Project Management Tips

Centralize, Organize, Webatize, continued...

Using web-based project management software

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Traditional Project Management Processes

George continued, "Peggy, I think it's time for us to consider changes in some of the ways we are doing things. Specifically, I want to talk to you about our project management processes." Peggy's interest was peaked and she leaned forward. "You see Peggy, up until now our project management processes were pretty traditional. We've used an accepted corporate model of the lone project manager working at his or her desk with a desktop project management application. This application would keep track of what and who is going where. You get what I mean, right?" Peggy nodded. "This project person would then have to monitor the team via in person meetings, phone calls and emails. The net result, each project manager became the central hub of project intelligence, pushing out the relevant project info to the team members." Peggy understood this model very well, as she had been the person responsible for tracking everything on her computer, and this meant running up and down the halls making sure everyone was on the same page.

"It's time for us to consider other strategies," George explained, "and anyhow, we need to consider something new since this office is just way too large for you to be running from place to place. I want you to look into something called 'web-based project management' -- my understanding is that it could change the way we manage projects completely." Peggy had heard of web-based project management, but she wasn't completely clear on all the details. "My understanding is this," George continued, "web-based project management is about centralizing all of our project information into one system that tracks all the work we're doing. The best part - and this is where things will really change, is that everyone on our team can access the information they need at anytime. Imagine the time savings for you Peggy. No more running all over the place. I've also heard you can have the system send out automatic email notifications whenever tasks are completed or documents uploaded." Peggy thought about the impact such a system would have on her time -- no more chasing people down and more time at her desk working getting things done. Peggy got excited about this prospect and promised herself that she would dedicate time to finding the right solution.

Web-based Project Management

Web-based project management creates a real-time visibility for project managers and management from which they can visualize exactly what is going on in their company. By utilizing centralized reporting systems that present information on project health, the availability of resources, and many other important business factors, web-based project management gives its users the detailed information they need to run their business more effectively. This new informational transparency also extends to individual team members who can log into such a system at any time and access crucial information on what they should be doing and when.

Additionally, web project management applications should have automatic email notification features, which send out pre-set emails based upon specifically planned actions. Therefore, when a project task is completed, an email is instantly sent out to all those involved in the project. Team members are notified immediately and the project manager does not have to chase each person down to communicate the project status. This also creates an atmosphere of accountability, because everyone involved has been brought up to date by the system and knows what needs to be done. These examples are only a few significant changes these new systems offer.

When selecting a web-based project management tool, some employees may be fearful of the change away from the old and familiar. Be sensitive to their fears, and help explain the many benefits these new tools offer. Also, make sure that you select an easy to use system. The easier it is to use, the more people will use it. If employees find it too difficult, they will abandon the tool, and go back to their old ways.

Web-based project management is really just starting to change the way we work on our projects. Its benefits are being seen across the project management spectrum, bringing new levels of efficiency and productivity. These new web-based systems can save hundreds of people-hours across an enterprise, meaning big dollar savings in terms of resource expenditures.



Vertabase: Web Project Management Software
Vertabase 4 is a top-rated web project management software. You get great features with powerful reports in an easy-to-use package. All-inclusive pricing means you get unlimited projects in a web based project tracking tool along with the training, consulting, on-going project management software support and five-star customer service to make your implementation a success. Vertabase 4 gives you the best approach to project management.

For more information, or to schedule a live demonstration, call us at (888) 505-0566 or click here to contact us via email.


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