A project Management tool is supposed to make a project simpler to use. Everybody knows this, but we still use complex tools. If you look at the way that modern project management tools are made, you will see that they are packed with features that most users ignore anyway. Truly, some of these advanced features can be very helpful, but the majority of them simply make the process more complicated.
Complexity is already built-in with any normal business project. Tasks must be organized and assigned, communication must be established and everybody must be on the same page, the customer must be involved, etc. When your project management tool doesn't get rid of this complexity it is not helping. I know what you are thinking, "My project management program saves me time." And perhaps it does, but more likely it has cost dozens of man-hours for all of your employees to learn how to use it. This time investment is difficult to recover.
Iron Man
In order to examine how project management software should work, we need to determine what its goals are. The goals of a project management tool are the same as your goals for your project. In order to assist you in your goals it should give you a common area for your employees to see the tasks associated with a project. Furthermore, it should address the communication issue rather than leaving you to rely on email. It should also give you a way to give customers access to your project. These three modest goals represent the core of your project and anything beyond them is adding complexity.
What can accomplish these goals? Well, there are several solutions out there. There are several project managers that you must install, like MS Project The issue with these is that you cannot access your project from anywhere, and your customers would need to install it too if they want to see the project. There are other web-based project managers, but many of these do not address the complexity issue. The one that I prefer is http://www.meetplansolve.com because it balances all of these issues. But most of all, because it is free. They will allow you to have unlimited accounts, users and projects, and they don't charge for anything. They address simplicity by creating a simple interface, and training to use their website takes just a few minutes. A project on meetplansolve.com is basically split into two parts: messages, and tasks. It also has a hierarchy of user types which allows you to let customers in with limited access. They also address security and accountability by providing an audit table showing every action taken on the website for your company. This web-based approach allows anyone to access their site and log in to their company from any computer that has internet access.
How does good project management make your project work better? It allows everyone on the project to work on their tasks, while you monitor progress. Because when it comes down to it, your real purpose as a manager is to help iron out rough patches. Your employees know how to do their jobs, so they don't need micromanaging. In fact, micromanaging will just slow them down. This is why it is so critical that Project Management tools stay simple, and avoid becoming micromanaging tools. So you can watch the big picture as the project unfolds, and when you see that a task has not been completed in a reasonable time, then step in and find out why.
We can see that the main goal a project management tool is to allow the project manager to see the big picture, while the employees work on the details, so that no intervention is needed to disrupt workflow.
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