MOST EFFECTIVE TOOLS FOR PROJECT MANAGEMENT

When we are in projects, there are lot of things to be mapped, the time lines, managing communication, inventories and lord knows all lot of things. How about discussing on few effective tools which help you to keep the projects on track and in fact in complete sync of what’s going on there.

The soft tools and tricks used to manage the projects effectively can definitely improve the style of working and give you a technology edge over the others, but yes they aren’t’ the only thing our basic approach to the whole subject should be deeper. In this over read we are discussing most effective tools and tech aids which have been assisting us in managing the projects or say multiple projects over a defined period and surprisingly they are not the enterprise solutions, which you may also opt if it suits to your requirements.

This is one most important investment, invest in quality product as it not only defines your professional image building but also assists you in daily working. A good idea pad or a Mac book for instance with wireless Key board and other devices eases out a lot of things .Wireless connectivity to your phone and business groups can ease out further. Please ensure you use licensed software’s like OUTLOOK ,CAD OR SKETCH WITH MICROSFOT OFFICE TOOLS  for hassle free communications.

2.  OUTLOOK –TO DO LISTS

This is one most important thing we must all practice, in our daily routine as well the OUTLOOK calendar is most helpful tool to keep track on our meetings and to do list. It alerts on the timeline of the communication and what need to be responded and what can be shelved for time being, effective utilization and planning can be done with OUTLOOK calendar and to do list.

3. PROJECT LOG BOOK – This is one essential excel spreadsheet we have designed in simple tabular form, multiple meetings and minutes of the meetings can be tracked at one place. Linking in the excel spreadsheet is one good thing. We can create a master column and link the dates in accordance .all you need is to tack the minutes of meeting by clicking on the date of your concern and the link page will pop up the details of the meeting points. The links can be put on the date line as well and the moment you open up the sheet on particular date it gives you tasks dependability and whom to chase for the scheduled assignment.

4. PROJECT STAGE TRACKER

Create a file on spreadsheet or excel or slide and break the projects in different stages, every stage has the tasks listed to do and people involved in it. On anytime reviewing it’s easy to review a slide of the particular stage then to go through entire project report. It makes it easy and accessible to scroll through short slides. One may also invest in project stage tracker , many software’s on project management provide this feature. Basically it covers the brief tracking on following steps

PROJECT OUTLINE | PROJECT MILESTONES |TIMELINE SCHEDULES | COSTINGS

5. MICROSOFT EXCEL FOR PROJECT BUDGETING

While into the project the most important task is to keep track on the spending and budgeted spending, although it is advisable to keep a full time accounts executive as it is time bound activity and tax returns need to be filed on regular basis. But excel can always keep you on the eagles view of the expense sheet.

Once the project is defined stage wise in the action log book the same can be linked to the expense sheet in similar format to sync and gives exact idea of the expenses happening in various stages. Even the overhead can be limited and the workbook can warn you in negative figures incase of going overboard on expenses.

6. ZOOM OR FACETIME OR SKYPE FOR CONFERENCING

Basically these are the presentation and communication tools, it is advised to have them ready to go either on your mobile phones or on the computer device you are using. Effective seamless streaming of the meetings edges up your professional image and as well they break the barriers of the communication gap. The above are few examples; one may use them in accordance to the availability or popularity in the area of operations.

Certain software’s also provide you with call record facility which may be additional advantage to you for any later recaps.

7. PROJECT PLAN SHEET

Few PM’s take this as the first thing they do once they begin with the project or you may say this may contain the brief of the project meeting right from the beginning. But referred here is the plan sheet which has to covers the following

Outline of the project justification and stakeholders needs

Project scope statement

Timeline milestones and important dates

Risk assessment and management plan of the project

Defined KPI’s with elaborate roles and responsibilities of people involved

Quality assurance plan detailing the implementation of the quality assurance expectations.   

8. IMPORTANT CONTACTS

Every project has different agencies with respective expertise and their roles in deliverables of the project. Every such point of contact need to be gathered at one place, with

COMPANY NAME –PRINCIPLE CONTACT –COMMUNICATION DETAILS –SITE CONTACT and responsibility levels

Few of the Project managers do link the note sheet mentioning the deliverable s with deadline schedules

9. SKETCH UP OR CAD PLATFORM

Sketch up or CAD platforms are the basic essentials while doing a project and that too if it is related to construction, incase if the project base is IT then relevant coding software’s may be needed in detailing the project or articulating the changes in the project capsule. Again this goes back to point number one we discussed relevant tools and the machines are important investment into the project.

11. IDEA PAGE

When into the project we are in process of development and dynamic changes do happen in overall scope of project, the idea pad assists you in noting down all essential points which need to be covered in later stages. In case you are looking at optimizing the space or retail floor and something cropped up extempore can be noted down to further expand and utilize in the project. It is easier to refer or recollect from short notes in idea page than to over think in the need of the hour.