Managing a project from start to finish is a big undertaking for a project manager. One of the biggest challenges? Budgeting and forecasting! The uncertainty of costs and multiple variables can make budgeting for a project almost impossible. And that’s where Estimate at Completion (EAC) in project management comes in.

EAC is an Earned Value Management tool that can help project managers forecast future costs based on the actual cost (AC) and remaining costs to complete a project. Unlike the BAC (Budget at Completion), the EAC is updated throughout the project’s life, allowing project managers to calculate (and recalculate!) how much the project will cost when all is said and done – taking into consideration all unexpected changes along the way. EAC helps project managers identify budget issues early on and better allocate resources while keeping the project on budget.

Want to learn more about EAC in project management and how it can apply to your project? Then let’s take a closer look at EAC. How it fits into Earned Value Management, what it stands for, and why you might want to use it over other cost tools. We will also cover how to calculate EAC in project management, how it can help you with budgeting, and how it can help you manage your project more efficiently.

An Intro to Earned Value Management (EVM)

Earned Value Management (EVM) is a project management methodology used to measure project performance more comprehensively. It focuses on cost, schedule, and cost compared to project estimates. When project managers use EVM, they’re better able to identify potential problems early on to ensure the project stays on track.

EVM considers three variables: EVA indicators, variance analysis, and trend analysis and forecasting. But what are they, exactly? Here’s a look at each of these variables.

EVA Indicators. EVA indicators are used to measure a project’s performance. They include:

• • Planned Value (PV): The budgeted cost of work to be completed by some future date.
  • Earned Value (EV): The budgeted cost of work to date.
  • Actual Cost (AC): The actual costs of completing the work so far.

Variance Analysis. Variance analysis compares EVA indicators to identify how the project is straying from the plan. There are types of variances:

• • Schedule Variance (SV): The difference between earned and planned values. This shows whether the project is tracking ahead or behind schedule.
  • Cost Variance (CV): The difference between the earned value and actual cost. This shows whether the project is over or under budget.
  • Variance at Completion (VAC): The difference between the budget at completion (BAC) and the estimated cost at completion.

Trend Analysis and Forecasting. Trend analysis and forecasting is used to predict the future performance of a project. It considers past performance to identify trends and forecast the progress of the project.

EAC is part of “trend analysis and forecasting” as it helps project managers anticipate future project costs. And now that we’ve covered EVM, it’s time to move into EAC.

What’s the difference between EAC, BAC, and ETC

You can use two key metrics in project management to track your progress: Budget at Completion (BAC) and Estimate at Completion (EAC). But what is EAC and BAC?

BAC is the original budgeted cost of the project, while the meaning of EAC is the project’s estimated cost at completion. The critical difference between BAC and EAC is that BAC is a fixed number, whereas EAC considers changes to the project’s scope, schedule, or budget.

BAC in project management is set at the beginning of the project. It represents the total cost budgeted for the project. This is usually calculated by estimating the cost of tasks and resources required. BAC later serves as a baseline for project managers to track the actual costs against the project’s progress.

On the other hand, EAC in project management estimates the project’s total cost at the end, considering actual costs so far, the remaining budget, and changes in the project scope or budget. EAC helps project managers predict the project’s total cost, which is essential for budgeting.

Estimated to Completion (ETC) forecasts the budget needed to complete the remaining work. It’s a component of the EAC calculation, so it’s important to note that the terms are not interchangeable.

An Analogy for EAC, BAC, and ETC

Let’s think of your project like a road trip.

You created a plan for your destination and route and a detailed budget. But you also know breakdowns, road closures, and unforeseen costs may happen along the way. After you start driving, you find some of the motels on your route have raised their rates. The price of gas goes up, or a tire blows out. On the other hand, your map app suggests a side road that shaves a couple of hours off your journey. In addition, you’re able to rent equipment instead of buying expensive new gear. You see where we’re going with this!

With this analogy, your Budget at Completion (BAC) is what you thought the trip would cost before you started, while your Estimate at Completion (EAC) is an estimate of what you expect it will cost, kept updated throughout the trip. By checking in regularly on how you’re tracking towards the budget, you’re better able to optimize your trip (e.g., stop at the most affordable gas stations) or better allocate resources (e.g., skip a stop that’s out of the way).

Now, let’s look at a business example. Imagine you’re managing a consulting project. Your budget is $100,000 – that’s your estimated BAC. After completing 50% of the work, you do the math and find you’ve spent $60,000. With EAC, you will estimate the remaining budget based on the actual cost of work completed, the budgeted cost of the remaining work, and any changes in the project scope or budget. Based on your calculations, you find that the project will now cost $110,000 to complete. That’s your estimated EAC. In this example, your ETC would be $50,000.

Like estimating the remaining distance or fuel needed for a road trip, EAC helps project managers assess the remaining budget and resources needed to complete a project. This can help project managers identify potential budget overruns early on, allowing them to take corrective action to ensure the project stays on track.

How to Calculate Estimate at Completion

You can use several variables and formulas to calculate Estimate at Completion, so let’s walk through some of the most common ones.

The Variables
Below is a key to the variables used in the EAC formulas below.

• BAC = The budget for the project, estimated at the beginning
• EAC = The budget for the project, estimated after the project has already started
• ETC = An estimate of outstanding costs to complete the project
• AC = Actual costs, how much you’ve spent at a given point in a project.
• CPI = Cost performance index measures the cost efficiency of resources, calculated as the ratio of earned value of the work already completed to actual cost
• EV = Earned value, the measure of performed work, calculated by multiplying the percentage completed by the total project budget.
• PV = Planned value, usually hours or units produced compared to where you expected to be
• SPI = Schedule performance index determines how efficiently time is being spent according to the project schedule, calculated as earned value divided by planned value

The Basic EAC Formula: EAC = AC + ETC

This EAC formula – also called the bottom-up ETC – helps you calculate EAC without BAC. This formula is most used when the BAC wasn’t well estimated. To calculate EAC, you add together Actual Costs and Estimate to Completion. While this formula looks simple, it’s one of the most time-consuming as it relies on all team members to estimate the remaining work to calculate ETC.

When calculating ETC, you’ll need to decide how optimistic you are that the rest of the project will stay with the original plan, that problems will continue at the same level, or that things will worsen.

For the sake of simplicity, let’s say a project has a BAC of $100. But you’ve already spent $90, and based on how the project has gone, it’s clear that you’ll need more than $100 to complete the project. If one team member needs another $30, and the developer needs $50, using the bottom-up EAC formula, you’d get

$90 + ($30 + $50) = $170

That means your ETC is $170.

The Optimistic EAC Formula: EAC = AC + BAC – EV

You can use this EAC formula when you assume that your project will move forward at the budgeted rate. Since this equation uses EV, it considers the past variance from the BAC, but it doesn’t predict any variance in future costs.

Before using this formula, you should have some reason to expect that the variables that affected project costs in the first part of the project have been resolved and won’t be recurring issues.

The Recommended EAC Formula: EAC = BAC / CPI

Is the project moving along relatively smoothly? This simple formula says that the best way to get EAC is to take the Budget at Completion and divide it by Cost Performance Index. Your CPI is the difference between the earned value of the project and the actual cost. Of course, this formula assumes you don’t expect any changes in the CPI.

The Least Optimistic EAC Formula: EAC = AC + (BAC – EV) / (CPI x SPI)

Finally, what happens if the project is expected to face more scheduling or expense issues? This formula starts with AC and BAC, then adds Schedule Performance Index and Earned Value into the equation. This allows project managers to consider previous and future obstructions to the project for a more reliable estimated budget.

In an astonishingly short five years, Upwork’s (the world’s biggest freelancing platform) study forecasts that a whopping 73% of all departments will be composed entirely of remote workers. That is almost three out of every four divisions.

As our world becomes increasingly connected, virtual project management is no longer just a trend; it’s quickly becoming the new normal. With this shift comes the need for project managers to adapt their skills and strategies to effectively manage remote teams.

Navigating the world of virtual project management can be tricky, as you’ll likely encounter unique challenges like communication difficulties and time zone differences. But don’t worry, you’re not alone! In this article, we’ll guide you on your journey to building high-performing virtual project teams that can conquer these challenges with ease.

By the end of this article, you’ll have a better understanding of the intricacies of virtual project management, along with practical tips and strategies to create winning teams from anywhere. So let’s dive in and master the art of virtual project management together!

What is Virtual Project Management?

Virtual project management refers to the process of managing projects with team members distributed across different geographical locations. With the rise of remote work, virtual project management has gained significant importance in recent years.

Benefits of Virtual Project Management

There are several benefits to virtual project management, which include:

• Cost savings: Remote teams can save companies money by reducing the need for office space, utilities, and other overhead expenses.
• Increased productivity: When employees have the flexibility to work in their preferred environment, they are often more focused and efficient, leading to higher productivity levels.
• Access to global talent: Virtual project management allows companies to tap into a diverse pool of talent from around the world, unbounded by geographical limitations.
• Flexibility and work-life balance: Remote work provides team members with more control over their schedules, resulting in better work-life balance, increased job satisfaction, and improved employee retention.
• Faster decision-making and responsiveness: Virtual teams can communicate and collaborate in real-time, leading to quicker decision-making and a more agile response to project changes or issues.
• Reduced environmental impact: Virtual project management reduces daily commutes and energy consumption related to traditional office spaces, contributing to a smaller carbon footprint and a more sustainable work environment.
• Scalability and adaptability: Virtual project teams can be scaled up or down as needed, making it easier for organizations to adapt to changing project demands or market conditions. This flexibility helps companies stay competitive and respond effectively to evolving business needs.

Challenges in Virtual Project Management

Despite its many advantages, virtual project management comes with its own set of challenges that can impact team effectiveness if not addressed properly.

Communication Difficulties

In virtual project teams, communication can be a significant challenge. Without the benefit of face-to-face interactions, misunderstandings, and misinterpretations can arise more easily. This can be exacerbated by the reliance on text-based communication channels, which lack the non-verbal cues that often help clarify intent.

To overcome communication difficulties, it’s crucial to establish clear communication protocols and make use of collaboration tools that enable seamless, real-time communication. Encourage team members to be proactive in asking for clarification when needed and to provide regular updates on their progress.

Time Zone Differences

Working with team members across various time zones can make scheduling meetings and collaborating in real-time a challenge. It can be difficult to find a time that works for everyone, and some team members may end up working outside their normal hours to accommodate others.

To manage time zone differences, consider rotating meeting times so that the burden of adjusting is shared equally among team members. Additionally, invest in asynchronous communication tools that allow team members to contribute at their own pace, reducing the need for real-time interactions.

Cultural and Language Barriers

Virtual project teams often bring together people from diverse cultural backgrounds and with different native languages. This diversity can be a strength, but it can also create barriers to effective communication and collaboration.

To navigate cultural and language barriers, promote cultural awareness within the team and provide language support when necessary. Encourage team members to be patient and understanding with one another and to ask for clarification when needed. Establishing a common language for communication can also help bridge language gaps.

Building Trust and Team Morale

In a virtual project team, building trust and maintaining team morale can be challenging. The lack of in-person interactions can make it difficult for team members to establish connections, and remote workers may feel isolated or disconnected from their colleagues.

To build trust and foster team morale, create opportunities for team members to get to know each other on a personal level. This could include virtual team-building activities, informal chat channels for non-work-related conversations, and regular check-ins to discuss how team members are feeling. Recognizing both individual and team achievements can also help boost morale and strengthen the team’s sense of unity and belonging.

Diving into the Psychology of Virtual Project Management

Managing virtual project teams goes beyond just coordinating tasks and ensuring deadlines are met. You should also focus on the psychological aspects that can affect team dynamics and performance.

Emotional Intelligence: Your Secret Weapon in Virtual Team Management

Emotional intelligence (EQ) is crucial for successfully managing virtual teams. As a project manager with high EQ, you can recognize and respond to team members’ emotions, empathize with their concerns, and effectively resolve conflicts. In virtual settings, being emotionally intelligent helps you pick up on subtle cues in written communication and fosters a more inclusive team environment.

Trust Building: Laying the Foundation for Virtual Team Success

Trust is the foundation of any high-performing team, and it’s even more critical in virtual settings. Building trust in virtual teams starts with being transparent about goals, expectations, and progress. Encourage open communication and make a point of addressing concerns or issues as they arise. By demonstrating consistency and reliability, you’ll cultivate an atmosphere of trust and collaboration.

Open Communication: The Key to Virtual Team Collaboration

Open communication is vital for virtual project management. To promote open communication, establish clear channels for team members to share their ideas, concerns, and feedback. Encourage everyone to participate actively in discussions and make an effort to listen and respond to their input. This will create a supportive environment where team members feel valued and engaged.

Acknowledging Achievements: A Simple Way to Boost Morale and Motivation

Recognizing team members’ achievements and contributions is essential for maintaining motivation and boosting morale. Make a habit of acknowledging individual accomplishments during team meetings or consider implementing a system for peer recognition. This will help foster a positive team culture and reinforce the value of each team member’s work.

Team Bonding through Virtual Activities: Strengthening Connections and Trust

Team bonding is an important aspect of virtual project management, as it helps to build connections and trust among team members. Organize virtual team-building activities such as online games, trivia sessions, or virtual coffee breaks. These activities will provide opportunities for team members to interact on a personal level, strengthening their relationships and sense of camaraderie.

Keeping Morale and Motivation High: The Virtual Project Manager’s Challenge

Keeping team morale and motivation high in virtual settings can be a challenge. Regular check-ins, acknowledging achievements, and providing support are all essential components of maintaining morale. Additionally, setting clear expectations and providing team members with the tools and resources they need to succeed can go a long way in ensuring that motivation remains high.

Feedback: An Essential Ingredient for Growth and Development

Regular feedback is crucial for team members’ growth and development in a virtual setting. Schedule one-on-one meetings to discuss their progress, provide constructive feedback, and collaborate on setting goals for improvement. By offering consistent feedback, you’ll help team members develop their skills and feel more confident in their abilities.

Support and Resources: Empowering Your Virtual Team

As a virtual project manager, it’s important to offer support and resources to help team members navigate the challenges of remote work. This might include providing access to training materials, sharing tips for managing time and productivity, or simply being available to listen and offer advice when needed. By offering support and resources, you’ll create a more resilient and capable team.

Celebrating Milestones: Fostering Unity and Pride in Virtual Teams

In a virtual project team, it’s essential to celebrate milestones and successes together. Schedule virtual celebrations or informal gatherings to acknowledge the team’s hard work and accomplishments. Celebrating together not only boosts morale but also fosters a sense of unity and pride in the team’s achievements.

Mastering Virtual Project Management: The Essential Toolkit

Successfully managing a virtual project calls for the right tools at your disposal. Ranging from project management software to communication and collaboration tools, there is an array of options available to keep your team organized and efficient.

In this section, we will explore essential tools for virtual project management and introduce you to Teamly, an all-in-one solution designed to streamline team collaboration and boost efficiency.

Project Management Software: Streamlining Tasks and Deadlines

Project management software can significantly simplify your life as a virtual project manager. These platforms assist you in organizing tasks, deadlines, and resources, enabling your team to stay on track and focused. A good project management software is essential as it offers features tailored to specific team needs and preferences, ensuring a smooth workflow.

Communication and Collaboration Tools: Connecting Your Team

Effective communication and collaboration are crucial to virtual project management. Tools such as Slack, Microsoft Teams, and Google Workspace provide channels for real-time communication, file sharing, and collaborative editing. By choosing a communication tool that aligns with your team’s needs, you can make sure everyone stays connected, informed, and engaged.

Time Tracking and Productivity Applications: Gauging Performance and Efficiency

Tracking productivity and time spent on tasks can be challenging in virtual settings. Time tracking and productivity applications like Time Doctor, Toggl, and Clockify help you gain insights into your team’s performance and identify areas needing improvement. These tools enable you to track time spent on tasks, generate reports, and set benchmarks for productivity.

Selecting the Right Tools: Addressing Your Team’s Needs and Preferences

When picking tools for virtual project management, it’s essential to consider your team’s specific needs and preferences. Experiment with different options to see which ones fit best with your team’s workflow and gather feedback from team members to ensure the tools selected are user-friendly and effective in supporting their work.

Introducing Teamly: Your Comprehensive Solution for Virtual Project Management

Teamly is a revolutionary platform designed to facilitate remote collaboration with features that boost team productivity. A few of the key components of Teamly include:

1. Real-Time Chat: Improve collaboration and fuel productivity with instant chat. Keep your team connected and engaged, fostering a collaborative environment that drives success.
2. Workflow Management: Teamly’s user-friendly Kanban boards make it easy to track team progress. Visualize your team’s workflow, monitor project status, and ensure timely completion of tasks.
3. Screen Capture Recording: Screen capture videos are the best (and fastest!) way to get your point across. Share visual explanations, provide feedback, or demonstrate complex tasks without wasting valuable time.
4. Time Tracking: Teamly’s built-in timer tracks time to the second, giving you insights into how your team spends their work hours. Use this data to optimize productivity and make informed decisions about resource allocation.
5. Payroll: Streamline the payroll process by integrating Teamly’s time tracking feature with your payroll system. Ensure accurate and timely payments, boosting employee satisfaction and retention.

7 Pro Tips for Building High-Performing and Highly Connected Virtual Project Teams

1. Set crystal-clear objectives and expectations

As a virtual project manager, it’s crucial to ensure everyone on your team is on the same page. Establishing well-defined goals and expectations from the outset is key. This way, team members will know precisely what they need to accomplish and what’s expected of them.

For example, a marketing team working on a virtual product launch campaign should have a clear understanding of campaign goals, target audience, and expected outcomes. Transparency is vital when it comes to virtual teams, and alignment helps avoid confusion and misunderstandings.

2. Adapt your leadership style for virtual project success

Managing a virtual team requires adjusting your leadership style to accommodate the unique challenges remote work presents. To make this transition, consider adopting a more democratic approach, empowering team members to take ownership of their tasks and make decisions.

For instance, a team leader working on a software development project might establish a weekly video call for team members to discuss their progress, share ideas, and collaborate on solutions. This kind of approach fosters a sense of autonomy and allows your team to thrive in a remote environment.

3. Striking the balance between flexibility and structure

One of the greatest advantages of virtual project management is the flexibility it offers, but finding the right balance between flexibility and structure is crucial for success.

Encourage team members to work during their most productive hours, but also ensure that there are dedicated times when everyone is available for meetings and collaboration. A healthy mix of flexible hours and a structured schedule can help maximize productivity and keep your virtual project on track.

4. Master the art of managing cross-cultural virtual project teams

Diversity can be a significant asset to virtual project teams, but it can also present challenges. To effectively manage a cross-cultural team, take the time to learn about the different cultural backgrounds of your team members.

This understanding will help you communicate more effectively and foster an inclusive work environment. For example, if you’re working with team members from a culture that values hierarchy, you might want to adopt a more formal communication style to show respect.

5. Overcoming language barriers

Language barriers can be a challenge in any team, but they’re even more pronounced in virtual project teams.

To overcome these barriers, encourage team members to communicate in a common language and use tools like translation apps when necessary. Additionally, consider providing language training for team members to help them improve their communication skills.

6. Sensitivity to cultural differences

Being aware of and sensitive to cultural differences is vital when managing a virtual project team. Differences in communication styles, work habits, and attitudes can lead to misunderstandings if not addressed.

By being open to learning about and embracing the unique aspects of each culture, you can create a more cohesive and effective team.

7. Foster cultural exchange and learning

Finally, encourage team members to share and learn about each other’s cultures. This can be done through virtual team-building activities, such as cultural presentations or themed virtual lunches. By fostering a sense of curiosity and understanding among team members, you can create an environment where everyone feels valued and respected.

Wrapping It Up: The Essence of Virtual Project Management Mastery

As we come to the end of our virtual project management journey, let’s take a moment to reflect on the key ideas we’ve covered. Remote work has transformed the way we manage projects, and virtual project management has become an essential skill for the modern professional.

Remember the importance of psychological aspects in managing virtual teams. Emotional intelligence, trust, and open communication play a vital role in fostering a healthy team environment. Celebrating milestones and successes helps maintain team morale and motivation.

Equipping your team with essential tools is crucial for efficient virtual project management. A comprehensive solution like Teamly can streamline your processes, from real-time chat and workflow management to time tracking and payroll. Choose the tools that suit your team’s needs and preferences.

Finally, we explored tips and strategies for building high-performing, highly connected virtual project teams. Set clear objectives, adapt your leadership style, and balance flexibility with structure. Embrace the challenges of managing cross-cultural teams by overcoming language barriers, being sensitive to cultural differences, and encouraging cultural exchange and learning.

As you apply these principles to your virtual project management, you’ll be well on your way to building strong, resilient teams that can thrive in the remote work era. Stay curious, keep learning, and remember that the most successful virtual project managers are those who continually adapt and grow with the changing landscape. Embrace the journey, and watch your team reach new heights.

Reducing human suffering. Increasing awareness of social issues. Creating a safer environment. Promoting education… This is just a short list of missions that usually drive nonprofit organizations.

In order to achieve social impact, nonprofit organizations are placing a greater emphasis on project management as an essential tool. This is because effective nonprofit project management demands careful planning and coordination.

One thing becomes more and more clear: organizations can’t be productive and achieve their goals without nonprofit project management tools.

So, if you want to maximize your impact and create meaningful change in your communities, you should consider using a range of tools. Some examples may be project management software, collaboration platforms, and data analytics tools.

In this blog post, we’re going to explore the benefits of successful project management in nonprofits and learn the details about 15 project management software for nonprofit organizations. At the end, you’ll get a bonus: useful tips on how to implement the recommended tools effectively.

Before we dive in, let’s define project management in the nonprofit sector.

What is project management for nonprofit organizations?

The process of planning, organizing, and managing resources to accomplish specific goals is what constitutes project management for nonprofit organizations.

In fact, project management in nonprofits is a critical process. It helps to achieve social objectives while engaging with a range of stakeholders.

The main goal of project management in nonprofit organizations is to ensure that project teams complete projects within budget and to the desired quality standards. This involves defining the project scope, identifying stakeholders, developing project plans, allocating resources, and evaluating project outcomes. But these are only the standard project management processes. Apart from them, there are several unique considerations for project management in the nonprofit sector. Nonprofit organizations often operate under unique constraints, including limited budgets and staff. This requires project managers to be creative and resourceful in finding ways to achieve their goals.

What should leaders know about project management in a nonprofit organization?

If you lead a team in the nonprofit sector, you might have a strong background and expertise in your field of practice. However, you should also know a few key principles of project management. By understanding these principles, you’ll be able to keep your projects successful, efficient, and aligned with the organization’s mission.

1. Project goals and objectives are critical.

Before starting any project, you should clearly understand the project goals and objectives. This will help you develop a project plan that’s focused and aligned with the organization’s mission.

2. Communication is key.

Clear and frequent communication is essential for effective project management. Therefore, you should intentionally establish communication channels. Team members should get regular updates on project progress, issues, and changes.

3. Project planning is essential.

A well-planned project is at less risk of failure. So, take the time to develop a detailed project plan, including timelines, tasks, resources, and milestones.

4. Resource management is important.

Nonprofits typically have limited resources, so managing them effectively is important. You should allocate resources, such as people, time, and money, efficiently and effectively.

5. Accountability leads to long-term success.

Is everyone on your project team accountable for their roles and responsibilities? This may involve establishing clear expectations, monitoring progress, and providing feedback and support.

6. Continuous improvement decides everything.

Nonprofit leaders should be open to learning and adapting their project management practices as needed. For example, you must solicit feedback from team members, analyze project data, and make changes to improve project outcomes.

Six major challenges of project management for nonprofit organizations

First, let’s look into the major challenges any nonprofit faces sooner or later.

1. Your nonprofit operates under unique constraints.

Unlike for-profit organizations, nonprofits often have limited budgets, staff, and other resources. This makes project management more challenging, as project managers must find creative ways to achieve their goals.

2. Team collaboration is poor.

Nonprofits often work with partner organizations and other stakeholders to complete projects. Effective project management requires building strong relationships and collaborating effectively with these partners.

3. You can’t engage your stakeholders effectively.

Donors, volunteers, and community members… Nonprofits often work with a range of stakeholders. Effective project management requires engaging with these stakeholders and keeping them informed and involved throughout the project.

4. The monitoring and evaluation processes are unproductive.

Nonprofits must demonstrate their impact and accountability to their stakeholders. For this reason, monitoring and evaluation processes are critical for measuring and communicating project outcomes.

5. There is a lack of team organization and retention.

Managing a volunteer-based workforce can be challenging because volunteers may have different schedules, motivations, and skill sets. Plus, they may not always be available when needed. To make matters worse, nonprofits may have higher staff turnover rates compared to for-profit organizations. This can make it difficult to maintain consistent team dynamics and performance.

6. You operate in changing circumstances.

No secret nonprofit organizations often operate in dynamic and unpredictable environments. Effective project management in the nonprofit sector requires being adaptable in response to changing circumstances.

Benefits of nonprofit project management tools

Why does your nonprofit need project management software? Simply because in the face of issues and risks, it’s always good to have reliable tools at hand. For nonprofits, project management software can provide the following targeted solutions:

Solution #1: Better resource management.

Project management tools can help nonprofits manage their limited resources more effectively. These tools can help you allocate resources, track expenses, and manage budgets more efficiently.

Solution #2: Effective collaboration.

Nonprofits can use collaboration software to enable team members to work together remotely and share information in real time. This will easily free up staff time and help you focus on more strategic activities. Besides, project management tools provide a centralized platform for collaboration, where team members can communicate, share documents, and track progress.

Solution #3: Stakeholders are up to date.

Software tools can play a significant role in assisting nonprofits with stakeholder management. Primarily, they can help to streamline operations and boost organizational performance. Easily send out updates, newsletters, and other relevant information to your stakeholders. Keep them up-to-date on the organization’s activities.

Solution #4: It’s possible to measure results and communicate the impact.

When you use software for monitoring and evaluating your initiatives, you start collecting and analyzing data. This means that you can get valuable feedback on your programs and spot areas for improvement.

Solution #5: Enhanced project planning and streamlined workflows.

Project management software can help to set and track milestones and deadlines. This way, you’ll ensure that projects stay on track and meet their objectives. Moreover, these tools can automate tasks, reduce redundancies, and streamline workflows. As you reduce the risk of delays or budget overruns, you can complete projects more quickly and with less effort.

15 best nonprofit project management software

Now that you know the benefits software can bring to your team, let’s look into the best tools for nonprofit project management:

• Teamly
• DonorDock
• Bitrix 24
• Todoist
• Zoho CRM
• Blackbaud Raiser’s Edge NXT
• Member Suite
• KanbanFlow
• Smartsheet
• Microsoft Project
• Podio
• MeisterTask
• Evernote Teams
• Assembla
• Keela

Teamly

Teamly is a user-friendly project management software nonprofits can use to better manage their projects without having to switch tools. Being a fully-featured project management tool, Teamly can serve solopreneurs, small teams, agencies, as well as enterprises.

You can easily manage your work priorities, chat with your team and clients, and collaborate on the same platform.

Pros of Teamly

• Keeps your projects focused and aligned: Teamly provides a dashboard where you can monitor the progress of your project in real time. You can track tasks and see their status (in progress, completed or overdue). Also, you can easily reorder your priorities and attach priorities to a specific date.
• Enhances collaboration: Easily work with your team members on tasks and projects. You can use the messaging feature to communicate with team members, share files, and provide updates on project progress. More importantly, use the built-in screenshot and screen-recording features to capture your screen and explain complex things on the fly.
• Helps to streamline business processes and operations: Ensure your team performs tasks correctly every time. With access to ready-made templates, Standard Operating Procedures (SOPs), and checklists, your team can effortlessly establish optimal practices. By the way, you can use the provided templates as is or personalize them by making edits within Teamly.
• Provides valuable insights: Teamly provides reporting features that allow you to track your project’s progress over time. You can generate reports that show how much time you spend on each task, what progress you’ve made, and whether the project is on track to meet its goals. Great for reviewing personal and employee productivity.
• Track donations and manage fundraising events: Striving to meet your fundraising goals? You can use Teamly to track event attendance, manage vendors, and create fundraising reports.
• Ensures responsive customer service: Enjoy 24/7 customer support to get answers to your questions anytime you need.

Cons of Teamly

Although Teamly is a free project management software, you need to pay to use more robust features.

Pricing

Teamly is a free nonprofit project management software. If you need the tool for more than one user, you can choose between Teamly Pro and Teamly Business plans (at $5 user/month and $9 user/month respectively).

DonorDock

DonorDock is a project management software specifically designed for nonprofit organizations. It offers a range of features and tools that can help nonprofits to manage their projects more efficiently and effectively.

Pros of DonorDock

• Streamlines communication and collaboration: Boost collaboration among team members, donors, and volunteers. The software allows for real-time updates and notifications. This makes it easy for team members to stay informed and on track with project goals and objectives.
• Allows to track and manage donor information. The software allows nonprofits to keep detailed records of donor contact information and their engagement levels. You can use this information to tailor fundraising appeals to individual donors. Without a doubt, this will increase the likelihood of successful fundraising efforts.
• Improves task management: Track project milestones, deadlines, and progress. The software allows nonprofits to set goals and objectives, assign tasks, and track progress in real time. This can be particularly helpful for larger, more complex projects where you have to manage multiple team members.

Cons of DonorDock

According to user reviews, DonorDock has limitations on customization to suit specific organizational needs. Also, there may be a learning curve for staff and volunteers who aren’t familiar with project management software.

Pricing

DonorDock comes with four plans: Giving, Starter, Essentials, and Professional. The Giving plan is free, and the Starter starts at $49/mo (billed annually).

Bitrix24

Bitrix24 is a cloud-based collaboration and communication platform that provides a suite of tools for project management. Some of the features include customer relationship management (CRM), project planning, and document management.

One of the unique features of Bitrix24 is its social intranet. Notably, it provides a central hub for team communication, collaboration, and knowledge sharing.

Bitrix can easily support project management in nonprofit organizations. Features, such as task management, project planning, and reporting, can help to complete projects successfully.

Pros of Bitrix 24

• Effective task management: Nonprofit organizations can use Bitrix 24 to manage tasks related to projects. Assigning tasks, setting deadlines, distributing workload, and tracking progress – all this becomes much easier.
• Enhanced collaboration: Bitrix 24 allows team members to collaborate in real time, share files, and communicate through various channels. These include chat, video conferencing, and social intranet.
• Easy donor management: The tool has built-in tools for donor management, which can help nonprofit organizations to track donations, manage campaigns, and report on fundraising activities. By using customizable online forms to generate a contact list, you can automatically populate your database with valuable information. This will enable you to maintain comprehensive records of all your interactions and communicate easily via emails and instant messaging.

Cons of Bitrix 24

• Complexity: Bitrix 24 is a comprehensive platform with many features and capabilities, which can make it challenging for new users to navigate and learn.
• Cost: While Bitrix 24 does offer a free version, the more advanced features are only available in paid plans, which may be expensive for nonprofits.

Pricing

Bitrix24 offers both free and paid plans with varying levels of features and capabilities. You can choose between Free, Basic, Standard, and Professional plans. The Basic plan starts at $49/mo if billed annually.

Todoist

Todoist is a cloud-based task management app that helps users organize and prioritize their daily tasks and projects. It’s available on multiple platforms, including web, mobile (iOS and Android), and desktop (Windows, Mac, and Linux).

Aside from task management possibilities, Todoist provides a range of productivity features, such as priority levels, filters, and search functionality.

In project management software, nonprofits should look for certain features and advantages. Todoist gives a good example of what to pay attention to.

Pros of Todoist

• Improved task management: Todoist allows nonprofit organizations to create and organize tasks related to their projects. This helps teams to break down large projects into smaller, manageable tasks.
• Prioritization: With Todoist, nonprofit organizations can prioritize their tasks and focus on the most important ones. So, you can easily stay on track and complete your projects on time.
• Better collaboration: Need to collaborate with teams and volunteers? Todoist enables you to share tasks and comment on them. Obviously, this helps teams to work together more efficiently and effectively.
• Reminders: As far as you can set reminders for your tasks and deadlines, you never miss important deadlines.
• Integration: Todoist integrates with other tools and services, such as Google Calendar, Dropbox, and Zapier. This allows nonprofit organizations to streamline their workflows and automate certain tasks. For example, you can easily create tasks from emails and calendar events.

Cons of Todoist

• No time tracking: Todoist does not have a built-in time tracking feature, which may be a disadvantage for organizations that need to track time spent on tasks and projects.
• Limited reporting: Todoist provides limited reporting features, which may make it difficult for nonprofit organizations to track their progress and measure their success.

Pricing

Todoist comes with Free, Pro, and Business plans, starting at $4 per month if billed annually.

Zoho CRM

Zoho CRM is a customer relationship management (CRM) software that can help nonprofits manage their marketing and support activities. To improve customer experience and interactions, Zoho CRM allows you to manage your contacts and tasks in one centralized location.

In addition, Zoho CRM includes marketing automation tools. These include email campaigns, social media integration, and web forms to capture leads. What’s more, it offers customer support features such as a ticketing system, live chat, and knowledge base.

Pros of Zoho CRM

• Lead and contact management: Zoho CRM allows nonprofits to manage their contacts, including volunteers, donors, and partners. This helps organizations keep track of their interactions with stakeholders and build strong relationships.
• Pipeline management: Zoho CRM enables nonprofits to manage their sales pipeline, from lead generation to deal closure.
• Centralized information: More importantly, nonprofits get a centralized location to manage their contacts, tasks, and deals. This helps to stay organized and avoid duplication of effort.

Cons of Zoho CRM

Zoho CRM can be complex and may require some time and effort to learn. Consequently, nonprofits may need to invest in training or hire a consultant to fully understand how to use the software. While this tool offers a free version, many of the more advanced features are only available in the paid versions.

Pricing

You can choose between Standard, Professional, Enterprise, and Ultimate plans. The Standard plan starts at $14 per user/per month billed annually, but a free trial is also available.

Blackbaud Raiser’s Edge NXT

Blackbaud Raiser’s Edge NXT is a fundraising and constituent relationship management (CRM) software. It helps nonprofits manage their fundraising efforts, track donor information, and engage with their supporters.

Pros of Edge NXT

• Donor management and segmentation: Raiser’s Edge NXT provides tools for nonprofits to manage their donor relationships. You can track your donor’s history and segment donors based on their engagement level.
• Fundraising management: The software includes fundraising management tools, such as online donation forms, event management, and gift processing.
• Marketing and communication: Email marketing, social media integration, and direct mail campaigns… You can do these and more with this tool.
• Event management: The software includes event management tools, enabling nonprofits to plan and execute fundraising events, manage registration, and track attendance.
• Analytics and reporting: Need to measure your success? The software provides comprehensive reporting and analytics capabilities to identify trends and optimize your fundraising strategies.

Cons of Edge NXT

• Cost: The software can be expensive for smaller nonprofits.
• Complexity: Raiser’s Edge NXT is a complex software, and it can take time and resources to set up and train staff on how to use it effectively.

Pricing

You should fill out an online form to request a personalized quote.

MemberSuite

MemberSuite is a comprehensive software platform designed to simplify membership management for associations, nonprofits, and other organizations.

This project management software for nonprofit organizations provides a range of tools to help streamline administrative tasks, automate processes, and improve operational efficiency.

One of the key benefits of MemberSuite is its ability to centralize data related to membership, events and donations. Plus, the platform supports integrations with other software, such as email marketing platforms and CRM systems.

Pros of MemberSuite

• Stakeholder management: The customizable member portal allows members to manage their own accounts, register for events, and access exclusive content.
• Event management: Need to build stronger relationships with your members and community? The platform will support targeted email campaigns and event registration and boost your communications efforts.
• Centralized data: In addition, MemberSuite provides a range of specialized modules and tools to meet the unique needs of your organization. For example, there are modules for managing certifications and abstract submissions for conferences.
• Notifications and reminders that’ll help to keep teams on track and ensure the timely completion of tasks.

Cons of MemberSuite

• MemberSuite can be a complex system to set up and manage, especially for smaller nonprofits with limited resources.
• While MemberSuite is customizable, some organizations may find the level of customization options to be limited.

Pricing

To get a pricing quote, you should fill out an online form.

KanbanFlow

KanbanFlow is a project management tool based on the Kanban method. It helps teams visualize and manage their workflow, limit work in progress, and improve efficiency. To highlight, this tool offers an intuitive interface with features like time tracking and reporting.

Also, KanbanFlow integrates with other tools like Trello and Google Drive to streamline workflow and improve productivity.

As more and more organizations are turning to nonprofit project management software, they discover new and innovative features. Thus, with KanbanFlow, teams create boards that represent their workflows. Next, they add tasks to each board and move tasks between different stages of completion. By the way, each task can have a due date, priority level, description, and assigned team members.

Pros of KanbanFlow

• Visual data: First, you can visualize your workflow and track progress in real time. As a result, you manage projects easier and complete tasks on time.
• Time tracking: One of the key features of this tool, which allows teams to track how much time is spent on each task. This can help identify areas for improvement and provide insights into team productivity.
• A simple interface: It helps teams collaborate more effectively, allowing them to easily share project information, documents, and updates.
• Reporting: Use the reporting features to generate custom reports on team performance and time spent on tasks.

Cons of KanbanFlow

KanbanFlow is primarily focused on task management and may not offer all of the features that nonprofits need for comprehensive project planning.

Pricing

This tool comes with two pricing options: Free and Premium. The paid plan starts at $5 per user per month. A 14-day trial is available.

Smartsheet

Smartsheet is a web-based project management tool that helps teams collaborate in real time. It enables project planning, task tracking, and resource management.

When you can create custom workflows, automate repetitive tasks, and monitor progress, project management in the nonprofit sector becomes so much easier.

Pros of Smartsheet

• Plan and manage projects: You can create and manage project plans, including timelines, milestones, and dependencies. Work collaboratively on the same project plan in real time, ensuring everyone is on the same page.
• Assign tasks and track progress: Easily set due dates and track progress. When tasks are done, get notifications and stay on top of project status.
• Customize workflows: Need to get rid of repetitive tasks? Smartsheet offers customizable workflows, allowing nonprofits to set up approval processes and create custom forms.
• Improve communication: Finally, Smartsheet allows easy sharing of information and access to data from anywhere. This can help nonprofits focus on their mission and achieve their goals more effectively.

Cons of Smartsheet

Smartsheet is a paid service that requires ongoing subscription fees. This may be a challenge for nonprofits with limited budgets. Additionally, the platform can be complex and may require a learning curve for some users.

Pricing

You can choose between Free, Pro, Business, and Enterprise plans. Prices start at $7 per user/month, billed yearly.

Microsoft Project

Microsoft Project is a project management software to help you plan, track, and manage projects, resources, and budgets.

Among nonprofit project management tools, this software offers a range of features, including task management, scheduling, and Gantt charting. Nonprofits can use Microsoft Project to create project schedules, assign tasks, and track progress.

Pros of Microsoft Project

• Track project expenses: The software can help nonprofits to manage their budgets and avoid overspending. So, you can easily keep an eye on salaries, materials, and other costs.
• Create Gantt charts: Create different types of visualizations to communicate project status to stakeholders. The result? You can identify and address potential issues and keep stakeholders informed of progress.
• Customizable templates: Use a wide range of customizable templates for different types of projects. They can help you get started quickly and save time on planning and setup.
• Integrate with other Microsoft tools: Quite naturally, MS Project integrates with other Microsoft tools, such as Excel and SharePoint. When you have seamless collaboration and data sharing, you can easily improve communication and streamline workflows.

Cons of Microsoft Project

• While Microsoft Project can be integrated with other Microsoft tools, it may not have the same level of collaboration features as other project management software. For example, some other tools may offer real-time collaboration or chat features that allow team members to communicate more effectively.

Pricing

Prices differ based on the solutions and project plans you choose. Two options are available: cloud-based solutions and on-premises solutions. Project plans start at $10 per user/month.

Podio

With the right nonprofit project management software in place, organizations can manage their teams and projects more effectively.

Podio is a project management and collaboration software that allows teams to manage tasks, workflows, and data in one platform. To put it shortly, Podio is a flexible tool that can help nonprofits to streamline workflows, improve communication, and achieve their project goals.

Pros of Podio

• Collaboration and communication: Podio offers a range of communication and collaboration tools. For example, you can use team chat, comments, and file-sharing features to work together more effectively.
• Centralized data management: Store all your project data in one place, including documents, tasks, and communication. By doing this, you’ll streamline workflows and improve project transparency.
• Customizable dashboards and reporting: Podio allows nonprofits to get real-time insights into project status, progress, and performance.

Cons of Podio

While Podio offers customizable dashboards and reporting, some nonprofits may find that its reporting capabilities are limited. Besides, some users have reported that Podio’s customer support can be slow to respond.

Pricing

Podio offers three pricing options: Free, Plus, and Premium. Prices start at $11.20/mo.

MeisterTask

MeisterTask is a cloud-based project management software designed to help teams collaborate and manage tasks effectively. It has a user-friendly interface and integrates with popular tools like Slack, Trello, and Dropbox.

Thanks to its features, MeisterTask is suitable for teams of all sizes. What’s more, it’s ideal for nonprofits that require remote work and need to manage multiple projects.

Pros of MeisterTask

• Easy to use: No extensive training is required. MeisterTask has an intuitive interface that makes it easy for team members to learn and use the platform quickly.
• Collaborative features: The platform allows team members to collaborate and communicate in real time. Therefore, it becomes easier to manage tasks and projects, share feedback, and stay updated on progress.
• Customizable boards: Tailor the platform to your specific project management needs with the help of customizable boards. This can include creating different boards for different teams, adding custom fields, and setting up specific workflows.
• Accessibility: Remote teams can collaborate effectively because MeisterTask is accessible from anywhere. You simply need to have an internet connection.

Cons of MeisterTask

MeisterTask can be relatively expensive for nonprofits with limited budgets. Plus, it may take some time to get used to MeisterTask’s interface and features.

Pricing

The tool is available for free if you use the core task management features. For advanced functionality, you’ll have to choose between Pro, Business, and Enterprise options (starting at $6.49/mo).

Evernote Teams

Evernote Teams is a collaboration platform designed to help teams stay organized and productive. It allows team members to create, edit, and share notes, documents, and presentations in real time.

With Evernote Teams, you can access your work from any device and collaborate on projects remotely. It’s a useful tool for nonprofits looking to streamline their workflow and improve team productivity.

Pros of Evernote Teams

• Streamlines workflow: Evernote Teams provides nonprofits with a centralized platform where they can organize their projects and tasks. As a result, you don’t need to juggle multiple tools and can streamline your workflow without a hitch.
• Improves collaboration: Collaborate in real time, share ideas, and work together on projects, improving communication and productivity.
• Increases transparency: By using Evernote Teams, nonprofits can ensure that all team members have access to the same information. Quite easily, you can track progress, share updates, and avoid misunderstandings.
• Improves organization: As you can tag notes with relevant keywords, it becomes easier to search and organize them. Quickly find the information you need and keep your notes structured.
• Provides task management tools: Evernote Teams offers tools for task management, including assigning tasks, setting due dates, and tracking progress.
• Offers integrations with other tools: Integrations make it easier for nonprofits to connect with other tools they’re already using.

Cons of Evernote Teams

Evernote Teams has limited formatting options, making it difficult to create visually appealing notes. Besides, the pricing can be high, especially for small nonprofits or those with limited budgets.

Pricing

Three plans are available: Free, Personal, and Professional. A free trial is available.

Assembla

Assembla is a project management software nonprofits can use to collaborate and manage tasks more effectively.

Nonprofit organizations can use Assembla for project management by creating project spaces, assigning tasks, and tracking progress. It provides tools for issue tracking and time tracking, making it easy to identify and resolve project roadblocks.

Pros of Assembla

• Collaboration tools: Assembla has features like chat, comments, and notifications, enabling teams to work together.
• Customizable project spaces: Use custom fields and workflows to fit your project goals.
• Robust code management features: Notably, this tool can be useful for nonprofits that are developing software or managing technology projects. Teams can easily manage their code repositories, integrate with popular tools like GitHub and Bitbucket, and automate the deployment process. Assembla’s customization options allow nonprofits to tailor the platform to their specific needs and objectives.
• Intuitive user interface: Many users find Assembla’s user interface easy to navigate, with a logical layout and clear labeling.
• Responsive customer support: The team is responsive and helpful, providing timely assistance when needed.

Cons of Assembla

The tool may involve a steep learning curve, particularly when it comes to customizing the platform to meet your specific needs.
Secondly, while Assembla integrates with popular development tools like

GitHub and Bitbucket, it may not integrate with all of the tools that nonprofits use.

Finally, the mobile app isn’t as fully-featured as its web-based platform, which can make it difficult to manage projects on the go.

Pricing

This software offers a range of pricing plans, including Free, Starter, Pro, and Enterprise plans. The Starter plan is $12 per user per month. A 14-day free trial is available.

Keela

Keela is a software solution that helps nonprofit organizations manage their donor relationships, fundraising campaigns, and other activities. It streamlines operations, enhances communication, and provides real-time insights to improve decision-making.

In addition, Keela is user-friendly, affordable, and customizable to suit the unique needs of each organization.

Use Keela for creating tasks, assigning them to team members, setting deadlines, and tracking progress. Also, you can create project templates, set up workflows, and automate task reminders.

Pros of Keela

• User-friendly interface: Keela’s interface is easy to navigate, which makes it accessible to users of all skill levels, including those with limited technical experience.
• Centralized project management: Keela offers a comprehensive suite of features, including donor management, fundraising tools, project management, and reporting capabilities. Consequently, nonprofits can use one platform to manage all aspects of their organization, streamlining their operations and improving efficiency.
• Automation: Keela includes automation features that save time and reduce errors. Free up time for strategic tasks by automating donation tracking and acknowledgement, email marketing, and task reminders.
• Integration: This tool integrates with a wide range of other software solutions, including payment processors and CRMs. As a result, you connect all of your tools and streamline your operations even further.
• Data security: Keela takes data security seriously and includes features such as two-factor authentication, SSL encryption, and regular data backups to protect user data. This will give you peace of mind knowing that your data is secure.

Cons of Keela

Because of the tool’s limited reporting features, it can be difficult to get a complete picture of your organization’s operations. Therefore, it might be challenging to make data-driven decisions and understand where to focus your efforts.

Pricing

Use the Pricing Calculator on Keela’s website to learn about the price based on the number of contacts you have.

How to implement nonprofit project management tools: tips and best practices

Implementing nonprofit project management tools can be challenging. However, with careful planning and knowledge of the best practices, it can also be highly rewarding. Here are helpful tips for implementing project management tools:

1. Define project management goals and requirements.

Before selecting a project management tool, it’s important to clearly define the organization’s project management goals and requirements. This can include factors such as team collaboration, resource allocation, task tracking, and reporting.

2. Pilot the selected tool.

Implementing project management tools for nonprofits isn’t easy. So, a smart approach would be to pilot the selected tool with a smaller team before implementing it organization-wide.

3. Provide training and support.

To ensure successful adoption of the project management software, it’s important to provide adequate training and ongoing support to all team members who will be using the tool. Training sessions, user manuals, and support resources – all these will be helpful in achieving your desired results.

4. Build data security policies.

As with any technology implementation, data security and privacy policies should also be in place to protect sensitive information. This can include implementing user access controls, data encryption, and regular data backups.

5. Monitor and evaluate tool effectiveness.

Once in use, the tool needs regular monitoring and evaluation. Consider tracking metrics such as project completion rates, user adoption rates, and user satisfaction levels. Identify what needs to be fixed and make necessary adjustments.

In summary, implementing project management tools for nonprofits requires careful planning, research, and ongoing support. By following best practices, nonprofits can successfully implement digital tools to improve collaboration, efficiency, and project outcomes.

In today’s fast-paced marketing landscape, businesses face numerous challenges in managing their marketing campaigns.

Feeling overwhelmed by coordinating multi-channel campaigns, grappling with effective data usage, or lacking a well-defined strategy and goals is not uncommon. If you’re nodding in agreement, rest assured that you’re not alone.

Fortunately, there’s a way to bring clarity and structure to your marketing campaign management.

This detailed guide is meant to help you figure out how to run a marketing campaign by giving you tips and strategies that you can use right away.

With the right approach, you’ll soon be able to change the way you do marketing and get the results you’ve always wanted. So, let’s delve into the captivating world of marketing campaign management mastery.

Part 1: A Step-by-Step Guide to Creating Data-Driven Marketing Campaigns

Ready to dive into the exciting world of data-driven marketing campaigns? In this engaging and informative section, we’ll guide you through the essential steps to creating campaigns that captivate your audience and drive meaningful results. Let’s begin!

Step 1: Define Your Campaign Goals and Objectives

Lay the groundwork for a successful marketing campaign by setting SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound) based on data insights. This approach ensures your objectives are clear, focused, and grounded in meaningful data.

For example, a SMART goal might be:

• Specific: Increase newsletter sign-ups by 25%.
• Measurable: Track the number of new subscribers monthly.
• Achievable: Implement a new sign-up form and create a lead magnet.
• Relevant: Newsletter sign-ups help grow your email list, allowing for targeted marketing efforts.
• Time-bound: Achieve the goal within three months.

Step 2: Identify and Analyze Your Target Audience

Harness data to create detailed customer personas that help you better understand your audience’s needs, preferences, and pain points.

By doing so, you can tailor your campaigns to resonate effectively with your target audience. To find your target audience, consider:

1. Analyzing marketing insights in Google Analytics or Facebook Insights.
2. Conduct surveys or interviews with your current customers.
3. Researching industry trends and competitors’ target audiences.

Step 3: Choose the Right Channels and Platforms

With a data-driven approach, you can decide which channels and platforms to use for your campaigns in a smart way. For example, Instagram and Pinterest might be good for campaigns that focus on acquiring customers, while LinkedIn and Twitter might be better for professional networking and thought leadership.

Consider factors like audience demographics, engagement levels, and the type of content best suited to each channel to maximize your marketing efforts’ impact.

Step 4: Craft Compelling and Relevant Content

Use data to personalize your content and increase engagement. Analyze your audience’s preferences, online behavior, and past interactions with your brand to create content that resonates with them, driving better results and fostering stronger connections.

Stay current with the latest trends in copywriting, such as crafting relatable messaging that speaks to your audience’s needs and emotions. Exercise caution, as sending the wrong message to the wrong audience can lead to negative consequences, like alienating potential customers or damaging your brand’s reputation.

Step 5: Measure and Optimize Campaign Performance

Regularly track and evaluate your campaign’s performance using data analytics. Identify areas for improvement and adjust your strategies accordingly.

Focus on measuring key performance indicators (KPIs) that align with your business goals. Some examples of KPIs include:

1. Conversion rate
2. Click-through rate
3. Cost per acquisition
4. Return on ad spend
5. Engagement rate

By staying vigilant and data-focused, you can ensure continuous growth and progress in your marketing campaigns.

Part 2: The Future of Marketing Campaign Management

Well, the future is upon us, and it looks bright! As technologies evolve, AI and predictive analytics are being used to analyze data in real time and make decisions about marketing campaigns quickly and accurately.

This allows marketers to stay up-to-date on their target audience’s ever-changing preferences and identify new opportunities for growth.

As the marketing world continues to change quickly, it’s important to stay on top of new trends and use new technologies to stay ahead of the competition. In this section, we’ll explore some exciting predictions and trends shaping the future of marketing campaign management, with a particular focus on the role of artificial intelligence (AI).

Predictions and Trends: Technology and Innovation in Marketing Campaign Management

The world of marketing is constantly being reshaped by advances in technology and innovation. Here are some trends that you should keep an eye on as they will likely have a significant impact on marketing campaign management:

1. Personalization at scale: As data collection and analysis become more sophisticated, businesses will be able to deliver hyper-personalized experiences to their customers, even in large-scale campaigns.
2. Omnichannel marketing: Brands will need to provide seamless, consistent experiences across all channels and platforms to meet the expectations of today’s consumers.
3. Data privacy and security: As concerns about data privacy grow, marketers will need to adapt their strategies to ensure compliance with regulations while still leveraging data-driven insights.

The Role of AI in Marketing Campaign Management

AI is about to change the way marketing campaigns are run. It will help marketers make better decisions, speed up processes, and give their audiences more engaging experiences. Let’s dive into some of the ways AI is already making an impact:

AI Language Models: GPT-4 and Beyond

AI language models like GPT-4 are getting more and more complex, which could change the way content is made and optimized. These models can make high-quality text that sounds like it was written by a person.

This lets marketers create more engaging and relevant content at scale. In addition, AI-generated content can be tailored to specific audiences, further enhancing personalization efforts.

Advanced-Data Analysis with AI

AI-powered tools for analyzing data can help marketers find valuable insights, spot patterns, and make more accurate predictions about future trends.

By using these insights, marketers can make better choices about campaign strategies, who to target, and what to say. This leads to better campaigns and better results.

Best and Worst-Case Scenarios

AI holds enormous potential for marketing campaign management, but it’s crucial to consider both the best and worst-case scenarios when incorporating AI into your strategies:

• Best case: AI tools can help you streamline your marketing processes, optimize your campaigns, and deliver personalized experiences at scale, leading to increased engagement and better overall results.
• Worst case: Over-reliance on AI could lead to a loss of human touch, making it difficult for brands to build authentic connections with their audiences. Additionally, AI-generated content could be perceived as less genuine, potentially harming your brand’s reputation.

To navigate these potential pitfalls, it’s essential to strike the right balance between leveraging AI and maintaining a human touch in your marketing campaigns. By doing so, you can harness the power of AI while still fostering authentic connections with your audience.

Part 3 Tips for Integrated Campaign Management and Workflow Optimization

The secret to effectively managing integrated marketing campaigns across multiple channels and platforms lies in finding the right balance and workflow. Explore some tips and best practices to streamline your marketing campaign management process.

Develop a Centralized Strategy

Having a centralized strategy ensures your marketing efforts remain cohesive across all channels. Make a marketing plan that includes your goals, your target audience, your message, and the platforms you’ll use to reach them.

Utilize Marketing Automation Tools

Marketing automation tools can be game-changers for managing multiple campaigns across various platforms. They help schedule and automate repetitive tasks, such as social media posting, email marketing, and ad placement, freeing up more time to focus on strategy and analysis.

Establish Clear Communication and Collaboration

For integrated campaign management to work, your team needs to be able to talk to each other freely and work together. Share your marketing plans, goals, and progress with your team to ensure everyone is on the same page and working together towards the same objectives.

Monitor and Adjust Your Campaigns Regularly

Stay agile and ready to adjust your marketing campaigns as needed. Reviewing the performance data of your campaigns on a regular basis lets you find places to improve and make quick changes, which keeps your marketing efforts effective and efficient.

By following these best practices, you’ll be well on your way to optimizing your marketing campaign management workflow, which will lead to better results and more efficient use of resources.

Part 4: Measuring Success and Identifying Key Performance Indicators (KPIs)

To really master marketing campaign management, you need to set up a way to measure success and keep track of the right key performance indicators (KPIs). By focusing on the most important metrics, you can make good decisions and keep getting better at marketing.

Determine Your Success Metrics

Start by identifying what success looks like for your specific campaigns. This will depend on your goals, such as raising brand awareness, getting more people to visit your website, getting more leads, or making more sales.

Choose the Right KPIs

Choose the KPIs that fit with the goals of your campaign and give you useful information about your marketing efforts. Here are some examples of KPIs to consider:

• Website traffic: Monitor the number of visitors, page views, and unique visits to measure the reach and engagement of your online presence.
• Conversion rate: Analyze the percentage of visitors who complete a desired action, like signing up for a newsletter, downloading a resource, or making a purchase.
• Cost per acquisition (CPA): Calculate the average cost of acquiring a new customer or lead through your marketing efforts.
• Return on investment (ROI): Assess the effectiveness of your marketing campaigns by comparing the revenue generated to the total cost of your marketing efforts.
• Social media engagement: Track likes, shares, comments, and followers to gauge the success of your social media campaigns.

Continuously Evaluate and Optimize

Monitor your KPIs and use the data to evaluate the performance of your marketing campaigns. Find places where you can make improvements and adjust your plans to make the most of your success and reach your goals.

Focusing on the right key performance indicators (KPIs) and constantly evaluating your marketing efforts will help you make decisions based on data and improve the performance of your campaigns over time.

Part 5: Adapting Your Marketing Campaigns to Changing Times

Change is inevitable. To stay ahead and stay ahead of the competition, it’s important to keep changing your marketing campaigns to keep up with new trends, new technologies, and changing consumer tastes.

Stay Informed on Industry Trends

Keep yourself informed about the latest industry trends, news, and best practices by following reputable sources, attending conferences, and participating in online forums. By staying up to date on what’s happening in your field, you’ll be better equipped to adapt your marketing strategies to evolving circumstances.

Embrace New Technologies

Incorporate new technologies and tools into your marketing campaigns to streamline processes, improve efficiency, and enhance the overall effectiveness of your efforts. Keep an eye on emerging platforms and technologies that can help you reach your target audience and achieve your goals more effectively.

Regularly Evaluate Your Target Audience

Your target audience’s preferences and needs can change over time. Regularly evaluate your customer data to identify any shifts in demographics, interests, and behaviors. Use this information to refine your marketing campaigns and ensure you’re consistently reaching and engaging with your audience.

Foster Agility and Flexibility

Cultivate an agile and flexible mindset, both individually and within your marketing team. This will enable you to pivot your strategies quickly in response to changes in the market or your industry. Encourage open communication and collaboration among team members to foster innovation and adaptability.

By staying informed, embracing new technologies, evaluating your target audience, and fostering agility, you’ll be better prepared to adapt your marketing campaigns to the ever-changing landscape and continue driving success for your business.

Your website is one of the most critical assets your business can have. It’s your home on the internet. An opportunity to brand your business. And when done correctly, it can help your business establish and nurture relationships with their clients long before you ever work together.

At the same time, making a website is no small undertaking! Many website projects have started and failed because the person in charge didn’t correctly anticipate the costs, resources, or other potential roadblocks. Other projects never finish because they skip the website project management steps entirely.

But today, we’ll help you avoid making your website project one of the unfinished ones. Because the truth is, with proper planning and the right toolkit, anyone can make a website! Whether you’re a web design agency or building a website for your own business, this article will help you understand the unique challenges and resources required for a website project and walk you through all the critical steps for successfully building a website.

Ready to learn why having a website matters, the best website project management methodologies, and the 5 phases of managing a website project? We’ve even created a website project management checklist so you don’t miss any steps.

Let’s get into it.

Why does having a website matter?

There are many reasons why having a website matters, but here are a few of the big ones.

• Trust and credibility. When evaluating a product or service, the business website is among the first places people turn. Businesses with a good web presence come across as more trustworthy and established than those with poor websites or those lacking a website entirely. By creating a high-quality website, you start to build trust with your potential or existing clients. This also lends a level of credibility. Businesses needing a website may come across as inexperienced or unprofessional, which can be harmful in negotiating rates or closing opportunities.
• Branding. A website is one of your best opportunities to start branding your business. This is done through your visual design – your logos, color scheme, photography – and your brand messaging. Putting some effort upfront in your branding can better position and distinguish your brand in a crowded marketplace. When creating your website, it can be helpful to have clear brand guidelines to ensure you’re coming across clearly and consistently on all of your marketing channels.
• Relationship building and vetting. This one goes hand-in-hand with trust, credibility, and branding. An effective website will help you create relationships with potential clients long before they’ve entered a conversation with your business. Strong branding and a functional website can start the vetting process for new clients, ensuring they know what to expect when working together and that their goals align with your business approach. It can also help address their key concerns or ideal outcomes and help you position yourself as different from other businesses in your industry.
• Information and sales. Before having a website, most businesses spend all their time on emails, PDFs, or consultation calls to manage their sales process. Once you’ve been in operation for a while, you’ll start to understand people’s questions better. Your website is a centralized and accessible place to address them. Whether it’s explaining technical details or how something works, clearly outlining your pricing, or explaining your approach or methodology, a website can save you a lot of time by being an informational resource. Your website can also address key customer concerns and help automate your sales process.

Challenges of a website project

Building a website also comes with some unique challenges. Some of the challenges that you can anticipate with a website project are…

• Collaboration. Whether you’re an agency building a website for a client or a client handling the build in-house, very few people can oversee and produce every part of a website project alone. Some tasks in a website project are registering a domain, setting up hosting, choosing a CMS, designing the website, building the website, creating copy for the site, handling design or visual elements, etc. To effectively manage a website project, you’ll want to have a clear overview of resources and dependencies to ensure the project stays on track.
• Tasks and tools. As mentioned above, a website project involves many tasks and tools. While the technical side involves hosting accounts and development tools, the design team might work with graphic design tools or photo editors. It’s sometimes not as simple as simply handing off access between departments, and website projects can often get off track just toggling between these tools.
• Feedback and scope. Website projects also tend to evolve. That’s because it can be challenging for the business to understand exactly what they need until it’s built. Content first or design first? Once the site is mocked up, the company might come up with new pages or sections they missed before. Timely feedback can also be a challenge if the business that needs a website lacks the language or tools to give feedback. To minimize the difficulties of scope creep and slow feedback, it can be helpful for a web design project to begin with a detailed kickoff call, a questionnaire, and even mockups of the website, long before the site goes into production. Doing this helps create a shared language and understanding of what you’re working towards and can cut back on back-and-forth or disappointment later.

What is website project management?

When discussing project management methodologies, we refer to processes that organize tasks into a manageable workflow. Some standard project management methodologies are Agile, Waterfall, Critical Path, Scrum, etc. We’ll get into each of these in more detail below.

What is website project management? Website project management (or website development project management) applies these same approaches to a website project, creating a clear structure for a team to move between planning, building, launching, and maintaining a website. It also helps manage resources, project budget and gets everyone on the same page. When planning a website project, you can use the project management methodology that has worked best for your team on other projects. What’s important is that you adapt it to the specific challenges and opportunities of a website project for the best possible outcome.

Some examples of services that can benefit from website project management are…

• User experience (UX) strategy
• Creative design
• Development
• SEO
• Quality testing
• Etc.

Best Website Project Management Methodologies

The Waterfall Methodology

The Waterfall Methodology is the traditional approach to project management in which team members do a single section of the job at a time. Typical phases are requirements, analysis, design, construction, testing, deployment, and maintenance. With the waterfall method, teams aim to perfect a task before sending it to the client for feedback or moving on to the next part. In this way, the task gets sealed and moved on (unlike other methods that work in sprints or cycles). The Waterfall Method gets its name because it’s often visualized as a Gantt chart where the tasks cascade from one to the next.

When to use the Waterfall Methodology: This method is best used for projects or clients with a clear vision or goal. With this methodology, the budget is set from the start, leaving limited flexibility for changes or client input. Because the tasks are sealed along the way, this helps keep the project scope limited and the team focused without continually revisiting old parts of the project.

The Kanban Methodology

Kanban is a Japanese term that means “signboard or billboard.” With Kanban, tasks are created in columns and then dragged to the next column when completed. This is especially helpful in helping teams see where projects are stacking up so they can notice when the time or scope of a phase is becoming too much. The clean layout is also visually appealing and easy to work with.

When to use the Kanban Methodology: Since the Kanban method offers a visual measure of progress, it’s particularly effective in identifying bottlenecks. And since the project manager is responsible for organizing tasks, it can help teams stay focused by breaking tasks into manageable sections.

Ready to use Kanban Boards for your next project? Discover how Teamly uses Kanban boards to help teams view workflows at a glance.

The Agile Methodology

The Agile methodology is a project manager’s favorite since it’s so responsive and flexible. Agile works in short cycles or sprints, typically two weeks to a month. Work is broken out into milestones, enabling teams to evolve projects as they go, gather feedback between each iteration, and take the input to apply directly to their next sprint. And because of that, Agile discourages attachment to ideas.

Agile tends to produce quick results, refined over time. It’s also one of the more timely methodologies as it allows for real-time updates so your team can stay on top of changing needs or other updates.

Agile teams typically use templates for sprints, giving them a solid base to work from to stay closely aligned throughout the project.

When to use Agile Methodology? Agile is a helpful methodology for projects that are likely to evolve. This method can yield excellent results when you don’t have a clear idea of the end result but are open to experimenting and iteration. It puts quick over perfect, making it a good choice for clients with flexible goals willing to give time and effort to provide project feedback.

The Scrum Methodology

Like Agile, the Scrum Methodology also works in sprints and cycles. As a matter of fact, Scrum is a framework for getting work done within Agile.

Scrum methodology is led by a Scrum master working as a project manager, continually pulling tasks and organizing them into two-week sprints. Teams operate with a daily scrum where the team tells the Scrum master what they’ll do today, what they completed yesterday, and what’s blocking their progress.

When to use Scrum Methodology? This project management method is useful for processes that require improvement or teams that need high motivation or accountability to stay on task. Like Agile, Scrum is flexible and allows for changes throughout the project.

The Critical Path Methodology

The critical path method challenges project managers to identify all critical paths and dependencies upfront. You can think of critical paths as any essential tasks paired with how long it will take to complete them and the tasks they depend on. The critical path is the longest path from beginning to end, indicating the shortest time necessary to complete the project. Project managers can use the CPM method to identify bottlenecks and find options to shorten or optimize them.

When to use Critical Path Methodology? Critical Path works best for large and complex projects where delays and dependencies can ripple effect across the project. Using this method, project managers create a visual map of tasks which helps identify their priorities.

5 Steps of Website Project Management

1. Planning

Like project management, the website development project plan can be the thing that makes the difference between a project completed successfully and on time and one that goes off the rails. Below are some steps involved in a website project’s planning phase.

Project Scope, Proposal, and Contract. 

Before committing to a website project, the first stage should be getting on the same page with the client about the project.

This is called the project scope. And the clearer you can get on inclusions and deliverables, the more likely all parties will be happy with the final outcome. Perhaps the best way to clarify the project’s scope is with a proposal – created by the person making the website – or a request for proposal – created by the business that wants a website. You also might have a sales call before developing a proposal to ask the client any questions about their goals for the website. Most proposals should include…

• Project scope & deliverables
• Budget
• Timeline
• Optional: Information about your business, portfolio samples, testimonials, a mood board. Anything that affirms the purchase can be helpful here.

Take some time in the proposal stage to ensure you come up with realistic estimates of time and budget, but also to make sure you understand what the client wants from the project. Also, ask questions about their expectations for who maintains the website, SEO, content, etc.

Once your proposal has been accepted, seal the deal with a contract. You can look online for sample website project contracts, or if you have the resources, have a lawyer draft one for you. Some of the most important factors to consider with a website project are liability and ownership of the website.

Ideal client. 

A website is more than just the way a business presents itself. At a core level, the purpose of a website is to connect the company with potential customers or nurture the relationship with existing ones. That’s why the first step for any website project should be getting super clear on the ideal client – who they are, what matters to them, what outcomes they want, etc. And notice we said “ideal client” here. The point isn’t to appeal to anyone and everyone but to only the most targeted, relevant audience. A clear understanding of the ideal client can shape everything from what pages you build, brand design, copy, and more.

Before you get into building the website, you should start by creating ideal client personas that make it very clear who the website is targeted to. To get some clarity around who your (or your website client’s) ideal client is and create the personas, you can…

• Interview your client or their team members. The people working in the business day-to-day tend to have the most significant insights into who the ideal clients are and what’s important to them. You can do this research either with an interview or a questionnaire. To get the best understanding of the target audience, you can get input from multiple members of the team so you can build a more holistic profile.
• Become a subject matter expert. Some web design agencies specialize in an industry, while others are more generalist. If you’re building a website in an industry you don’t know deeply, also start with some reading. Don’t just quickly Google; consider a more extensive resource process if the project allows. Read the highest-ranked book on the topic, or spend some time in forums where this ideal client typically spends time.

With a deep understanding of the client, create personas you can reference. This helps inform the vision and ensures the final product is customer focused.

back to. This helps inform the vision and ensures the final product is customer focused.

Brand. 

Now, let’s talk about the other side of the conversation – this is the business. A brand is what helps people identify the company and differentiate it from similar products and services. It’s both the visual and written way a business presents to its customers.

Before beginning a website project, you should understand who the business is, what it does, and why it does what it does. You can understand future goals with the support of a mission and vision statement. Some businesses might already have done the work to brand themselves, while others have only done so informally or undergo this critical step when it’s time for a website.

By doing this work upfront, you ensure that the website project stays consistent, clear, and relevant to the business and ultimately serves the goal of reaching the business’ ideal clients.

2. Design & content

You’ve gotten the project, clearly defined the ideal client, and nailed down the brand. Now is where the actual web design phase of a website project begins!

This is the phase where you can start thinking of the visual and functional aspects of the website. This might include choosing a platform, determining a structure, and designing and adding content to your site. Some components of this stage are…

Understanding the importance of a detailed WordPress design brief can significantly influence the success of your project, ensuring all parties are aligned with the vision and objectives from the outset.

Structure & Sitemap

Your project should begin with a sitemap. Your sitemap serves as an overview of the website’s pages and the hierarchy of pages. By starting with a sitemap, you can better understand the flow of content across a website and ensure that all pages are linked together or follow a logical permalink structure.

Web Design & Wireframe

Now it’s time to move into the design phase. Depending on the platform and the client, you might do a fully custom or semi-custom website based on an existing theme. Wireframes – or a screen blueprint – act like a visual framework for your website. Typically this is a grayscale or otherwise minimally designed representation of the website so the design team and the client can understand what content goes where and what is needed to move into the next stage of the project. Take this a step further by creating a mockup – this is a static version of the website with more design elements (placeholder content is still possible) so that everyone gets on the same page about what the final website will look like.

Review with Client

Most web design projects involve a client feedback round early to ensure that everyone is on the same page. Present the sitemap, wireframes, or mockups during this phase to ensure the deliverable is aligned and the project scope has been properly estimated.

If the client has significant changes, this is the ideal time to revisit your structure, design, or project proposal before performing any major work. Take some time to align expectations now that the project is more straightforward, and move forward from there.

Content

Once everyone is aligned on the website structure and design, it’s time for content! Website content includes any written or visual elements of the site.

For example…

• Design might include any images, animations, colors, illustrations, typography, icons, and textures you plan to use on the website. As designers build out the visual look and feel of the website, they must revisit the brand guidelines and ideal client personas to ensure that the deliverable matches the project goals.
• Copy includes static written content on the website – headers, descriptions, buttons, etc. with a sales focus. They can use the wireframe for reference and suggest new sections as needed. Don’t mistake this for content writing, which is longer form content like blog posts. The copywriter should also revisit brand guidelines and ideal client personas to create a message that’s aligned with the project goals. Copywriters often manage the balance between on-brand, quality messaging, and on-page SEO.

Before moving onto the development phase, the project manager, project team, and client should all agree on what pages the final website will have, the structure of the pages, and a sense of the visual or written content that will fill the website. The project manager is responsible for observing how the team is progressing. Using tools that help track time and budget, the project manager can also flag issues and adjust the project schedule. Based on the client’s initial feedback, the team will also better understand the pace and collaboration style, so they can make adjustments as needed.

3. Develop

When it comes to actually building the website, there are various levels of functions, features, and requirements to keep in mind.

Semi-custom websites

For small websites or projects with limited special features, an all-in-one CMS and page builders like WordPress, Wix, Squarespace, or Webflow are usually powerful and customizable enough to deliver your project. This option uses already existing themes, plugins, and templates. All you need to do is add your content and make light adjustments to the code to develop the website. If you go with a semi-custom website, this is typically less expensive, less technical, and faster. It’s also possible for an individual or a small team to develop a website. One key factor not to overlook when embarking on a website project is making sure you choose an ideal web hosting plan that meets your project’s specific needs, such as one providing free domain, NVMe technology, and cPanel for easier management and efficiency.

Custom websites

However, the bigger the project gets, or the more specific features are required, the more likely your client will need a custom website. A custom website might involve custom themes, plugins, and features, which, as you may have guessed, are more expensive, technical, and time-consuming.

For a custom website development project, you might need a larger or more technical team to develop all the functions and features promised to the client. In addition to the project manager, graphic designer, UX or UI designer, copywriter, etc., we’ve mentioned in previous steps a custom website usually relies on a backend and frontend developer/s or a full-stack developer who can handle all project requirements.

4. Test & Optimize

Website developed? Now it’s time to enter the testing and optimizing stages. A great website doesn’t just look good – it should also function flawlessly.

Some of the biggest things you’ll want to test before you launch your website or submit it for client review are…

• Mobile and other device responsiveness – does the website look good on mobile and tablet? Is all the content readable? What happens when you rotate the screen?
• Compatibility testing – does the website display the same on all browsers? Are there any fonts or resources that aren’t available in specific browsers?
• Functionality testing – testing for broken links or links that go to the wrong place. Do your payment gateways work? What about your forms? Check that cookies and HTML/CSS validation are working correctly.
• Usability testing – checking content. How understandable and convenient is your website for the user?
• UI testing – consistency in design, resolution testing on different screens, checking localized versions.
• Performance testing – stress testing, load testing, stability testing, etc.
• Security testing – SSL, reCAPTCHA, and other methods to identify vulnerabilities and ensure site security.

Once you’ve thoroughly checked the website for performance, you can submit it to the client for final review. This review should be more about light corrections than any significant adjustments, as those should have been addressed earlier in the project. That said, it can happen!

Assuming the client has reviewed the site and has no major feedback, the next step is to agree on a launch date. Many website project managers will also ensure they wait to share website login details with the client until payment for the work is completed. Of course, this is case by case!

With that, you’re ready for launch!

5. Launch

Launching a website depends on a host of factors. Some launches can be very straightforward, especially if the domain was already registered, the site is built in a staging environment, or the site was built using an all-in-one platform like Squarespace. But the complexity can increase if the client already has a website and has multiple accounts for hosting, email, domain registration, etc. In such cases, consolidating these accounts into a single VPS hosting with SSH access can streamline management processes, improve security, and provide a more cohesive and efficient solution for the client’s online presence.

“Launching” typically means switching the client’s website over from a staging environment or other URL to the primary domain. You’ll usually need access to the client’s domain registration and hosting account, but we’d recommend looking up the steps directly in the documentation provided by your registrar or site host.

While you should have undergone a thorough test and optimization process before the site launch after launch is another critical time to ensure everything is transferred over correctly. This is especially true in checking internal links and ensuring that your SSL certificate carries over to all assets.

Search Engines. We could write a whole article on SEO (here’s one we created specifically for SEO project management!), but at a high level, there are a few things you can do right after the website launch to ensure that the site is healthy and set up for success.

One easy win is to ensure Google Analytics is working and submit the site to Google Search Console for indexing. Google Analytics allows you to analyze site visits and user behavior, while Search Console helps you measure your site’s Search traffic and performance, fix issues, and ensure your proper appearance in search results.

Error Testing. Now that your domain has been switched over to the new website, you’ll also want to double-check that you’ve correctly configured all redirects and that there aren’t any 404 errors coming from pages on the old website that aren’t on the new one.

Another common issue is with emails – plan to make some test sends to an email associated with the domain ([email protected]) to confirm it goes through without bouncing back. If it does, you might need to update additional settings with the domain registrar or hosting service.

Handoff. At the end of your project, there should be a clear handoff to the client. Unless you’ve been contracted for maintenance, this is the point where the client becomes responsible for maintaining the website, and any new issues fall outside the initial project scope.

This can be done by simply handing the client the login credentials to their site. That said, you might also want to include some training – either live or with instructional videos or documentation – to empower the team to manage and update their website without creating any issues. Some website developers also include a support package in the initial proposal to allow time to make updates after the project launch if anything doesn’t work as expected.

Website Project Management Checklist

Lots to remember! So to make it easier, we’ve created this website project management checklist (or website project management plan) that covers all the most essential steps of the process.

☐ Planning

• Define project scope
• Create proposal
• Sign contract
• Identify ideal client
• Define brand

☐ Design & Content

• Structure & sitemap
• Web Design & wireframe
• Review with Client
• Develop
• Choose a custom or semi-custom website
• Install any themes, plugins, etc.
• Setup site structure
• Build your pages
• Update with your content

☐ Test and Optimize

• Test mobile and other device responsiveness
• Test compatibility on all browsers
• Test functionality
• Test usability
• Test UI
• Test performance
• Test security
• Final client review

☐ Launch

• Point domain to new website
• Configure all SEO settings
• Check for errors and email bounceback
• Schedule or record training
• Handoff to client

Meet Emma, a healthcare practitioner with years of experience in the industry. Recently, she got to lead a major project at the hospital where she works.
As excited as she is about the project, Emma quickly realizes she has no training in healthcare project management. Despite her expertise in healthcare, she feels uncertain and overwhelmed.

This assumed experience isn’t unique. Many healthcare professionals find themselves leading projects without knowing the specifics of project management in healthcare.

But if you’re looking to move from ideas to results, you need the knowledge and tools to be a success. Healthcare project managers can navigate the nuances of project management in healthcare by focusing on strategy, people, and processes. Moreover, they can provide every team with strategic leadership and guidance.

In this blog post, we’ll explore the importance of project management in healthcare and share the methodologies project managers can use. Then, we’ll look into the impact of technology on healthcare projects and, finally, share useful tools for effective project management.

So, if you want to enhance your project management practices, read on to learn more.

What is project management in healthcare?

At its core, project management in healthcare is about achieving efficiency and effectiveness in delivering healthcare services. In other words, it’s the application of effective planning, organization, and control techniques to complete healthcare projects successfully.

In healthcare, project management can be likened to conducting an orchestra. A good manager must bring together a diverse group of individuals with unique talents and skill sets. Afterwards, she must guide them towards a common goal – just as a conductor does with musicians. In healthcare, the “musicians” are the doctors, nurses, technicians, and administrative staff. All of them play an important role in delivering quality care. A competent project manager must communicate effectively, delegate tasks, manage resources, and ensure everyone is working towards the same objective. In this context, integrating a FHIR platform can significantly enhance the harmonization of healthcare data, streamlining the management process much like a conductor fine-tuning the performance of an orchestra.

However, healthcare also has its unique challenges. First the need for patient confidentiality. Next, the necessity for strict adherence to regulations and protocols. Third, the pressure to deliver the best possible care to patients. A good manager must navigate these challenges while still maintaining a cohesive and efficient team.

How to use project management for healthcare

Many healthcare organizations rely on project management to successfully plan and execute projects and improve patient care. This is what makes project management and healthcare a critical partnership.

Now, let’s look at examples that demonstrate the importance of project management in healthcare.

Electronic Health Record (EHR) implementation

Implementing a new EHR system in a healthcare organization involves extensive planning, resource allocation, and coordination across various departments. But how can you ensure a successful EHR implementation? First and foremost, you should bring in a competent project manager to handle a wide range of tasks. It’s important to define project requirements, select the appropriate EHR system, and coordinate with vendors. Finally, the project manager should take care of training staff on the new system.

Facility construction or renovation

Building a new healthcare facility or renovating an existing one is a tough call. It requires careful planning, budgeting, and coordination between multiple stakeholders, such as architects, contractors, and healthcare providers. In this scenario, a project manager oversees the entire process. At the same time, she ensures that the project meets the required standards and timelines.

Quality improvement initiatives

You can’t implement quality improvement initiatives in healthcare organizations without cooperating with multiple departments and stakeholders. That’s why, to ensure the success of such initiatives, project managers need to complete several steps. They identify areas for improvement, develop an action plan, assign tasks to team members, and monitor progress.

Clinical trials

Project managers overseeing clinical trials must select sites, coordinate with investigators, and meet all regulatory standards. Also, they must clearly define study objectives to ensure success.

Pandemic response

Responding to a pandemic requires a coordinated effort across various healthcare organizations, government agencies, and community groups. Project management in this scenario involves coordinating resources, implementing mitigation measures, and monitoring the pandemic’s impact on public health.

Project management in healthcare Examples and lessons to learn from

Healthcare projects provide valuable information on what matters in project management. Besides, they pinpoint how you can avoid wasted resources and delays. Here’re two examples of healthcare project management that’ll give you insights into the major challenges and achievements:

Example #1: UK National Programme for IT (NPfIT)

The UK’s National Programme for IT (NPfIT) started in 2002 with a budget of £6.2 billion. Its goal was to digitize healthcare in England’s National Health Service (NHS) and bring information technology into the 21st century.

However, the program failed to gain the doctors’ trust and didn’t have a significant impact on patient safety. Local organizations resisted the centralized decision-making, which caused the dismantlement of NPfIT in 2011.

As NPfIT was the largest civil IT program in the world, its failure sparked an interest. In fact, the project was incredibly complex. It involved multiple stakeholders, systems, and processes, thus requiring a lot of effort to manage tasks effectively. Aside from that, the project lacked flexibility; the approach taken didn’t allow for changes in the project’s direction or scope as issues arose.

To sum up, we can single out three main reasons for the failure. These were the lack of end-user engagement, absence of change management, and underestimation of the project’s scale.

Example #2: Children’s Hospital Los Angeles (CHLA) EHR implementation

Children’s Hospital Los Angeles (CHLA) was going through a significant undertaking. It was implementing an EHR system (Electronic Health Record system) which came with its fair share of challenges and successes.
Let’s discuss them one by one:

Issues:

• Resistance to change: As with many EHR implementations, one of the biggest challenges was resistance to change from staff. The new system required significant changes to workflow and documentation, which took time to adapt to. Inevitably, it caused some initial frustration.
• System complexity: CHLA’s EHR system was highly complex, with numerous modules and integrations with other systems. This complexity made the implementation process more challenging and required significant training and support for staff.
• Data migration: Migrating existing patient data from the old system to the new EHR was a big challenge. Without a doubt, it required careful planning and coordination to transfer data accurately and without interrupting patient care.

Successes:

• Improved patient safety: The new EHR system at CHLA was designed with safety in mind. It had features such as automated medication order entry and decision support to reduce the risk of errors.
• Enhanced clinical workflow: Yes, there was initial resistance to change. But the new system ultimately led to more streamlined and efficient clinical workflows. Consequently, the staff started to spend more time with patients (and less time on paperwork!).
• Better data analysis: The new EHR system provided CHLA with better tools for data analysis. This enabled the team to identify trends and improve care quality more effectively.
• Increased patient and family engagement: CHLA’s EHR system included a patient portal. Now, patients and families could access their health information and communicate with care providers more easily. As a result, this improved engagement and satisfaction, leading to better results.

Overall, the EHR implementation at CHLA was a challenging but ultimately successful project that improved patient safety, enhanced clinical workflows, and increased patient and family engagement.

Stages of healthcare project management

Typically, healthcare project management involves four stages. You must carefully plan and execute each of them for successful project completion.

Stage 1: Planning

The first stage is planning, where the project manager must identify the project’s goals, objectives, and scope. Chiefly, this includes defining the project requirements, establishing timelines, and identifying the necessary resources and stakeholders.

Pro tip: Develop a detailed project plan that outlines the project goals, objectives, scope, timelines, and deliverables. This will keep all stakeholders on the same page and enhance a clear understanding of the project’s requirements.

Stage 2: Execution

Time to step up and put your plan into action! You’ll have to assign tasks to team members, monitor progress, and manage resources. You must ensure that the project is progressing as planned and that the quality of work meets the required standards.

Pro tip: Use healthcare project management software to track progress, communicate with team members, and manage resources effectively. With this, you’ll streamline workflows and improve collaboration between team members.

Stage 3: Monitoring

Regular check-ins are key to identifying any risks that may pop up during the project. Thus, the monitoring stage involves regularly assessing project progress and identifying any issues or risks. Certainly, you’ll make necessary changes on the go to ensure that the project stays on track.

Pro tip: Establish regular check-ins with team members and stakeholders to monitor project progress and identify any potential roadblocks. Issues popping up? You’ll be able to address them promptly and keep the project moving forward.

Stage 4: Completion

The final stage is all about delivering the project successfully. In this stage, you must take care of completing all project deliverables on time while sticking to the required standards.

Pro tip: Conduct a thorough review of the project. Make sure all deliverables meet the project requirements. Plus, celebrate the project’s successful completion and recognize team members for their contributions.

Seven tips for effective project management in healthcare

Effective healthcare project management requires a combination of technical skills, clinical knowledge, and leadership abilities. Here’re top tips and expert insights for effective healthcare project management:

1. Engage with stakeholders.

You need to engage with a wide range of stakeholders, including clinicians, administrators, and patients. By involving stakeholders in the planning, implementation, and evaluation of the project, you kill two birds with one stone. First, you align the project with everyone’s needs and goals. Secondly, you make sure that all parties have a stake in the project’s success.

2. Define clear project goals and objectives.

“If you aim at nothing, you will hit it every time.” Zig Ziglar’s words ring true more than ever. Truly, clear goals provide a roadmap for the project. You avoid the risk of going astray, and you can measure the project’s progress much more easily.

3. Develop a realistic project timeline.

Fail to develop a realistic project timeline, and you’ll doom your project management efforts. For this reason, a realistic timeline takes into account the complexity of the project, the resources available, and the potential risks and challenges.

4. Build a strong project team.

Every success starts with productive teamwork. A strong project team includes individuals with a diverse range of skills and experiences who can work together collaboratively to achieve the project goals.

5. Use data to drive decision-making.

Without a doubt, data is a powerful tool. It can help project managers identify potential problems early on, track progress, and evaluate the impact of the project.

6. Communicate effectively.

Remember, you never over-communicate in healthcare project management. As a project manager, you should communicate regularly with stakeholders, provide updates on progress, and address any concerns or issues that arise.

7. Monitor and evaluate the project.

Finally, you should track progress against goals and objectives. Thus, you can identify areas for improvement and make necessary adjustments to ensure that the project is successful.

Methodologies for healthcare project management

There are several methodologies for healthcare project management. Project managers can use them to plan, execute, and monitor healthcare projects effectively.

In this section, we’ll explore some of the most common methodologies:

1. Agile methodology

The steps in Agile methodology (Image credit: BMJ Innovations)

The key principles of Agile include frequent communication, continuous feedback, and continuous improvement. In fact, the effectiveness of agile teams has long been proved by research data. For example, Brain & Company survey reports that 75% of healthcare executives say that their agile teams perform better than the traditional ones.

The Agile methodology is an iterative approach that focuses on collaboration, flexibility, and adaptability. In essence, the agile methodology emphasizes collaboration between stakeholders, including patients, clinicians, and IT professionals. This collaborative approach takes into account everyone’s needs and perspectives, resulting in effective and efficient projects.

Plus, the Agile methodology allows for flexibility and responsiveness to changing needs and requirements. This is especially important in healthcare, where patient needs and clinical practices can evolve rapidly, and technology is constantly advancing.

Ultimately, the agile methodology allows for regular feedback and adjustment, ensuring that the project stays on track and meets stakeholders’ needs.

2. Waterfall Methodology

The phases of the Waterfall methodology (Image credit: Dektry)

The Waterfall methodology represents a linear workflow that divides the project into distinct phases. These stages include planning, design, implementation, testing, and maintenance. Frequently, this approach works most effectively for projects with defined scopes and predictable outcomes.

To clarify, the Waterfall methodology requires a thorough and detailed analysis of project requirements upfront. It’s particularly important in healthcare projects where patient safety and regulatory compliance are critical.

In Waterfall methodology, projects have distinct stages, with each stage building upon the previous one. Thus, this approach requires that you complete each stage of the project thoroughly before moving on to the next.

However, it’s important to recognize that the waterfall methodology may not be well-suited to all healthcare projects. Maybe you’ll have to consider other approaches if your project requires a high degree of flexibility to changing circumstances.

3. Lean methodology

Eight areas of waste in Lean (Image Credit: NEJM Catalyst)

The Lean methodology is a process improvement methodology that focuses on eliminating waste, reducing variability, and improving efficiency. In healthcare project management, Lean can be used to improve processes such as patient flow, supply chain management, and clinical operations.

Virginia Mason Medical Center in Seattle gives us an example of using Lean methodology in healthcare project management.

In this project, the focus was on improving patient safety and outcomes, as well as reducing costs. The project team used Lean principles to identify and eliminate waste in clinical processes. This included reducing unnecessary tests, enhancing communication between staff members, and improving the flow of patients through the hospital.

As a result of the Lean transformation, the hospital saw significant improvements in patient outcomes. Plus, the hospital achieved significant cost savings, such as a reduction in supply costs and overtime costs.

4. Six Sigma methodology

The stages of Six Sigma methodology (Image credit: Workzone)

The Six Sigma methodology is a data-driven process that focuses on four main aspects of process improvement. Thus, the emphasis lies on reducing waste, eliminating defects in processes, improving quality, and increasing customer satisfaction. In healthcare project management, teams use Six Sigma to improve processes such as medication errors, patient safety, and infection control.

Markedly, the Six Sigma methodology begins with defining the problem and identifying the process that needs improvement. In healthcare, this can involve identifying areas where you must improve patient outcomes or make processes more efficient.

Here’s an example. The Nebraska Medical Center used the Six Sigma methodology to improve patient outcomes and streamline clinical processes. To clarify, they aimed to address the high incidence of incomplete and unavailable physician orders. The reason was – it led to delays and errors in patient care.

Using the Six Sigma methodology, the project team collected and analyzed data on the process. Afterwards, they identified the root causes of the problem and implemented process improvements to address the issues. As a result, the incidence of incomplete orders fell from 59 per cent to 4 per cent. What’s more, the number of orders that were unavailable upon a patient’s arrival dropped to 7 per cent.

These are just a few examples of using different methodologies for healthcare project management. Note that each methodology comes with its strengths and gaps. So, you should select the methodology that’s best suited for your project’s specific needs and requirements.

How do technology and big data impact project management in healthcare?

Look around, and you’ll see a world that demands innovation. By the way, you can’t imagine innovation without technology and big data these days.

Surely, technology and big data have revolutionized project management in healthcare in a few specific ways:

Improved decision-making

Technology and big data enable healthcare project managers to access real-time information about patient health, resource allocation, and project progress. By analyzing this data, managers can make informed decisions that improve patient outcomes and streamline project management processes.

Predictive analytics

Technology and big data allow healthcare project managers to use predictive analytics to identify potential risks. As a result, they can address challenges before they occur. This helps managers to develop strategies to mitigate risks and keep projects on track.

Collaboration

With the introduction of collaboration tools, such as messaging platforms and video conferencing, healthcare professionals can communicate with ease. They can work together on projects from different locations, which allows for improved coordination and better decision-making.

Personalized medicine

Personalized medicine customizes medical treatments for individual patients by taking into account their genetic profile, lifestyle, and medical background. And this couldn’t possibly happen without the use of technology which helps to improve patient outcomes and reduce healthcare costs.

Improved patient engagement

Technology and big data have made it easier for healthcare project managers to engage patients in their healthcare. To explain, patient portals and mobile health apps are like personal health dashboards. They allow patients to track their health data, communicate with healthcare providers, and access educational resources.

Quality Control

Healthcare project managers can use technology to monitor project performance, identify issues, and make timely decisions. This includes quality control software that tracks progress, detects errors, and helps teams stay on track.

Example of using technology and big data in healthcare project management

The All of Us Research Program, launched by the National Institutes of Health (NIH) in 2018, has a clear goal. It aims to collect data from one million people across the US to improve health outcomes and develop personalized treatments.

The Program uses a combination of EHRs, mobile health devices, and genetic testing to analyze data from participants. Then, the data helps to identify patterns and trends in health outcomes, risk factors, and treatments across diverse populations.

One successful use of this data was in identifying genetic markers associated with opioid addiction. Researchers in the program were able to identify a genetic variant linked to an increased risk of opioid addiction. Obviously, these results could help to develop more personalized treatments for individuals with this variant.

Additionally, the program uses the data to inform healthcare project management decisions. These may include identifying areas for improvement in patient care and developing more targeted interventions to reduce health disparities.

Why use project management software in healthcare

There are several reasons why project managers in the healthcare industry should consider using project management software:

Gathers all data in one location

Healthcare project management software can save time and effort for hospital staff and reduce the risk of errors. With the power of software tools, you can centralize project-related information, automate repetitive tasks, and provide real-time project status updates.

Improves collaboration

What’s one of the most sought-after benefits of PM software? Right! It enables team members to communicate, share files, and collaborate on tasks in real time. Thus, project managers can improve the quality of project outcomes by ensuring that everyone’s efforts are in sync.

Enhances resource management

With the right tools, you can have a centralized view of resource availability and usage. Surely, this helps to optimize resource utilization and reduce waste. Digital tools can help to collect, store, and analyze patient data more efficiently. With electronic health records (EHRs), healthcare professionals easily solve multiple tasks. They can access patient data instantly, share information across departments, and make decisions based on accurate data.

Prevents compliance failures

Compliance is critical in healthcare project management. And healthcare project management software can help hospitals ensure compliance. How? It provides automated compliance checks, audit trails, and other compliance-related features to prevent violations.

Provides better visibility

What’s the current status of your project? Use software data to get real-time visibility into the status of projects, including key performance indicators (KPIs) and project milestones. Easily make more informed decisions and ensure that projects are on track to achieve your objectives.

Increases efficiency

Last but not least, digital tools help to automate routine tasks, reduce paperwork, and minimize manual data entry. Consequently, it becomes easier to save time and effort for hospital staff and focus on more critical tasks. With these benefits, investing in healthcare project management software helps hospitals improve patient care, reduce costs, and increase operational efficiency.

Best project management software for healthcare

The best healthcare project management software will depend on your team’s specific needs. Consider factors such as budget, team size, and project complexity when evaluating different options. Let’s explore the best options out there:

Teamly

As remote work becomes more common and companies grow larger, project managers must find ways to improve collaboration between dispersed teams.

Teamly is a project management tool that can help to streamline communication and task management in healthcare projects.

Teamly integrates collaborative work, resource management, project management, and financial management solutions with a single goal. It aims to enhance cross-team communication and streamline processes. This fosters collaboration between remote employees, subcontractors, and clients, thus enhancing user experiences.

In this solution, communication channels go hand in hand with project management systems. Therefore, team members can collaborate in context, having easy access to data insights and all necessary tasks.

Best features of Teamly

• Task management features allow you to create and manage tasks related to healthcare projects, such as clinical trials, medical device development, or patient care. Assign tasks and set due dates to keep everyone on track.
• Team communication and collaboration: Teamly’s collaboration features can help to improve communication among healthcare team members, such as doctors, nurses, researchers, and administrators. Share project updates, feedback, and files in real-time to keep everyone in the loop.
• Time tracking: Struggling to track the time spent on healthcare projects? Use the software’s time-tracking feature to monitor progress and identify areas for improvement.
• Reporting: Use Teamly to generate reports on healthcare projects, such as progress reports, budget reports, and team productivity reports. By the way, these reports will help to evaluate project performance and identify areas for improvement.

Pricing

Teamly offers free project management software that can be upgraded to Pro and Business plans to cater to your growing needs and project requirements. The Pro plan starts at $5 per user per month, and the Business plan starts at $9 per user per month (billed annually).

Kareo

Designed for small to medium-sized medical practices, Kareo is a healthcare management software platform that provides medical billing and practice management solutions.

With this tool, you’ll be able to make appointments, manage claims and enjoy the opportunities of patient portals. Plus, the project management features will prove valuable for healthcare project management.

Best features of Kareo

• Scheduling: You can use Kareo’s scheduling feature to manage appointments and patient care schedules. It’s possible to set up recurring appointments for patients and view all appointments in a single dashboard to keep everyone on the same page.
• Patient management: The patient management features can help to manage patient information, including contact information, medical history, and insurance information. This information ensures that patients receive appropriate care.
• Billing: Managing insurance claims and payment processing are an important part of the financial aspects of healthcare projects. You can use the billing feature to manage accounts receivable and accounts payable and to ensure that billing is accurate and timely.
• Reporting: With the reporting features, you can generate reports on healthcare projects, such as financial reports, patient outcomes reports, and appointment scheduling reports.

Pricing

You should contact Kareo’s team to get pricing tailored to your practice. Answer a few questions and wait for their experts’ answers.

SimplePractice

Looking for ways to manage your practice from a single, centralized location? SimplePractice is a healthcare management software platform that provides practice management solutions for mental health professionals.

Best features of SimplePractice

• Scheduling: By using the scheduling tool, you can view appointments in a single dashboard and communicate appointment details with patients.
• Client management: Similarly, client management features enable healthcare professionals to manage patient information, including contact information, medical history, and insurance information. This information helps them tailor care plans to meet patients’ specific needs and monitor patient outcomes.
• Telehealth: With the use of telehealth, you can conduct virtual appointments with patients. By the way, this can be particularly useful in remote or rural areas. Use the benefits of telehealth to reduce costs associated with in-person appointments.

Pricing

Three pricing plans are offered: Starter, Essential, and Plus. The Starter plan starts at $29/mo.

Athenahealth

Medical billing, electronic health records (EHR), and practice management solutions. Healthcare organizations can enjoy all of this thanks to Athenahealth, a healthcare management software platform.

Best features of Athenahealth

• EHR: You can use the software’s EHR features to manage patient information, including medical history, test results, and treatment plans. With the help of this information, patients will receive appropriate care, and you’ll be able to track patient outcomes.
• Analytics: By using the analytics features, you can generate reports on healthcare projects, such as financial reports, patient outcomes reports, and appointment scheduling reports. Use these reports to evaluate project performance and identify areas for improvement.
• Patient Communication: Athenahealth’s patient communication features help to send reminders to patients about appointments, medications, and other aspects of their care. This can easily improve patient engagement and adherence to treatment plans.

Pricing

You should contact Athenahealth to get a personalized quote for the software.