5 Project Management Best Practises
How important is it to have the right project management software? What are the critical aspects of project management that ultimately lead to completing a given project within budget, on time and to the customer’s, or the company’s, satisfaction? More importantly, if one were to summarize the top five best practises for project managers, how would the right software help project managers better manage their project’s scope?
In order to answer these aforementioned questions, think of the importance of being able to multi-task, of having access to time-critical data and the importance of collaborative efforts amongst team members and co-workers. Think of how a project manager must be able to delegate tasks and track performance and schedules in real-time. Think of the importance of a pre-plan checklist, of the essential information that can only be gleaned from historical data and ultimately, of the ability to adjust plans to accommodate a constantly changing project schedule. Now think of how all of this is much more difficult if the project manager doesn’t have access to the right software. In order to drive this point home, we’ll review five essential criteria of a viable software platform.
1. Collaborative Tracking
Project managers must be able to track the collaborative efforts and work results of multiple team members and co-workers. Every project relies upon internal and external support. The ability to track task completion, project timelines, schedules, timesheets, whilst keeping abreast of schedule changes, is an essential part of project management success.
2. Access to Historical Data
Anticipating delays and planning accordingly is entirely dependent upon the ability to call upon historical data. Access to previous projects is an essential part of performing a pre-plan checklist. Whilst delays are commonplace, it’s still essential to have a readymade plan to deal with costly setbacks. Project management software must allow for immediate recall of data and issue tracking from prior projects.
3. Resource & Asset Management
Project managers must have the ability to properly manage those assets and resources allocated to various projects. This includes managing the equipment’s life cycle and the financing and repair costs on equipment, machinery and tools. The best software provides users with up-to-date information on resource allocation, utilization and a window into existing and future capacity levels.
4. Online Access
For project managers moving from project to project, the ability to get up-to-the-minute status and updates is essential. Today’s project management software allows users to access project timelines and schedules from any accessible terminal. In addition, the ability to access this information via mobile devices and handheld computers, allows all team members to be aware of the latest changes the moment they occur.
5. Schedule & Material Tracking
Whilst many consider online access a perk, all agree on the importance of schedule and material tracking. The ability to identify the project’s critical and non-critical paths and timelines is pivotal to success. Project managers must be empowered to play around with multiple scenarios and project schedules. Some platforms allow project managers to modify schedules, Gantt Charts, statistics, and work load schedules, in order to see the possible outcomes on project milestones. This ability to play with these “what if” scenarios is vital to managing the project itself, as well as the vendors and work schedules of employees and co-workers.
Project managers expect delays. After all, every project will at some time encounter scheduling issues. Whilst most project managers are aware that these issues arise, they are also aware of the importance of being able to make changes as needed. This requires access to software that is easy-to-use, flexible and accessible, regardless of where the project manager is. Some platforms allow project managers to check statuses online, whilst most provide some form of real-time issue tracking via mobile devices or handheld computer.