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effective tips to improve enterprise project management

All successful enterprises have one thing in common: a solid project management foundation. The more complicated an organization, the greater the impact on the entire business. Project management entails more than just shared calendars and meetings. This blog will present 5 effective tips to improve enterprise project management for anyone participating in projects to succeed.

What is Enterprise Project Management?

In general, Enterprise Project Management (EPM) refers to project management on a company-wide or cross-team scale. EPM is critical in many areas of ensuring that a business runs as smoothly as possible. What distinguishes Enterprise Project Management (EPM) from other project management methodologies is that, rather than referring to a single, small-scale project, an enterprise project often focuses on the organizational level, prioritizing business goals as well as broader company initiatives and objectives.

Why is Enterprise Project Management important?

When a large-scale and cross-departmental project has started, failing to have a solid plan in place to oversee and track progress can result in wasted efforts, duplication of work, communication gaps, inconsistent quality, delayed milestones, and, worst of all, a discouraged group of employees who lose motivation.

Whether you’re an Enterprise Project Management (EPM) veteran or just getting started, here are 6 tips to assist you and your company to improve enterprise project management.

1. Spend extra time on the initial planning and goal setting

Planning is critical to the success of a company-wide project involving numerous parties and elements, yet its significance and impact are frequently underestimated. True, project scopes and needs may change often, making execution and resource alignment difficult for project owners to follow through on. If the project objectives diverge too far from what was originally anticipated, the entire team must reconsider whether the adjustments are legitimate and acceptable. Fortunately, there are a few pointers to help you nail the initial planning step and prevent some of the consequences of poor planning and communication.

  • Defining your goals and objectives: As a project manager or stakeholder, ensure that you are aligning the big picture goals and objectives. This is critical to your future success. Loosely stated goals and objectives can be disastrous because you won’t have anything to refer to when making difficult decisions later on. What are your main pillars from which you should not deviate? What are the key points to remember when scopes must be changed caused by unexpected situations (such as COVID-19)? This stage may take a few weeks or even months to complete because it will serve as the foundation and north star for everyone moving ahead.
  • Set milestones and checkpoints: Once you’ve put out the main directions and essential pillars (and all parties and stakeholders have agreed on them), you’ll need to create milestones. It is just as crucial to have milestones as it is to have key foundations. To begin, a complex project can take years from start to finish, and you will need to divide it into stages or you will quickly lose sight of the progress. Second, reaching milestones indicates success at various phases. The final delivery is defined by a succession of milestones and successes. When a milestone is accomplished, take the time to congratulate yourself and the others involved to let them know that everything is on track and that everyone’s efforts are paying off.
  • Conduct risk analysis: Analyzing risks and developing mitigation strategies can make or destroy a project. Project leaders and stakeholders must thoroughly understand where the risks are and have specific measures in place to avoid derailing progress or spending extra costs as a result of failing to anticipate risks and responding slowly to them.
  • Analyze previous issues and learn from previous mistakes: As project leaders, you must seek guidance from colleagues and other project leaders with experience on some of the challenges and issues before everyone dives in and starts working. Even if you don’t finish everything before starting a new project, it will surely prepare you for what’s ahead and how you may prepare. You can try to be as prepared as possible, which will boost your confidence and make the project less stressful.
  • Explore various project management methodologies: As a project leader or manager, one of your primary responsibilities is to decide how the project will be handled and executed. There are numerous common project management methodologies that are now employed by enterprises all around the world.

Restyaboard helps you implement project management methodologies for streamlining daily work. Go Try Restyaboard For Your Team!

2. Having an open and transparent communication culture and channel

The project planning can be done by a few people, but getting things done on time demands everyone’s involvement. Some even claim that “over-communication” might help you go a long way if done correctly. The disadvantage of having a poor communication structure is that it can lead to diversion from objectives, failure to refine over time, and transparency gaps.

  • Setting the culture and supporting open communication: The tone you set from the start will determine whether or not people involved in the project can develop open communication. One of your responsibilities as a project manager or leader is to create a culture that allows everyone to share their ideas, whether positive or negative. Getting everyone on board will take time, but it is critical because you cannot possibly monitor every single detail. Other project managers and stakeholders will be relying on you to actively call meetings, exchange information, and discuss feedback. You can set a good example by inviting everyone to share their feedback during weekly meetings, which will help people become more comfortable speaking up.
  • Make information available and easily accessible: Ensuring the transparency of an enterprise project is a difficult task. Some information may be on a need-to-know basis in a large organization, making it difficult for people to quickly access the information they require. Then you should form a team or hire someone to parse the data and act as a link between various stakeholders and teams. To protect your interests, avoid hiding information, as this could result in repetitive work, wasted time, and disgruntled employees. If your project is transparent, you could obtain feedback on what kind of information should be made available to help the most people.
  • Use collaboration and communication tools to improve productivity: using emails and offline documents is no longer suitable for the fast-paced nature of project management. It’s also in your best interest as a project manager or leader to identify the best collaboration tools, such as project management software, that can boost everyone’s productivity and streamline everything from communication to information sharing to feedback loops and more.

> Project management & collaboration tools: Restya, Asana, Trello, and Monday are all good options. These tools are specially designed for project management, task assignment, progress tracking, and integration with existing platforms such as email and Instant Messaging apps.

> Communication tools: Slack or Microsoft Team are two applications specifically created for communication, and both enable a wide range of integration so you may optimize your project operations rather than requiring members to manage more tools than they can handle.

3. Keeping track of your progress and ensuring that everyone is on the same page is essential

The ability to manage time and progress is virtually always the key to successful project management, especially at the enterprise level. This will take up most of your time as a project manager or leader. Progress tracking allows you to have a better knowledge of the project’s various phases, resource allocation, and the status of each team. The aforementioned milestones are another important part of tracking the development. Milestones allow you to assess progress while also recognizing the work of the team. Here are some pointers to help you get the hang of measuring your progress:

  • Weekly reports and meetings: While no one likes meetings or drafting reports when done properly and efficiently, they are excellent tools to keep stakeholders on the same page. You should clearly define what should and should not be included in the reports as project lead. When conducting meetings, be ready to act as the facilitator to prevent wasting time on meetings that don’t provide outcomes.
  • Having a good escalation process in place: Once the project is started, there will be problems and issues to deal with along the way. Knowing when to escalate issues to your superiors or stakeholders who require the knowledge to make a decision is one part of risk management. As a project manager, you must handle escalation in a professional and timely manner. Knowing how to use the appropriate escalation strategies is essential for removing the obstacles. This entails gathering the necessary information, as well as finding the suitable person at the correct time. Although escalation is an efficient approach to move things forward, employing the project management tools outlined above can also be incredibly beneficial without going to escalation.
  • Two-way communication and feedback: Reporting and feedback should not be simply bottom-up and one-way. As a project manager or leader, do your best to enlist the help of higher management and decision-makers in engaging with stakeholders and team members. When it comes to checkpoints and milestones, it’s critical to keep the project on track by regularly aligning the direction. Positive or negative feedback from higher management can save time and effort by preventing teams from wasting time on activities that aren’t aligned with the project’s goals.

Read PROJECT MANAGEMENT TIPS FOR SMALL BUSINESSES

4. Invest in technology and tools to help your team succeed

To ensure that an enterprise project succeeds, make sure that everyone involved has all of the necessary tools. The project’s scope is frequently larger than we expect, and it entails more teams than we predict. The IT and support team, for example, must ensure that all internal systems, services, and devices are operational. As we move toward a more remote workforce and environment, network stability, data and information availability, and working devices are all becoming more important. Here are some technologies and tools to consider when working on any project:

  • Mobile technologies for the remote workforce: The rise of mobile devices, as well as the expansion of cloud services that enable data and analytics for practically every part of an organization’s operations, are two trends that have emerged in the aftermath of the epidemic. Developers working on a company-wide project at home, for example, will need devices (desktop and mobile), thus using a service like a mobile device management solution to provide an overview of all devices is something to think about. When an employee’s mobile device fails, IT help can remotely access the device and resolve the problem.
  • Video conferencing and meeting: Equipping your teams with video conferencing software and solutions is another important tool in today’s remote workplace. Make it simple for everyone working on the project to communicate at any time. Again, this relates to providing devices to employees so that they can participate in meetings or access internet resources even when they are away from the office. As more and more companies are allowing employees to work from home, video conferencing is becoming one of the most important tools for a project to progress at any stage.

Also, read Best Tools To Support Remote Work

5. Team development and motivating everyone involved in the project

There are numerous strategies, methodologies, technologies, and tools available to help with project execution. Employees, on the other hand, are at the heart of every project, so make sure you have the right people working for the right reasons. It will be a lot easier for everything to fall into place if the participants are motivated, focused, and aligned with the goals and objectives. Before and during the project, each project manager or leader should consider the following suggestions:

  • Identify each person’s strengths and weaknesses: A project manager or leader needs to recognize each person’s strengths and weaknesses to get the best and most out of everyone, whether it’s choosing the ideal individuals for the project or switching responsibilities.
  • Cultivate positive relationships: A toxic work environment filled with office politics, backstabbing, and gossip is a recipe for project failure. It’s important not to underestimate the importance of creating a diverse and healthy work environment. Workshops, team-building events, lunches, and dinners are just a few examples of ways to improve morale.
  • Encourage personal growth: When choosing the correct teams and people for the project, personal growth should be taken into account and encouraged for everyone. A project can take up to three or four years to complete. During this time, many members will have the opportunity to move positions and teams. Encouraging employees to develop a variety of interests and passions can also contribute to a project’s good energy and outcomes.
  • Appreciate the efforts of everyone involved: Finally, as project managers and leaders, you must remember that a project cannot be completed unless everyone involved gives their time and effort. Even when things are going well, it’s always important to properly acknowledge and appreciate the efforts on a regular basis. Having the correct amount of encouragement and praise can go a long way toward motivating everyone involved to complete the project on time and to a high standard.

Conclusion

The best practices and ideas listed above can be applied to projects of all sizes. The most difficult thing is having the right mindset and determination to see it through. It’s up to project leaders and senior management to ensure that the culture is established from the start and that everyone has the resources they need to succeed. It’s about putting in the same amount of effort as everyone else and doing your best to influence people along the path for project members. It is the people who, at the end of the day, drive the project and bring a concept into reality.

What is Kanban Board

In this article, we are going to learn more about what is Kanban, an outline of the Kanban principle, and Kanban board with examples to understand how your workflow is often managed on Kanban.

Every organization or team should aim for process efficiency as this permits teams to realize higher levels of productivity and better quality products and services. While there are tons of techniques and methodologies out there that teams can explore and use for his or her improvement initiatives. 

Here is one method that’s gaining traction within a variety of industries today due to its straightforward approach to process improvement. Kanban may be a simple method to see work and as a result, better manage it.

Let’s get to know more about Kanban, an outline of the Kanban principle, and Kanban board examples to understand how your workflow is often managed on Kanban.

What is Kanban?

The Kanban method is a simple and effective way to manage tasks and projects. It allows users to fully visualize the status of your processes on a board with dynamic columns that clearly show all tasks and process steps. Everyone can see what needs to be done, who is responsible for which tasks, and what has already been done.

Toyota invented Kanban in the 1940s, which is the Japanese word for “billboard.” It started as a scheduling system for just-in-time manufacturing. It was created to improve efficiency by limiting supplies and resources to only what was required for the current task. Today, Kanban boards are used in almost every industry, with software development being the most common.

This method is popular among teams because of its ease of use, visual interface, and ability to instantly see what everyone is working on. It also provides visibility into task progress, and whether a certain task is delaying the project.

4 Fundamental Principles of Kanban

Before implementing the Kanban Method in your organization, it is important to first understand and adopt its fundamental principles:

  1. Start with what you are doing now – Kanban does not require any special setup and can be applied to your existing workflow. Because there is no need to change your existing processes, it is simple to implement. Kanban’s benefits are gradual, and any process improvement takes time to implement.
  2. Agree to pursue incremental, evolutionary change – Major changes can unsettle teams, disrupt the flow, and negatively impact performance. Kanban is intended to generate as little resistance as possible by encouraging continuous, incremental, and evolutionary change.
  3. Respect the current process, roles, and responsibilities – There should be no organizational changes at the start. Kanban recognizes the value of existing processes, roles, and responsibilities and believes they should be preserved. Kanban, on the other hand, encourages incremental change to avoid emotional resistance.
  4. Encourage acts of leadership at all levels – Kanban encourages all members to take on leadership and make decisions. If the lowest-ranking team member comes up with a brilliant idea, it should be recognized and embraced. Everyone should cultivate a mindset of continuous improvement – for your employees to perform optimally. 

6 Core Practices of Kanban

  • Visualize the flow of work

Understanding and observing the current workflow will assist you in visualizing how tasks move through the workflow.

  • Limit work in progress (WIP)

When you limit work in progress, it encourages teams to finish the task at hand before moving on to the next. As a result, work in progress must be marked as done so that the team can bring in new tasks.

  • Manage the flow of work

The entire purpose of using the Kanban methodology is to manage and improve the flow of work. So, in Kanban, the focus is on having a deep understanding of the process to complete tasks more quickly and efficiently.

  • Make explicit process policies

When working as a team, each member must understand the policies, process rules, and guidelines. It promotes them to progress cooperatively and peacefully.

  • Implement feedback loops

Feedback loops are an essential component of the Kanban project management method, in which members tell others what they did the day before and what’s on their to-do list for today. Such short meetings provide an excellent opportunity for team members to update and be in sync with the entire team.

  • Continuous improvement

Kanban serves as a platform for continual evaluation and improvement because it creates a common vision of a better future. It aids in the development of more successful and productive teams.

When to use Kanban?

  • You want to install a system without completely redesigning your current workflows.
  • You have a largely repeatable work process.
  • You want to keep planning and meetings to a minimum so that you can focus on delivering.
  • You prefer continuous delivery of features and improvements over fixed releases/cycles.

Benefits of Kanban Software

When you have a team working on a project, you must direct them while not getting in their way. Online Kanban boards provide managers with visibility into the production cycle. They can see where the tasks are and reallocate resources as necessary to keep the work moving.

Teams are getting the ability to manage their own tasks, plan sprints, collect their backlog, and execute the highest priority tasks first. They are aware of what to do and when to do it. Kanban software makes all of this possible. Here are some of the reasons why the kanban board tool is essential.

  • Keeps tasks organized
  • Create customized workflows
  • Share boards for collaboration
  • Track production of tasks in real-time

How do Agile and Kanban Work Together?

Kanban is a tool that can be used in an agile project management approach. Kanban seeks continuous improvement while agile seeks continuous iteration. While agile works best when the end goal is not stated and adapts as the project progresses, kanban seeks to reduce waste and eliminate non-value-added activities.

Agile works in short sprints, usually no more than two weeks, and kanban strives for short cycle times as well, so that features can be delivered more quickly. To improve collaboration, both are tethered to constant communication.

However, in terms of quality assurance (QA), agile is only concerned with the end of the sprint, whereas kanban QA is tested throughout the project. Furthermore, agile encourages iterative development, whereas kanban does not.

As a result, these two approaches have some points in common, but they are not fully aligned.

How about Kanban vs Scrum?

Agile is an iterative and incremental approach, and scrum is one of its implementations. So, how do kanban and scrum work together?

Kanban is a powerful tool for many teams who use Scrum in their projects. Scrum and kanban can work together, particularly in terms of workflow visualization. They do, however, complement each other because they both focus on process and waste removal.

However, there are differences: in kanban, roles and responsibilities are not predefined like they are in the scrum. Kanban is not the same as scrum. It’s visual, and scrum is iterative. Kanban, on the other hand, may be customized to function within a scrum framework to manage projects, workflow, and processes.

What Is a Kanban Board?

A kanban board is a visual way of managing tasks and workflows that use columns and cards on an analog or digital board. The cards represent tasks, and the columns group them according to their progress or current stage of development.

Kanban boards are gaining popularity as online project collaboration tools for teams with a consistent workflow of tasks. Kanban apps allow you to visualize, organize, and manage your work in the best way possible. You may effortlessly manage your workflow and focus on work that adds great value to your clients with such solutions.

Kanban Board Basics

Kanban has three basic elements: Board, list, and card.

Kanban Board: A board that contains a project or workflow; this is referred to as a “project” or “workspace” in a typical project management tool.

Kanban List: A list is a collection of connected cards—typically those in the same stage of a process—in a titled column on a kanban board; this is referred to as a “to-do list” or “task list” in a traditional project management tool.

Kanban Card: Cards relating to your board and list, such as a task to be completed or a product to be manufactured, and stay in a list on a board; a traditional project management tool would refer to this as a “to-do” or “task.”

How to Use Kanban Boards?

Restyaboard, an open-source project management software, is an ideal kanban software for project managers and teams. It visualizes workflow and includes features that make assigning and completing tasks as simple as typing.

To use the kanban view with Restyaboard, start a free 7-day trial. After that, upload your task list or start a new project. To get started with a free Kanban board on Restyaboard, follow this step-by-step guide below.

1. Add Columns

To-Do, Doing, and Done are the three columns of the traditional kanban process. However, you can name the columns whatever you like based on your workflow. There can be as many columns as you need to visualize the various stages of production. But, this is essentially a flow from assigned to executing to completion.

2. Add Cards

Add the individual tasks to the kanban board beneath the To Do column. These should have a descriptive title to make them easier to understand.

3. Add Description and Assign Task

Start writing a description to provide task instructions. After that, the card can be assigned to one or more team members, and supporting documents or images can be attached. These cards will move to the Work-in-Progress column as they’re being executed and then to the Done column when complete.

4. Collaborate on Tasks

You can access your task directly from the board view. Comments can be added at the task level throughout the process, and team members will receive email notifications when an @ is added before their name. This ensures that everyone is on the same page and allows for real-time collaboration.

5. Expand Task to Add More Details

You can also expand the card to gain additional control over your task. You can update the number of hours worked here, create a to-do list within the task, add tags, and so on. You can also start a conversation with other team members, documenting everything right on the task card.

Advantages of Kanban tool for project management:

  • Easy accessible from everywhere
  • Best for remote working teams
  • Immediate updates
  • Share attachments quickly and easily

Kanban Boards Examples

The Kanban board online‘s basic structure consists of three columns: To-do, In-progress, and Done. Each column represents a stage of development, beginning with the generation of ideas, to the work in progress, and finally, the completion of the work.

Kanban Boards for Development Team

The primary goal is to fix bugs, update features, redesign the homepage, and resolve issues.

Today, agile software development teams can apply the same JIT concepts by matching the quantity of work in progress (WIP) to the team’s capabilities. Kanban allows for more flexible planning options, faster output, and greater transparency throughout the development cycle.

Kanban Boards for Marketing Team

If you work on the marketing team, you may be faced with challenges such as meeting deadlines and completing urgent tasks regularly.

Simply use a visual online Kanban board to break down your marketing campaign. This will provide you with a dedicated path to track the performance of your team.

Kanban Boards for Support Team

The main goal is to respond to and resolve the client’s inquiries and issues.

In the Kanban board example for the support team, the team can add tasks that need to be completed, create a ticket with details, and attach files such as emails or screenshots. The team can also communicate in the comments section to resolve the issues. When the front-end developer has resolved the issue, he or she will move it to “Done.”

Kanban Boards for Design Team

Designers have to create user interfaces and experiences for products that will amaze buyers.

Designers, in general, are visual people. Define your workflow based on the nature of your project. Involve the rest of the team and developers so they understand what you’re doing with the product design.

Kanban Board for Personal Use

Kanban can be used to plan and organize daily tasks, as well as for freelancing work.

Kanban boards can be used for both professional and personal tasks. If you wish to manage your everyday tasks and activities, you can make a customized Kanban board.

If you notice any issues with your workflow, you should try Kanban project management. Restyaboard makes it easy and quick to set up and you won’t require any training.

Read Top 10 Free Kanban Boards For Productive Teams

Let’s See How Kanban Works in Restyaboard

If you’re looking for a visual way to grow your team, Restyaboard is the best open source Kanban board project management software for you to plan, manage, streamline your processes, and delegate tasks to improve your project management workflow.

For many various teams, using Restyaboard is like using the best Kanban board software, because it is more like gaining a lot of benefits as everything works together in one place.

  • Visualize workflow: Create a visual representation of your team’s workflow.
  • Control work in progress: The Kanban method removes the necessity to re-prioritize or re-schedule tasks daily.
  • Custom workflows: Create custom workflows with stages to make your work processes more flexible. You can also choose who to subscribe to at each stage of the workflow.
  • Eliminate long meetings: It keeps everyone in the loop. 
  • Identify bottlenecks and work blockers: Teams can identify issues that are keeping them from completing a task on time.
  • Make task management easy: Add labels, attach files and documents, and track time with timers to make task management simple.
  • Creating and assigning tasks and subtasks: Add a subtask to an existing task in the task list. Also, add multiple assignees who will be in charge of the task.
  • Easy and simple filters: You can view your tasks by filtering them as incomplete/complete, all assigned/assigned to me, due today/tomorrow/this week/next week/anytime.
  • Make it colorful and fun: Give each stage of your workflow a different color.
  • Import tasks: Use the sample CSV to fill your data all at once.

Kanban in a Nutshell

A Kanban system is more than just a bunch of sticky notes on the wall. The simplest way to understand Kanban is to accept its philosophy and apply it to your day-to-day work. If you read, understand, and agree with its essential principles, the practical transition will appear logical and even inevitable.

Visualizing workflow, setting WIP limits, monitoring flow, implementing explicit policies, and collaborating on improvement will propel your process far beyond your expectations. Remember to set up regular feedback loops, and all of these parts will expose Kanban’s true power.

How to empower remote teams with project management tools

During the COVID-19 lockdown, remote teams have adopted project management software in massive numbers. Also, early reports of user activity show quite a shift in the way businesses have used cloud task collaboration tools to

  • sustain customer retention
  • improve customer experience
  • boost remote team productivity

To keep their businesses sustainable, teams around the world had to challenge the status quo and rethink their approach, work patterns, work hours, and overall rules of engagement.

Though there were several collaboration tools used across a company, the requirements & usage varied.

Teams chose what they wanted best. For example, one team may use Zoom and another may use Google Meet, while another may rely entirely on Slack for all collaboration needs.

There has been a significant change in user login patterns too.

  • Project Managers and team lead signed in on an average of 42% less in the pre-COVID era.
  • Over 89% of businesses never invited their clients to their internal project collaboration tools.
  • 82% of users used to do only weekly time tracking.
  • 64% of users would just update task status without posting comments or progress notes.
  • Overall usage of project and task management tools used to be around 57% with team sizes between 150 -500 users.

Read How to Manage a Remote Team Effectively During COVID-19 Pandemic

What encouraged Remote Teams to adopt Project Management Software?

Days of water cooler discussions, shoulder taps, instant messages, conference room meet-ups, and coffee talks were things of the past.

Getting me-time and face time reduced significantly.

For some, it was about running projects on their own with zero to minimum team help.

Teams had never understood a day when they would be 100% remote and have zero human touches.

The whole concept of work, operations, and customer connection had to be reworked, and it is still a massive challenge for teams all around.

It sounds harsh, but it’s real, and there’s nothing to be ashamed of. Not everyone could have predicted it, and not every business required a remote work policy.

Conversely, not all businesses required office space.

So basically the entire canvas of the business world had to be kind of redrawn in early 2020.

As a result, many aspects of team management that had previously been taken for granted were unexpectedly transformed into challenges, as well as a nightmare.

Basically,

  • Getting quick answers within seconds wasn’t so easy.
  • One cannot just walk over to the next person for help.
  • The work-life balance went for a toss.
  • Not having a home office felt like a crime.
  • Tracking the team’s work wasn’t so easy anymore.
  • Customer deliverables were delayed.
  • Meetings and presenting to customers became an issue.
  • Having control of the overall project plan was a nightmare.

Simply put teams that went remote were in a state of chaos, anxiety, confusion, distrust, and fear.

Business owners and project managers have suddenly been tasked with innovating solutions in seconds. Not only for themselves and their families but also their teams and clients.

Each one of them was required to be on top of all work activities and run the show business as usual.

Moreover, they must show their leadership skills, stay in the driver’s seat, be the man with the plan, and be seen as dependable for their teams.

Easier said than done.

What did the Remote Teams need immediately?

To begin, getting things in order was the priority of the day.

Hence, project teams decided to bring everyone aboard a central project management platform to streamline:

  • Task tracking
  • Information exchange (files, designs, presentations, worksheets)
  • Time tracking
  • Resource management
  • Customer interactions
  • Progress tracking
  • Issues discussions
  • Share quick wins & expected delays

Finally, maintain a single source of truth and reduce the hassle of shuffling between apps rather than shifting work forward.

Also, read 5 TOOLS TO COORDINATE THE REMOTE TEAM

Empowering the Remote Teams

Keeping the teams focused on the end goal of customer retention, satisfaction and optimum customer experience at all times is crucial.

Once you have a centralized platform for all of your project planning, execution, monitoring, and communication, you provide hope and clarity to your teams.

As a result, they know what to do, when and whom to call, and how to contact them.

Thus reduced chaos, minimum effort, and less time spent getting to the crux over multiple calls.

When your teams know what’s up next and the expected outcomes they channel their efforts in the right direction and on things that matter most.

Distraction-free work is most important to remain effective and efficient.

It’s not so much about clocking time as it is about outcomes.

Hence, ensure that your remote teams can:

  • Collaborate seamlessly among themselves
  • Access the required info as and when needed
  • Track & share progress
  • Raise or point to risks as soon as identified
  • Have clear timelines for delivering their tasks
  • Maintain a clear time log as required by the business or customer
  • Ask for help without fear
  • Know the team’s availability to schedule project meetings & discussions

Tools like Restyaboard provide holistic capabilities for all remote teams to manage their projects, time, tasks, and resources effectively.

You minimize the need to have multiple apps, multiple logins, and disparate data sources and thereby reduce your CAPEX & OPEX costs given the current economic slowdown.

How empowered is your remote team today? Signup Now to find out!

Team work management

In this article, we going to see the benefits of why you need to use good work management software for your team.

Are you aiming to increase the productivity of your team? Are you planning to make your business operations more efficient? You may want to make some improvements to how your business operates, but you don’t know where to start? So, if your answer is yes, read on to find out how you can do it.

If the goal is to minimize risk, manage the projects better, improve communication and collaboration, or reduce the total cost per project, the use of work management software can be very beneficial. No matter how complex the projects are and what level of communication you need, a team and work management software solution will help your team members stay connected.

Here are some other benefits of why you need to use good work management software for your team.

1. Complex Project Management

Work management software can help you seamlessly manage even complex project planning. You can also track projects and use them to make task lists and sub-task lists to ensure that your projects are done accurately in one go. That’s not all of it! Work management software makes it easier for project managers to assess the overall status and progress at each milestone and also to measure the productivity of each resource and team. You can also track nuances like team communication, timelines, and budget.

2. Simpler Allocation and Scheduling

Team and work management software make your life simpler to a large extent. Particularly when you have to assign or schedule resources for multiple projects. If you need to allocate one resource to a big project or identify three highly skilled programmers for a software development task. Whatever the project or resource needs, work management software will have you covered. 

Take Restyaboard, one of the leading management software available today. It comes with drag-and-drop functionality, is highly configurable, and helps you plan and make changes in your projects easily.

Read 8 Steps To Improve Project Collaboration Between Teams

3. Responsive Task Management

Without comprehensive work management software, you could face low work-efficiency, and therefore your team could lose valuable time. Also, it would be difficult to track how much work has been done so far. It would be difficult to evaluate the performance of your team or bill customers for the tasks that have been completed. 

Most work management software solutions also have an integrated task list that allows you to add all of your upcoming tasks and also get reminders of upcoming deadlines. Project managers can also assign and delegate tasks to their team members and notify each of the same. Some software management solutions also allow you to create shared tasks. 

For example, if a resource gets a new task in their to-do list, they may also assign a portion of it to other colleagues. Finally, this tool provides time trackers to monitor the amount of time spent on daily activities.

4. Agile Development 

The benefit to having work management software is not only to organize your teamwork but also to build an agile team. Without a comprehensive application of team management, the team will find it difficult to improve their performance and produce valuable results. Also, you won’t have a way to measure the completed work or assess the overall performance of the team accurately. But by using the right agile work management software, organizations can easily add all their upcoming tasks and prioritize them, based on their business needs. You can also assign tasks to various team members, share tasks between colleagues, and evaluate the time spent on tasks to calculate the productivity of your team.

Also, read Agile Project Management And How Can Your Team Benefit?

5. Better Team Collaboration

In addition to several resource scheduling and project management benefits, work management software significantly improves team collaboration. Project managers usually assign individual tasks from a bigger project to their team.  Whereas management software provides a way to collaborate on various projects by deliberating on tasks, their deadlines, completed vs. outstanding work, any dependencies, etc. Therefore, your team would collaborate in a much better manner, leading to more efficiency, profitability, and success.

6. Shared Calendar and Event Scheduling

The leading work management software solutions always have a shared calendar. You can use this team calendar for scheduling team meetings and other such activities for clients and business partners. Also, you’ll know when any of your team members are away from the workplace, making it easier to schedule meetings that suit everyone. What’s more? If you want to book meeting rooms for an upcoming meeting in advance, you can find management software that has a calendar and let you book a variety of resources, including meeting rooms in your office.

7. Automated Meeting Scheduling

Another key feature of the calendar is the automated meeting scheduling. Instead of lengthy email correspondence with your business clients, you can easily fix a suitable meeting time in just a few clicks. Whenever you need to suggest multiple meeting times to your client, simply pick multiple time slots in your calendar. Your meeting invites the proposed times to be sent automatically to the customer who, in turn, will choose the appropriate time from the times you have suggested. After confirmation, both parties will receive a confirmation email and the meeting and event will be added to both calendars.

8. Enhanced Communications

Work management software also provides project managers with a better view of the current status and activities that are taking place around them. Nowadays, the best management software comes with collaborative features along with shareability options. This helps the teams to manage clear communication and effective collaboration. The workflow is also becoming much smoother.

Restyaboard – The Best one for a Work Management Software

Restyaboard is the best team and work management software for entrepreneurs, business leaders, and project managers alike. Restyaboard helps you manage your time wisely and be the brace for success. Using this best management software, you can manage, automate and optimize your resource planning. It also helps you monitor multiple projects; track time and handles leave management – all at once. If you need to generate insightful reports right from the planning stage to the delivery or review process, this tool is your best bet. Get in touch today for a free trial and check out all the benefits of it yourself.

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.

In this blog, we can look at what is Agile Project Management And How Can Your Team Benefit?

Most of the world’s teams work in fast-paced, ever-changing environments. That’s where the term agility comes into play. You’ve likely heard the term before, but what does it mean in today’s workplace? Stemming from the IT world, agile capabilities evolved in the 1990s when “thought leaders sought ways to quickly build working software and get it into the hands of end-users.” During this period of transformation, IT began focusing on software solutions combined with more fluent applications needed for a productive work environment.

Agility is essentially a way to simplify the way you work and coordinate together in regards to workload processes. If you’re asking, “What is agile project management?” and wondering if your team can benefit from it, know that it distinctly involves improving systems, processes, and timelines to empower your team members and help you organize work in a way that’s simplified and meaningful.

Agile Project Management

So what is agile project management exactly? It is a method of applying intuitive software and tools to the lifecycle of your team’s project management processes. Agility enables you to multitask for improved collaboration, teamwork, and productivity.

Agile project management takes agility a step further to represent the task and project management steps, systems, tools, app integrations, and execution capabilities necessary for enabling project teams to establish a streamlined, effective workflow—even in changing environments.

According to the Project Management Institute (PMI), project teams “increasingly embrace agile as a technique for managing projects” with 71% of organizations reporting the use of agile project management approaches “sometimes, often, or always.”

As evidence has suggested, Agility models thrive in communicative and adaptive cultures where team members are connected via a single dashboard or source. These teams use collaboration tools where team members can quickly adapt to project changes, leading to greater workflow and productivity benefits.

Read Top 7 Product Management Tools for Product Managers

Iterative is another term you may hear around the topic of agile project management. It represents the agile life cycles or significant steps involved in project completion. This approach focuses on the empowerment of team members via easy-to-use collaborative project management tools for maximum productivity.

How Can Your Team Benefit from Agile PM?

Fostering success through agile project management and iterate processing often begins with dynamic adaptability. Your project and your team must demand interaction, collaboration, and accountability, as well as the ability to shift and change according to project and client, needs as you go. 

This means that tasks can be assigned, dated, and set as recurring as needed. You can also assign project team members where necessary, and even assign subtasks and add notes or files as you strive through the agile project management process. And the benefits of this are endless, especially when working with an all-in-one project management software platform. 

Here’s an overview of the many opportunities your team can take advantage of within this system:

  • Optimize team communication and productivity.
  • Foster a culture of learning and evolution where one centralized and goal-oriented task management platform supports your project. 
  • Support in-office and remote team members with agile project management tools.
  • Bolster team communication and workflow empowerment with:
  • Assignments that are easily set up via templates or email.
  • Reminders can be sent to keep team members on schedule.
  • Easy attachment of files and notes for project clarity.
  • Real-time communication via a built-in chat messaging system that allows task creation directly from a chat channel.
  • Team member accountability through the calendar and timeline integration and reporting, including customizable views from high-level project timelines down to individual task lists. 
  • Cultural collaboration and productivity support through task and calendar sharing, including the ability to:
  • View projects and tasks by timeline, individual, or team.
  • Prioritize tasks, set start dates, due dates, and due times, and update them as each project progresses. 
  • Add followers to a task and add task comments so everyone stays in the loop on updates or timeline changes. 
  • Allow collaborators to view real-time updates on tasks as due date changes, comments, and completions so they understand the progress.
  • Project management planning, intention, and successful execution, allowing teams to create a powerful project result that’s on time and productive. 

From a single project management tool, you’ll be able to integrate all of your teams, projects, apps, and timelines to accomplish goals and provide leadership and quality results for your team.

Taking Advantage of Agile Methodology, Leadership, and Teamwork

Agile project management, now more than ever, requires first choosing the tool you wish to work with each day. It involves planning with timelines, tasks, and processes in mind for effective collaboration.

Through agile project management processes, you will streamline your workflow. And the “what is agile project management” question begins and ends with empowering people. What better way to do this than providing your team members with a modern collaboration app that integrates all of your project tools, tasks, and calendars within one intuitive, task management system?

Restyaboard provides a feature-rich, all-in-one collaborative platform that’s both scalable and simple enough to learn in minutes. To learn how it can improve your team’s workflow, try the demo today!