How to set up your Project with a Management System

Project management systems are a great way to manage your workflow, but how do you best organise the tasks within a project? We’ve looked at a few ways of ensuring you are getting the best from your project management system.

For some projects, changing a car tyre for example, the individual tasks and the order to complete them are quite obvious. Task one, removing the old tire, must be completed before you can move on to step two. Of course, your business is probably slightly more complex than that. You will have some tasks that rely on previous steps, some tasks that can be done as soon as you have a free team member to do them and perhaps some that don’t really need to be done at all.

To start with, break down your project into smaller tasks. It doesn’t matter how you divide it at this stage, a basic system that makes sense to you is all you need.  Arrange these tasks in chronological order.

The next step is to make sure you are making the most of the skills your team has. Start by deciding which tasks can only be completed by one of your staff, and assigning them. This will leave you with a clear view of who is busy and who is available for other tasks, as well as ensuring your specialist team members aren’t wasting time on tasks that less skilled people can do.

Next, mark the tasks that are dependent on an earlier task being finished. This will give you a clear picture of how many tasks can be completed at once, allowing you hire the right amount of staff. There is no point having 5 people changing the same tyre, similarly, you may be able to get 5 different tasks done at once before it becomes a one or two person job.

Once you have this clear picture, you will be able to input the project into the project management software with ease. The project will be cheaper and more effective, and your boss (or yourself) will enjoy what we aim to deliver here at Hot Project – stress free project management.

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