There’s a lot at stake for project teams and their managers. Big money’s on the table, commitments and partnerships have been made, and there’s a network of teams with skilled workers who are coordinating their efforts to make timely hand-offs and deliveries. In short, there’s endless stuff to accomplish and stay on top of. And if you don’t have a fast and flexible tool that helps you manage and track everything–you have every right to be very, very afraid!
However, if you institute the right project management process, you don’t have to stay up at night worrying about your project (or your business, or your job). Here’s a look at how swapping old-school project management processes (spreadsheets, non-collaborative tools) for a dynamic project management system can help you overcome six terrifying but common project management situations.
1. “I don’t think we’ll make the deadline!”
It’s not fun to sweat out a project because you established a single-point finish date that was A) established by a boss or client with no idea of how long each task would take, and B) didn’t account for unexpected risks that are now taking the project in a whole new direction. Big oops! A dynamic project management process lets you make ranged estimates based on best/worst case scenarios. This practice schedules uncertainty into your plan, and gives teams a range of finish dates that are based in reality—because the people doing the work are making the estimates.
2. “My team is putting in too much overtime again—I hope they don’t quit on me!”
An over-scheduled team is an unhappy (and eventually unproductive) one. The antidote to this is finding a system that integrates resource leveling into your scheduler. This way, as you create your project plan, the schedule will be built based on team members’ availability. No over-booking, no over-working. A happy, engaged, productive team.
3. “Did they get my email? Do they know what’s happening over here?”
It’s hard to establish impeccable communication streams when everyone is using a different tool to share information: email, chat, text, phone, video . . . But when everyone is working in the same tool, having conversations in context with the work being done, you create a storyline for your project work. This eliminates blind spots and unpleasant surprises; instead, any schedule shifts get communicated ASAP to the people that need to manage the changes.
4. “What on earth is my team even doing?”
The silos of spreadsheets and other static tools that are managed by one person make it hard to keep track of projects in real time. (Plus, they’re so hard to update, they’re hardly ever updated!) A dynamic project management tool is collaborative. It lets everyone participate in updating their work, inputting time and estimates to each task, and handing off or closing tasks. When all project information is stored in one place and updated automatically with every change, it’s easy for managers to eyeball the schedule and see who’s doing what—especially when you have a resource workload report surfacing team members’ activities.
5. “How do I keep my team focused on the right priorities?”
A dynamic project management process makes it easy to prioritize work—and re-prioritize work as things change. And here’s the best part: The tasks are clearly visible to all team members, so they know at all times what the top priority work is. Better yet, using a transparent tool means everyone can see how their work relates to the bigger picture, which builds engagement, autonomy—and top-performing teams.
6. “How do I stay connected to our global offices?”
Using online project planning software has the benefits of being accessible to anyone on the team, anywhere in the world. You could be working two feet away from a team member or across the globe—the work all shows up in the same place. Just account for time changes.
Could you benefit from adopting the Dynamic Project Management system? Take our project management diagnostic to get a sense for the health of your current project management system.
One more thing! Interested in learning more about the benefits of using a dynamic project management process? Download our eBook, “Introduction to Dynamic Project Management.”