June 30, 2017
7 Ways to Improve Collaboration with a Project Management Tool
Project management tools have become quite popular in the past decade, and almost every business, regardless of its size, relies on them. The tools are designed to help companies deliver their projects in a timely and more efficient manner, plus with so many tools tailored to serve specific companies, it should come as no surprise that these apps have become irreplaceable assets.
Here, we will explain why these tools have become so popular and what are the direct benefits of using them. If you are considering getting online collaboration tools for your company, then definitely stick around, as the article will explain why it would be a good decision. Here are seven ways to improve collaboration at your workplace by relying on project management tools.
Improve your flexibility
Most reliable project management apps allow your staff to collaborate online. In other words, if one of your employees is away, or couldn’t make it to the office, then you will give them the means of collaborating with other team members online.
Considering how everything you need is a device with the right software installed and access to the internet in order to collaborate, by using these tools you will give your team more flexibility in terms of working arrangement.
Another really useful thing about this flexibility improvement is that you can expand your pool of viable candidates when you are trying to find a new employee. If all one needs to effectively collaborate with the rest of the group is an internet connection, then the HR department will be more perceptive of potential job candidates who live overseas.
Better overview of the project
Project management tools are ideal for creating a plan with a clear overview of its execution. You can either schedule numerous small projects, or divide a single project into numerous phases. The employees can click on the checkbox as they complete their task, and the rest of the team will receive a notification. This makes it really easy to track the progress of the project and see if everything is going as planned.
Deadlines, and additional instructions can easily be added to their corresponding category and everyone can receive reminders for what’s to come. This makes it easier for everyone to plan their future moves and ensure that the work is delivered on time.
A great deal of project management tools have a time tracking feature, or have integrations with other time tracking tools. This might not seem like a really big deal, but the feedback you can receive from these tools is, without a doubt, quite useful.
By comparing different results, you can efficiently determine which kind of projects are more time efficient or how each individual worker can manage different types of projects. In other words, the time tracking feature can have great strategic value when you aim to fully optimize the workflow within the company.
Great for communication
The features we have mentioned so far already imply that collaborative tools can enhance the quality of communication among team members. However, there are other features offered by certain management tools that really bring this to a new level. For starters, tools usually have a workroom, where everyone who uses the tool at the same time can use a superior version of synchronous chat.
You can collectively brainstorm new ideas, send all sorts of data, from images to videos, and if there is a good search feature, you can even fetch specific items from a seemingly chaotic chat box. Moreover, employees can ask questions if they have any misgivings regarding their task, and everyone will be notified, thus anyone who is available can jump in and help.
Creating tasks with detailed instructions
If you want to make sure that every task is completed accurately and without delays, you can utilize project management tools to provide employees with detailed instructions for each individual task. You can leave videos, images or any other kind of visual aids in the instructions, which will allow your staff to deal with the project at a more rapid pace and improve the end results.
Updating your team
Most project management tools usually notify their users of any important changers, and even if it doesn’t seem like a groundbreaking feature, it really helps a lot. There might be times when you need your employees to step in and complete something during the weekends, or during another occasion when no one is at the office. Thanks to the notifications system, they can be informed of a potential problem, and who is handling it, so that two people don’t end up working on one and the same thing.
Easy access to relevant documents
Finally, quality management tools are cloud-based, which means that you have a secured database where you can archive your previous projects and relevant data, so that it can be accessed when needed for reference. With a searchable database, you can easily find what you are looking for and your staff can use the projects they previously worked on to help one another, if somebody has a problem that another employee has already resolved.
These were some examples of how project management tools can boost the collaborative capacity of your workforce. If you are considering whether the software is a justified company expense, it is safe to say the article answered that question pretty well.
David Miller is a technical writer currently associated with ProProfs Project. He enjoys writing about emerging project management products and its latest trends. He lives in Detroit, Michigan with his wife. In his spare time, David loves exploring the city, listening to Metal music and riding.