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You’re looking to improve your project management. What tools should you consider?

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Project management is a vital skill for any practice, whether you are a solo practitioner or part of a larger team. It involves planning, organizing, executing, and monitoring tasks and resources to achieve specific goals and deliver value to your clients. However, project management can also be challenging, especially when you have to deal with multiple projects, deadlines, stakeholders, and uncertainties. That's why you need to use the right tools to help you manage your projects more effectively and efficiently. In this article, we will explore some of the tools that you should consider for your project management needs.

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Randy Oostra

Senior Partner - CEO Advisory Network. Managing Partner- BlueprintN1. Committed to longevity, the social determinants…

1 Task management tools

Task management tools are software applications that enable you to create, assign, track, and complete tasks related to your projects. By breaking down projects into smaller and manageable units, prioritizing and scheduling tasks, setting deadlines and reminders, collaborating with team members, and monitoring progress and performance, these tools can improve productivity and focus, enhance accountability and transparency, reduce stress and confusion, and facilitate learning and improvement. Examples of task management tools are Trello, Asana, Todoist, and Wrike.

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Cassandra Black S.

Thinking the Unthinkable. Game theoretic strategist and former insider. Skepticism is somewhat in short supply.
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I'll probably go against the grain, but I would stick to MSExcel for the creation of the work breakdown structure, and for tracking of the who, what & when. I've seen some of the most beautifully crafted plans in Trello or Asana, but unless people can access and update in the tool it largely becomes yet another application to maintain. The business and IT are like 'shiny things' and indubitably that has been given credibility by a demonstration by the seller showing off the bells and whistles. At the heart of project mgmt is task mgmt, and people want to see their assigned component and how long it will take. I have also noticed people do best on the 'how to' when given autonomy and clear goals - something a machine can never emulate.

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2 Time tracking tools

Time tracking tools are software applications that allow you to measure and record the amount of time you spend on tasks and projects. These tools can be used to track hours, billable or non-billable, manually or automatically, using timers, calendars, or integrations with other tools. Using time tracking tools can improve profitability and efficiency by helping you optimize rates, budgets, and resources. Additionally, they help provide accurate and transparent reports and invoices to clients, reducing errors and disputes. They also facilitate planning and forecasting by helping you estimate and allocate time for future projects. Examples of time tracking tools include Harvest, Toggl, Clockify, and TimeCamp.

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3 Document management tools

Document management tools are software applications that help store, organize, access, and share documents related to projects. These tools allow users to create, edit, and collaborate on documents online or offline. Document management tools provide several advantages such as improved security and compliance, enhanced collaboration and communication, reduced clutter and waste, and facilitated search and retrieval. Examples of document management tools include Google Drive, Dropbox, OneDrive, and Evernote. These tools help protect documents from unauthorized access, loss, or damage. They also help share documents with team members and clients; receive feedback and approvals; avoid paper-based documents, duplicates, and outdated versions; and find documents easily and quickly using keywords, tags, or filters.

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4 Communication tools

Communication tools are software applications that enable you to communicate with your team members and clients during projects. Through these tools, you can exchange messages, files, and feedback using text, voice, or video in real-time or asynchronously via chat, email, or phone. Communication tools offer a variety of benefits, such as improving relationships and engagement, enhancing coordination and alignment, reducing isolation and frustration, and facilitating creativity and innovation. Popular communication tools include Slack, Zoom, Skype, and Gmail.

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5 Reporting tools

Reporting tools are software applications that can help you create, analyze, and present reports on project performance and outcomes. They allow you to collect, organize, and visualize data from tasks, time, documents, and communication. Reporting tools provide many advantages, such as improving decision making and problem solving by helping you monitor project status and progress. These tools also enhance accountability and transparency by demonstrating value and impact to clients, stakeholders, and managers. Additionally, they reduce complexity and confusion by simplifying data and insights while highlighting key points and actions. Furthermore, reporting tools facilitate learning and improvement by evaluating performance, feedback, and lessons learned. Examples of reporting tools include Power BI, Tableau, Google Data Studio, and Databox.

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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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Randy Oostra

Senior Partner - CEO Advisory Network. Managing Partner- BlueprintN1. Committed to longevity, the social determinants of health, hunger as a health issue, and healthy aging.
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I’ve always thought that one of the biggest issues in project management is clearly defining the project and creating “urgency” to ensure crisp execution. When projects are identified, there often can be some arbitrary timeline attached to its completion. One of the practices that I found effective, is to clearly define what the project is - is it to come back with a concept? A full completed business plan? Or a completed project that has been executed. When asked about timelines, many times individuals will agree to quicker timelines if asked. Could you do that in 90 days? How about 60? Could you get it done in 30 days? Often time individuals will agree a quicker timelines when asked.

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You’re looking to improve your project management. What tools should you consider?

1

2

3

4

5

6

1 Task management tools

2 Time tracking tools

3 Document management tools

4 Communication tools

5 Reporting tools

6 Here’s what else to consider

Practice Management

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You’re looking to improve your project management. What tools should you consider?

1

2

3

4

5

6

1 Task management tools

2 Time tracking tools

3 Document management tools

4 Communication tools

5 Reporting tools

6 Here’s what else to consider

Practice Management

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