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What are the best project management tools to stay on top of deadlines?

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Managing deadlines is a crucial skill for any project manager, especially in the fast-paced and dynamic world of strategic communications. Whether you are working on a campaign, a report, a presentation, or any other deliverable, you need to plan, track, and communicate your progress effectively. But how do you choose the best project management tools to help you stay on top of deadlines? In this article, we will explore some of the features and benefits of different types of project management tools, and how to use them to optimize your workflow and achieve your goals.

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1 The basics of project management tools

Project management tools are software applications that help you organize, manage, and collaborate on your projects. These tools range from basic to-do lists and calendars to complex platforms that integrate with other systems. Task management features enable you to create, assign, prioritize, and monitor tasks for yourself and your team members, as well as set deadlines and reminders. You can also visualize your project schedule, milestones, dependencies, and risks with timeline management features. Communication management features allow you to communicate with your team and stakeholders, share updates and feedback, and store and access documents and files. Additionally, reporting management features enable you to generate and export reports on project performance, budget, quality, and other metrics.

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Dylan Nelson, MSPM, LSSBB

Innovative Project Manager and Business Consultant with a Focus on Continuous Improvement, Effective Communication, and Successful Project Planning and Implementation
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Something that I always ensure when starting any new project is making sure there is a centralized location for the project team and myself to collaborate. Whether that be an MS Teams site, Miro/Mural workspace, or a Slack channel. Having a central communication pathway with your project team is essential to ensure everyone knows what their tasks are and when those tasks need to be done by. Integration of task and schedule tracking tools like MS Tasks and/or Project, Jira, and Smartsheet are an added bonus to infuse into this centralized communication pathway to ensure project team members and stakeholders have visibility to the project roadmap and work breakdown structure.

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2 The benefits of project management tools

Project management tools can help you stay on top of deadlines by providing you with several benefits, such as increased productivity, improved collaboration, enhanced visibility, and higher quality. Streamlining your workflow, automating repetitive tasks, and reducing errors and delays will help you become more productive. Additionally, these tools can foster teamwork, transparency, and accountability while avoiding miscommunication and conflicts. Furthermore, they allow you to track your progress and identify issues and opportunities so that you can make informed decisions. Finally, they ensure that your deliverables meet the expectations and requirements of your clients and stakeholders as well as align with your strategic objectives.

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3 The types of project management tools

Project management tools can be classified based on their functionality, design, and purpose. For example, Kanban boards are visual tools that use cards and columns to represent tasks and their status. They are suitable for agile and iterative projects that need flexibility and adaptability. Gantt charts are graphical tools with bars and lines to show the duration, sequence, and dependencies of tasks. They are ideal for complex and long-term projects that require planning and coordination. Lastly, To-do lists are simple tools with checkboxes and notes to list the tasks you need to do. They are suitable for personal and small-scale projects that require minimal structure and supervision.

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Terry Searles

We focus on support and education to better prepare clients to make informed decisions about their financial portfolios. All Across Ontario Canada (Via Webchat Availability)
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I disagree with some of this. I feel that the design doesn't have a lot to do with the purpose of the tool. If one design is not what 1 person likes, doesn't mean it is not a good tool. Just not for that particular design. If the same tool is in a different design or format it will still work

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4 How to choose the best project management tool for your project

When it comes to project management tools, there is no one-size-fits-all solution. The best tool for your project depends on the size and scope of the project, its type and style, the preferences and needs of your team, and the availability and compatibility of the tool. To choose the best project management tool for your project, you should define your project requirements and objectives, evaluate your project management options, test and compare the tools, and select and implement the best one. Consider factors such as the goals, scope, constraints of your project, features, benefits, drawbacks of different types of tools, how they fit your workflow and preferences, their impact on productivity and quality, how to set them up and use them, as well as how to train and support your team.

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5 How to use your project management tool effectively

Choosing the best project management tool for your project is only the first step. To stay on top of deadlines, you also need to use your tool effectively. Customizing your tool to fit your project specifications, such as adding custom fields or labels, is a great way to get the most out of it. Additionally, you should update your tool regularly with the latest information and use it to communicate with your team and stakeholders. Moreover, you should review your tool frequently to generate reports, analyze data, and identify gaps and improvements. These tips can help you maximize the effectiveness of your project management tool.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Doris Chow (周菽芬)

Strategic Planning ? Project Management ? Stakeholder Engagement ? Strategic Communications ? Business Development
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1) Agile methodologies, such as sprint planning and Kanban board, are useful for tracking. These work best when everyone in the team are trained in Agile project management and know the work processes, to the extent that we can cover for one another. 2) Identify the time leaks, i.e. what's taking more time than necessary. Sometimes, it may be a process that one person needs an hour to do, but another can complete within 30 minutes. Focus on urgent, important, and critical tasks first. 3) Team calendar is shared and transparent, so everyone knows who is available and in office. Common collaboration days and white spaces also allow time for check-ins and discussions. Ultimately, the overall performance is as good as the manager in charge.

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What are the best project management tools to stay on top of deadlines?

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3

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6

1 The basics of project management tools

2 The benefits of project management tools

3 The types of project management tools

4 How to choose the best project management tool for your project

5 How to use your project management tool effectively

6 Here’s what else to consider

Strategic Communications

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What are the best project management tools to stay on top of deadlines?

1

2

3

4

5

6

1 The basics of project management tools

2 The benefits of project management tools

3 The types of project management tools

4 How to choose the best project management tool for your project

5 How to use your project management tool effectively

6 Here’s what else to consider

Strategic Communications

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