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Project Management. Joseph Mapue. Successful project managers work smart. They build skills, train hard, and use the right tools. No wonder they often get things done using project management templates. These ready-made forms not only make it easier to monitor tasks and track progress, but they also help accelerate, standardize, and improve the entire project management process. Because each project has many aspects, project documentation covers a wide range of areas.
In fact, there are templates for just about any stage in the project lifecycle, from inception to completion. Project management templates serve many purposes. They can help teams set goals, assign tasks, manage expenses, monitor progress, stay on schedule, and move a project from one milestone to the next.
Project-related documents are created using different authoring tools such as Excel , Microsoft Project , Google Sheets , and PowerPoint. If you want to be more efficient, ready-made forms and project management templates can definitely help.
These handy templates will save you precious time when running your projects. Project success depends on a clear and complete understanding of goals, priorities, roles, and timelines. To achieve this, all stakeholders must be on the same page at all times.
Having a full grasp of their specific functions, stakeholders should also possess a top-level view of the project as a whole.
Core documents such as project charters, plans, and overviews will help you get this done. Projects need to be constantly monitored once they are underway. Tracking forms and report templates give project owners, leaders, and customers the visibility they need to assess the progress of the project as well as the challenges and opportunities it currently faces.
Among other things, project tracking templates help determine whether everything is going according to plan, schedule , and budget. Project tracking and reports also enable managers to make remedial actions well before major roadblocks occur.
Project timelines and schedules may be created using simple tables but complex documents with multiple variables should be built as Gantt charts instead. Such sophisticated documents provide greater detail by showing specific milestones and their summaries, component tasks, and deliverables, task owners, start and due dates, dependencies, and other relevant information.
Of course, it also says a lot about the skill and resourcefulness of the project manager. The following documents help project leaders track and manage project-related expenses. They also enable managers to create resource allocation and cost strategies that drive both efficiency and productivity without breaking the bank. Essentially, a project represents the desired outcome when a set of related tasks is completely delivered. Simply put, a project is the sum of its component tasks.
This is why project managers diligently monitor the progress of each deliverable, especially those with significant dependencies. Such documents enable managers to set priorities, clarify role ownership, assist struggling stakeholders, and ensure that no major roadblocks will emerge down the line.
The following templates will help you hold each member of the team accountable and ensure that deliverables are met on time, within budget, and on par with expected quality standards. Good time management leads to excellent project results. It helps form a well-organized team that runs on schedule and achieves success predictably like clockwork.
The project management tool is downloaded as a program to your desktop or laptop. Then you access it from your own device. It has largely been supplanted by web-based apps. The app is offered in software as a service SaaS form. This means you can log in and use it from anywhere with an internet connection. Project files and dashboards are updated in real-time for all users. Multiple users can access the platform to work together.
Project information is updated in real-time. Task, subtask, and chat tools are provided to keep everyone aligned. Scheduling features keep project activities organized and on time. Gantt charts allow big picture time tracking. When timelines change, many apps let you compare the new schedule and baseline original schedule. Project stakeholders can report issues.
These can then be monitored and dealt with. Issue resolution can be tracked and team members assigned to fix problems. Metrics on project progress, delays, and performance can be compared. This is very useful for larger businesses, but may not be required for small teams with few projects. Projects entail the exchange of files and media.
Document management features allow project stakeholders to access key information. To version and update files and work together. Tracking the use of budget and human resources is important to project success. Resource management features track expenditures through the project lifecycle. For example, say you manage a small team or work freelance. In this scenario, creating tasks and scheduling them may actually add to your workload. While also disrupting your flow. Full team adoption and constant use is necessary to realize the benefits of this software.
Purchasing a program and add-ons may end up eating into your bottom line. This kind of software has a wealth of benefits. There are many well-designed platforms in this competitive field. The best tool will come down to a combination of app quality and context of usage. Everyone has different needs.
Some apps suit agencies best. Others are targeted at startups and small business owners. Are you looking for the best simple project management software?
Or just the best team project management software in general? With notes on what kind of business each platform is good for. Wrike is a comprehensive project management solution. To improve team collaboration, speed up approvals, and handle incoming work requests. Compliance and auditing are made easy. You can also print reports for individual team members and determine project hours.
There are strong data reporting tools. You can also add business intelligence features for more involved reporting and analytics. It has good integration with Outlook and Microsoft Teams. So Microsoft projects can be managed in the app with ease. This can slow down full team adoption.
App setup is likewise fairly involved. Website: wrike. Allows you to manage the uncertainties of projects, and adapt to changes. Move ahead with team availability, priorities, and any scheduled employee vacation time in mind. Smart scheduling plans for the best and worst case scenarios. Estimate time ranges and better manage resources and risk.
Build a macro pipeline for managing all company projects. See pending, approved, and active projects. Manage and prioritize projects with an easy drag-and-drop user interface. Has a moderate learning curve, and will take some training to use to its full potential. Lacks offline access. Enterprise plan requires contact with LiquidPlanner.
Website: liquidplanner. Trello is simple, visual web-based project organizing software. Built around Kanban boards for managing productivity workflows. Information is visible on cards at a glance. You can add comments, attach files, and set due dates on each card. Create useful lists too. Set rules, trigger events, and schedule commands. And plenty more. This allows you to sync it with all the apps you already use. If your project is truly complex like say software development , it might not have the tools you need.
Price per user drops as the number of users increases. Website: trello. Asana helps teams collaborate on projects. One can view all their tasks as a list form, or see them plotted onto a calendar. The timeline feature is sort of a mix between a calendar and a vision board.
Projects get mapped out according to an ideal plan. A phase is baselined when all activities pertaining to it are finished and well documented. If it was not the final phase, its output would be used in next immediate phase. Configuration management is a discipline of organization administration, which takes care of occurrence of any change process, requirement, technological, strategical etc.
CM keeps check on any changes done in software. Change control is function of configuration management, which ensures that all changes made to software system are consistent and made as per organizational rules and regulations.
Identification - A change request arrives from either internal or external source. When change request is identified formally, it is properly documented. Validation - Validity of the change request is checked and its handling procedure is confirmed.
Analysis - The impact of change request is analyzed in terms of schedule, cost and required efforts. Overall impact of the prospective change on system is analyzed. Control - If the prospective change either impacts too many entities in the system or it is unavoidable, it is mandatory to take approval of high authorities before change is incorporated into the system.
It is decided if the change is worth incorporation or not. If it is not, change request is refused formally. Execution - If the previous phase determines to execute the change request, this phase take appropriate actions to execute the change, does a thorough revision if necessary.
Close request - The change is verified for correct implementation and merging with the rest of the system. This newly incorporated change in the software is documented properly and the request is formally is closed. The risk and uncertainty rises multifold with respect to the size of the project, even when the project is developed according to set methodologies. Gantt charts was devised by Henry Gantt It represents project schedule with respect to time periods.
It is a horizontal bar chart with bars representing activities and time scheduled for the project activities. It is capable of graphically representing main events of project in both parallel and consecutive way. Events, which occur one after another, show dependency of the later event over the previous one. Events are shown as numbered nodes. They are connected by labeled arrows depicting sequence of tasks in the project. This is a graphical tool that contains bar or chart representing number of resources usually skilled staff required over time for a project event or phase.
Resource Histogram is an effective tool for staff planning and coordination. This tools is useful in recognizing interdependent tasks in the project. It also helps to find out the shortest path or critical path to complete the project successfully.
Like PERT diagram, each event is allotted a specific time frame. This tool shows dependency of event assuming an event can proceed to next only if the previous one is completed.
The events are arranged according to their earliest possible start time. Path between start and end node is critical path which cannot be further reduced and all events require to be executed in same order. Arnab Chakraborty. Zach Miller. John Shea.
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