Tag Archives: project management

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!