Are you looking for a way to steer your project successfully toward completion but are unaware of the tools and methodologies to use? Worry no more. Programming Script is here to help with project management tools and methodologies that you highly require to plan a project.
In this article, we will look into the methodologies of Streamlining project tasks with advanced management solutions. Moreover, we will also discuss all the tools present in the Project management software that help in managing a project effectively.
A project needs smart planning, timely execution, and organized management. This can be done by using effective Project management tools and project Management Methodologies.
To successfully steer the project toward completion, a Project manager has to maintain an organized workflow throughout the project. This can be done elegantly with the help of useful tools, project management techniques, and methodologies. It is all about optimizing project outcomes through innovative management software.
Each project is unique. So is the requirement of each project. Hence the methodology and tools should be selected as per the needs of each project.
Project Management Software consists of a variety of tools that can help in managing all sorts of projects. Successful project completion can be achieved with smart tool utilization.
In this article, we will discuss what project management tools are and what methodologies can be used for doing a project.
Let’s have a look into tools first
What Are Project Management Tools?
Project Management tools are specialized software applications. These applications assist in the planning, execution, and management of the project. Effective project management tools are the backbone of a successful project.
Purpose of PM tools
Smart tool utilization is a crucial factor in successful project completion. The purpose of PM tools is to streamline project tasks with advanced management solutions. It helps in managing projects by providing
- A centralized Data hub- for storing all the information and facilitating document sharing
- Dashboards and spreadsheets – To discuss and address the issues
- Task Allocators and Activity Trackers – for dividing and monitoring the status of the assigned tasks
General Features of PM Tools
Project Management software is designed to help its users in all the ways possible. Most PM software consists of Budget-friendly project planning tools for optimal resource allocation. The common features present in most PM software are
Apart from these, each Project Management tool carries a unique feature that can be more helpful for a particular type of project. There are multiple tools ranging from simple worksheets to complex algorithms. A project Manager can decide which software befits the mode of the project
For our readers, we have compiled a list of tools per their use
1. Gantt Charts
Time is money, a key factor while executing a project. Gantt chart is a useful tool for monitoring the status and due date of the tasks assigned to team members. It provides better control over the workflow and real-time task status visibility of the project.
Working:
- A user simply has to add tasks and due dates
- Gantt chart will automatically create a project timeline flow.
- A user can adjust the project plan by dragging a task and dropping it to a place of preference on the timeline.
- To keep updated with the progress, a Project Manager can leverage automatic notifications.
- Once a team member completes a task, he updates the status of the task, and a notification is sent to the Project Manager and all the stakeholders.
Benefits:
- Gantt Charts can be used for Planning, scheduling, and tracking of a project.
- It monitors the timelines of a project.
- Its simplicity makes it ideal for all sorts of projects.
- The Gantt charts also help in keeping all the team on the same page during a Project.
2. Kanban boards
Kanban boards are the best visual tools used for managing projects. This board acts as a central platform for tracking tasks and managing the updates of the projects.
Working:
- The Kanban boards consist of a board with cards.
- The card represents the tasks and the board as the project.
- It consists of different columns representing various stages of a project, like “In progress” “To Do” and “Completed”.
- A team member can move the card in between the columns as per the status of the task.
Benefits:
- The Kanban board provides a visual representation of the tasks at a glance.
- Moving the tasks as the cards and addition, and deletion of the columns on the board provides flexibility in the workflow of the project.
- Kanban boards help in avoiding bottlenecks by limiting the “work in progress”.
- It provides regular reviews during the project.
3. Project Dashboard
The dashboards provide an easy, concise, and digestible format of the tasks, timelines, and their status. The Dashboards play an important role in Project Management by facilitating collaboration among the team members.
Working:
- It contains task lists with the assigned team member’s name and due date.
- The dashboard color-coded icons act as an indicator green for “in progress”, red for “overdue”, and blue for “not started”.
- It sorts out the tasks based on the description.
- The dashboards divide the tasks in preference to be completed.
Benefits:
- The Task Filters allow the users to view a specific task or a specific attribute like an assigned member, due date, or anything preferred.
- The dashboards provide users with direct access to task descriptions, reviews, and attachments.
- It also tracks the progress as percentage completion or time elapsed.
4. Workflow automation
An outstanding feature of Project Management software is workflow automation. Workflow automation works to streamline repetitive tasks and processes. Its purpose is to provide quality control in a project.
Working:
It helps overcome manual effort, minimize errors, and increase the efficiency of a project.
Benefits:
We have categorized the benefits and uses of Workflow automation as follows
5. Task Management
Workflow automation helps in Task Management by automating routine tasks. This is done by sending notifications and reminders for completing a task following other parameters like the due date.
6. Course Setting
Workflow automation is a smart way of standardizing the project execution process by clearly defining workflows and the sequence of tasks. It can include making templates for common features like Project initiation, Approval, and closure. This way a user can set a basic course of action for all of his projects maintaining coherence and consistency.
7. Task Arrangement and Dependencies
Workflow automation ensures the correct order of the tasks and automatically highlights the next dependent task. Automation means once a task is completed, it is marked as done and the next is automatically initiated by sending notifications to the corresponding member of the team member.
8. Resource Distribution
An automatic workflow distributes the resources as per the requirements. It takes into account all the attributes such as skillset, workload, and availability of the team members along with resources needed to achieve one task.
9. Central Data hub
The workflow automation system allows synchronization and document sharing like sharing emails, maintaining communication, scheduling calendars, and so on. The automation feature of project management software empowers data integration and organization. It keeps information updated and accessible to all the platforms and team members.
10. Monitoring and Reporting
Last but not least the automation workflow is helpful in auto monitoring and reporting. It shows the performance of each team member and the status of a task at each step, hence making monitoring and reporting easy and efficient. It provides critical insights into the workflow performance, key metrics, completion rate, and cycle times of a project.
11. Task Lists
Task lists are organized collections of all the tasks and activities carried out for completing a project.
Working:
The task lists provide an overview of the tasks enabling team members to view, track, and manage their duties proficiently.
Benefits:
The benefits of Task lists are
12. Sorting out tasks
With a Task list PM software distributes the tasks into logical groups based on criteria like task name, description, department, Priority, and Project phase. This sort of listing helps team members and managers to locate a specific task within the Project.
13. Task Allocation
PM software helps by allocating tasks in the form of task lists. This listing facilitates the assignment of tasks by keeping a check on the availability, workload, and skill set of an employee. It helps to avoid overload on a single employee or a team keeping workload balance among the overall team.
14. Progress Tracking
Once a listing of the assigned task is done, it becomes easier to monitor the progress of the task. The assigned employee is not only responsible for completing the task but also for updating the status in the Task list section. This way managers and stakeholders can easily monitor the progress status through task lists.
15. Time Management
The PM software uses task lists to meet deadlines. A task list not only informs about the task but also mentions the due date for the assigned task. This sort of enlisting helps employees meet deadlines and keep pace with the time.
16. Transparency
An important attribute of the task list is; that it maintains transparency throughout the project. It clearly shows who is responsible for what, ensuring transparency throughout the project. All the team members are fully aware of their responsibilities and other employees’ task dependency.
17. Portfolio Management
If you have more than one project, how will you handle them on PM software? For that reason, PM software includes Portfolio management options in them. Portfolio management means planning, execution, and monitoring of several projects within the same software.
Working:
- A user has to provide data relevant to a single project (Project A).
- The PM Software will provide a labeled planned workflow for project A.
- The same will be the case with another project (Project B).
- The portfolio will keep the data of each project separately.
- The portfolio will show both projects, Project A and Project B.
- It is an effective way of managing multiple projects on a single platform.
Benefits:
The key benefits Portfolio Management offers in PM software are
18. Planned Arrangement
Portfolio management ensures that the projects are per the organization’s goals and objectives. It sorts out the projects and their needs by preference. This helps stakeholders select projects that benefit the organization’s objectives the most.
19. Resource Allocation
A portfolio also helps in managing resources across different projects. It efficiently allocates personnel, finances, and equipment among various projects. A portfolio enhances overall productivity. Meanwhile avoiding bottlenecks while executing multiple projects.
Project Management Methodologies
Till now we have discussed all the tools, and now it’s time to know how these tools can be used with methodologies for making a project successful. The basic methodologies for a Successful project are
1. Project planning
Project planning is a necessary thing that can a visual idea to manage a task successfully. A thorough planning is a prerequisite of each project. Planning includes deciding on a
- Project’s layout
- Estimating costs
- Assessing the scope
- Finding deliverables
- Managing the manpower
- Calculating time and other resources.
With the help of these insights, a strategy can be planned to execute the project. A planned and well-researched structure guarantees the success of the project. PM software helps you in enhancing project efficiency with advanced planning tools.
For example
- The tools like Gantt Charts, Kanban boards, and Task Lists, can be used to plan and divide the tasks among team members.
- The task lists help in planning by maintaining information such as task description, due date, priority level, and assigned members, in an easy format.
- Team collaboration and communication can be planned to improve by features like chat boxes, and discussion boards. That will allow team members to communicate, share updates, and ask questions easily.
2. Project scheduling
Project scheduling means arranging the tasks. Organizing the tasks in order of preference. This can be done effectively with the help of PM tools like
- The Project Dashboards and Kanban Boards can be used for organizing and placing the tasks in order of preference.
- Task Lists are also helpful in scheduling the tasks by categorizing them into groups.
- The Workflow automation helps in sharing files, documents, and emails. It also helps to maintain schedule calendars for the tasks.
- Portfolio Management can help in scheduling more than one project.
3. Project Tracking
Tracking the status of the tasks is crucial for maintaining the project with the deadlines. A project can’t attain success without a proper check and balance system.
A project manager has to ensure that every employee performs his assigned task before the due date. It is difficult to monitor and track every task for all the employees manually. For this reason, various tools in PM software can be utilized.
For example
- Task lists help in assigning tasks along with due dates. The employees are responsible for updating the status of the task once it is completed. Hence making monitoring easy and efficient.
- Project Dashboards allow descriptions to be added to a task. That can help in addressing a problem faced by an employee.
- Workflow automation allows better tracking by displaying the performance of the employee on the system. It shows the performance % of an employee while executing a task, monitoring the overall task.
4. Project reporting
Project reporting is done throughout the lifecycle of the project. A Project Manager is the person who is responsible for monitoring the employees and reporting to stakeholders. PM software helps in reporting by providing
- Tables and charts will clearly show the allocated tasks along with due dates
- The workflow automation generated progress reports provide a better understanding of the ongoing project.
- The color-coded icons help indicate the status of the task, making reporting efficient and fast.
Conclusion
Project milestones can be smartly achieved by using top-notch Project management software.PM software helps in management with advanced planning tools, optimal resource allocation, budget-friendly project planning, streamlining project tasks, and enhancing project efficiency with advanced management solutions.
Tools like Gantt charts, Dashboards, Kanban boards, and Task lists help in distributing the tasks in an organized and transparent way, among the team members. The workflow automation system helps in automating the tasks by marking them as done and sending notifications and reminders to corresponding team members. The tables, charts, and infographics given by these efficient tools also help in monitoring and reporting during a project.
A project can be a great success when these smart tools are combined with effective methodologies. These methodologies include well-researched project planning, smart scheduling, controlled monitoring, and timely reporting during the execution of the project.
PM software is a one-stop solution for enhancing project efficiency with advanced planning tools. Discover all the features of project management software and witness the ease and accuracy brought by this innovative tool. Try it yourself.
