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10 tips for project success

Project management requires hardwork, planning, execution and much
more. CIOs and IT heads often face challenges in driving projects in
their organization, since the world of business and project
management is becoming fundamentally more complex – and often more
stressful. Look at what you’re facing today: ever-changing
technology, complicated global markets, results-oriented projects
with tight deadlines and a 24/7 working mentality.

Project management requires hardwork, planning, execution and much
more. CIOs and IT heads often face challenges in driving projects in
their organization, since the world of business and project
management is becoming fundamentally more complex – and often more
stressful. Look at what you’re facing today: ever-changing
technology, complicated global markets, results-oriented projects
with tight deadlines and a 24/7 working mentality.

With more and more wide-scale projects involving teams spread
across countries and time-zones, cloud-hosted management tools are
becoming essential to boost collaboration, manage documentation,
streamline communication, facilitate planning and allocate resources.

Projectplace, a provider of project management solutions, shared
with IndiaCIOReview what it calls ten rules that can help managers
use cloud tools to drive every aspect of project execution in
the mobile age.

1) Begin at the end
Poor planning leads to an
inefficient allocation of time and resources, dooming a project from
the beginning. So establish an end goal to work back from – and
ensure milestones are plotted on a timeline. It’s crucial to choose
a tool that allows every team member to visualize both the plan and
timeline. This solution must be hosted in the cloud and be accessible
through any smart device – so all involved can contribute to the
end goal by adding thoughts and influencing priorities.

2) Visualize for success
Long lists of duties and key
jobs can be difficult to digest, leading to confusion for all. A
kanban system, invented by Toyota in the 1940s, features a board on
which Post-it style notes can be placed in different columns to
represent workflows of projects. Projectplace’s all-in-one cloud
tool features a kanban board that can be accessed by any team member
at any time. It provides instant clarity on progress, resources,
individual responsibilities – and a myriad of insights for team
members.

3) Facilitate teamwork
Skills and experience gaps within
teams can lead to project tasks being completed with varying degrees
of success. Promoting a collaborative atmosphere and system will help
close these gaps – allowing every skill to be utilized, every
weakness to be supplemented. An accessible, centralized planning and
management hub with social features is essential. It gives team
members full visibility of current and upcoming tasks, helping each
team member lend their expertise and reach solutions alongside
colleagues.

4) Execute on time
It’s the rule of project
management that is often the most difficult to achieve. Timely
executions require the use of timelines and the establishment of
measurements for project success – so teams don’t lose track of
goals. It’s also helpful to break project goals and deliverables
into a hierarchy of activities. Projectplace’s Gantt goal-driven
planning capability enables every team member stay aware of crucial
milestones. It also integrates with the kanban system, giving a
real-time highly visual overview that helps to execute projects on
time, quality and budget.

5) Stay agile
An agile approach allows for the
continuous improvement of plans and methods. It means being open to
contributions from team members and reacting to unforeseen events.
Open communication is essential in any agile plan. This is partly a
question of shifting culture. But it also requires an all-in-one
project tool that allows the plan to be visible to everyone at all
times, while facilitating comments and feedback. Swift and effective
decision making follows.

6) Create an engaged, social environment
Keeping teams
updated on project status can involve convoluted email chains,
multiple phone calls and far too many unproductive meetings. As well
as being time-consuming and stressful, foggy communication structures
can lead to under-pressure team members hiding from responsibility.
Projectplace promotes open communication and transparency, which
reinforces good behavior and personal responsibility. Projectplace’s
social features and kanban capability provides full insight into who
is doing what and when, who has not completed their task in time and
who is in possession of what information.

7) Set them free
The modern workforce are no longer
shackled to their desks 9 to 5. So it is vital to use a collaboration
tool that ensures all information they require –– whether
documents, data, contacts, plans, visuals or blueprints – is
easily, instantly and securely accessible from anywhere, on any
device. Everyone on a project should be able to see every action at
all times, then respond instantly. Email chains should be banished.
Workers should be empowered to excel wherever they are.

8) Trust your team
An ethos of individual responsibility
should be established in the age of mobile working. A tool
that facilitates collaboration can result in team members becoming
more involved in decision-making and self organization, no matter
their location. The job of management suddenly becomes more about
empowering workers than directing them. Open communication and
transparency reinforces good behavior and develops personal
responsibility. Projectplace’s visual planning tools and social
attributes provide full insight into who is doing what and when, who
has not completed their task in time and who is in possession of what
information.

9) Make the right hardware choices
Heavy investment in
desk-bound computers by companies is coming to an end in the mobile
world. So let employees rather than IT departments drive the hardware
decisions. Allow them to use the mobile devices and operating systems
that suit them. Projectplace smoothly integrates with IT systems
already in place within an organization – and being a cloud tool it
requires no installation. Its free app can be downloaded through
Googleplay or the App Store. Be sure to take advantage of the bring
your own device trend. It means companies don’t have to make huge
investments to harness the benefits of connectivity.

10) Stop administering, start doing
Constant meetings
can be the bane of a project manager’s life. With a fully
transparent, open work culture you can cut right back on the need for
touch-base meetings. An all-in-one cloud collaboration tool with
visual features allows team members to become more aware of their
responsibilities and project progress. The tool should facilitate
self organization, no matter the individual’s location. The need
for constant meetings dissipates. Instead you can monitor, rather
than participate in, the planning process as you lead the team toward
its goals.

 

 

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