Any disorder in business is the risk of losing money. Therefore, specialists of marketing agencies like Adrenaline Studios, use project management tools, which recently could seem to be something very odd and bizarre.
Content planning, project development, customer interaction, file sharing between departments … Any business can easily be buried under a pile of conflicting information.
Assignment of tasks
It’s easy to promise to do something, and much harder to remember and do it. Especially when requests come in without stopping. This is why online assignment tools are so important. Those responsible for completing their part of the project – whether it is logo design or mixing the final numbers, can easily enter and see exactly what they need to do. Depending on your account settings, they may also receive notifications of impending deadlines.
On the other hand, project managers can keep track of their team and be confident that all tasks complete on time without the need to scroll through long message threads. This helps avoid costly delays and unwanted breakdowns.
In an agency environment, resource allocation is key. Project managers need an effective tool for scheduling and tracking the hours of each member of their team to prevent congestion, deadlines and dissatisfied customers. But this way of organizing is not limited only by the “creative” world. Wouldn’t it be helpful, even in the corporate office, to see a clear picture of the availability of each employee?
Ask your team to evaluate, as far as possible, their availability as the project progresses. Let them exclude the days of their vacation, the days when they will be busy with meetings and other busy days. If you know hourly availability, you can create realistic timelines. An online resource allocation tool simplifies the task of tracking actual hours versus scheduled hours and making the appropriate adjustments, facilitating smoother workflows for you and your team.
It is not surprising that there are many tools for optimizing tasks and projects on the market. Hundreds of platforms have been created to simplify, manage and streamline workflows, but how to decide which one to choose?
This tool helps to understand what effect you are going to achieve at the end of the project, at what stage the project is at the moment and what the final result will be. At any moment you can stop, draw this scheme, honestly look at it and understand what is what.
This is a diagram of connections or a map of thoughts. It is easier for our thinking to operate with cloud and branch structures, rather than lists and tables. That is why, when another idea comes from one idea and three more from another, it is easy for us to get confused. The old MindMap technique comes to the rescue when you are asked to create a branchy scheme for your project or yours.
Logical Structural Scheme (LSS)
It belongs to the most difficult project management tools, but its use brings nothing but good. This is a logical plan of action that allows the project manager to make certain decisions based on the causes and consequences of the tasks. Among the columns of the LSS, we see a common goal, specific objectives, and most importantly — indicators of success. This tool allows you to measure results and find objective indicators of what happened and what did not work out in your project.
It is a visualization of the time course of the project. A simple list or calendar does not give a fair idea of the time frame for your project. Remember how often you forgot that short collection of dates that you set up throughout your organization, which you constantly had to remind each other. Now, everything marked with colors is clear.
Usually, this phrase means monitoring employees using various screen capture programs that calculate how much time your colleague spent on a particular task. To do this, you can use applications for smartphones, so that you understand how much you have for morning coffee, the way to the office, filling out documentation, communicating with the director, and so on. By storing all this information in the app, you will understand where you can save time, which will increase your productivity and at the same time relax more.
It is a table of tasks with stickers, divided into several parts, showing the stages of the project. Usually, the columns are named like this: What to do / Process / Done. You can add new columns, like “testing” or “super urgent!” It is one of the simplest project management tools.
It is a tool that has a lot in common with Kanban and even has a similar board with stickers. The difference is in the so-called sprints and in the constant feedback that comes from your audience.
Responsibility Assignment Matrix
This is a simple and clear tool for understanding the responsibility of each project participant. It helps not to distract from the current tasks of those who are not responsible for something else. This tool is especially useful for working with volunteers.
It deals with the stuff referring to responsibility, authority and internal order of the organization. In the future, the project charter can be referenced. Let’s say you come to the designer and say he didn’t do a video editing of the informational video. The designer also shows you the project charter, which identifies the direct responsibilities of the designer, which do not include video editing.
It is a useful tool for determining all the possible risks of your project. The risk matrix makes it possible to understand how bad everything will be if one or another risk comes true, and what is its probability.
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