We hear the term ‘project management’ all the time, but what does it really mean and what do project management softwares do?

In this article we will cover:

1. What is project management
2. What is included in project management
3. What would I project manage?
4. What is a project management software
5. Why should I use a project management software?

 

What is project management?

The simplest explanation of project management is:

Project management is all about planning, organizing, and controlling resources. The goal is to achieve specific objectives within a set timeframe. To do this, complex projects are broken down into manageable tasks, and team members work together to complete them.

So, what exactly goes into project management?”

1. Scope: The scope of a project is the specific goals and objectives that need to be achieved. It’s important to define what is included in a project from the beginning and make sure that all stakeholders are aligned in their understanding of what the project entails.

2. Schedule: The schedule of a project outlines the timeframe for completing specific tasks and milestones. It’s important to create a realistic schedule that takes into account unexpected delays or changes.

3. Budget: The budget of a project refers to the resources that are available to complete the project, such as funding, staff time, and materials.

4. Communication: Communication is critical for project management. It’s important to keep all people involved informed about a project’s progress and any changes that may impact the project. Being able to ask questions and get answers from the other people involved is important as well. 

5. Documentation: Documentation is a record of the project’s progress and outcomes. It’s important to maintain accurate and up-to-date documentation throughout the project so you can always look back when questions arise. 

6.. Team management: Team management involves coordinating the efforts of all team members involved in the project to make sure that they are working together effectively and efficiently to achieve project goals.

There are many other things as well. But these are the most common to get you started. 

You might be thinking, ok great. But what would I actually project manage in my situation? 

Here are some examples of the most common things that need to be project managed. 

1. Projects: Duh! This is mostly for service-based businesses that deliver projects to clients. For a marketing agency, this might be an ad campaign, for a construction company a project might be a location that they are working at, and for a mortgage broker, this would be a loan they are working on. These are some quick examples of what projects would be for service-based businesses.

2. Content Creation: If you are creating content, that needs to be project managed. Coming up with ideas, creating the copy, the images, and posting the content. 

3. Hiring Processes: Hiring includes posting and managing job posts, updating forms, and managing candidates through the interview process. 

4. New Product: If you are a product-based business, you can manage new products. This can include finding a manufacturer, getting the specifications right, getting samples, writing a description, getting photos of the new project, marketing the new product, and posting it. 

5. Event Planning: If you are planning an event, it needs to be project managed. Finding venues, planning the activities or speakers, decorations, creating event info or marketing, and more. 

 

What is a Project Management Software?

Project management software is used to manage projects (see examples above). It provides a centralized platform for teams to track progress, allocate resources, collaborate with team members, and monitor project timelines and budgets. Some project management software tools also include features such as resource allocation, budget tracking, and reporting.

Project management software tools offer a user-friendly interface that is similar to a spreadsheet. However, project management software provides more functionality and automation than a spreadsheet, enabling teams to work more efficiently and effectively.

Why should I use a Project Management software?

Here are some reasons why you might need project management software:

1. Visibility: Have a centralized platform where teams can monitor project progress, track tasks, and milestones, and keep all team members up to date. No need to check in with someone to find out if something got done or where a project is up to. 

2. Efficiency: Having all tasks in one place increases efficiency. It’s easy to see what you need to do, who is waiting for a response, and if you are on time or not. 

3. Automation: Project management software automates repetitive tasks and workflows, freeing more time for higher-value tasks and projects.

4. Collaboration: Project management software enables team members to collaborate on projects in real time, sharing feedback and ideas, and asking questions. You can always go back to the project to see all the communication. 
5. Resource allocation: Project management software allows teams to allocate resources, track budgets, and manage timelines to ensure that projects are delivered on time and within budget.

6. Data for Decision making: Having real-time data and insights into project progress, project metrics, and employee productivity allow you to make better decisions.