Productivity - ITM Platform | Projects Programs Portfolio

A project involves devoting effort, capital and human resources to achieve the satisfactory results expected. Early detection of the project not being carried out as well as desired is essential, it is imperative to take steps to improve the measures and its development in order to avoid any unnecessary costs.

In order to improve the management efficiency and detecting problems earlier, or even before they occur, it is essential to have a specialized project management software. Thus, in a simple and economical manner, improving the efficiency of your work an reducing your costs.

There are signs that allow for early detection if a project is not developing properly. In this article we discuss some of them.

1.- Spending too much time solving problems

Obviously, one of the most fundamental tasks of the project manager is to resolve project issues as they arise.

However, the best project managers are not the ones that solves problems, but who best avoids problems.

Anticipation is an essential characteristic of a project Manager and is related to their ability to predict the risks that may occur during the execution of a project, the impact the risks can have on it, and their occurrence.

Stopping the progress of a project because there has been a problem which needs the project manager to provide a solution. This leads to a delay in the delivery of the project and requires additional effort. This can be avoided if the project has been redirected so that the problem is avoided or there is a quicker solution to the problem which has been planned prior to implementing the project, avoiding improvisation at the time of submission.

Articles related to Project Management

5 tips to Juggle Multiple Projects – and keep your sanity!

Ethics and standards of conduct in managing projects

The Strategic Planning in Development Projects

2.- Customers constantly ask for results

A customer who fully trusts you asks not for project results, but trusts that you perform the management of the project in the most appropriate way.

However, since the customer is primarily interested in the project achieving the expected results, it is reasonable for him to ask to be adequately informed of the development and implementation of the project.

Therefore, planning should include checkpoints at which the customer is informed of the results achieved so far, so he can see for himself that project management is still appropriate.

You can also use cloud resources for sharing real-time updates on the progress of the project. This way, the customers can see for themselves at any time how the project is developing.

If you do not use these resources, you can resort to more traditional methods, such as making periodic meetings. In this case you must be careful with the frequency and duration of the meetings, seeking to improve the efficiency and utilization of both your teams work time and your customer’s time.

Transparency generates trust between the project manager and the customer that will be beneficial for both parties.

3.- Workers spend too many hours

If the project is properly planned, employees should only be actively working in the allocated work time that has been planned prior to the implantation of the project, neither more nor less.

If less time than expected is used to execute the tasks, this could mean that the quantity or complexity is insufficient, therefore you should review the relevant work of each of the team members or assign any member of that team to another project.

However, if the opposite happens, it means that workers are overworked. This has negative consequences in both the short and long term.

In the short term, this will mean that tasks cannot be developed at the satisfactory level required.

In the long run, the employees will most likely end up burned out from being overworked, which will decrease productivity and, above all, creativity.

If there is a specific need, you can and should ask the team members to make an extra effort, but this should not be the norm. If so, project planning has been inadequate and must be reviewed.

It should also influence the work methodologies. It is possible that the workload is correct but the way to do it is not optimal.

4.- Too many changes to the project

If customers constantly demand more changes and this prevents you from staying on course for the project, it means that there is a planning problem.

In these cases, the most convenient way to deal with this would be to meet with the customers and talk to them about what they believe the purpose and scope for the project is. Once everything is clarified, the project should go ahead.

Proceeding aimlessly with the project, is a waste of resources and effort and will in turn decrease confidence that employees have in you.

Rethinking the project with the customers will allow you to plan it properly and find the solution together that is most satisfactory.

See all the advantages to using ITM platform by viewing a free demo!

Product Demonstrations

Top 5 most read blogs on ITM Platform:

The Monte Carlo Method in Project Management

Extra Extra Extra!

Three disastrous project management failures

The project in the face of adversity: what should a project manager do?

What is the Virtual Sock Management or Periodical Online Management?

Nicholas Taylor

ITM Platform

Receive the latest blogs directly into your inbox

Every organization hopes that their project is finished on time, under budget and most importantly that their project improves upon previous practices. The way to achieve this successfully is through efficiency and proper delegation of project assignment. This article discusses the 10 best tips for a Project Manager that will aide in the planning, organization and resource management. Ideally, best practices suggest that each time there is a new project that is been embarked upon, that the tips below are kept in mind in order to achieve maximum efficiency and success upon the completion of the project.

1. Start up meeting before the project starts.

To start off on the right foot, it is always a good a idea to have a meeting upon the start of a new project. This is the first thing a Project Manager should do. It is crucial that the Project Manager have a meeting with each person that will take part n the team. This will ensure that each person has their duties and assignments and that they clearly understand their responsibility and objective. This will allow the team so start on the same page and will lead to clear communication between the team members as the project moves through its phases.

2. Establish proper communication between all interested parties.

It is not only important to have clear and proper communication with all the internal team members involved in the project, but it is important as a Project Manager to ensure that there is also constant and clear contact with directors, sponsors, clients and important users. It is important to fully understand what clients and important parties wish to achieve with the project and in addition to keep this in mind from beginning to end. For this, the project manager will have to choose the most efficient methods of communication, to inform interested parties of any news that come about along the trajectory of the projecs.

3.Create an emergency team.

No matter what the project is, there will always be problems or issues that can come up at any moment, thus possibly stalling the project. It is for this reason that the Project Manager should always have an emergency team that is capable to deal with any issues and in addition, to put the project back in motion.

4. Create a guide with the assignments of each member of the project team.

One of the most important things for a Project Manager to do is to have each member´s responsibility in writing. It is for this reason that a guide or list that details in full each responsibility,assignment and deadlines is always a good idea. This also helps the organization of the project and ensures that each member is fully aware of their individual tasks.

5. Have a detailed work plan.

The Project Manager should also prioritize each task and assign a deadline accordingly. In order to do this, a project schedule must be created to develop a strategy and to assess all risks. Having a detailed plan for all the phases of the project will allow and facilitate the completion of each deadline and move along the project accordingly.

6. Take note of everything that could go wrong.

Make sure that you write everything down! If any unexpected issues happen make sure that you document what happened, why it happened and how it was resolved. In the future, this can serve as a good reference point for other unexpected issues.

7. Try to find feedback from users.

There is no such thing as a perfect project. There is always room for improvement. One of the best ways to improve in the future is by requesting feedback about the Project Manager. This is a great opportunity to learn about the strength and weaknesses of the Project Manager along the course of the project.

8. Avoid project overload.

As the project moves along, you might be tempted to add new assignments and tasks. However, as the project manager, you must keep in mind what adding new tasks or assignments might mean to the overall project. Will this increase costs. Do the team members already have enough to do. If the additional tasks are crucial for the project, then it could be worth it However, as the person in charge of the success of the project you must think twice with any additions to the current tasks of the project.

9. Establish and create a new contract with any change that takes place in the project.

Make sure that if you have accepted adding new tasks that you add this to the contract. This way, those who have a stake in the project will not only be fully informed of all that is going on with the project but will also be informed if there are any additional costs associated with the changes, along with any changes in deadlines0.

10. Revise the final project once it has been completed and call a meeting for all the members of the team.

Once the project is complete, it is the time to edit, revise or make any changes that need to be made. The Project Manager should schedule a final meeting with the team to discuss every completed assignment, costs, issues that took place, how those were resolved and what could be improved for next time.

By following these ten steps you will be able to succeed in the completion of the project an ensure success as a Project Manager.

Once you have followed these ten steps you will surely achieve the goal that was set at the beginning of any project. However, remember that you are not the only person that works with energy and dedication, but that you should also transmit that same energy, dedication and passion to all your team members. That is what ultimately makes a great leader.

At ITM platform we believe that if you have a team that is prepared to complete all tasks, a team that is motivated and passionate about the final goal and a team that is ready to accept new challenges, you will complete any project with great success.

We make sure to help you with the rest with a system that facilitates good management. A system that allows you to maximize your production and allows a faster and easier way to achieve your objectives.

See all the advantages to using ITM platform by viewing a free demo!

Product Demonstrations

Top 5 most read blogs on ITM Platform:

The Monte Carlo Method in Project Management

Extra Extra Extra!

Three disastrous project management failures

The project in the face of adversity: what should a project manager do?

What is the Virtual Sock Management or Periodical Online Management?

Manuel Echeverría-Content Manager ITM Platform

Receive the latest blogs directly into your inbox

A professional business is only as successful as the projects they do for their clients. Whether they are short or long term, making clients happy is the focus of the company. If projects fail, the business can lose their source of revenue. This, in turn, can end the business.

As your company continues to grow, the risks that come with not managing it effectively do as well. Right now is when you need to focus on avoiding three deadly project management mistakes that managers continue to make!

1. Failing to effectively communicate with clients

According to the results found in a recent study conducted by Accelo, communicating with clients is one of the most important influences that determine whether a project will be successful or not. Over 90% of the participants believed that e-mail is one of the top communication methods to be used while working on projects. The reason this may be the case is because many companies don’t have access to project management tools or softwares that provide them with alternative options. Therefore, they are left with less effective choices such as e-mail.

Solely relying on e-mail is stifles productivity because it creates silos between teammates. Project members have more difficulty quickly communicating with one another because e-mail is built for communication amongst only a few individuals, making it hard to share important information without creating long chains of communication.

As your team begins to grow and you have more work and projects in your hands, it will become increasingly problematic to try and keep track of all of the information being passed around and ensure everyone is aware of even the smallest project details. The solution isn’t to completely replace e-mailing. You should integrate a project management software that will work side-by-side with e-mailing by providing teammates with an alternative platform they can use for immediate communication and collaboration, saving e-mail for less urgent work.

2. Ineffectively tracking your budget

While the logical choice would be to connect a timesheet with your project management software to prevent this from occurring, only 30% of managers choose to do so. That’s right, once again Accelo found that approximately 69% of companies are left in the dark by manually calculating the time and budget needed to complete a project. This can easily lead to long delays and financial catastrophic failures for projects.

Even though this may seem to only impact individual projects, it has the potential to do damage to the entire firm in the future. Projects will need to be consistently monitored with the help of a project management tool. It’s important to understand how your budgets are impacting project success and whether or not the project is profitable. Knowing this information will be extremely beneficial when planning sales approaches for future projects.

Since payroll is one of the biggest expenses for most companies, losing track or creating an inaccurate picture of employee resources and time can be catastrophic. As a project manager, you have to make sure you do not take on any new projects or clients without knowing how much staff you have. Employees can easily end up overworked and stretched to their limits, missing deadlines and exceeding budgets.

3. 3. Not managing all projects- even the short ones

For the most part, professional services have relatively short projects that need to be done. The majority can often be completed in under 3 months. However, this creates a common misconception that short-lived projects require less effort and have a small impact on the company if they fail. In return, over 27% of service projects end up going over budget. And since Accelo found that the average profit margin of firms is approximately 15% per project, this would mean that failing at a single project could wipe out all revenue and profitability for that company for an entire year. All in all, the business would need to then have two successful projects in order to make up for the money lost in the unsuccessful one.

All growing businesses need to take a step back and re-evaluate their project management team. See if any changes need to be made and consider implementing new technology into the business to help ensure success in the long run.

Related blogs on ITM Platform:

The Monte Carlo Method in Project Management

Extra Extra Extra!

Three disastrous project management failures

The project in the face of adversity: what should a project manager do?

What is the Virtual Sock Management or Periodical Online Management?

Isidora Roskic-Blogger ITM Platform

Receive the latest blogs directly into your inbox

Customer acquisition & sales funnel, inbound/outbound lead, MQL, SQL and more

Customer acquisition funnel

Customer acquisition funnels can be of much use for SaaS companies. They track and monitor leakages when prospects move between stages. It’s an effective way from companies to measure how well the company is doing in attracting and retaining customers. This is often a difficult step because moving prospects from the marketing team to the sales or customer success teams can create a high risk of losing data, miscommunicating between employees or mixing up responsibilities and metrics.

As you move through the funnel, you will realize that analyzing your content strategy is extremely important, especially when looking at it from a customer lifecycle perspective. Content strategy is a very effective way that you can get your company to increase the speed that your prospects take to pass through stages.

Customer lifecycle funnel

The customer lifecycle funnel consists of 6 stages with each one representing an action the customer must do. The first stage, at the top of the funnel is known as “Visitor”. This means that somebody must visit your company’s webpage and it isn’t until they apply for a free trial or submit a form that they can be considered a “prospect”. If you want the customer to become an “activated user” meaning they are actually using your product (either for the free trial or whatever you have offered them), you need to put in time and resources into creating a unforgettable experience for them. This will take them from being an “activated user” to an “active customer”.

However, once you have the sale, you can’t stop. Customers that pay for the product once, don’t guarantee they will pay for a second time. It’s important for SaaS companies to analyze and discover was usage related to high lifetime customer value and a high renewal rate. Once you have this information, you can work on improving these areas which will help to earn you some “loyal customers”.

Sales funnel

The sales funnels main goal is to demonstrate what internal processes companies should follow if they wish to efficiently move their prospects through the funnel. The funnel shows specific processes, actions and workflows which can augment the effectiveness of companies sales process. Sales funnels consist of a variety of different components which each need to be focuses on.

Inbound and Outbound Lead

Sales funnels begin by retrieving leads which can be either inbound or outbound. Inbound leads exist when prospects will provide the company with information in exchange for an asset, for instance a whitepaper or even a free trial. Outbound leads are created after SDRs (Sales Development Representatives) target individuals who may be unaware of the companies existence. This will often take place in many different forms including cold calling, mass emailing or targeted social media messages.

Marketing Qualified Lead

It can often be difficult to make the sale even if with a good lead. Marketing Qualified Lead, known as MQL for short, helps to calculate the probability of closing a lead. Companies can help to attract users and communicate to prospects through nurturing campaigns, newsletters, webinars, etc.

Sales Qualified Lead

After prospects reach a higher score, they will be considered to be a part of the Sales Qualified Lead stage. At this stage, your sales team should have enough information to decide what level of interest prospects have in your company.

Understanding all of these different concepts and definitions will help you immensely on your path to becoming a successful project manager.

If you wish to learn more about Kanban or other project management related topics, feel free to browse through the rest of our articles at http://www.itmplatform.com/en/blog/

Receive the latest blogs directly into your inbox

As quoted in the PMBOK, project scope is the portion of project planning that requires determining “the work that needs to be accomplished to deliver a product, service, or result with the specified features and functions.” Scope Management consists of 3 different processes: planning, controlling and closing. To understand how to successfully manage scope, you must have a detailed understanding of these 3 facets:

Planning

This is the first step. It requires you to define and document a list of all of the work that needs to be completed.

Controlling

Once you know what needs to be done, you’ll have to monitor scope creep, approve and disapprove project changes and track all processes. If you’re unfamiliar with the term scope creep it is also commonly known as function or feature creep. Scope creep refers to all of the continuous growth of a project’s scope or the unforeseen and uncontrollable changes that may occur.

Closing

This is the final process, it requires an audit of the deliverables where you will have to assess the outcome and compare it to what you originally envisioned the final product to be like.

As a project manager you understand that you’ll often bounce back and fourth between different project methodologies. However, regardless of which you choose to use, you’ll need to define the project scope. Make sure you are able to identify all of the following:

Project goals
Working schedule
Project phases and sub-phases
Budget

Once this is done, you should move onto completing the following 2 steps:

Step 1: Know what you need

You want to be able to develop a project timeline and get all of the resources you’ll need. To do so you should first start off by defining these needs- in other words the scope. Once you have completed this, you’ll be able to allocate tasks to specific team members.

Step 2: Understand what your objectives are

If you want to have a well-defined scope, you’ll need to have a clear understanding of what you wish to achieve through the completion of this project. For instance, you may want to develop an enhanced product or a new service. Regardless, you’ll need to outline all of the central objectives you have for your project. And as a project manager, it will become your goal and role to make sure that team members continuously aim to achieve these objectives.

Work Breakdown Structure (WBS)

The WBS is a very important component of Scope Management, however many project managers don’t realize this and choose to skip the step. This can lead to developing inaccurate plans that create complications for the completion of the project. WBS is extremely useful because it allows project managers to break down their scope statements into small units of work that are much easier to manage. These units are frequently known as packages and the result of following the WBS is that you’ll have a list of all the work packages necessary to complete your project.

Advantage point

Being familiar with Scope Management and all of the concepts previously listed will absolutely provide you with numerous benefits. You’ll be able to manage your projects more successfully and with less uncertainty and risk of failure. However, even with the knowledge you’ve just attained, there is always the chance you’ll come across unexpected circumstances. While you can’t prevent this from occurring, you can prevent your business from crashing by depending on a strong project management tool like ITM Platform. ITM Platform has an abundance PM tools which will help you manage scope and decrease ambiguity, relieving you from unnecessary work and confusion. ITM Platform continuously guides you in the right direction by requiring you to follow the proper steps of establishing a scope: completely defining your scope, finalizing and distributing it to all team members with the help of an integrated communication system.

Scope Management is easy to implement but does require time and effort. The reason why ITM Platform would be so useful is because it aids in extending past human thinking and defining scope with little granularity.

Go to http://www.itmplatform.com to learn more and see how you can sign up for a free demo.

Top 5 most read blogs on ITM Platform:

The Monte Carlo Method in Project Management

Extra Extra Extra!

Three disastrous project management failures

The project in the face of adversity: what should a project manager do?

What is the Virtual Sock Management or Periodical Online Management?

Isidora Roskic-Blogger ITM Platform

Receive the latest blogs directly into your inbox

“By failing to prepare, you are preparing to fail”

The famous words spoken by Benjamin Franklin should be those which all project managers live by. What’s the point of trying to exercise proper project management if you aren’t capable of finding the time needed to do so? This is where time management comes into play.

Start off by assessing yourself before you do anything else. This will give you a good sense of whether or not you will need to change your current time management methods and what you can do to improve. Ask yourself how often you complete tasks before deadlines? Are you normally punctual or late? Do you ever leave things to last minute or feel as though you are running out of time?

The truth of the matter is that time is an extremely valuable resource to all project managers and is a terrible thing to waste. You want to be able to develop a strong reputation for yourself and never let down clients. As a project manager you aren’t only required to manage your own time but also the time of the entire team. Start off by creating a schedule that everyone can follow on a day-to-day basis. A simple scribble on a paper won’t do. Implement a project management software, such as ITM Platform, into the business. Great tools such as those provided by ITM Platform will assist you creating calendars with important deadlines and setting time limits for tasks. Furthermore, you can set reminders and check on the progress of your co-workers. This will help everyone maintain their focus and complete work on time.

Time management is best done when each of the following things are completed:

Defined Activities

Depending on the level of detail of a task, known as granularity, high-level tasks will first be broken down into different activities which will all be found in a Work Breakdown Structure (WBS).

Sequencing all of your Activities

The activities you just identified in the previous step will now be used to create an activity sequence. This is extremely important because it will allow you to execute tasks on time and in a specific order to stay organized and on time.

Resources necessary

This is when you will need to estimate the amount of resources required for the completion of each task. This step probably sounds very familiar and that’s because it is frequently listed as being crucial for project managers to do. The reason why is because the duration of the task depends on how many resources will be allocated. You’ll need to know all of this to be able to accurately manage your time.

Effort Estimation

Many companies will follow the WBS mechanism previously mentioned in order to estimate how much time and effort will be needed to complete tasks. After you feel as though you have fairly educated predictions you should identify your projects critical path. This will allow you to calculate approximately how long the entire project should take to complete.

Create a Schedule

You can’t just skip to this step because you’ll need to input all of the information you previously received in order to create an accurate schedule. Trying to do this on your own or manually will be difficult and time consuming. Your best option would once again be to use a software like ITM Platform which can assist you in creating a reliable and effective project schedule.

Schedule Changes

Nothing can be perfectly planned. There is always the chance that something unexpected could occur and you will need to make changes to your original schedule. Don’t panic! To make sure you don’t fall behind, continuously update your schedule to reflect any project alterations. This will prevent you or your teammates from experiences shock if something unanticipated occurs.

Just like anything else, time management requires you to put in effort. The more you know, the better you’ll do. This is why you should familiarise yourself with other common project management tools and practices which can be found at http://www.itmplatform.com

Top 5 most read blogs on ITM Platform:

The Monte Carlo Method in Project Management

Extra Extra Extra!

Three disastrous project management failures

The project in the face of adversity: what should a project manager do?

What is the Virtual Sock Management or Periodical Online Management?