Project management has become such a widely used term nowadays. Hearing about it so often, you assume to naturally know what it is. But can you really explain what it entails? If you want to make every project you work on a success, this is definitely an important topic. In this article we will dive into the specifics, to find out why it’s so important and which methodologies could work for you.
Table of contents
- What is the definition of project management?
- Will project management work in all companies?
- Why is project management important?
- Why are project management tools important?
- What are some project management methodologies and which one is the best for your business?
- Can project management be automated?
- Which project management tools are available?
It seems so obvious, but the definition is quite elaborate. First, you should understand what a project is exactly. It can be defined as a sequence of activities that need to be completed in order to achieve specific goals. Project management comes in, as a means to make sure these goals are met. The complete definition of project management is the application of knowledge, experience, skills, processes, and methods needed to attain the desired outcome. It’s different from just ‘management’ which is an ongoing process. Project management is focused on a defined project with its own timespan and final deliverables.
To the full extent, these are all the components of project management:
Defining the reason/necessity of the project
Defining the requirements of deliverables
Defining the requirements of resources
Defining the timeframe
Managing project budget
Outlining an action plan
Assemble/leading project team
Monitoring project progress
Managing risks, problems, and changes
Communicating with stakeholders
Closing the project
Project management isn’t just planning the why, when, and who? Besides making sure goals are met, it also manages how it is done. This takes the quality of deliverables into account while keeping the project cost-efficient.
Our answer is yes. Project management will work in any organization that works on projects. The reason it has turned into such a global phenomenon is that most companies have work that must be executed in a sequence of tasks. Of course, there is also a desired outcome within a specific timeframe. Considering project management is designed to make sure results are delivered, in the most satisfactory way, what company wouldn’t want this? Hence, project management can be of value to any organization. Hiring a project manager and implementing project management software, are key factors herein.
For very small companies it might not be very cost-efficient to hire a project manager. This also goes for projects that aren’t big enough. But in this case, using project management software still makes all the difference.
The importance of project management is founded on the understanding that every project should be a success. Success doesn’t just happen, you have to plan for it. By leaving it all to chance, you are playing with your business. Leaving it vulnerable to chaos. You might be using too many resources while still delivering mediocre or even poor results. Not to mention, you might be losing a lot of money.
Even if it seems like your business is thriving, you might be in for a surprise. The application of project management can show you all the opportunities you never capitalized on. You might not be using your resources to full capacity for example, or using rather too many. You might be able to cut costs immensely, leaving you with a much higher profit margin. Besides this, there are so many other relevant scenarios. We’ll go into more detail about all the reasons project management is important below.
It takes the chaos out of projects
Whenever work is piling up, chaos naturally comes lurking around the corner. This happens because you start to lose a clear overview. Organizing and structurally planning projects can tame this chaos, breaking down all the work into clearly defined tasks. With everybody involved following a detailed plan, it’s easy to follow up on the progress of each task to manage obstacles when they arise. Don’t forget that clients will definitely notice if your organization is chaotic, which surely doesn’t project a professional image.
It improves teamwork and employee productivity
They say teamwork makes the dream work. Project management governs the improvement of teamwork in many ways. It involves selecting and grouping together employees with the right skillset and availability to get the project done. With each individual member assigned to activities aligned with their expertise, you ensure the best results possible. Employees often gain new experiences while working on projects, expanding their skillset. It’s important to keep tabs on this. You definitely wouldn’t want to waste money on outsourcing because you overlooked the full potential of your employees.
Project management maintains an overview of employee productivity based on their availability. This will clearly show when someone is too swamped with work, or who has time to take on more. The last thing you want is for employees to underperform because they are under too much pressure. Or not noticing how some employees are able to slack. In an environment designed for smooth collaboration and clear communication, responsibility and accountability are divided over the team. A little encouragement or reassurance here and there goes a long way. In the end, improved teamwork and employee productivity will have a huge impact on the quality of the deliverables too.
It reduces the risk of poor resource management
Resources should never be mismanaged. They are always expensive, whether human or financial. A project management strategy determines which resources should be allocated to a project, and what a reasonable budget would be. This involves dividing the budget over tasks and overseeing costs to completion. As we explained in the employee productivity segment, it’s important to use human resources to the fullest potential before outsourcing. But even once a project has commenced, staying on top of each step within the process is a vital element in controlling costs.
Sometimes obstacles and problems may occur that require a change of direction. This should be done in the most effective and efficient way to prevent the project from overrunning the budget. Even in general, cost-efficiency can be optimized during a project when opportunities are identified along the way.
It ensures that projects will be completed on time
Employees all have their own strengths and weaknesses, some might have time management issues. Especially creatives can get really wrapped up in the flow when they feel inspired. Regardless of your position, the whole project team needs to stay on the same page. Project management provides a source of direction, keeping projects on schedule by constantly evaluating progress. Sometimes employees are too tuned in to even notice they were falling behind on a task, and how it potentially affects other tasks linked to it. It’s of the essence that their time spent on tasks is tracked and they are reminded of deadlines.
It governs the quality of deliverables
While a project is divided into tasks and subtasks that focus on different details of the project, project management always maintains an overview of the big picture too. Sometimes during the course of a project, certain tweaks and adjustments might have caused a deliverable to deviate too much from what was initially desired. With a project management strategy in place, the quality of deliverables is re-evaluated every step of the way. This can help pinpoint when and how deviations were stretched too far and how further steps can be taken on time to ensure that the expected quality is guaranteed.
It retains and applies valuable knowledge
Whether projects succeed or fail, there are always lessons to be learned. But lessons tend to fade if the knowledge that came to light is not properly retained. Capturing all important data derived from projects is crucial to ensuring future ones will become successful. A very seasoned project manager already offers a lot of knowledge through experience, through successes and failures alike. It’s their job to retain and apply the knowledge they accumulate, relaying it to the team but also maintaining contact with higher management and other stakeholders. Project management software plays a similar role as it collects data throughout the progress of a project. This data provides valuable insights for the project team, as well as higher management and stakeholders.
You can hire the best project manager your company can afford, but they will still need a system and the right tools to work with. Spreadsheet programs have made life so much easier already, depending on your level of proficiency. Regardless, they lack the intuition needed to support modern business activities. In this day and age, nobody has time to constantly make lists, tabs, and formulas to keep track of projects.
Project management tools are specifically designed to do exactly what the name suggests: manage projects. They are engineered to display an appealing visual translation of data, making intuitive connections and calculations. With just a few clicks and minimal input, you will have a clear visual overview of a project plan. Next, tasks can be divided and assigned to employees. Some tools allow for progress to be viewed in different ways, such as graphs, charts, diagrams, or tables. The extent of features to monitor and audit projects really varies per tool. There are so many different ones out there. Some provide detailed reports giving ample insights, while others just show basic statistics. Nevertheless, smart tools do so much of the complicated work for you.
Even with plenty of skill and experience, the life of a project manager isn’t easy. It makes a huge difference having tools to help them do the best job possible, in the most efficient way. Gaining easy access to valuable data derived from them, also helps them make informed decisions. For small companies without a project manager (yet), having project management tools already provides a lot of the guidance they need. Especially now working from home is more common, the use of a unifying platform for all team members to work with has become fundamental.
Every project is unique, so there is no one-size-fits-all methodology that can be applied. With so many different methodologies to choose from, it can be hard to determine which one would be most suitable. Let’s go over some of the most popular methodologies.
Waterfall: As a more traditional methodology, waterfall project management follows a linear approach to planning. It involves a clearly defined plan, taking chronological steps. Once you finalize one step, you are able to move on to the next, with evaluation and revision only at the very end. Best suited for: Large, but relatively straightforward projects a team has done more often.
Agile: This methodology is particularly common for software development. It breaks a project down into multiple short work cycles, during which the team collaborates with the stakeholders to constantly evaluate and then rework the project. Taking a broad initial approach, the project improves with each cycle. Best suited for: Very complex projects requiring a lot of flexibility.
Scrum: This is an agile project management methodology, which translates cycles into sprints, using specific roles and events to manage them. The scrum master makes sure the team adheres to the principles of scrum methodology. While the product owner functions as the voice of the stakeholders. Best suited for: Teams of max 10 members working on fairly complex projects requiring some flexibility.
Kanban: Yet another agile methodology, although this one relies on the visual representation of a project. A ‘Kanban board’ is made up of ‘Kanban cards’ that represent tasks that are moved along the ‘to-do’, ‘doing’, and ‘done’ columns. Best suited for: Again relatively small teams requiring a flexible approach to the project.
Lean: Originating from Japanese manufacturing industries, the lean approach aims to create the most value, while minimizing the number of resources used. It involves cutting waste categorized as ‘Muda’, ‘Mura’, and ‘Muri’. These three M’s represent waste in the form of non-value-adding activities, variances in the workflow, and overload that slows down the process. Best suited for: Organizations that want to try an approach that promotes maximum efficiency.
While some components to project management will always require a human touch, some can be automated. In particular, the things people generally don’t really like doing anyway.
Before starting a project, a lot of work goes into determining a realistic budget. This process is accelerated by using data from previous similar projects. When all of these things are documented, a system will be able to make quite accurate suggestions. These can be used to base the budget on, rather than simply allocating all the funds available. Once the budget is calculated, a proper estimate for clients can be based on this. Some project management tools like Rodeo, allow you to simply transfer budgets to estimates.
Cut back on all those meetings to discuss the progress of projects, just let the updates from the planning tool do all the talking. Employees will see when they are added to projects, working through a digital list of tasks they dissolve once completed. No need to ask what your team has been doing, everybody can clearly see. When similar projects come up again, a tool that enables you to copy and re-use old project formats would be very handy. This is exactly what Rodeo does.
Automating time tracking
Let’s be honest, nobody really likes to track the time they work on things. But if it’s made as easy as possible, they will actually do it. Time tracking is extremely useful, and not meant for over-zealous managers to micromanage their team. When all time is tracked and accounted for, the data will show exactly how much effort goes into each task. This can help make your projects more profitable.
Not a lot of project management tools have a function for creating and sending invoices. Although any company would benefit from easier ways to keep the cash flowing in. A few tools exist that include this feature, including Rodeo. We even offer the possibility to automate recurring invoices.
There are countless different types of project management tools, that are all popular for different industries or processes.
As previously mentioned, the introduction of spreadsheets was quite revolutionary back in the day. Even though still common practice for many organizations, it’s a very outdated approach. A good level of proficiency is required for programs like excel. You have to be quite the wizard to be able to create sheets and formulas that will show the exact information you need. Any little mistake, anywhere in the sheet, will influence the whole document. This is especially problematic when multiple people with varying levels of proficiency are using the same sheet. Before you know it, all the formulas are messed up again, taking ages to repair.
At some point though, creating countless sheets full of formulas becomes too time-consuming anyway. Plus you will still need to come up with the right formulas to calculate something and figure out how to place them into context.
Some of the earliest developed project management tools were created for software development. The complex production process requires a lot of room for evaluation and revision, as technical issues or bugs, need to be carefully tracked. A popular example of a tool like this is Jira.
Once it became clear that project management could work for any type of company, tools were developed that were more task-oriented. Asana is a tool that allows tasks to be outlined in detail. It was designed specifically to improve collaboration and employee productivity. While it’s a great planning tool, it doesn’t support other processes like other all-round tools. This means you will still have to switch between multiple tools and programs.
For companies that are looking to optimize their business workflows as a whole, an all-in-one project management tool would be far more suitable. Rodeo has a simple plug-and-play setup, with no need to set up any integrations with other tools. With all operations connected to each other, a great deal of the processes can be automated. Budgets, estimates, planning, time tracking, invoicing, and reporting are all functions that provide the means to improve project management on all levels.
One of the reasons Rodeo aligns so well with the project management process is that it was developed by KOM (Kop of Munt), a financial services company. With a large customer base in the creative sector, they were able to incorporate the best practices of project management from their target audience into the tool.
By not leaving the success of your projects up to chance, you will be maximizing the profitability of your company. Project management can work for any business, as optimizing processes is beneficial to any organization. Adequate project management requires you to consider hiring a project manager. Project management software on the other hand, is quintessential. Intuitive tools make all of your processes so much easier, quicker, and smoother. They can do so much of the work for you, leaving your employees with more time to spend on the parts of their job they enjoy most. Review the different types of methodologies and tools for project management, to find out which one best fits with your organizational workflows.
Try Rodeo 14-days for free, and schedule a free demo to find out how it can benefit your company.