For the increasingly busy video and graphic design team, using project management software was a game changer. Having all project information in one place saved them from hunting through emails for relevant information, helped predict work, and established stronger processes for their projects.
Asana is a shared online workspace that allows users to work on projects and tasks together. It allows users to assign due dates, start conversations, and attach items to tasks and projects. Here, we share elements that contributed to the successful implementation of project management software.
Research. Many software solutions exist with different pros, cons, and cost structures. In this instance, our communications manager provided a breakdown of choices and recommendations, which led to an informed choice.
Communication. For project management software to work well, the people who use it need to communicate well within the software itself and otherwise. When communication breaks down, take a break and fix it, then move on again. Don’t let poor communication fester.
Core Values. QIP's core values are the foundation for all of our work. A successful project management system requires more than using technology and having designated professionals to do the job. When launching a new project, those core values inform our choices and how we relate to one another.
Time. While choosing an intuitive tool is important, don’t expect everyone to understand all the features and use it immediately. Plan time for meetings, pass along resources, and put together presentations—and prepare to be patient while the process gets going.
Implementation. The video and graphic design team piloted the tool and led the company integration. They also helped train several employees and led presentations while developing best practices for building out projects and teams. Eventually, QIP hired a senior project manager to take over leading those efforts. With her help, we now use the project management system to mine important data, such as more detailed level-of-effort information for various types of work, in order to build our business development capabilities.
Project management software can help teams across an organization manage tasks, predict workflow, and estimate level of effort. It’s truly amazing what technology coupled with expertise can mean for managing workflow and providing insight for business development and budget planning.