We will answer your questions about project management tools, the benefits of implementing them, and questions you may have before implementing them.
Previous Article In the following section, we considered e-mail and chat as asynchronous communication tools and their advantages and disadvantages.
In this article, we will discuss project management tools, which are also asynchronous communication tools, and introduce the advantages of introducing them, the points that can easily cause problems, and answer questions before introducing them.
What exactly is a project management tool?
A project management tool is a tool for managing individual and team projects and tasks by organizing project overviews, work details, progress, tasks, and other information. Information and files can be shared among all members and communicated asynchronously.
The main features include.
Project progress can be visualized.
Gantt chart can be used to visualize the schedule.
Can visualize current and future tasks and responsibilities
Able to comment on assignments
Files can be shared and comments can be shared together.
Can be integrated with various tools
Typical tools
Redmine
Backlog
Jira
Asana.
Problems to be solved by using project management tools
If you do not use a project management tool, you will be managing your project using typical tools: email, chat, Excel, and other applications. We will show you how to solve the problems unique to each of these tools. (Backlog is an example of a project management tool.)
When using e-mail
When using e-mail, it can be difficult to find e-mails or to grasp the flow of events at a glance. When the number of people in charge increases or when handing over a project, a lot of time and effort will be required to explain the flow of the project so far.
The search function and listing of each issue are good features of a project management tool. Deadlines and assignments can be set for each issue, and there are features such as displaying the information in a Gantt chart format.
When using chat
Even when using chat, as with e-mail, it is easy to miss a message. While it allows communication to flow, it also has the aspect of not being able to store information in one place.
Project management tools can separate the flow of issues by clarifying rules, such as one issue and one topic, making it easier to track each piece of information.
When using applications such as Excel
Excel and other software may be used to summarize information. You can make a Gantt chart to create a schedule, manage the progress of tasks, etc. However, when the person in charge of a task changes, or when a file is updated or changed, it is up to the person doing the management to share them with everyone and keep proper versions.
Project management tools mainly store information in bulk in the cloud, through which it is shared, greatly reducing the amount of time and effort required to share it.
When you are proficient in using a project management tool, you will also be able to
Next, let’s consider what happens when you use a project management tool. By using a project management tool well, you may be able to counteract certain troubling situations and make your project run smoothly.
Information comes together in one place.
Where did I find the manual?”
Information such as project outlines, documents and files such as meeting minutes and manuals can be gathered in one place and further edited and used by everyone. It is likely to reduce the time and effort required to pass information and files around, and to facilitate business operations by mainly just sharing URLs.
Project progress at a glance
What’s going on and where is it going?”
Tasks can be viewed at a glance, so it is easy to see which tasks are in progress and what their status is. This eliminates the need for frequent progress check meetings and allows for more efficient use of time.
Clarify who is in charge of the issue.
Who’s going to do this?”
Tasks can be assigned to a person in charge. This allows the user to know who is in charge of which task, and reduces the possibility of a task being left in limbo or a heavy burden being placed on someone else.
What do you think? I hope you have found the project management tool useful. At mgn, at the very least, it is one of the most important tools we use in our work.
However, if a team has not been introduced to the system on a regular basis, we know that it is not easy to implement and that there are many difficulties.
Troublesome points before and after introduction
If it makes project management smoother and makes work more efficient, you would definitely want to introduce it to your workplace. However, no matter how useful you think it is, it may be difficult to communicate it to your superiors and colleagues and obtain their agreement.
The explanation must be given that the system will certainly make business execution smoother and improve cost performance. Considering the risk that all of this falls on the person who recommended the introduction of the system, it seems like a daunting task for just one person to carry out alone, and one might be reluctant to do so.
After the decision to introduce the system has been made, what awaits us is the internal penetration and actual operation of the system. It is troubling that there are difficulties at both of these points.
It’s hard to learn a new tool from scratch…
It is difficult to learn how to use a newly introduced system from scratch. In some cases, the system may not fit your needs and you may not be able to use it properly.
It’s hard to change the old ways…
Since new rules for operation will be established, those who are accustomed to the conventional e-mail and Excel-based management may find it a hurdle.
In any case, it will take time and effort, but it is likely that measures such as in-house lectures will be necessary.
I think it still works, but should I implement tools?
Some people may feel that even now that they’re using e-mail and Excel, they don’t have much trouble keeping track of the entire project. However, in those cases, the person in charge of managing the project may be spending a lot of time contacting all the relevant parties, updating files, and other project management tasks.
Is there anyone who spends a great deal of time just to manage that project? And isn’t there a tendency to treat it as a matter of course?
By using a tool to manage the project itself, it could create an environment where the person in charge can focus more on the project itself, rather than spending more time managing the project. This would surely be a good improvement.
Why not start small?
So how do you actually start implementing a project management tool? In conclusion, we recommend starting small.
Start with the free version
If a free version is available, start with the free version. Although the number of participants and the number of projects will be limited, you will be able to experience what it is like to actually implement the system.
Try using it for small projects
Start with a small project within the scope of the free version. When collaborating with external parties, it is important to sign a Non-Disclosure Agreement (NDA) to share information and files.
always add a related URL
If a task or comment has a related URL, be sure to include a link to it. This saves the reviewer the trouble of having to search for the URL, and allows the reviewer to quickly grasp the situation.
Give a lot of “Likes” to the site.
Some project management tools allow you to “like” a project. It is useful to let people know that you have confirmed a task, or to easily express your appreciation with a “Thank you! is a convenient and easy way to show your appreciation.
Start using tools for regular meetings
Let’s start with regular meetings using a project management tool. You can use a wiki to take minutes and share related documents. You can also create tasks on the spot for agenda items that come up during regular meetings, and check the progress of tasks that have already been created.
Try the app
If a mobile application is delivered, use that as well. Especially for mobile, it is easier to use than on a smartphone browser.
Now it’s time to introduce it. Tips for making assignments and using them well.
After introducing the system, do you ever find yourself at a loss when it comes time to formulate an assignment? If you are operationally lost, try using the following in mind.
1. end the title of the assignment with “verb”!
Try ending the assignment title with a verb, such as “produce 00” or “check 00.” The title alone will make it easier to know what you need to do. If you are conscious enough to use one verb per assignment, it will be easier to formulate the assignment.
2. feel free to replace the person in charge!
If more than one person is involved in a task, feel free to switch the person in charge. It is recommended to replace the person who is currently holding the ball with someone as light-hearted as yourself.
3. review tasks regularly!
Take time to periodically check for new tasks that arise as you go through tasks, or tasks that you may have overlooked. By doing this, you will be able to manage tasks even more effectively.
4. determine a task organizer!
As mentioned above, there were tasks that had been handled but not completed, or tasks that were buried and overlooked… so it is better to have a person in charge of organizing these tasks. Of course, more than one person can be in charge.
MGN provides implementation support.
This article covers the benefits of introducing a project management tool and questions to ask yourself before implementing one. It is important to start small, steadily introduce the tool step by step, and make it permeate the workplace. If introduced, project progress management and information sharing may become much smoother, so it is worth considering.
On the other hand, there may be some people who have certain concerns before and after the introduction of Backlog, and who hesitate to implement Backlog because they think it will be too difficult. We, mgn, are providing Backlog implementation support in order to help alleviate some of their concerns. I am good at providing support. Please feel free to contact us.
