriented characteristics for enterprises. Business Class
users can also install boards with an infinite number of Power-Ups. More
details are available in our Features section below.
Trello Enterprise – Organizations with more
extensive requirements should opt for Trello’s Enterprise plan, which provides
features tailored for large corporations that must manage projects with several
Ease of Use
The quick, visually appealing UI of Trello makes it
extremely simple to use. I was able to easily navigate the app only five
minutes after I signed up, making cards and boards like a pro. Most of Trello’s
features include drag-and-drop, and all the information about a mission can be
accessed by double-clicking the card.
Trello has many user-friendly functions, including the
ability to mark the cards for better organizing and via power-ups to
incorporate more advanced features. One of the main selling points of Trello is
ease of use, and it is one of the reasons that users appreciate the most on
review pages. By subscribing to a free Trello plan, check it out for yourself.
Trello is so simplistic that we do not consider it a
complete solution for project management. Instead, it is more like a program
for job management. To build to-do lists, delegate to-dos, and coordinate
upcoming tasks, you can use Trello.
Trello also has some fascinating and realistic features that
the app has already built in. Here are the features that you can expect to find
(including those that are available as Power-Ups) inside Trello:
Dashboard: The key knowledge center is Trello’s home
page. This page collects information from all your boards and shows important
things for your convenience (such as upcoming due dates). Before jumping into
activities, Trello’s home page is a great place to go to get the general pulse
of your projects.
Project Management: In Trello, on numerous boards,
tasks are coordinated. While there may be different uses for Trello boards, it
is better to view them as representing projects or goods that are continually
evolving and developing. Every board consists of one or more lists (composed of
individual cards) that “represent a set of ideas, things to remember, or
different phases of a workflow.”
Tasks: As Trello’s most basic aspect, cards can
reflect everything from tasks to new features, legal cases, problems with
customer service, or story leads. Cards may represent consumers or future
employees as well. In the 3×5 card
metaphor, the folks at Trello are invested. Users must turn the card over to
look at the ‘back’ to display card information, such as subtasks, attached
files, descriptions, and so on. In true kanban fashion, to signify progression,
individual cards may be shuffled from one list to another.
Gantt Charts: While Trello does not offer Gantt
charts as a built-in feature, via several Power-Ups, this tool is available. I
added one to my board named Big Picture and I considered it satisfactory. It is
not quite as robust as you find the Gantt charts built into other apps, but I
am glad it is an option at all.
Time Tracking: Time tracking is not a built-in
feature, but with a few different Power-Ups, you can access it. I added my
boards with the Chronos Time Tracker, enabling me to log time on individual
cards and export my time to an Excel spreadsheet.
Calendar: Each board also has an optional Power-Up
calendar that allows users to display their calendar cards. To change due dates
with this calendar integration, users can switch between week and month modes
and drag-and-drop cards between calendar days. Importing these feeds into
external third-party calendars is also possible. You can easily import several
iCal feeds and merge them into a single view on your external calendar if you
need or want to view all your board’s cards in one place.
Messaging: You can interact by leaving notes on cards
with your team members. Using @mentions to get the attention of particular
Email Configuration: Trello is automatically programmed
to send you periodic emails updating what’s going on each of your boards. You
can change your settings so that Trello can regularly, immediately, or never
give you these emails. To build Trello tasks, you can also use email. You may
either draft an email or forward it to a special email address associated with
your board at Trello. The subject line of the email becomes the title of the
card, and the body of the email becomes a summary of the card. The card also
automatically adds any files attached to the email. There are also ways of
assigning labels and adding members via email to the new card.
Power-Ups: Power-Ups allow users, with card aging and
voting features, to boost the functionality of their boards. Card aging is an
especially intriguing integration that seeks to highlight cards that have not
had any recent operation. When card aging is allowed, inactive cards begin to
slowly disappear or yellow, fade, and crack like an old treasure map if the
Power-Up is in Pirate Mode(!)
User Types & Permissions: Three different types
of Trello users can be created: regular users, observer-level users (only
available with a Trello Business Class subscription) and virtual users. Most of
the members of the account have regular user status. Observers are restricted
to read-only access, as the name would indicate.
Many who have been invited to join a board but have not
officially confirmed their account are virtual users. Different permissions may
also be issued to users. Board administrators, for example, have the authority
on boards to alter something. Some users are only given access to one board.
Other users have member status with the association, which means they can
theoretically see all boards in an entire organization.
Templates: It gives you the ability to turn a template into any card. Simply press the ‘Make template’ button on the back of the card.
Attachments: Users can add several attachments,
either from computer hard drives, Google Drive, Dropbox, Box, or OneDrive, to
their Trello cards or by pasting them into a connection. Documents attached
from file storage programs connect back to the document’s original copy when
attachments from a user’s computer are copied into Trello. One of the features
I really enjoy is that Trello automatically places the image (known as a ‘card
cover’) on both the front of the card and in the header of the ‘back’ of the
card if you connect an image file to a card. That makes it simpler to quickly
recognize cards. Trello attachments can
also be previewed without needing to download them by simply clicking on the
thumbnail of the attachment, which I find useful.
Customization: To customize the backgrounds of their Trello boards, users can choose from different colors and pictures. The size of the file can be restricted by the plan tier. Using stickers, It is also lets users customize their boards. Stickers are an unnecessary yet rather whimsical element, a’ simple but enjoyable way to add visual flair to your Trello cards.’ They may be used for practical reasons, for example, to show the status of a card, or only for kicks and giggles. Custom stickers can be submitted by users with paid subscriptions.
It is aimed at enterprises of all sizes in all sectors. Below, we have identified 10 of its clients:
British Red Cross
Deutsche Bahn AG
Government Digital Services
Either on the Trello site or through their Google accounts,
individual users can create a Trello account for free. Companies who are
interested in a paid plan will directly contact Trello’s sales team.
For customized implementation and onboarding, clients on the
Enterprise pricing plan would have access to a dedicated account executive.
Trello Customer Service & Support
Trello customer support is only accessible via email and web ticket; you cannot contact a representative via live chat or call in with questions. That implies that you will have to wait by email for answers to your requests. When I see that email and web tickets are the only ways to reach help, I am still a little disappointed. It is good to be able to call in and get an answer within minutes in some situations. Fortunately, during business hours, It is fast at responding to messages. I got a thorough reply in just over an hour when I sent in a support request. Here are all Trello’s choices for support:
Email: During normal business hours, It provides all users with email support (Monday through Friday, 9 AM to 5 PM EST). On big holidays, It is closed.
Contact Form: By filling out Trello’s Contact Form,
build a support ticket. In your post, make sure to be concise and clear and
include attachments to any related screenshots or documents.
In-Software Help: You can find links to Trello’s
knowledgebase and community platform inside your Trello dashboard. You may also
request a contact form or check your dashboard for help documents.
Knowledgebase: Various Trello Knowledgebase guides
and articles help to clarify the basic principles of the app, enabling users to
troubleshoot specific problems.
Community Forum: It has a community forum that is active. Comments and questions are often posted by users, and other Trello users (and often Trello employees) respond with suggestions.
Videos: It has 18 on-demand webinars available covering topics such as getting started, using agile, and integrating automation into your Trello account.
Feature Requests: Send your requests for features via email to Trello. It is frequently adds features to its software. In its “Trello Development Roadmap” board, you will see prior additions.
Blog: The company’s blog is well-written and always
appears to be updated.
Social Media: It has a page with news releases, posts, announcements, and the like on Facebook. A similar feature, complete with posts, updates, and fun and creative suggestions about using cards, is the Trello Twitter feed. On LinkedIn and Instagram, Trello is also active.
An infinite number of forums, lists, members, and
attachments are part of the free edition of Trello. Users can attach files of
up to 10 MB from their computer or from Google Drive, Box, Dropbox, or
Microsoft OneDrive. With one app (via Power-Ups) per board, they can also
The Business Class plan costs $9.99 per user, per month (if
charged annually) (if paid annually).
Costs are tiered and differ according to the number of users
for the Business plan. For an exact quote, contact the seller. The Enterprise
plan provides single sign-on access, advanced Butler functionality (unlimited
command runs) and enhanced security features, such as attachment limits and
general permissions for the organization, in addition to the features in the
Business Class plan.
It does not accept hierarchies that demonstrate relationships between tasks and projects. Users have also stated that, instead of only organizing them in a linear fashion, It could add more versatility and customization to arrange cards.
Here are some Trello Alternatives.
Why Restyaboard is the best Trello Alternative?
With Restyaboard, you get a free Trello alternative that
offers team and project management, all the while catering to traditional Agile
frameworks. Restya’s open-source project management board focuses on minimizing
the human interaction in the process of project management, thereby elevating
the efficiency and accuracy.
A Kanban tool for businesses of all sizes, which helps with
creation, importing, adding boards, keyboard shortcuts, organization
visibility, user permissions, calendar and more.
As an alternative to Trello, his project management platform is one of our top recommendations. Restya also helps you to be more open to clients using the Questions tab, much like most simple project and team management applications. Here are the some Restyaboard Feature
Frog Creek Software released Trello in 2011 as a free app to help individuals and organizations remain organized and communicate with their teams. Up until 2012, when it became available on Android devices, the app was originally only for iPhone users.
Trello’s Trello Business Class, a paid business plan, was
introduced in 2013.
In 2014, the business spun off into its own company called
Trello Inc. It was purchased by Atlassian, the Jira Software provider, in early
2017. It has gradually grown its client base over the years, most recently to
over 19 million registered users.
One interesting fact about Trello: Taco, the co-dog, founder’s is his spokesman.
No matter what profession you’re in, work is about getting things done. Both project management and task management are ways to achieve this. These two concepts, project management, and task management go a long way. They are often used interchangeably. But what do they mean by that?
We’re here to help you out. We’ve broken down what project management is, what task management is, and how similar they are. We also elaborated on project management vs task management to better highlight the differences between the two.
So, let’s get right to it. Here is everything you need to know about Project Management vs Task Management.
What is Project Management?
Before we get into the differences between project management and task management, it is important to understand both of these separately and what they involve.
According to the Project Management Institute, project management can be defined as “the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.”
In simple terms, project management is the overall management of all tasks and goals related to the project.
What is a project?
People have often used the word “project” as a loose definition to cover different things. However, the majority of definitions accept that any project requires the presence of three defining characteristics.
These characteristics include deliverables, a start date, and an end date.
Deliverables are those outcomes that a project should accomplish. The aim of the project itself should be to create these deliverables.
Another defining characteristic of the projects is that they are temporary. In this sense, each project should have a set start date on which all work to reach the deliverable will begin, as well as a set end date on which the deliverables will be completed.
Project management is the process of making sure deliverables of the project are produced by the project end date. It can take on several different methodologies to complete the project.
Project management also uses project managers to head projects due to the complex nature of the entire life cycle of the project. Project managers ensure that the project runs smoothly and delegate tasks to the project team to ensure that the project deliverables are met.
When we refer to the delegation of tasks, this is done by breaking down the project deliverables into individual tasks. These tasks, which are broken down from the deliverables, are then assigned to the team members to be completed.
Tasks that are created from the end deliverables can either be run simultaneously during the project.
Other types of tasks created in this way have what is referred to as dependencies. This means that certain tasks may depend on the completion of other tasks before they can be carried out.
When explaining the project management above, we discussed how tasks may be subdivisions or subsections of projects. However, these are not the only types of tasks that are possible.
You may notice that you have entirely separate tasks that you need to complete daily.
It is the process of managing these tasks, that is, scheduling, delegating, and completing those tasks which are referred to as task management.
Such tasks outside the scope of a project could be either recurring or ongoing, one-off or daily business tasks.
Tasks may be of several different natures and be small or large in the amount of time they take. It is the range of possible activities that can fall under the term “task” that makes the concept so broad and detailed.
Tasks are usually not delegated to employees by project managers, but rather are assigned by team leads, other colleagues, or may even be assigned individually.
Project Management vs Task Management Similarities and Relation
Now that we have defined both task management and project management independently, it is time to see how similar they are to each other.
After all, there must be a justification behind the two words used by many individuals and organizations, project management and task management, interchangeably.
As we mentioned, projects need to be divided into a set of small, manageable tasks for the project to be completed and delivered on time.
Therefore, both project management and task management go hand in hand.
Project managers need to have project management skills, but they also need to have control over the ability to execute tasks effectively to be competitive and successful in their projects.
In cases where you have tasks that are independent of a project, you could be dealing with multiple similar tasks that might be seen as a project if you put them together.
Therefore, it common for people to use the terms project management and task management interchangeably.
However, this could be confusing, and it could turn out to be misleading. To add to the effect, if you consider the differences between project management and task management and any of the related variables, you can understand the concept clearly.
Project Management vs Task Management Differences
The main difference between project management and task management is the connection between the individual tasks.
As mentioned above, the tasks that are created as a result of making projects more manageable are all connected to work towards the wider project goal. Often, this connection goes even further if you consider the dependencies we described above. Dependency tasks are sequential in nature and mutually dependent.
To elaborate on task dependencies further, let us consider you have a project to organize a birthday party.
For this project, you will have to set a date, decide on a guest list, finalize a location, send out invitations, and so on.
You will only send the invitations once you have decided on the guest list and finalized a location. Therefore, the task of sending out invites is dependent on these two tasks being complete first.
In project management, you will have many such tasks that have task dependencies and with limited resources, tight deadlines, and budgets you have to make sure the sequence of tasks is completed appropriately.
This is not the case for task management where tasks are mostly independent of each other and their management calls for different skills altogether.
Project vs Task Management Software
With task management software you are getting a platform that helps you keep your to-do lists and other notes and daily tasks organized and in one place.
Such software aims to help you move one task along before you begin on another one. Usually, these tasks are independent and not related to one another.
With the help of such software, you can add tasks, categorize or organize them as you please, as well as set any due dates related to them. And these are just the basic features most task management software offers.
There is a load of task management software to choose from to help you stay on top of your tasks and be organized. So many so that the choice can often get quite confusing.
Most task management apps are simple and easy to use and are task-driven to help you get the job done.
On the other hand, project management software is aimed at helping you coordinate projects.
Project management software provides a collection of tools and features that aid in your project planning, collaboration efforts, organization, and delivery of projects. They offer a single platform for all these tools so that you are not jumping between different applications.
While most, if not all, project management tools can be used as task management software as well. The opposite may not be true.
Task management software maybe project management software but most task management software is simpler in design and the features that they offer.
Project management software offers all the tools and abilities task management software provides in addition to multiple other features. These features could range depending on the tool that you choose.
Common project management tools include planning features, task dependencies, milestone tracking, file management, resource management, time tracking, and more.
They also offer features such as Gantt charts and other visual aids that give you the option to track the progress of your entire project.
Furthermore, you can even run multiple projects at the same time and use project management software for them all, which is the case for many project managers.
Restyaboard as Your Project and Task Management Software
Restyaboard is one of those project management software that we mentioned above that offer both project management and task management all in one.
With Restyaboard you have all the task management features you could need. This includes the following:
The ability to create tasks
The option to assign tasks to as many team members as you want
Task descriptions to ensure each team member knows what is expected of them
Task start and end dates so that tasks are completed on time
To-do list items to keep everyone on track
Task priorities so that each team member works on the tasks that are top of the list
Status updates so that you know how each task is progressing
Ability to create recurring tasks
Apart from these task management features, Restyaboard also offers a platform for all your project management needs, taking off from robust planning to execution, and going all the way to successful delivery.
Here are some of the project management features you can use with Restyaboard:
Timesheets features for productivity checks and easy invoicing
Meeting management features to create meetings and note down meeting minutes
Issue management so that you and your team can identify any problems that arise during your project and rectify them efficiently
Risk management to highlight any potential risks that could arise in your project with a risk matrix for visual representation
Ability to view your project’s progress on Gantt charts with task dependencies and milestones
Kanban boards for a simple organization of your tasks with work in progress limits
And much more.
Having said that, mastering both the elements of task and project management is more a practice than a task. Clock your hours, remain consistent, and adapt to adversity. That is one of the most successful ways to ensure productivity on all fronts.
In this article, we going to see the 5 important Project Management Skills for every Project Manager must-have.
With the sudden change to remote work forced as a result of the outbreak of COVID19, the need for effective project management has increased significantly. This has increased the responsibilities a project manager usually handles.
Handling a remote team and coordinating multiple projects becomes challenging when the project manager has to work on specific deadlines. To achieve all this and ensure quality results, the project manager must have certain project management skills.
Here are five important project management skills a project manager must have:
1. Time Management Skills:
Time management skills are a must for any project manager to effectively handle multiple projects without delaying them. Effective project managers use project management tools to manage tasks well and deliver projects on time.
The best project management software comes with in-built time tracking tools to help managers understand exactly how much time a certain task takes. This helps to create a clear timeline for team members to achieve the project goals within a given timeframe.
A project manager needs to be able to perform multitasking effectively without confusion within the team. This needs strong organizational skills to prioritize tasks. Keeping all aspects of a project organized means designating tasks and documenting processes for future reference.
Organizing the workflow for best results is crucial to ensuring the processes run smoothly. Without organizational skills, the team will not be able to prepare and deliver work successfully. They may also find it difficult to face any unexpected challenges.
3. Leadership Skills:
Project managers assign tasks to a team that is working towards a common goal. To lead and motivate a team, a project manager must show strong leadership skills. They are vital to ensuring that everyone is motivated and performs to the best of their abilities.
Leadership skills come with the responsibility of setting goals for every team member and ensuring that they are accomplished faithfully. This makes it essential for a manager to walk the talk and not just dictate. While leadership skills come with experience, project managers must keep giving their sincere effort towards learning it.
4. Interpersonal Skills:
Often known as social skills, interpersonal skills allow managers to communicate with their team members and develop strong working relationships. These skills test the manager’s ability to deal with a social environment through verbal and non-verbal elements.
Interpersonal skills are essential for a project manager to build a healthy working atmosphere. They require personal interaction as each team member is different from the other. These skills also help to promote collaboration among team members leading to a united workforce.
Having risk management skills means being able to foresee, analyze, and mitigate the effects of a risk that could adversely affect an organization’s financial situation or reputation. A manager must possess risk management skills to combat all possible risks that their team could face during a project.
Having risk management skills means being able to predict, analyze, and reduce the probability of a risk that may adversely impact the financial condition or reputation of an organization. A manager must have risk management to combat all possible risks that the team will face during the project.
Conflicts in a team are inevitable. Apart from all the skills mentioned above, the project manager must also have conflict management skills to ensure that remote team members work together and deliver quality work. It ensures that the project is performed from beginning to end with more efficiency.
Proper organization and prompt management will save any kind of project. Without it, the company takes risks to face the deadline. Project managers use many methodologies to streamline and visualize the workflow of the team. They create a layout of all working processes to prioritize tasks, identify weak points, and resolve them. This method is also useful for specialists with long lists of assignments. That’s why you can see a notebook or a board with writings or sticky notes: this is a variation of the Kanban board.
If you want to optimize your workflow and make your tasks more mobile, try digital Kanban boards. We’ve listed the top five reasons to use it. As soon as you finish reading, you’ll want to use this tool right away. Let’s try it out.
It’s accessible for all teams at any time and any place
The physical board is only accessible in the office: to see what’s new in the workflow or who is responsible for a particular task, the employer can go to the room where the board stands. It is difficult or impossible to do so when the team involves members from different departments and cities or when experts work remotely.
The digital Kanban board can be accessed at any time. All team members will make changes and be aware of the current status of the project. You don’t need to hold meetings or make calls to learn about the status of the tasks. You just log in to the system.
It keeps all information
Sometimes we need to find information from previous projects or get back to the tasks that have been completed. It’s really easy to do with a digital Kanban tool. It works as a storage and keeps all the data so that you can refresh your memory at any time if you need it: what processes have been used in the project, who have been involved in the development, and more. It’s not real to get this information from sticky notes.
Using this method, you can set the required level of access for all team members based on their role in the project. You can’t do this with your physical board because everybody sees all the tasks. You can also be sure that all of the data is secure here. You’re not going to miss any task, and won’t forget about any process.
It automatizes your processes
You can use the Kanban Board for team collaboration, sharing the documents between employees, for task and time management. You can also synchronize that with any other software, calendar, or email you need. By doing so, you are optimizing the working processes and making them clear. No special settings or software installations are required – this tool works in your browser.
Kanban board – It’s easy to control and analyze
With the help of the Kanban Board, you can easily track the working processes and get the required reporting metrics: work time, human resources, etc. This digital solution helps you to create a chart or diagram from these data to analyze and improve the performance of your team. So, it saves the time that you would have spent making reports in an additional program.
Digital Kanban boards are more than just software for notes. It’s a powerful tool that can take your company’s workflow to a new level. Just try it, and you won’t go back to the physical layouts in your work.
From the moment you start your project, collaborating with a team becomes a must, because, without it, no project can be completed. In this blog, we will see the 8 steps to improve project collaboration between teams.
“Great things in business are never done alone, they’re done by a team,” Steve Jobs. The lesson about teamwork is essential to remember that in a professional world, where a lack of collaboration sometimes leads to disaster.
Project collaboration takes place when a group of people with different project management skills and expertise work together to tackle a single project. The decision-making process involves everyone in the collaborative group and has access to all the information. Whether there are well-defined roles or not is based on the project management methodology you use.
However, one thing is certain; everybody involved has a clear picture ahead of them and works together from categorization to the final stages of the project.
Why Project Collaboration Is Important?
From the moment you start your project, collaborating with a team becomes a must, because, without it, no project can be completed. Learning how to cultivate a culture of collaboration should be one of your top goals if you want to be a successful project manager.
Project teams typically consist of people from different backgrounds and methods. Also, most experienced managers often struggle to deal effectively with them. Many projects fail – about 33% of them – due to a lack of interest on the part of the involved parties. It not only affects morale, it also affects how the market perceives your organization.
How To Ensure Effective Collaboration Between Project Teams
With multiple deadlines creeping and pressure from management or customers, you may lose sight of your ambition to maintain a collaborative atmosphere.
We’ve identified 8 necessary steps that you can take to ensure that this doesn’t happen.
1. Improve Communication Within The Team
The first and foremost challenge for you is to strengthen the way you and your team communicate. Proper communication in project management functions as a bridge that keeps a project team together and can make or break the project.
According to the Workplace Productivity and Communications Technology Survey, about 67% of professionals spend an average of 6 out of 9 hours communicating at work. These statistics show how important communication is to any company and the difference you can make by maximizing it.
2. Be As Transparent As Possible
Project transparency is another path that decides whether you want to become a successful leader or someone who only has the title of leader. There is no good reason, apart from sensitive and personal data, for you to hide any data from your team. If the team has a clear idea of what they are trying to do and the current position, they will work harder and feel motivated to get the job done.
Everyone must be involved in the decision-making process if you want to achieve a higher level of collaboration in your projects. When everyone is involved, original ideas develop, and members learn from each other collectively. This phenomenon not only increases your overall performance but also leads to the growth of your team.
4. Encourage Members Who Take The Initiative
It’s hard to be the first person to do something or to come up with a different way that goes against existing practices. You need to promote a culture of creativity where members who take the initiative to do something more efficiently are encouraged.
For managers, people like that are an asset because they’re going to be the first to accept innovative changes and new policies that you introduce wholeheartedly.
5. Get Rid Of The Walls
It might sound cliché, but eliminating physical obstacles between your team will bring them together and make it easier for them to communicate. Also, some managers seem to have an open-door policy to make themselves more available. Such non-verbal messages are important because teams operate more effectively if they feel assured that they can ask for assistance in the case that they cannot complete a task on their own.
If your daily meetings have become monotonous and something you’re scared of, it’s time to change things. Unnecessarily long sessions demotivate everyone and waste valuable time. Your meetings must have a pre-defined agenda that must be followed by everyone. Submit detailed progress reports and status updates before the meetings.
Doing this ensures that each participant already knows the current status of the project and that you don’t waste time on tiring updates.
7. Keep Your Team Happy And Motivated
A happy and motivated team performs much better in every situation. Taking the time to get the staff engaged in fun events and celebrating key milestones is a perfect way to motivate the team.
Some managers often take the extra mile to try to introduce some humor in various scenarios to maintain a stress-free working atmosphere.
8. Use Project Collaboration Tools
Modern projects are complex and cannot be effectively managed with simple spreadsheets. To keep on top of things, you need the right tools to help you share updates, files, and other information. Tools that can help in collaboration and management are also essential for success.
Multiple organizations have reported significant increases in productivity and success rates and are crediting their project collaboration tools for this. Various tools that focus on a single management feature are available on the market. The best scenario for you will be to find a single tool that can perform all of the above tasks.
Improve Project Team Collaboration With Restyaboard
If you’re looking to improve project collaboration among your team members, Restyaboard can be helpful. It serves as the central hub for all your communications. Team members can see what the others are working on, enabling transparency. You can share files and contextual comments on tasks and projects. Start using Restyaboard for free today.
In this blog, we going to see the 10 most common Project Management Challenges faced by every Project Manager and the ways to Overcome them.
A Harvard Business Review study found that almost 70% of IT projects face delays in completion. One of every six projects costs more than 200% of the planned amount.
As a project manager, you must manage and balance various project elements—time, scope, money, and people. In other words, project management is not a cakewalk. You need to ensure good communication while also anticipating potential risks, among other things.
To assist, here’s a list of the 10 most common Project Mangement challenges faced by every project manager and how you can overcome them.
Most Common Project Management Challenges
Challenge #1: Keeping Teams on One System
One of the major project management challenges for every project manager is to ensure that all team members remain aligned. Moreover, with the increasing remote working culture, it has become more difficult than ever.
To run smoothly, the project manager needs to know how every individual is working on and what they need to remove the possibility of duplication of work.
How to deal with it?
It’s essential to keep your whole team on the same page. You can do this by bringing all the project communication to a single platform.
There are many project management tools, such as Restyaboard, Trello, and Asana, that allow managers to assign and schedule tasks to every employee. Project managers should have a clear view of the calendar and stay at the top of the schedule.
Challenge #2: Lack of Clear Goals
A study showed that 30% of projects failed due to a lack of well-defined project goals and objectives.
Clarity is one of the main criteria for the successful completion of the project. Without clearly defined goals, project managers and other team members may not know exactly what to expect from the project.
How to deal with it?
The best approach is to set SMART goals. SMART stands for Specific, Measurable, Achievable, Practical, and Time-bound. The project manager has to come up with a way to measure the success of the project by setting various goals.
Challenge #3: Inadequate Team Skills
In simple terms, the success of the completion of the project depends very much on individual ability levels. You can create an ideal working atmosphere for your team members. But if they are not qualified enough to perform assigned tasks, the development of the project will be put at risk.
Most frequently, tasks are assigned based on availability and not based on their expertise. This is a huge project management challenge that can be overcome with experience.
How to deal with it?
For the first time, the professional project manager decides the core set of skills required to fulfill the workload. They would then assess the strengths and limitations of the available workforce. This allows them to decide whether they need additional staff or need the training to develop their skills.
To effectively manage teamwork, equal participation from each participant is required. However the team is made up of various personalities, and meeting the needs of each individual can be a challenge for the project manager.
With so many individuals participating in the project, certain differences are bound to occur. It will have a negative impact if it is not properly treated.
How to deal with it?
As a project manager, you need to find ways to help your members communicate. For example, you can schedule a happy hour meeting every week for the sole purpose of encouraging members to get to know each other.
This would help to minimize any issues or negative consequences between them, encourages a healthy workplace environment. Building trust among team members can go a long way.
Challenge #5: Unrealistic Deadlines
In this world of heated competition, clients and stakeholders are also seen to be setting unrealistic goals on the part of their employees. As a result, most project deadlines fail due to an unrealistic schedule set for completion of the project.
A well-disciplined project manager would know the strengths of the project team. They should discuss the project schedule accordingly so that the quality of the work is not affected.
How to deal with it?
The best approach is to take input from all stakeholders and to collectively decide on a deadline. This project management challenge can be solved with careful planning and alternative analysis.
Challenge #6: Resource Deprivation
Another reason for a backlog of projects is the shortage of resources in general. It could be about money, resources, or even time. Most project managers consider financial problems to be one of the main hurdles to the completion of the project.
A proper planning procedure must be followed by the project manager. Avoid making any unrealistic assumptions to avoid overruns of costs and aim for better results.
Challenge #7: Risk Management
Projects rarely go as they were expected. One of the essential aspects of project management is foresight in detecting potential risks. Risk management is one of the most common challenges faced by managers in handling projects.
These risks could be in the form of hidden defects in the project plan or fluctuating market demands. But these unknown factors will have an impact on the success of the project.
How to deal with it?
It is difficult to predict every potential risk, but with strategic planning, the risk can be minimized. Also, it is the responsibility of the project manager to formulate new strategies if the projects begin to spiral out of control.
Many risk management solutions collect and evaluate both past and current market data to help detect and mitigate risk.
Project managers are also often seen struggling to maintain the quality of the project established. They have a hard time keeping track of the success of every team member and ensuring that they comply with quality standards.
How to deal with it?
Luckily, there are many quality management tools available on the market. The trick, however, is to choose the right technology for your project team. Well-designed quality management software ensures that you are completely aware of all your tasks. It also sends out immediate warnings in case the quality of the work drops from the pre-defined level.
Challenge #9: Lack of Communication
Often lack of communication, or miscommunication, may get in the way of delivering projects on time. If you are giving instructions or finding information, there is always a challenge to maintain open and clear communication.
Good communication is key to a successful project. Deloitte found that 32 percent of professionals described communication as the most important issue in project management.
How to deal with it?
To prevent any problems or delays caused by miscommunication, the project manager must create a clear communication line. They can rely on a collaborative platform to ensure that all information is communicated to all involved, without misunderstanding.
Challenge #10: Lack of Accountability
Accountability is very essential, but there are just a few teams. When team members feel accountable and try to take responsibility for the tasks assigned to them the project team will perform well as a whole.
How to deal with it?
This challenge of project management can be easily overcome by clearly identifying the roles and responsibilities of each individual. Once the tasks have been identified, it will be easy to trace the accountability of the completed task.
Project management is much more than just the goal of completing the project on time. It is a skill that needs patience and perseverance. Effective project management skills can be acquired with experience and appropriate training to help evaluate and improve one’s skills.