Gone are the times when projects could be managed by writing important items on a piece of paper and by conducting physical meetings. Sending letters to inform all the participants about a proposed meeting incurred time and expenditure. Then arrangements had to be made for their travel, boarding and lodging. Such meetings had to be conducted too often. This way of managing projects was neither efficient nor economical.
Nowadays, projects can be better managed in less time and with more efficiency by using some web-based project management softwares which are tailor made for managing projects. By using these aids, the time spent over performing various project tasks gets significantly reduced and the communication and collaboration among team members working over projects gets drastically improved. The projects become more organized and can be better executed as per project plan and within the prescribed time limit. These tools ensure proper utilization of budget and resources allocated for them.
Though there are a plenty of project management software out in the market, but a few among them have a carved a niche of their own namely Wrike, ProofHub and Asana. Other people might have a totally different perception about their set of best tools as such opinions are based on personal experiences and these may vary from person to person and from organization to organization.
Now we will discuss here how project management can be enhanced through project management softwares.
Improved Communication and Collaboration Among Team Members:
As these are web-based applications, these can be accessed from anywhere in the world through the net. This proves advantageous for organizations whose employees are from different linguistic and cultural backgrounds and who are located in different locations around the world. Through these tools ,they can instantly and effortlessly communicate and collaborate with each other. This enables better connectivity over projects and individuals can better cooperate and coordinate with each other. They can mutually discuss about important matters and resolve them in less time and with more efficiency. This helps them to work together as a team and in a harmonious manner.
Centralized Location of Data and Resources:
In these tools, files, documents and other vital project-centric information and resources are stocked in a single centralized location, making it easy for various team members to access them conveniently and speedily for their needs. The same set of data and resources can be effectively utilized by multiple people. This leads to optimum use of resources as well as saves time and lowers costs.
Better Task Management:
A project involves a huge set of tasks which vary in terms of their priorities and nature. They need to be properly classified, described and documented. These project management tools help to achieve this in an easy and effective manner. As these tasks are properly described and documented, team members would find no real difficulty in understanding them and would be executing them with more focus and responsibility. They tend to receive timely email notifications about their tasks as these approach their deadlines. This helps them to know that they have to perform their tasks before their deadlines materialize. They can execute them in a timely manner without forgetting these. Their performance over tasks can be better tracked.
Enhanced Time Management:
As time is limited over projects, it becomes truly important to perform various tasks, processes and activities in a fast and qualitative manner. These tools help to keep a track of time spent over performing various activities which helps to know if specific tasks are being accomplished within the defined time frame or are incurring more time than required. An accurate record of time spent over various tasks also helps in billing clients and customers as per the number of hours spent over developing their products or while servicing their orders. Also new projects can be planned and modelled on the pattern of already executed projects by taking into consideration the time spent over performing their various tasks.
Perfect Assessment of Projects’ Progress
During the execution of a project, it becomes important for a project manager to know if the project is headed in the right direction. He can better analyze a project’s progress through a tool or aid. Project management software enable accurate tracking over projects through features like Gantt chart which help a project manager to know the exact level of completion of various tasks. He can conveniently reschedule the starting and finishing dates of specific tasks if such a need arises. Any task dependencies can be better established. Thus he remains in firm grip over various project affairs.
These tools help to organize project tasks and activities and enable their execution as per schedule and project plan. Consequently the projects can be successfully and timely accomplished. Organizations are able to achieve their project-specific objectives and can reap financial, commercial and other rewards. They are able to save their costs, time and efforts. This boosts their growth, marketability and profitability.
As these tools hold immense utility for organizations and their projects, an awareness needs to be generated about them and people need to be aptly guided about how they stand to benefit from their use. Once this happens, more and more organizations and people will start benefitting from these tools.