How to Build Successful Project Management Systems that Last
Have you ever buzzed with excitement over a project that fizzled out before it even started? Or felt a wave of relief with the rollout of a ‘better’ communication system at work, only to find it piled on more tasks than ever? These are two common situations where project management could improve work experience and results but don’t live up to the hype. There are so many benefits to building successful project management systems, especially with the development of new technology for a workforce making quick strides toward remote work.
What are Project Management Systems?
Project management is what it sounds like! So, project management systems can include any software, technology, process, or personal tracking method you use to support your work. You can employ the gold-standard classic checklist on a piece of paper, utilize software to track metrics, or simply clarify your strategies to get the job done.
At Online Optimism, we’ve built many systems over time that truly make our workload lighter and free up time for our team. Some of the programs we use to do this include
to name a few. The key is that we don’t just use these programs on a surface level. Our inventive and motivated team dove deep into these resources to set up automated reminders, consistent templates, and thorough communication channels. Getting familiar with all facets of your project and what different assets could offer you is the first step in tailoring a successful project management system.
What Can Successful Project Management Systems Do For Me?
Success in this context points to a project management system that improves the quality and the speed of your project. Below are 5 key benefits and 5 paired examples of successful project management systems:
The ability to communicate follow-up tasks promptly and thoughtfully ensures your team understands their level of responsibility and ownership in the project while keeping the momentum going. Take clear and concise notes during meetings to provide actionable follow-up steps with specific timelines.
Developing an organization system for where things are stored and which team members are responsible for upkeep can cut time spent searching and maximize the efficiency of your team when they’re on the clock. Organize the storage room at your office, your Google Drive folders, or your incoming/outgoing mail areas. Physical or digital, your team will thank you for making it easier to find assets.
Using automations such as turning on calendar reminders, setting recurring tasks, and establishing a consistent client communication cadence can ensure that the ball keeps rolling and that your clients stay at ease every step of the way.
Incorporating task dependencies can show your team how everyone’s work is connected. You can see this clearly in programs like Asana, where deadlines are automated to update based on when team members complete tasks. Automated task dependencies make it easy to see if your timeline is still on track from week to week and eliminates confusion about who is responsible for what.
Active and accessible communication channels enable team members to quickly update their supervisors with schedule changes. Good communication channels also ensure team members know what client work they may need to take on when their colleagues are out. Life happens to all of us, even in an efficient workplace. The best project management systems will anticipate this and maintain flexibility in the presence of unpredictability.
Overall, efficient project management lays the groundwork for successful project outcomes and organizational growth.
Longevity and Sustainability
So you’ve built a successful project management system that seems to be helping with workflow and workload – how do you ensure it lasts?
Feedback, Feedback, Feedback! If it doesn’t work for your team, it doesn’t work!
As Forbes mentions:
“Creating a feedback culture is not only key for your professional growth, but some research finds it is also the most critical driver of positive organizational and financial outcomes.”
Routine evaluations for changes in the process can ensure the continued success of your team, and the efficacy of the systems you set up. There’s nothing worse than a process that requires more effort to upkeep than the benefits it provides.
Build for Success!
Whether you’re establishing a regular meeting cadence, tracking follow-up steps with a project manager, or using automated workflows, building successful project management systems can significantly improve your work products and work experience. Ideally, you’ll see enhanced productivity, cost savings, greater client satisfaction, improved productivity, and a more adaptable team.
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