The project management systems do not replace project managers for management over projects but aid them in their work by organizing processes and operations, so they can work with more focus and efficiency. These rather add to their capabilities.
These are well equipped to deal with any kind of problems and issues being faced in projects and help in their timely resolution, so the momentum over projects never gets affected.
These systems enable methodical and scheduled execution of tasks and activities and ensure that the projects are successfully completed on time.
Managing projects is getting more and more difficult with the passage of time. The complexity of processes and activities involved in projects, the workforce consisting of individuals based in different locations around the world, high budgets, pressures exerted by clients, customers and other stakeholders, government rules and regulations, highly fluctuating market scenario and similar other factors have made managing projects an uphill task.
The widened scope of projects and the sheer number of processes and activities in projects are adding up to the challenge. In view of this, project managers are getting overworked and strained to deliver projects on time. Important processes get overlooked and neglected, causing confusion in the progress, delaying of projects and in some case even in their failure.
They have nothing to bank upon, no real help or support that can make a big difference to how they work. And this is the reason so many valuable projects are failing in spite of capable and meritorious managers administering them.
Limitations of Traditional Project Management Approach
The traditional project management approach involves a project manager overseeing various processes in a project and has a number of managers, supervisors, and employees working under him.
They have to follow a rigid job hierarchy where an employee has to report to a supervisor over a task or duty, then the supervisor will convey the same to the manager and later the manager would further pass it to the project manager.
This means a lower rung employee cannot approach a project manager straightaway even if the matter is critically important and needs prompt redressal. This results in a lot of precious time getting wasted over such resolutions and turns a small problem into more lethal one that consumes more time and resources for its redressal.
When it comes to obtaining updates from various employees regarding their work, a project manager has to conduct meetings and for that to take place, an organization has to arrange for travel, boarding and lodging of employees and this increases cost and consumes precious resources of an organization.
Such meetings force employees to halt their work midway and participate in them, so this also affects their focus at work besides lowering their productivity and delaying their work.
Even those organizations who use emails for managing their projects face problems in communication and collaboration over projects. Emails create confusion when multiple people join in a conversation at the same time over an important matter.
Misinterpretation, ambiguities resulting from these affect the smooth functioning of projects. Moreover, it is difficult to find the thread of emails related to a relevant context from a heap of emails. Such searches often throw up confusing and inaccurate results which wastes time and also lowers efficiency.
The New and Enterprising Approach
Managing projects through a web-based project management system has so many advantages over the traditional project management approach.
1. Improved communication and collaboration among organization’ employees:
Employees of an organization located in different locations around the world can easily connect with their colleagues and instantly collaborate over important matters. Any number of employees can participate in a discussion.
They can easily discuss a matter, problem or an issue and share their views and expertise to resolve it quickly through mutual collaboration. The access to important discussions over sensitive matters can be restricted to a few individuals if the need arises.
2. Centralized storage of files, documents, and other resources:
The employees can easily access the files and documents they need in their work as these are located in a single, centralized location. So an organization’s resources get optimally used.
3. Precise and elaborate description and documentation of tasks and activities:
The tasks and activities to be performed by each team member can be clearly and precisely described to know which tasks are performed by whom and during what point of time.
Timely email notifications are sent to them regarding approaching deadlines of their tasks, so that they can focus on them and perform them in a timely manner without missing, neglecting or forgetting these. Thus the members become more accountable for their share of tasks and their progress can be properly tracked.
4. Easy time tracking:
The time spent over performing various tasks can be easily and accurately entered into timesheets which helps to know how much time is spent while performing a particular task. BY analyzing these, attempts can be made to improve the execution of various tasks, so that less time is consumed and an organization’s efficiency is improved.
Such accurate recording of time entries helps organizations to accurately bill their clients for the time spent on executing their orders and show them the time entries as a proof, so no ambiguities remain and the clients know that they have been rightfully billed.
Such accurate description of time entries helps in planning and conduction of future projects which are similar to those projects which have been executed in the past.
5. Precise documentation, highlighting and tracking of important events:
A calendar helps an organization to identify and document its important events and the dates associated with them so that these can be performed in a mandatory manner with the due participation of the concerned employees. This results in the events getting conducted at the appointed time without getting missed or neglected.
6. Access projects from anywhere in the world through mobile:
There are occasions when some of the team members venture to far-off destinations for work assignments or for other reasons and this forces them to be away from their offices. But they can still easily connect with their projects through the mobile in their pocket and check important activities being performed in them. They can read old posts as well as add new posts without any hassles.
7. Clarity on tasks to be performed in a project within a given time:
The dashboard helps to know which tasks are being performed by whom at a given point. This helps a project manager to know which tasks have been completed, which are pending and which are delayed.
8. Track the progress of projects through Gantt charts:
During the execution of a project, a project manager has to check from time to time the progress of a project to know if things are on the right track. This can be effectively achieved through the Gantt charts as these give a true assessment of the level of completion of various tasks in a project.
Their graphical representation makes it easy for project managers to comprehend their progress in an objective and analytical manner. Any task dependencies can be easily established, so the tasks which are dependent on other tasks for their execution do not get neglected or missed. Any rescheduling of tasks can be easily achieved without drastically altering the original project plan.
Use These Systems For Better Managing Projects
By using project management software for its projects, an organization can make project management an orderly and planned affair. The tasks, processes, and activities can be better described, documented and executed in a scheduled and organized manner.
Their progress can be properly tracked. Such a scheme of things helps in timely and successful execution of projects and organizations are able to achieve specific objectives associated with their projects and deliver timely and quality services to their clients and customers.
It also helps them to save costs, time as well as boost their sales and growth. Project managers also stand to gain a lot as their work becomes more structured and organized and they can better focus on their work. The saved time and effort lets them perform their duties with more joy and less burden and their projects get successfully completed on time.