- ancora education
- The TATA Chemicals Limited
- The stanford university
Key features of a
project management system
- Issue management
- Task management
- Time management
- Cost management
- Resource utilization
In a project management system, problems must be dealt with swiftly so your progress doesn't get interrupted. In Zoho Projects, issue management can be done with features like service level agreements, business rules and web hooks.
This provides the basis for your project to begin. It reflects the work breakdown structure and comes under scope management. Regardless of what field your project falls under, in our simple project management software, they can definitely be split into stages that you want to reach at various time periods, tasks that have to be completed to reach a particular stage, and other subtasks that may fall under a task.
Staying on top of your schedule doesn't work when you don't include time as a part of your project tracking. Manage it efficiently by splitting and allocating your available time to all your work items. Zoho Projects has time tracking features like a calendar module to view your schedule, time sheets to track the planned and actual number of hours taken to do a task, and invoicing them based on those timesheets which are extremely valuable.
Along with scope and time, costs also have to be properly managed as they are heavily dependent on each other. Tracking your project costs is necessary to stay within your budget. In Zoho Projects, you can compare your initial budget plan with what you're actually spending to see where there's a loss. Being able to survey your cost overruns is also a valuable feature in a project management software.
Project management software is a platform that allows you to handle your resources, especially human resources, with care. There may be times when you have critical work that needs your employees' attention, but that doesn't mean you want to overwork them. On the other hand, in spite of the need, if someone is underworked that's a snag too. This is where a proper resource utilization tool like Zoho Projects helps.
In the modern workplace, discussing all the minute details of work in person isn't the most effective, or even always possible. Being able to collaborate and discuss ideas and share documents virtually is something essential that only the best project management software would possess.
Whether your project succeeded in following your exact plan or not, you still have learnt something useful from the experience. Before, during, or after a project is done, there are many reports in a project management software that can give you useful insights on how you've been doing and what can be improved. Creating your own customized reports too is a cool option that we have.
Why use a project management system?
You might have come across several project management software examples. But what makes Zoho Projects stand out? Let's take a look at the advantages of having a project management solution like Zoho Projects, for small businesses and enterprise organizations.
Donning several hats:There are generally no rigid hierarchies that have to be followed in a start-up or small business. In fact, there may not be any defined roles for every employee. A person who's in charge of developing a particular module might have several other projects running at the same time too. You must be able to take up tasks in an ad-hoc manner and still work efficiently, so using software to keep track of such tasks will help.
Being mobile:Although there's a healthy debate going on about the pros and cons of bringing work to home, sometimes it's unavoidable. Additionally, a fast-paced work culture means moving from place to place, and collaboration is essential when you're working from different locations or timezones. A mobile application to stay connected goes a long way in alleviating the stress over what's going on after you've left the office.
Working efficiently:Although there's often flexibility in their work, small businesses also have repetitive jobs that can't be avoided. The actual tasks may be small but also time-consuming and can require a lot of effort from someone working on another important task. This is often time and effort you just can't afford. Setting up automated workflows to handle tasks like these will help companies operate efficiently.
Not exhausting:Resource utilization is a real concern for small businesses. A limited number of people means there are more chances of them being over-worked, sometimes without management even realizing that it's happening. Planning who can do what and how much they can take on their plate benefits companies immensely. It helps in maintaining their employees' morale and in keeping track of work.
Because social is the way to go:There's a reason why social feeds have become inevitable. They give you the ability to instantly share ideas, opinions, and so much more with your circle. An intuitive interface to help people catch up on everything that's happening will be useful not only while on-boarding new employees, but also while helping a person from one department learn something different.
Scale, and scale high:An enterprise involves a large number of people working from many locations, handling various departments, and holding different positions. As the number of resources involved becomes higher, managing them becomes more difficult. One single person cannot monitor every operation taking place—you need a system that can handle this complex structure, and a system that can integrate well with all the existing tools used.
Meet and greet with ease:At every level of corporate hierarchy, many find it difficult to communicate and collaborate with their leads. It's impossible for senior leaders to meet with each individual employee on a regular basis, especially when they're in different locations. Luckily, whether it's for an entry-level employee and their team lead, a department lead and their manager, or a branch manager and the CEO, virtual collaboration helps everyone get work done quickly and efficiently.
Transition smoothly and efficiently:What you deem to be productive may not actually be. Bottlenecks often exist unbeknownst to the people working around them. Identifying and eradicating recurrent delays increases productivity, showing that work done in a large scale need not necessarily take a lot of time. All this can be achieved by automating your processes and making sure that things get done efficiently.
Feeling at home:Work can get dreary pretty fast if you're forced to follow a single format for carrying it out. People work best in different ways, and they should be able to have the freedom to do so. Different teams also have different requirements. If each of them uses a different software to manage their work, collaboration between various teams becomes complicated, so an extensively customizable tool solves this problem.
Security, in detail:If there's one thing characteristic of an enterprise organization, it's enterprise-grade security. Dealing with clients from all over the world is a given, so handling their data must be done with the utmost care to be kept private and secure. A single slip can cost millions. All data collected must be in compliance with international standards or guidelines like GDPR in a project management software.