Category Archives: Project Management

Project manager at office

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.

Read Project Management Challenges And Ways To Overcome Them

2. Organizational Skills:

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.

Also, read 8 Steps To Improve Project Collaboration Between Teams

5. Risk Management Skills:

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.

Conclusion:

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.

Image of digital Kanban board

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.

Read Top 10 Kanban Tools in 2020

It has a high-security level

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.

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.

Project team collaboration

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.

Read 3 Must-Have Project Management Tools for Startups

3. Get Everyone Involved

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.

Also, read 8 Communication and Collaboration Platforms for Your Startups 

6. Optimize Office Meetings

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.

Common challenges of Project Management

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.

Read 3 Must-Have Project Management Tools for Startups

Challenge #4: Team Work Challenges 

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.

Management must have adequate resources to run the project effectively.

How to deal with it?

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.

Looking for Project Management Software? Check out the Top 10 Project Management Tools in 2020 

Challenge #8: Project Quality Management

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.

Conclusion

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.