Have a project management tool that doesn’t really project manage well?
Almost thought you could make it work?
Well, you’re not wrong this time.
I’m going to help you do it with these simple yet effective tips that were, until now, missing from your project management game.
Here you go . . .
Get off those spreadsheets
Before we make project management easy as a breeze for you, there’s a confession: I abhor spreadsheets.
And think you should too.In fact, I’m pretty sure you’re better off without them. For the sake of your sanity, just get off the spreadsheets.
“What are you saying, Juliana? Spreadsheets are great!” Are you saying this?
Well, I love them too – for data, but you don’t need them to manage your projects.
Why? Because they’re not scalable.
For one, they don’t allow you to generate reporting on workflow.
Secondly, they don’t allow you to generate the capacity of the workflows.
Which is why, it’s much better to have a project management system outside of your spreadsheets.
Project Management Tools You REALLY Need
Is sending constant Slack pings and texting back and forth to get the right info driving you nuts?
Don’t fret. Let’s get rid of Information Overload with the cheat sheet below.
These are all the tools you want to keep handy that’ll make communication efficient and effective:
- Project Management Tool — For service workflows, internal projects, repeatable tasks
- Database — To hold all your documents, clients and deliverables, and a separate server, if needed
- Wiki — A place where people can go and search for information on how-tos, SOPs, and templates with a table of contents
- Communication — A place to chat with the team on things that are not task specific so that you don’t bombard your inbox
- Time Tracking — To ensure you’re on time, and it’s best if it integrates directly with your project management tool
Want to know what how to go from eh, this is okay project management to GREAT project management?
- Clear and easy to see status — Whether it’s list, campaign or visual style
- Reporting — To be able to sort for backlog
- Templates for workflows — So that you’re not reinventing the wheel every time you do a repeatable task
- Integrations — With your email, communication tool, CRM, etc.
Wiki/Intranet: Google Sites
A Wiki or Intranet is your internal resource of all your SOPs, how-tos, etc. that you can optimize over time.
Remember how training can help you increase 25% of employee productivity? This is the tool that lets you actually do that.
It’s also great when you’re delegating or hiring and want a tool to orient.
It’s wonderful by all means.
But ensure that it has a Table of Contents, so you know what’s there and what’s missing.
Treasure Hunt for Docs and Data
A treasure hunt for project management?
Yes, it’s as amazing as it sounds.
It’s the hunt for the stuff that makes your business repeatable and scalable.
That’s the real treasure of your business, and you need to centralize it so that everyone can use it.
So, grab all the:
- Workflows: Delivery workflows, checklists (in spreadsheets, documents, whiteboards, notebooks, stickies or wherever else) and repeatable tasks
- Docs: Decks, videos, sketches, client folders/doc management, internal files, misc servers, client/vendor contracts, etc.
- Data: Data in spreadsheets, databases, SaaS cloud servers i.e. video conferencing, form/survey responses, dungeon drives, etc.
- Client data: Passwords/security, deliverables, file versions, folder taxonomy, etc.
DO IT NOW!
Be Like Nike. Just Do it. Do it NOW. I know you want to.
If you’re hungry for simple, straightforward project management, this easy guide is your go-to recipe.
Roll it out ASAP with the following action items:
- Go on a treasure hunt for workflows
- Go on a treasure hunt for docs, data, and training
- Create templates of existing workflows and centralize ’em all