Project management can make tasks of any scale more streamlined and efficient. But as a project grows in size and complexity – or perhaps you have multiple projects to schedule? – a visual tool to help you understand the dependencies between tasks becomes more important. That’s where Precedence Diagramming Method (PDM) comes in.

PDM is a project management tool that can help map a relationship between project tasks. It helps project managers establish a visual representation of the project’s timeline.

Want to learn how to use this method on your project? Today, we’ll take a closer look at PDM and explore how it can help you effectively manage your projects.

What is the Precedence Diagramming Method?

Let’s start with some basics – what is the precedence diagramming method? In project management, you can think of Precedence Diagramming Method (PDM) as a visual assistive tool that helps project managers schedule. The technique uses boxes or nodes to represent tasks with lines and arrows representing their relationship or dependencies.

To create a precedence diagram, you map out all tasks, order them, determine their dependencies, and draw them out (more on how to draw a dependency diagram below).

Unlike other project network diagrams, Precedence Diagramming Method is a nodal/activity-on-node (AON) method that emphasizes tasks over, for example, milestones, like in an AOA diagram.

Project managers ultimately use a PDM to create a project schedule network diagram.

Benefits of Precedence Diagramming Method

What makes it worth the time to map out all your tasks and their interdependencies ahead of time? Here are some of the benefits of using the Precedence Diagramming Method in project management.

• AON, not AOA. As an activity-on-node (AON) method, one of the main benefits is that you’ll have the space in the nodes to add detail like duration, resources, or constraints.
• Accurate scheduling. Like any project management technique, PDM can help you create more accurate scheduling and timelines for your project by bringing visual attention to the duration of or dependencies between tasks.
• Visual. Because PDM is a diagram, it visually illustrates your project’s tasks. This view can shed light on things you might otherwise miss.
• Determine critical paths, relationships, and dependencies. PDM uses arrows flowing in different directions to show the relationship between projects, but it also accounts for different types of dependencies – for example, a reliance on factors outside of your control. This view can help you understand how to order tasks for more efficient projects.
• Priorities, assignments, identify missing activities. Finally, PDM can help you prioritize by showing you which tasks or assignments are most critical to project completion. By directing your focus toward the essential tasks or starting early on tasks that are outside of your control, you will have a better handle on your overall project timing.

How to Draw a Project Schedule Network Diagram Using PDM

As we mentioned above, the Precedence Diagramming Method is one possible starting point for creating a project schedule network diagram.

You’ll have nodes (activities) and arrows (dependencies). Before we walk you through the steps of how to draw a project schedule network diagram, you’ll first want to understand the different types of activity relationships and dependencies.

Activity Relationships in Project Management

There are four different types of task dependencies: Finish-to-Start, Finish-to-Finish, Start-to-Start, and Start-to-Finish. In your diagram, the different types of dependencies will be indicated by the direction of the arrow.

So what is each type of dependency? We’ll explain below using “Task A” and “Task B.”

1. Finish-to-Start (FS) Dependency: Finish-to-Start Dependency is perhaps the most common type of task dependency. It’s an arrow from Task A to Task B that indicates Task A must be completed before Task B can begin. An example of a FS dependency is a design project – the brand guidelines (Task A) must be completed before the web designer can start building the website (Task B).
2. Finish-to-Finish (FF) Dependency: Finish-to-finish dependency means that someone can only complete Task A after Task B has been completed. With this dependency, both tasks may be running side-by-side, but the key is that one can only be completely finished when the other is done. An example could be the first sale in a product launch. You can run marketing activities concurrently, but the first sale can only be completed once the first product is back from the manufacturer and ready to be shipped.
3. Start-to-Start (SS) Dependency: Start-to-start dependency is a less common type. It means you can only start Task A once Task B has started. Task A cannot begin before Task B, but they don’t necessarily have to start simultaneously. An example of SS dependency is a house renovation where the electrical wiring has to be started before the first lights can be hung.
4. Start-to-Finish (SF) Dependency: Start-to-finish dependency says that Task B cannot be completed until Task A starts, and vice versa. Most often, this type of dependency is related to resources, materials or information. A straightforward example is shift work – you can think of it as one person unable to finish their day until the next person arrives.

Types of Dependency in Precedence Diagramming Method

There are also four types of dependency in PDM: Mandatory Dependency, Discretionary Dependency, External Dependency, and Internal Dependency. The different dependency types will also impact your planning and scheduling, so you’ll want to go through the list below before drawing your arrows.

1. Mandatory Dependency or Complex Logic. As the name suggests, mandatory dependency is when a dependency is compulsory. You can think of this as a dependency where one task wholly can’t proceed without the other. An excellent example of mandatory dependency would be client approval of a first draft. Once it’s been submitted, there’s no further work to do on the project until you get feedback.
2. Discretionary Dependency or Soft or Preferential Logic. Discretionary dependency is a lighter dependency. It’s also called preferred Logic, preferential Logic, or soft logic. A discretionary dependency focuses on optimization for a better result. The dependency of tasks might be based on past experience or best practice, but it’s not critical that you complete one before moving to the next. The good thing about discretionary dependency is that it’s flexible and allows adjustments to accommodate schedule changes, etc. An example of discretionary dependency is a team rolling out a development project. They might find it’s better to introduce Feature A before Feature B, but this is flexible if Feature B is finished early or the client’s needs change.
3. External Dependency: External dependencies refer to anything outside of the control of the project or team that your project depends on. These external dependencies might be government funding, investment, permitting, etc. These are things outside the project manager’s control, and if there are delays or roadblocks, they can derail a project. One example of an external dependency is a back ordered piece of equipment. You can place the order and pressure the supplier, but ultimately you have to wait until the delivery date to begin your work.
4. Internal Dependency: Internal dependencies are between two project tasks. Typically, these are entirely under the control of the project team. This could be that one team member can’t start working on their task until the previous project finishes. In an example of a house, a room can’t be painted until the walls are finished.

When it comes to dependency levels, two are applicable at any time. The possible pairings are…

• Mandatory-External
• Discretionary-External
• Mandatory-Internal
• Discretionary-Internal

Drawing a Dependency Diagram

Now that you understand the activity relationship and dependency types, let’s talk more about how to draw your dependency diagram.

1. Create a task list. Like most project management techniques, creating a task list is the first step. You can either do this for the whole project or a single section. Once you’ve listed the tasks, you might also begin to sequence them based on a perceived order.
2. Identify dependencies. With a task list in front of you, you can start to identify dependencies between tasks. This is the stage where you’ll classify tasks as FS, FF, SS, or SF. You’ll also want to determine if the dependencies are mandatory, discretionary, internal or external.
3. Put it into a diagram. Now that you’ve identified all your tasks (nodes) and dependencies (arrows), you can start drawing out your diagram. Write out your tasks in boxes that move left to right. If the tasks have the same predecessor, you can stack them on top of each other. Then, each box should be connected to the next using an arrow reflecting their dependency.
4. Add task information or duration. One of the key benefits of an AON diagram is that it leaves space for more detail on your task. In each node, you might include more information like the float or slack time, earliest start time, earliest finish time, latest start time, or latest finish time

Different Types of Project Network Diagrams

Want to understand how Precedence Diagramming Method compares to other project network diagrams that you can use to help with scheduling? Here are a few different methods you might consider for your team.

Arrow Diagramming Method

Arrow Diagramming Method is an activity-on-arrow method. In this case, the tasks are represented by arrows, while the relationships or dependencies are nodes or circles that connect the arrows.

With the Arrow Diagramming method, you can use the length of the arrow to indicate how long the activity will take. The biggest drawback of this method is that it only shows finish-to-start relationships.

Critical Path Method

The critical path method helps you identify tasks necessary for project completion. It is the longest sequence of activities required to finish the project. It’s possible to use CPM after you’ve created a precedence diagram.

Gantt Chart

The Gantt chart is a project scheduling technique that looks like a bar chart. Activities are bars of different lengths, and they’re organized in chronological order.

That just about covers it! If you’re looking for a technique to help with project scheduling, we think you’ll find the Precedence Diagramming Method to be one of the most visually simple and organized ways to do it. Happy scheduling!

Are you on a quest to master project coordination and achieve unparalleled project success? Look no further. In this guide, we’ll explore the ins and outs of project coordination and share valuable insights to help you elevate your skills to new heights. So, sit back, relax, and let’s unlock the secrets to project management success together!

The ABCs of Project Coordination

What exactly is project coordination? At its core, project coordination is about making plans, setting schedules, and keeping track of things that have to do with a project. This can include things like organizing the team’s resources, giving members of the team tasks and activities to do, keeping track of how well goals and objectives are being met, solving problems that come up during the project, and making sure deadlines are met.

Project coordination is an essential part of effective project management. It helps ensure that all members of the team are working towards common goals and objectives while at the same time allowing for flexibility in how those goals are achieved. Proactively coordinating tasks and activities within a given timeline and budget helps keep projects on track and prevent unnecessary delays or cost overruns.

Project management vs. project coordination?

It’s easy to get confused between project management and project coordination. It’s important to remember that while they both have the same end goal of successful project completion, their roles are quite different.

Project management usually means keeping an eye on how a project is planned and carried out as a whole. Project coordination, on the other hand, is more focused on the specific tasks that go along with the project, such as scheduling resources, managing communication, and keeping track of progress.

It’s also worth noting that while project management is typically handled by a single individual or team of individuals, project coordination is often done collaboratively with other members of the team.

The 2 Legs of Project Coordination

Now that we’ve laid the groundwork for understanding what project coordination is, it’s time to dive deeper into the essential components that make it so crucial for project management success.

These key aspects are the building blocks that will enable you to efficiently and effectively manage your projects, paving the way for success. Let’s break them down and explore how they interconnect to create a robust foundation for stellar project coordination:

1. Control and Coordination 

At its core, project coordination revolves around controlling and coordinating tasks and activities within a given timeline and budget. This involves monitoring progress toward goals and making the appropriate adjustments.

• Monitoring progress: Keep a close eye on the project’s progress, ensuring everything stays on track and within the timeline. By vigilantly monitoring progress, you’ll be able to identify potential issues before they become major problems and make informed decisions that keep your project on the path to success.
• Adjusting plans as needed: In the dynamic world of project management, change is inevitable. To be a successful project coordinator, you must be flexible and adaptable, making necessary adjustments to the project plan when unforeseen challenges arise. Embracing change and responding proactively will help you maintain control over your projects and ensure they stay on course.

2. Interface Coordination

Another important aspect of project coordination is interface management, which involves providing a link between different stakeholders and functions. In essence, this means facilitating communication among team members and managing interdependencies between tasks.

• Facilitating communication: As the facilitator of communication within a project, you are responsible for maintaining clear lines of dialogue among all involved stakeholders. This will enable team members to stay on the same page and remain aligned with project goals.
• Managing interdependencies: As you coordinate tasks and activities, it’s essential to consider the impact of each task on other elements of the project. It’s important to recognize which aspects are dependent on one another and ensure that their execution is closely monitored and coordinated for maximum efficiency.

Project Coordination in Action

To bring it all together, let’s take a look at a few examples of project coordination:

EXAMPLE: 1 – Coordinating a product launch

Imagine you’re launching a new product. You’ll need to make sure that your marketing, sales, and production teams all work together to make a successful launch. As the project coordinator, you’ll be the glue that holds everything together, managing deadlines, resources, and communication.

EXAMPLE: 2 – Organizing a software development project

In this scenario, you’ll be coordinating the efforts of developers, designers, QA testers, and product managers. To make sure the software is developed, tested, and released quickly and well, you’ll need to manage the project timeline, keep track of progress, and help team members talk to each other.

EXAMPLE: 3 – Managing a marketing campaign

Here, you’ll be juggling multiple elements such as content creation, social media, and advertising. As the project coordinator, it will be your job to make sure that all parts of the campaign run smoothly and that everyone works together to meet the goals and objectives of the project.

Rock Your Coordination Skills: Becoming the Ultimate Project Coordinator

So, you’ve got a grasp on what project coordination is all about, but how can you take your skills to the next level? Just like any superhero, a project coordinator needs a special set of skills to truly shine.

In this section, we’ll dive into the essential skills that will help you navigate the complex world of project coordination with ease and confidence. Ready to level up? Let’s jump right in…

Planning Prowess

It all starts with a vision. Like a skilled captain navigating through uncharted waters, you need a clear roadmap to guide your team to success. When setting goals

and objectives for your project, remember the SMART criteria: Specific, Measurable, Achievable, Relevant, and Time-bound. This way, everyone on your team knows exactly what’s expected, and you can celebrate those small victories along the way.

Communication Conqueror

Let’s face it: communication can make or break a project. Think back to a time when a simple miscommunication snowballed into a bigger issue—we’ve all been there, right? As a project coordinator, it’s your job to keep the lines of communication open and flowing. Create a good plan for communicating with your team, give them the right tools, and encourage them to talk in an open and honest way. After all, a well-informed team is a well-functioning team.

Problem-Solving Superhero

The ability to think on your feet is an essential skill for any project coordinator. When things don’t go according to plan, you need to be able to quickly assess the situation and come up with effective solutions. Keep your cool in a crisis and stay open-minded—the answers can often be found in the most unexpected places.

Time Management Wizard

Time is a project coordinator’s most valuable resource. You need to be able to read the landscape and prioritize tasks in order to get the most out of your team and resources. Set realistic deadlines, break large projects into smaller chunks, and don’t forget to factor in some time for yourself.

Master the Art of Delegation

Delegation might seem like a no-brainer, but it’s an art that requires practice and finesse. Remember that time you tried to do everything yourself, only to realize that you were spreading yourself too thin?

Yep, we’ve been there too. As a project coordinator, it’s essential to know your team members’ strengths and weaknesses, assign tasks based on expertise and capacity, and trust your team to deliver results. By delegating effectively, you can focus on the big picture while your team members shine in their respective roles.

Keep an Eye on Progress and Adapt to Change

We all know that projects rarely go exactly as planned. You might even have a few “plot twist” stories of your own, right? In the ever-changing world of project management, adaptability is key.

Make it a habit to monitor your project’s progress regularly, identify potential roadblocks and bottlenecks, and be prepared to make adjustments and pivot when necessary. Embrace change and view it as an opportunity for growth – your team and your projects will thank you for it.

Tech-Savvy Guru

The world of project management is constantly evolving, and you need to be a step ahead. Get familiar with the latest tools and equip yourself with the technical skills necessary to manage projects more efficiently and effectively.

Nailing the Coordination Process

You’ve got the essential skills in your project coordination toolkit, but how do you put them into practice? In this section, we’ll walk you through the key stages of the project coordination process, complete with anecdotes and examples to make it feel like a real-life adventure. So grab your metaphorical compass, and let’s chart the course to project success.

1. Define Your Project with Precision

Picture this: you’re coordinating a team tasked with redesigning a company’s website. To set the stage for success, you’ll need to start by clearly defining your project’s goals, scope, and deliverables.

For example, your goal could be to increase conversions by 20% in three months, and your scope may include revamping the site’s design, improving the user experience, and optimizing SEO. By laying a solid foundation and clarifying the project’s objectives, you’ll provide your team with a roadmap to guide them every step of the way.

2. Create a Kickoff Celebration

Imagine how exciting it would be to start a new project to make a mobile app for a local charity. To kick things off, gather your team for a virtual or in-person meeting filled with energy and enthusiasm.

Use this opportunity to introduce the project’s objectives, share the vision, and align everyone’s roles and responsibilities. This kickoff celebration is your chance to set the tone for a positive and productive journey ahead.

3. Keep Those Tasks in Check

You’re now coordinating a marketing campaign for a new product launch. To ensure smooth sailing, break down the project into bite-sized tasks and assign them to your team members.

For instance, Sarah may be in charge of creating social media content, while Tom focuses on crafting the perfect email sequence. Regularly check in with your team to make sure they have the resources and support they need to tackle their tasks like champions.

4. Monitor Progress like a Hawk

No doubt, you’ve got a few projects under your belt that didn’t go as expected. To help prevent this from happening again, keep an eye on how things are going and course-correct when necessary.

Let’s say you’re in the midst of a software development project, and milestones are coming up fast. As a project coordinator, it’s crucial to keep a close eye on your team’s progress. Hold regular status update meetings and use tools like Gantt charts or Kanban boards to visualize the tasks and deadlines. By being proactive and spotting potential problems early, you can make sure that your project stays on track while any risks are dealt with in the right way.

5. Let’s Make a (Project) Change

Unexpected changes are a natural part of any project. Imagine you’re organizing a large-scale event, and a key speaker suddenly cancels. Instead of freaking out, use your problem-solving skills to figure out how the change will affect you and what other options you might have.

Work closely with your team and stakeholders to reach a consensus and update the project plan accordingly. By staying adaptable and open to change, you’ll navigate any curveballs with grace and resilience.

6. Bring It Home: Project Closure

The day has finally come: you’ve successfully coordinated a major office relocation, and it’s time to wrap things up. As you approach the project closure phase, remember to evaluate the project’s performance against its initial goals and objectives.

Gather your team for a final meeting to celebrate your accomplishments, share lessons learned, and discuss areas for improvement. By acknowledging the hard work put in, you’ll inspire your team to strive for success in their next projects.

Control and Coordination With the Perfect Tool

In the fast-paced, ever-changing world of project management, having the best tools in your arsenal can make all the difference.

That’s where Teamly comes in. This powerful platform can help streamline your project coordination efforts and ensure your team stays on track. Let’s explore how Teamly can support your project coordination journey, including its innovative screen capture software.

Centralizing Project Information

One of the key challenges in project coordination is keeping everyone in the loop. Teamly makes this easier by giving your team a single place where they can find project information, documents, and updates. No more searching through endless email chains or getting lost in a sea of shared files—everything you need is at your fingertips.

Utilizing Project Management Tools

Teamly has a wide range of features for managing projects that can help you coordinate better. Some of the standout features include:

• Visual tools for planning and progress tracking: Create Kanban boards, or timelines to keep a clear view of your project’s progress.
• Task management: Assign tasks to team members, set deadlines, and monitor progress with ease.
• Collaboration tools: Facilitate communication and collaboration among your team with built-in messaging, file sharing, and more.
• Screen capture software: Keep track of your team’s work and foster accountability with Teamly’s screen capture feature, perfect for remote teams and tracking progress on tasks.

Regular Team Meetings and Check-ins

Effective communication is the backbone of project coordination, and Teamly helps you stay connected with your team. Schedule regular meetings and check-ins through the platform to ensure everyone is on the same page and to address any issues that may arise. This way, you can maintain a pulse on your project’s progress and keep your team engaged and motivated.

Project Coordination Experience with Teamly

Teamly is a great tool for project coordinators of all levels because it is easy to use, has powerful features, and uses innovative screen capture software. Whether you’re new to the world of project coordination or a seasoned veteran, Teamly can help you streamline your processes, improve communication, and enhance overall project performance.

By integrating Teamly into your project coordination efforts, you’ll be able to maintain better control over your projects, foster a collaborative environment, and ultimately, achieve greater project success. So, embrace the power of Teamly and watch your project coordination skills soar to new heights!

Level Up Your Coordination Skills with 7 Pro Tips

Ready to level up your project coordination game? Check out these seven pro tips that will help you dial in your effectiveness and achieve project success:

1. Conquer Tasks Like a Boss: Eisenhower Matrix

Don’t let an overwhelming to-do list bring you down. Use the Eisenhower Matrix to prioritize tasks based on urgency and importance. By separating the “need-to-do-now” from the “can-wait-a-bit,” you’ll manage your time like a pro and keep your project on track.

2. Communication Central: Establish a Clear Plan

To avoid misunderstandings and keep your team in sync, develop a solid communication plan. Outline the preferred channels, frequency of updates, and key stakeholders. Remember, a well-informed team is a happy and productive team!

3. Tech It Up: Embrace Collaboration Tools

In today’s digital age, collaboration tools can be your best friend. From messaging platforms to file-sharing services, these handy tools streamline communication and keep everyone on the same page.

4. Party Time: Celebrate Milestones & Lessons Learned

Take the time to acknowledge your team’s hard work by celebrating milestones and reflecting on lessons learned. These moments of recognition not only boost morale but also encourage continuous improvement.

5. Stay Agile: Regularly Review & Adjust Plans

The only constant in project management is change. Regularly review your project plans and be prepared to make adjustments as needed. This proactive approach will help you stay ahead of the curve and keep your projects running smoothly.

6. Share the Load: Delegate Tasks and Empower Team Members

You can’t do it all alone! Delegate tasks to your team members and trust in their abilities. By empowering your team, you’ll foster a sense of ownership and accountability that leads to better project outcomes.

7. Knowledge is Power: Stay Informed on Industry Trends and Best Practices

To stay at the top of your game, keep up with the latest industry trends and best practices in project coordination. Attend conferences, read articles, and network with fellow professionals. The more you learn, the more effective you’ll be as a project coordinator!

Tackle Project Coordination Challenges Like a Pro

You’ve already learned about the essential skills and processes for successful project coordination, but let’s not forget that every project comes with its own set of challenges. In this section, we’ll dive into demystifying scope creep, balancing stakeholder expectations, and navigating conflicts and resource constraints.

Scope Creep Demystified: Keep It in Check

Scope creep is when a project’s goals and requirements change over time, which often causes delays and budget overruns. To prevent scope creep from derailing your project, make sure to:

• Clearly define the project scope from the start
• Involve stakeholders in scope discussions
• Regularly review and approve changes through a formal process

Harmony in Stakeholder Land: Balance Expectations

• Identify and prioritize stakeholder needs
• Communicate regularly and transparently
• Manage expectations by setting realistic goals

Conflict Navigator: Smooth Team Relations

Team conflicts are inevitable, but they don’t have to derail your project. Here’s how to address them effectively:

• Encourage open communication and active listening
• Resolve disputes through mediation or compromise
• Foster a positive team culture that values collaboration

Resource Constraints: Face Them Head-On

Resource constraints can put a damper on your project’s progress. Tackle them head-on by:

• Regularly reviewing and optimizing resource allocation
• Identifying and mitigating potential bottlenecks
• Being proactive in requesting additional resources when needed

Level Up Your Coordination Game: Training & Development

Even the most experienced project coordinators can benefit from continuous learning and growth. By investing in your professional development, you’ll not only stay ahead of the curve but also become an even more effective and confident project coordinator. Let’s explore some ways you can level up your project coordination game.

Lifelong Learning: Embrace the Journey

The world of project management is constantly evolving. To stay at the top of your game, commit to ongoing learning by:

• Attending industry conferences and seminars
• Subscribing to project management blogs and podcasts
• Participating in online forums and discussion groups

Certify Your Greatness: Professional Certifications

Earning a professional certification can boost your credibility and give you a competitive edge. Consider pursuing certifications such as:

• Project Management Professional (PMP)
• Certified Associate in Project Management (CAPM)
• Agile Certified Practitioner (PMI-ACP)

Expand Your Skill Set Universe

Expand your skill set by diving into new areas of expertise that complement your project coordination role:

1. Master New Tools & Languages

Stay competitive in the job market by mastering new software tools or learning a programming language. This additional expertise can help streamline your project coordination tasks and improve your overall efficiency.

2. Lead & Connect: Interpersonal Skills Upgrade

Invest in your leadership and interpersonal skills through training courses or workshops. Strong communication and leadership abilities are essential for successful project coordination and team collaboration.

3. Negotiation & Conflict Resolution Power-Up

Enhance your negotiation and conflict resolution skills by taking relevant courses or attending workshops. These skills will help you navigate challenging situations and maintain harmonious relationships within your team.

Peer Power: Learn from Your Fellow Coordinators

Your fellow project coordinators can be an invaluable source of knowledge and inspiration. To learn from their experiences, make a point to:

1. Local Associations & Clubs: Find Your Tribe

Connect with other project management professionals by joining local associations or clubs. These groups offer opportunities to network, learn from peers, and share your own insights.

2. Networking Events & Workshops: Connect & Grow

Expand your professional network and learn from others by attending networking events, workshops, and meetups. These events often feature guest speakers and provide a chance to exchange ideas and best practices with fellow project coordinators.

3. Mentorship Magic: Give & Receive Wisdom

Find a mentor who can guide you in your career, or offer your expertise as a mentor to someone else. Mentorship is a powerful way to share knowledge, learn from others’ experiences, and grow both personally and professionally.

Have you ever been in a meeting that started with promising ideas only to devolve into confusion? Is it challenging to digest a three-page project status report on a weekly basis? Are you constantly trying to keep a dozen balls in the air without dropping any?

When traditional methods fail, you have no other choice. You start looking for ways to prioritize tasks and clear the confusion.

That’s when visual project management comes into play. Why? Because it’s a way to see your entire project at a glance, with all the parts neatly organized and color-coded for easy understanding.

By using graphics, charts, and other visual aids, project managers can turn complex data into simple and actionable insights. Ready to explore the types and benefits of visual project management software? Let’s dive in.

What is visual project management?

Visual project management is like a dashboard for your project. Just as a car dashboard offers real-time information about your car’s performance, visual project management tools equip you with up-to-date information about your project’s performance.

Think about it – when you’re driving a car, you need to be able to see important information such as your speed, fuel level, and engine temperature at a glance. Without this information, you’d be driving blind and could end up with a breakdown or accident. In a word, visual project tools allow you to see the status of each task, the overall progress, and any potential risks that may arise.

How to incorporate visual communication in projects

Start with these four essential steps:

1. Choose the appropriate tools: Among the wide selection of software, determine the tool that best fits your project and team’s needs.
2. Learn how to use the selected tools: Once done, learn how to use the software. You can find tutorials online or consider taking a training course to understand the tool’s capabilities and features better.
3. Explain the benefits: Communicate to your team how using such tools can improve collaboration, transparency, and productivity.
4. Introduce the visual project management tool to your team. Demonstrate how it works and which features are necessary to manage the project. Encourage team members to ask questions and offer feedback on the tool.

Follow these steps to incorporate visual project tools and ensure your team uses them effectively.

Types of visual project management tools

• Kanban boards
• Scrum boards
• Gantt chart
• Mind maps
• Dashboards
• Swimlane diagrams

Kanban boards

Kanban boards are visual project management tools that provide a simple and effective way to manage tasks and workflows. Originating from the Japanese word for “billboard” or “signboard,” Kanban boards were first used in the manufacturing industry to improve efficiency and productivity.

To clarify, the Kanban board consists of a visual representation of the workflow, divided into columns that show the different stages of the process. Cards or sticky notes represent tasks, moving across columns as they progress in the workflow.

Striving to deliver more value to your customers? Kanban boards are highly customizable and can be adapted to suit the needs of any project or team. They’re often used in agile project management methodologies, such as Scrum or Lean.

Want to work together to resolve any issues? One of the key benefits of Kanban boards is that they make it easy to identify bottlenecks, track progress, and prioritize work. They also promote collaboration and communication within the team, as everyone can see the status of each task.

Used in a wide range of industries, Kanban boards apply to all projects, from marketing campaigns to software development to construction. They’re powerful and flexible tools to improve efficiency, reduce waste, and deliver high-quality results.

How to use Kanban Boards in project management?

Here’re the key steps to using Kanban boards in project management:

• Define the workflow: Start by defining the workflow for your project. This should include all the stages that tasks will go through from start to finish. For example, your workflow might include columns for tasks that are to-do, in progress, and done.
• Create cards for tasks: Once you have defined your workflow, create cards for each task that needs to be completed. In this case, each card should represent a single task and include details such as the task name, description, and due date.
• Move cards across the board: As work progresses, move the cards across the board from one column to the next.
• Limit work in progress: To prevent tasks from piling up and causing delays, limit the number of tasks that can be in progress at any one time.
• Use metrics to optimize workflow: While using the Kanban board, track metrics such as lead time and cycle time to identify areas for improvement in your workflow. For example, if you find that tasks are spending too much time in the in-progress column, you may need to reassess your team’s capacity or the complexity of the tasks.

Best visual tools for Kanban

• Teamly: a project management tool that offers a Kanban board to reflect your team’s unique workflow. You can define columns, add cards, and set up labels to help categorize and prioritize tasks. Get step-by-step instructions on how to use Teamly’s Kanban boards to speed up project delivery. Teamly also offers Team Goals Kanban Board Template and Business Plan Kanban Board Template.
• Teamwork: A project management platform to visualize your work with Kanban boards, plan your workload, track progress, optimize workflow, and enhance reports.

Scrum boards

Imagine a bustling construction site where workers perform a range of tasks to complete a project. The Kanban board, in this scenario, is like a well-oiled machine, with workers moving the project forward by completing their tasks and passing them along to the next worker. Each task represents a work item, and each worker represents a stage of the workflow. The objective is to ensure the construction project moves smoothly and efficiently.

The Scrum board, on the other hand, is like a project manager overseeing a specific part of the construction project. You organize tasks within a sprint. The goal is to complete as many sprints as possible during the project while maintaining a consistent pace and quality.

In the early 1990s, Scrum was developed by Jeff Sutherland and Ken Schwaber in response to traditional project management challenges. This flexible, collaborative framework gained popularity and now manages complex projects in many industries.

Typically, Scrum boards use a visual “push” system, where you move tasks from a backlog to an “in progress” column and then to a “done” column as they’re completed. In short, you use Scrum boards for tracking progress within specific sprints.

How to use scrum boards?

In project management, follow a few steps to make the most out of Scrum boards:

• Set up the board: Start by setting up the Scrum board with the necessary columns to represent the various stages of the project. The most common columns are “To Do,” “In Progress,” and “Done.” You may also want to include additional columns for items such as backlog, testing, or review.
• Break down the tasks required to complete the project into manageable pieces. Each task should be small enough to be completed within a sprint (a fixed time period, typically two weeks).
• Prioritize the tasks paying attention to urgency and importance. This helps to ensure that the team is working on the most important tasks first.
• Hold daily stand-up meetings to review progress and identify any blockers or challenges. Make sure the entire team is on the same page and can address issues quickly.
• Review and adapt: At the end of each sprint, hold a retrospective meeting to review what went well and what could be improved. Use this feedback to adapt the process and make improvements for the next sprint.

Best tools to create Scrum boards

• Jira: A project management tool that includes a Scrum board feature. Among its features, you’ll find drag-and-drop functionality, swimlanes, and filters to help you manage your Scrum process.
• Monday: Monday is a web-based project management tool that offers a Scrum board template. You’ll be able to use customizable columns, color coding, and collaboration features.

Gantt chart

Gantt charts were first introduced by Henry Gantt, an American engineer and management consultant, in the early 20th century. Originally used in manufacturing and construction projects, Gantt charts have since been adapted for use in project management in various industries.

A Gantt chart is like a picture of a project schedule. It shows all the tasks in a project as horizontal bars on a timeline. The left end of the bar shows when the task starts, and the right end shows when it finishes. The longer the bar, the longer the task will take. By looking at the chart, you can see which tasks come first and which ones you’ll need to complete later.

One of the sought-after benefits? The possibility of sharing Gantt charts with clients and team members, providing a clear picture of the project status. In addition, you can use Gantt charts to allocate resources efficiently; team members can see when their skills and expertise are needed and plan their work accordingly.

How can project managers use Gantt charts?

Start with these five easy steps to up your visual project management game:

1. Identify and list all the tasks: Start by listing all the tasks that you need to complete in the project and estimate how long each task will take to complete.
2. Determine task dependencies: Determine which tasks must be completed before others can begin, and identify any other task dependencies.
3. Establish the timeline: Determine the project’s overall timeline, considering the task dependencies and estimated task durations.
4. Create the Gantt chart: Use project management software to create a Gantt chart that includes all the tasks, their duration, task dependencies, and assigned resources. The Gantt chart should also display the timeline for the project.
5. Monitor and update the Gantt chart: Regularly monitor the progress of the project and update the Gantt chart as needed. This includes updating task completion dates, adjusting resource allocation, and addressing any delays or issues that arise.

Popular visual Gantt chart tools

• Microsoft Project: MS Project allows you to create large Gantt Charts to keep track of tasks, timelines, and deadlines during a project.
• Smartsheet: This tool enables you to customize your project’s timeline, adjust tasks, highlight critical paths, and track progress in real-time.

Mind maps

A visual tool for organizing and presenting ideas and information. Mind maps are diagrams that start with a central idea or topic and branch out to show related ideas and concepts. Mind maps are often used for brainstorming, note-taking, project planning, and problem-solving.

The concept of mind mapping was first popularized by Tony Buzan, a British author and educational consultant, in the 1970s. Buzan believed that mind maps were an effective way to unlock the brain’s full potential and improve learning and creativity.

By the way, survey results reveal that 41% of users of mind mapping software are saving an average of 1 to 3 hours a week by using it.

How to use mind maps in project management

Mind maps can be a useful tool in project management for brainstorming, planning, and organizing ideas and tasks. Here’re some ways to use mind maps in project management:

1. Brainstorming: Use a mind map to brainstorm ideas for a project. Start with the central idea of the project and then add branches for different ideas, tasks, and subtasks related to the project.
2. Project planning: Plan out the different phases and milestones of a project. Start with the main project goal and then add branches for different stages, tasks, and timelines.
3. Task management: Create a branch for each task, with sub-branches for deadlines, resources needed, and any other relevant information.
4. Risk management: Build branches for different risk categories, such as technical risks or financial risks, and then add sub-branches for specific risks and mitigation strategies.
5. Collaboration: Add a shared mind map where team members can add ideas, tasks, and feedback in real time.

The best visual project tools to create mind maps

1. Lucidchart: You can import data from spreadsheets and other tools to create a mind map. You can also start from scratch with the drag-and-drop feature. With comment threads and in-editor chat, Lucidchart is fit for mind mapping with on-site and remote teams.
2. Miro: Allows you to start with a blank board and add shapes, lines, and text to create branches for different ideas or tasks. Use one of Miro’s pre-built templates to kickstart your mind map and customize it as you go. Provides real-time collaboration and sharing features, too.

Dashboards

In project management, a dashboard visually represents key metrics and data related to a project or team. It provides a quick overview of the status of the project, highlighting any issues or risks that need to be addressed.

Dashboards include graphs, charts, and other visualizations to display KPIs, such as progress against milestones, budget, and resource utilization. Customize them to view the metrics and data most relevant to the project or team.

Using a dashboard allows project managers to quickly assess the status of a project or team and make informed decisions. More importantly, they help spot trends and improve transparency and accountability for stakeholders.

Project management tools for making the most out of dashboards:

• Teamly: Teamly is a visual project management software that offers a dashboard feature. Use it to track key metrics such as project status, budget, labor expenses, timeline, and resource utilization. With Teamly, you can visualize all this data in charts and graphs. Also, you can customize your dashboard’s layout and format to suit your specific needs and preferences.
• Asana: Allows teams to focus on current tasks, collaborate with coworkers across functions and see where things are getting bogged down.

Swimlane diagrams

Swimlane diagrams are like a map showing traffic lanes on a busy highway. Each lane of traffic has its own designated space and purpose, right? Similarly, each swimlane in a diagram represents a separate step or activity in a process.

Look at the diagram. You can see how each lane or step interacts with the others and how they all work together towards a common goal. In the same way that a map can help you navigate a busy road, a swimlane diagram can help you navigate a complex process.

The exact origin of swimlane diagrams is unclear, but most probably, they date back to the 1940s or 1950s as a way to represent business processes. Տhe concept became popular later in the 1960s; industrial engineers used swimlane diagrams to map out manufacturing processes.

Today, various industries widely use swimlane diagrams in project management and process improvement, acknowledging them as a valuable tool for improving efficiency and communication in complex processes.

Swimlane diagrams, also known as cross-functional flowcharts, are used to visualize processes that involve multiple stakeholders or departments. Each department or stakeholder is a “swimlane” in a swimlane diagram. Horizontal arrows represent the process flow moving across the swimlanes.

Being a useful tool, Swimlane diagrams pinpoint inefficiencies in processes, especially those with handoffs between stakeholders. They visually indicate who is responsible for each process step.

The best visual tools to create swimlane diagrams

• Gliffy: A diagramming tool to create swimlane diagrams and other types of diagrams. It’s a good option if you’re looking for a tool that is easy to use and offers a lot of customization options.
• Draw.io: This is an open-source diagramming tool. A good option if you’re on a tight budget, as it’s completely free to use.

Team projects are an essential aspect of modern business, allowing a group of individuals to work together towards a shared goal.

Whether launching a new product or service, executing a marketing campaign, or developing a new software application, a team project can be a highly effective way to achieve successIt’s also important to consider each team member’s stre

However, not all team projects are successful. In many cases, teams struggle to work together effectively, resulting in missed deadlines, poor quality output, and even complete project failure.

To avoid these issues, having a well-structured team with clearly defined roles and responsibilities is crucial.

Assigning roles is about more than just dividing up the work. It’s about maximizing each team member’s strengths and leveraging their skills and expertise to achieve the best possible outcome.

When everyone knows their role and understands how they contribute to the team’s success, it can lead to increased productivity, better decision-making, and, ultimately, better outcomes.

By the end of this article, you’ll have a solid understanding of how to structure a team project for success.

The Benefits of A Well-Structured Team

A project is not just about having a group of individuals working together. It requires a team with a clear structure and defined roles of team members in a project.

The team can function more efficiently when each person knows their responsibilities and how they contribute to the overall project’s success.

One of the main benefits is increased productivity. With each team member understanding their role, they can focus on their tasks and work more efficiently, which leads to faster project completion and higher quality output.

Another advantage of a strong team structure is better decision-making. When a diverse group of individuals collaborates on a project, each person brings their unique perspective, experience, and expertise to the table. This can result in more robust discussions and a comprehensive understanding of the project, which leads to better decisions.

The team’s structure can also build stronger relationships among team members.

When each person understands their role in the team member roles in a group project, they can collaborate more effectively, communicate more clearly, and build trust and respect. This results in a more cohesive team and better project outcomes.

For instance, a software development team may consist of a project manager who oversees the project, a front-end developer who creates the user interface, a back-end developer who builds the server-side logic, and a quality assurance specialist who tests the software.

Each team member understands their responsibilities and how they contribute to the project’s success.

Having a clear team structure with well-defined roles of team members in a project can lead to better outcomes, a smoother and more effective project process, and, ultimately, project success.

Key Roles in a Project Team

In any team project, different roles make up the team. Each position comes with specific responsibilities and requires different skills and qualities. Assigning roles based on team member strengths is essential to ensure a cohesive and productive team.

Let’s take a closer look at some of the key roles in a team project:

Project Manager

The project manager oversees the entire project, from planning to execution. They are the primary point of contact for the team and the client or stakeholders.

To be an effective project manager, one must have excellent organizational and communication skills. They should be able to manage and motivate a team, prioritize tasks, and make decisions under pressure.

A good project manager also needs to be able to adapt to change and handle unexpected challenges.

The project manager’s main responsibilities include:

• Planning the project, including creating a project timeline and determining the resources needed
• Assigning tasks to team members and ensuring that they are completed on time and within budget
• Tracking progress and making adjustments as needed to keep the project on track
• Communicating with stakeholders, including clients, team members, and executives, to ensure that everyone is informed about project progress and any changes to the project plan
• Managing project risks and addressing issues that arise throughout the project
• Ensuring that the project meets its goals and objectives
• Providing leadership and guidance to the team, including setting expectations and ensuring that everyone understands their role in the project
• Motivating team members and ensuring that they have the resources they need to complete their tasks successfully
• Conducting project evaluations and identifying areas for improvement for future projects

To be an effective project manager, one needs to have a combination of technical and soft skills. Technical skills include project management software proficiency and knowledge of project management methodologies.

Soft skills include communication, leadership, problem-solving, and working well under pressure. The project manager should also be able to adapt to change and handle unexpected challenges.

Overall, the project manager plays a crucial role in ensuring the success of the project. They must manage the team effectively, communicate well with stakeholders, and ensure the project meets its goals and objectives.

Project Sponsor

The project sponsor is the person or group responsible for initiating the project and providing the necessary resources and support to ensure its success. They are typically senior executives or stakeholders with a vested interest in the project’s outcome.

The project sponsor’s main responsibilities include:

• Initiating the project by identifying the need for it and defining its scope and objectives
• Providing the necessary resources, including funding and personnel, to complete the project
• Ensuring that the project aligns with the organization’s goals and objectives
• Approving major project decisions, such as changes to the project plan or budget
• Communicating with stakeholders and ensuring that they are informed about project progress and any issues that arise
• Providing guidance and support to the project manager and team members as needed
• Resolving any conflicts or problems that arise throughout the project
• Ensuring that the project meets its goals and objectives within the specified timeframe and budget

The project sponsor plays a crucial role in ensuring the success of the project. They provide the resources and support needed to complete the project and guidance and oversight to ensure that it aligns with the organization’s goals and objectives.

In a project management team, the project sponsor is typically the highest-ranking member and has the authority to make major decisions related to the project. They work closely with the project manager to ensure that the project is on track and that any issues are resolved quickly and effectively.

Their guidance and oversight help keep the project on track and ensure it meets its goals and objectives within the specified timeframe and budget.

Business Analyst

Business analysts (BA) are tasked with analyzing business requirements and identifying opportunities for improvement in business processes, systems, and products. They work closely with stakeholders to understand their needs and help define project requirements that meet those needs.

The primary responsibility of a business analyst is to identify business problems and opportunities and develop solutions to address them. They gather and analyze data, document requirements, and recommend improvements to existing processes and systems. This involves conducting research, interviewing stakeholders, and facilitating workshops and meetings to gather requirements.

Once requirements have been defined, the BA works with the project manager and other team members to ensure they are met throughout the project lifecycle. They also work with the testing team to ensure that the solution meets the requirements and is fit for purpose.
In order to be successful as a business analyst, one needs to possess a range of skills and qualities. These include:

• Strong analytical skills: BAs need to be able to analyze complex data and information to identify trends and patterns.
• Communication skills: BAs need to communicate effectively with stakeholders at all levels of the organization, including technical and non-technical audiences.
• Problem-solving skills: BAs need to identify and solve problems and develop innovative solutions to address business needs.
• Attention to detail: BAs must be detail-oriented and meticulous, ensuring that requirements are clearly documented and met.
• Technical knowledge: BAs need to have a good understanding of the technology and systems being used to support the business.

The main responsibilities of a business analyst include the following:

• Analyzing business requirements and identifying opportunities for improvement
• Documenting requirements and recommending solutions to business problems
• Conducting research, interviewing stakeholders, and facilitating workshops and meetings to gather requirements
• Working with the project manager and other team members to ensure that requirements are met throughout the project lifecycle
• Collaborating with the testing team to ensure that the solution meets the requirements and is fit for purpose

A skilled business analyst can greatly improve the success of a project by identifying and addressing business problems and opportunities. Their ability to understand and communicate complex requirements is essential in ensuring that the project meets the needs of stakeholders and achieves its objectives.

Team Leads

A team lead is like a sports team captain, responsible for ensuring all the players work together smoothly towards the same goal. They work between the project manager and the team, communicating objectives, overseeing progress, and ensuring deadlines are met.

The team lead is responsible for overseeing the team’s day-to-day activities, including assigning tasks, tracking progress, and ensuring that deliverables are completed on time and to the required quality standards. They are also responsible for identifying and addressing any issues or risks impacting the project timeline or deliverables.

A team lead must be a skilled communicator and leader to excel in this role. They need to motivate and inspire their team members, provide clear direction, and communicate expectations effectively. They must also be able to handle conflict and promote productive discussions and decision-making.

The main responsibilities of a team lead include the following:

• Assigning tasks and monitoring progress
• Ensuring that team members have the resources they need to complete their tasks
• Communicating project goals and objectives to team members
• Facilitating communication and collaboration between team members
• Identifying and addressing any issues or risks that may impact the project timeline or deliverables
• Motivating and inspiring team members to achieve project objectives
• Providing feedback and coaching to team members to support their development

A skilled team lead can greatly improve the success of a project by ensuring that team members work effectively together to achieve project objectives. They provide guidance, support, and direction to team members, ensuring they have the resources and motivation to deliver high-quality work on time.

Team Members

When it comes to team projects, the team members are the backbone of the operation. These individuals bring unique skills and perspectives to the table, contributing to the project’s overall success.

Each team member has a specific role to play, and everyone needs to understand their responsibilities and work together towards a common goal. This means being open and honest in communication, providing support and feedback to one another, and taking ownership of one’s tasks.

The main responsibilities of a team member include the following:

• Completing assigned tasks on time and to the required quality standards
• Communicating progress, concerns, and issues to the team lead and project manager
• Collaborating with other team members to achieve project objectives
• Identifying potential problems and proposing solutions
• Providing support and assistance to other team members as needed
• Adapting to changing project needs

The types of team members a project needs can vary significantly, so the above responsibilities are the basic expectations from someone on the project. In the next section, we’ll look deeper at some specific roles a project may need.

Additional Team Member Roles In A Project

• Subject Matter Expert: SMEs are individuals with specialized knowledge or skills relevant to the project. They provide guidance, insights, and recommendations to help the team make informed decisions. SMEs may also be responsible for creating or reviewing project deliverables to ensure they meet quality standards.
• Executive Sponsor: The executive sponsor is a senior leader in the organization who provides overall guidance and direction for the project. They help to secure funding, resources, and support for the project and ensure that it aligns with the organization’s strategic goals. The executive sponsor may also be responsible for communicating project updates to stakeholders and managing any issues or risks that may arise.
• Quality Assurance: The QA role ensures the project deliverables meet the required quality standards. This involves developing and executing test plans, identifying and reporting defects, and verifying that defects are resolved. The QA role may also be responsible for ensuring that project documentation is complete and accurate.
• IT Professional: IT professionals are responsible for managing the technical aspects of the project. They may be responsible for designing, building, and implementing software systems, managing databases, or providing technical support. IT professionals work closely with other team members to ensure that technical solutions are aligned with project goals and requirements.
• Functional Manager: Functional managers oversee a specific functional area within the project, such as marketing, finance, or operations. They are responsible for ensuring that the project meets the needs of their functional area and may be responsible for making decisions about resource allocation, project scope, and risk management.
• Scrum Master: The Scrum Master ensures that the team follows the Scrum framework, an agile methodology for managing complex projects. They facilitate meetings and ceremonies, such as sprint planning, daily stand-ups, and sprint retrospectives, and help the team identify and address any issues or obstacles.

Delegating Tasks to Team Members in a Project

Delegating tasks involves assigning specific responsibilities and duties to individuals based on their strengths, skills, and expertise and ensuring that they have the necessary resources and support to complete them.

Effective delegation helps distribute workload evenly and ensures that each team member clearly understands their responsibilities and expectations. It also helps to increase team engagement and motivation, as team members feel more invested in the project and have a sense of ownership over their tasks.

When delegating tasks, it is important to consider the strengths and weaknesses of each team member. Assign tasks that align with their skills and experience while providing opportunities for them to develop new skills and learn new things.

To effectively delegate tasks, follow these steps:

• Define the project goals and objectives: Before delegating tasks, it is essential to clearly understand the project goals and objectives. This will help to determine the tasks that need to be completed and the skills and expertise required.
• Identify the tasks: Once you clearly understand the project goals and objectives, identify the tasks that need to be completed to achieve them. Break down the tasks into smaller, more manageable tasks that can be assigned to individual team members.
• Determine the skills and expertise required: Assess the skills and expertise needed for each task and match them with the skills and expertise of your team members. Assign tasks to individuals based on their strengths and abilities while also providing opportunities for them to develop new skills.
• Communicate expectations: Clearly communicate expectations, deadlines, and requirements for each task to ensure that team members understand what is expected of them.
• Provide support and resources: Ensure that team members have the help and support they need to complete their tasks. This may include providing training, access to tools and technology, and support from other team members.
• Monitor progress regularly to ensure that tasks are being completed on time and to the required quality standards. Provide feedback and support as needed to help team members stay on track.

Delegating tasks effectively requires strong communication skills, a clear understanding of project goals and objectives, and the ability to match tasks with the skills and expertise of your team members.

Dealing With Conflict When Delegating Different Roles In A Project Team

Delegating tasks to team members can be a challenging but essential part of project management. It requires trust, effective communication, and the ability to identify each team member’s strengths and weaknesses.

As a project manager, you need to be confident in your team members’ abilities and delegate tasks accordingly to ensure that everyone has a role to play in achieving project goals.

One of the keys to successful task delegation is communication. Before assigning tasks, clearly communicate the project objectives and goals to the team members. This will help them understand the bigger picture and how their individual tasks contribute to the project’s success.

Be open to feedback, and address any concerns or questions they may have.

It’s also important to consider each team member’s strengths and weaknesses when delegating tasks. Assign tasks that align with their skill set and experience to maximize their contributions to the project.

However, be sure to provide opportunities for growth and development by assigning tasks that will challenge them and help them develop new skills.
If a team member feels overwhelmed or doesn’t feel capable of completing a task, it’s crucial to identify the root cause of the problem and provide support and resources to help them overcome it.

Similarly, if a team member is consistently falling behind or not meeting expectations, it’s essential to address the issue directly and identify potential solutions together.

Boosting A Project’s Communication and Collaboration

When it comes to team projects, communication and collaboration are like Batman and Robin – they’re a dynamic duo that helps ensure success.

Good communication means everyone is on the same page and working towards the same goal. In contrast, collaboration means sharing ideas and resources to find the best solutions.

To improve communication in a team project, you need to start by being open and clear about expectations. That means setting up regular check-ins, defining roles and responsibilities, and ensuring everyone know how progress will be tracked and feedback will be given.

When you run into roadblocks, don’t keep them to yourself – be transparent and honest, and let your team know about the issues so you can work together to find solutions.

Collaboration is all about creating a positive, open environment where everyone feels comfortable sharing their thoughts and ideas.

Encouraging brainstorming, team-building activities, and cross-functional work can help break down barriers and promote teamwork.

Remember to share knowledge and resources – setting up a shared documentation system or knowledge-sharing platform can help keep everyone on the same page.

Of course, conflicts and challenges are bound to arise during any project. To deal with them effectively, you must have clear communication protocols. Make sure everyone knows how to voice their concerns, and set up processes for resolving conflicts that are fair and transparent.

And remember, everyone on the team deserves to be heard and supported, so make sure you take the time to listen and understand their perspectives.

Common Pitfalls In Project Management

Team projects can be a great way to achieve goals and tackle complex challenges. However, there are also several common pitfalls that can lead to project failure if not addressed.

Here are some of the most common team project pitfalls and how to avoid them:

1. Lack of clear goals and objectives: One of the most common pitfalls is not having clear goals and objectives. This can lead to confusion, miscommunication, and a lack of direction. To avoid this, ensure that everyone on the team understands the project goals and objectives and make sure that they are clearly defined and communicated.
2. Poor communication: Communication breakdowns can cause delays, misunderstandings, and even conflict. Establish clear communication channels and protocols to avoid this, such as regular team meetings, status updates, and progress reports. Ensure everyone on the team can access the information they need to do their job.
3. Lack of trust and collaboration: Team members who do not trust each other or who do not collaborate effectively can undermine the success of the project. To avoid this, encourage open communication, respect, and collaboration. Make sure that team members have the opportunity to get to know each other and build relationships.
4. Inadequate planning and preparation: A lack of planning and preparation can lead to missed deadlines, poor quality work, and cost overruns. Establish a clear project plan with milestones, deadlines, and deliverables to avoid this. Make sure that everyone on the team understands their roles and responsibilities and that they have the resources they need to do their job.
5. Poor leadership: Poor leadership can lead to confusion, conflict, and a lack of direction. To avoid this, ensure the project has a strong and effective leader who can provide direction, support, and guidance. The leader should be able to motivate and inspire the team.
6. Scope creep: Scope creep is when the project goals and objectives change or expand over time, leading to delays and cost overruns. To avoid this, establish clear project goals and objectives, and make sure that everyone on the team understands them. Monitor the project closely to ensure it stays on track, and be prepared to make necessary adjustments.

In summary, team projects can be challenging, but by avoiding these common pitfalls, you can increase the chances of success. Good planning, effective communication, collaboration, and strong leadership are all key to ensuring your team project succeeds.

Tired of the chaos that comes with managing project expenses? Drowning in a sea of costs, desperately trying to stay within budget?

Luckily, there is a simple yet powerful tool to transform the way you manage your project’s financial health.

Introducing BAC, or Budget At Completion, the best shortcut to keeping your project in check. BAC is your key to monitoring your project’s expenses, ensuring you stay within the budget. Just think of it: no more guesswork, no more overspending – just a streamlined and effective financial management system.

In this blog post, we’ll take a closer look at BAC in project management, why it’s essential in project management, and how you can use it to make informed decisions. So buckle up, and let’s dive in!

What is BAC in project management?

BAC stands for Budget At Completion. It represents the total budgeted cost of the project at its completion and helps project managers to monitor the project’s overall financial health.

Here’s a simple explanation of BAC meaning in project management.

Imagine you and your friends plan a road trip from coast to coast, and you have a fixed budget for the entire trip. Your BAC is equivalent to this fixed budget.

As you hit the road, you encounter unexpected expenses such as gas, food, and lodging. These expenses are your actual project expenses. At some point, you realize that you’re spending more money than you originally estimated. You supposed your BAC would last the entire trip, but it’s running out faster than you expected.

To address this, you start to monitor your expenses and make adjustments. You find ways to save money on gas, stay in cheaper hotels, and cut back on food expenses. This is similar to how a project manager uses BAC analysis to monitor project expenses and make adjustments to bring the project back on track.

By the end of the trip, you reach your destination with some money left in your BAC. This means that you were able to complete the trip within the budget you originally set. Similarly, a project manager who manages a project within the original BAC is considered to have managed the project successfully.

In this quick example, BAC is the fixed budget you set for the trip, and monitoring expenses is equivalent to BAC analysis in project management.

Methods of how to calculate BAC in project management

Different formulas are available on how to calculate the budget at completion. Each of these techniques comes with its strengths and weaknesses. Ultimately, project managers should choose the method that best suits their project’s requirements and constraints.

Here are some of the methods on how to find BAC in project management:

1. Bottom-up estimating. This method involves breaking down the project into smaller pieces and calculating the cost of each task. You then add up the estimates to determine the total project cost. This approach is time-consuming but provides a more accurate estimate of the project cost, as it considers the details of each task.
2. Top-down estimating uses historical data or expert judgment to estimate the total project cost. This approach is less accurate but requires less time and resources to complete. Use this method when a project is in its early stages or when limited information is available.
3. Analogous estimating involves using similar past projects as a basis for estimating the total cost of the current project. The assumption is that similar projects will have similar costs. Analogous estimating is less accurate than bottom-up estimating but is faster and requires fewer resources.
4. Parametric estimation is a technique to estimate project costs based on statistical relationships between project variables, such as cost and duration. This method involves using historical data and mathematical models to calculate the estimated cost of a project. Opt for this approach when there is limited information about the project.
5. Expert judgment, on the other hand, is a qualitative method that involves consulting with experts to estimate project costs. This method is useful when no historical data is available for similar projects.

Pro tip: While these methods help to estimate BAC, they aren’t foolproof and may not always provide an accurate estimate of the actual project cost. Therefore, to find the best formula for BAC in project management, project managers must continually monitor the project’s actual cost and compare it with the estimated cost.

Examples of how to calculate BAC in project management

BAC is calculated by adding up all the budgeted costs for each task or activity in the project plan. Let’s break it down further and look into a few examples of the BAC formula in project management across different industries:

1. Construction Industry: In the construction industry, BAC can be calculated by estimating the total cost of the project, including materials, labor, equipment, and overhead. For example, if the estimated cost of a construction project is $1 million, the BAC would be $1 million.
2. Software Development Industry: In the software development industry, BAC can be calculated by estimating the total cost of developing the software, including salaries, hardware, software licenses, and other related expenses. For example, if the estimated cost of developing a software application is $500,000, the BAC would be $500,000.
3. Marketing Industry: In this case, the project’s total cost will include salaries of marketing professionals, advertising expenses, and other related expenses. For example, if the cost of a marketing campaign is $1 million, the BAC would be $1 million.

These are just a few examples, but BAC can be applied to virtually any industry or project. The key is to accurately estimate the project’s total cost upfront, and then use BAC to track expenses and ensure that the project stays within budget.

How does BAC help calculate other key metrics?

Project managers use BAC to calculate other important metrics, such as Estimate At Completion (EAC) and Variance At Completion (VAC). EAC estimates the project’s total cost based on the project’s actual performance to date. On the other hand, VAC measures the difference between the budgeted cost and the actual cost at completion.

You can compare BAC, EAC, and VAC to a marathon race.

BAC (Budget at Completion) is like the distance of the marathon race, representing the total budgeted cost of the project at its completion.

EAC (Estimate at Completion) is like re-evaluating the distance you’ve left to run based on your current speed and progress. It represents an estimate of the project’s total cost, based on the current progress and performance.

VAC (Variance at Completion) is like the difference between the distance you initially planned to run and the distance you actually ended up running. It represents the difference between the budgeted cost and the project’s estimated cost at its completion.

BAC, EAC, and VAC: A quick example

Projects often go off course. As per KPMG’s survey, 37% of respondents reported that their companies failed to meet budget and/or timeline performance targets. Despite these alarming statistics, it is possible to rescue your project from failure and deliver it on schedule. One critical task is to ensure accurate and timely estimates for BAC, EAC, and VAC.

Imagine a construction project that has an estimated cost of $1,000,000 and a completion timeline of 12 months. The BAC is $1,000,000. Six months into the project, the project manager discovers that actual costs are higher than expected due to unforeseen circumstances, and the project is behind schedule.

The project manager revises the project’s cost and estimates that it will now cost $1,500,000 and take 18 months to complete. This new estimate, called the EAC (Estimate at Completion), reflects the additional costs required based on current performance. The VAC (Variance at Completion), which is $500,000, is the difference between the original budgeted cost and the revised estimate.

A negative VAC indicates that the project is over budget, and a positive VAC suggests that the project is under budget. In this case, the project is over budget by $500,000. It is a significant variance that needs to be managed closely to bring the project back on track.

What to include in your BAC document?

The items you include in your BAC document will differ from project to project. To give you a specific example, let’s look into the components a project manager might add to their BAC document for a software product launch:

1. Labor costs. This includes salaries, wages, benefits, and other compensation for all team members working on the project.
2. Equipment and software costs include the costs of purchasing, renting, or leasing software, hardware, and other equipment.
3. Travel and lodging costs. Need to attend meetings and events related to the product launch? Your BAC document should include any costs for traveling to various locations.
4. Marketing and advertising costs. Costs associated with promoting the product launch, such as advertising, public relations, and social media marketing.
5. Testing and quality assurance costs. You may need to hire third-party testers or use testing automation tools to ensure your product’s quality. Thus, consider any costs associated with testing the product and ensuring its quality before it is launched.
6. Legal and regulatory costs. Note that you may also need to obtain necessary permits and licenses to comply with relevant laws and regulations.
7. Contingency fund. No one will guarantee you won’t encounter delays and scope changes. So, set aside a reserve fund for unexpected costs or issues that may arise during the project’s development and launch.

By including these components in the BAC document, you can better manage the costs of launching a new software product.

Project management can be a real challenge, especially when you have a lot of tasks and team members to juggle. Trello has become a popular tool among businesses of all sizes for helping to popularize Kanban boards and because it’s free to start using.

It’s easy to use and doesn’t require any prolonged onboarding pain, which can be frustrating when you’re leading a dynamic team.

But let’s face it, Trello isn’t perfect.

It’s great for basic project management, but it falls short when it comes to more complex projects, and project teams outgrow the program. To compensate for some of its shortcomings, Trello offers integrations with other tools, but relying too heavily on them can be a hassle (and not to mention more costly).

Plus, Trello’s reporting capabilities aren’t as comprehensive as they could be, which can make it tough to get the insights you need to make informed decisions.

If you’ve outgrown Trello or are looking for software that can replace more of your tech stack, there are some great alternatives available.

In this guide, we’ll show you some of the best Trello alternatives online. We’ll walk you through their unique features and benefits and help you figure out which one is best for you and your team.

So, whether you’re a small business owner, a project manager, or an entrepreneur looking for a better way to manage your projects, keep reading!

What to Look For In A Trello Alternative

When it comes to project management tools, there’s no shortage of options.
Advancements in technology and internet services have led to significant investment in creating project management software that can boost productivity, cut costs, and unite teams.

But with so many choices out there, how do you know which one is right for you and your team?

Here are some key factors to consider when looking for a Trello alternative:

• Features: The first thing to consider is what features you need to manage your projects effectively. For example, if you have a large team, a tool that helps facilitate collaboration and communication may be needed. More complex projects with many dependencies may benefit from a tool that offers advanced project planning and scheduling features. And if you’re managing a lot of tasks, you’ll want a tool that makes it easy to organize and prioritize them. Make a list of the features that are most important to you and your team, and use that as a guide when evaluating different tools.
• Ease of use: A project management tool should make your life easier, not harder. Trello is an excellent example of this, and moving to something less accessible can cause a bottleneck in progress. The reality is that a simple interface like Trello doesn’t require a lot of training. Ideally, you should be able to start using the tool right away, without having to spend a lot of time learning how it works. Consider how much time and effort you’re willing to invest in learning a new tool, and choose one that fits your level of expertise.
• Integrations: While you don’t want to rely too heavily on integrations, it’s important to choose a tool that integrates well with other tools you’re already using. For example, if you use Slack for team communication, you’ll want a project management tool that can integrate with Slack. This can help streamline your workflow and reduce the need to switch between different tools. Look for tools offering a wide range of integrations or an open API allowing you to build your own integrations.
• Pricing: Of course, pricing is always a factor. Look for a tool that fits within your budget, but don’t sacrifice important features for a lower price. Some tools offer a free plan with limited features and a range of paid plans with different levels of functionality. Consider how many people will be using the tool and whether you’ll need to upgrade to a paid plan to access all the features you need.

Keep in mind that there’s no one-size-fits-all solution for project management, each business and team will have different needs, and the software they use should reflect that.

With the right tool in hand, you’ll be well-equipped to manage your projects and have synergy running through your teams.

Best Trello Alternatives in 2023 for Project Management

Now that we’ve discussed the key factors to consider when looking for a Trello alternative, it’s time to explore some of the best options out there. While Trello is a popular project management tool, it’s not perfect, and there may be other tools that better suit your needs.

Whether you’re looking for more advanced features, better reporting capabilities, or simply a change of pace, there are plenty of alternatives to choose from.

After careful research and consideration, we’ve compiled a list of our top picks for the best Trello alternatives in 2023.

Each of these tools offers something unique, whether it’s powerful project planning and scheduling features, robust reporting capabilities, or seamless integration with other tools.

So without further ado, let’s dive in and explore the best Trello alternatives for small to medium-sized businesses and project managers.

Teamly (best for remote teams)

Teamly is a promising new addition to the world of project management tools, designed specifically with remote teams in mind. It may be the new kid on the block, but we’re confident you’re going to love it.

Unlike some of the more complex project management tools out there, Teamly has a short learning curve, meaning your team and any workers coming on board will be able to get straight to work without sitting through any long onboarding courses.

Teamly’s Kanban boards make task management as simple as dragging and dropping cards across columns, allowing teams to easily track the progress of their work and stay organized. With no-code automation, your team can eliminate any time-consuming, repetitive work, so they can stay focused on the bigger picture.

Since Teamly has been created to ease the suffering of remote teams, there are plenty of features to take advantage of. Collaboration is at the heart of the software so that any amount of distance between employees won’t slow down project progress.

The platform includes built-in team chat functionality, allowing team members to communicate in real-time, no matter where they are in the world. Additionally, Teamly offers time-tracking capabilities, which can be helpful for remote teams that need to keep track of their work hours.

Another benefit of Teamly is its done-for-you templates. These templates can help your team get started quickly and easily on new projects without the need to reinvent the wheel every time.

Plus, if there’s a feature you’d like to see added to the platform, Teamly welcomes feedback and feature requests from its users. We’re building this for you, and our commitment to making project management more accessible for everyone has no limits.

Best of all, Teamly offers an entirely free plan to get started, with the option to upgrade to a paid plan as needed. This means you can try out the platform for yourself and see if it meets your team’s needs without committing to a paid upfront subscription.

Try us out – we’re not just for remote teams!

The features we’ve added to Teamly will benefit all kinds of businesses. Whether you’re a plucky startup or a large enterprise, Teamly’s flexible platform can be tailored to suit your unique needs.

Teamly features

Instead of building out your tech stack with all kinds of different software, Teamly has the features to reduce the number of subscriptions needed. Here are some of the key features included with Teamly:

• Time tracking: Teamly has a built-in timer that tracks time worked down to the second, making it easy to create accurate timesheets and invoices. It also lets you track time spent on client work separately from internal projects.
• Payroll: You can calculate payroll for your team by day, week, month, or a custom date range with just a click. You can also set individual pay rates for each team member and view financial reports for an in-depth look at how labor expenses are allocated.
• Screen recording: With Teamly, you can make screen recordings with audio to explain work assignments, provide feedback, or flip through presentations. You can attach these recordings to task assignments, send them as links or files, and refer back to them whenever you need to recall specific details.
• Custom workflows: Teamly allows you to create customized workflows for your team in minutes, regardless of your size or industry. You can create unlimited workflows and give access to as many users as you like, from remote team members to external partners. Workflows can be used to manage projects, approval processes, marketing campaigns, goals, and more.

Teamly pricing

Teamly offers a free plan that gives you full access to all its features. Yes, you read that right! Unlimited users and up to 5 projects for free. You can try it to see if it fits your team’s needs.

If you need more projects or additional features, Teamly Pro might be perfect for you. It allows for up to 20 projects and has generous user allowances. Plus, you only pay for active users, which makes it scalable and budget-friendly. You can choose between a monthly plan for $9 per user per month or an annual plan for $5 per user per month.

And if your team needs even more projects and user allowances, you can go for the Teamly Business plan. It offers unlimited everything, including projects and user allowances, and also only charges for active users. It comes with a monthly plan for $19 per user per month or an annual plan for $9 per user per month.

So, whatever your team size or budget is, Teamly has a plan for you!

Nuclino (good for content teams)

Nuclino describes itself as ‘your team’s collective brain,’ and that’s a good description of what it does. It’s a workspace where teams can collectively bring all their knowledge, documents, and projects. Designed for teams who need as much synergy as possible, Nuclino is a simple approach to project management.

Nuclino is a great choice for content teams because you can create your work using the editor within the app. You can add anything you need, from text to images and embeds to code blocks, to create stunning pieces of content. Plus, if you’re a fan of Markdown commands, you’ll love how easy it is to write with Nuclino.

Nuclino is also great for real-time collaboration. As soon as someone starts editing a document, changes are visible to everyone else on the team. This makes it easy to collaborate seamlessly and efficiently.

One thing that sets Nuclino apart from other tools is its flexibility. It offers several different views that can be customized to fit any workflow. You can use the List view, which helps to visualize what your team is working on. The Board view manages your projects and tasks, and the Table view makes it easy to filter and organize your data. The Graph view is another visualization tool.

Overall, Nuclino is a powerful tool for teams primarily focused on creating content. With its ability to bring together all your knowledge and projects, its great content creation tools, and its flexible views, Nuclino is an excellent choice for any team looking to streamline its workflow and increase productivity.

Nuclino pricing

• Free tier: 2GB file storage per user, 50 items/documents, and basic email support.
• Standard tier: $5 per user per month annually or $6 monthly. It includes 10GB file storage per user, unlimited items, additional security features like single sign-on and editing restrictions, and priority email support.
• Premium tier: $10 per user per month annually or $6 monthly. It includes 20GB of file storage per user, access to audit logs and team insights, and priority email support.

ClickUp (good for customization)

ClickUp is a project management tool that’s known for its extensive customization options. With ClickUp, teams can create custom workflows, track specific data points, and collaborate on tasks and projects in real time.

Here are some of the key features that make ClickUp stand out:

• Customizable dashboards: With ClickUp, you can customize your dashboard to show only the information you need, making it easy to get an overview of your tasks and projects at a glance.
• Custom fields: ClickUp offers a wide range of customizable fields, including text, dropdowns, checkboxes, and more, making it easy to track precisely what you need to.
• Custom statuses: You can also customize your task statuses in ClickUp, so you can track the progress of your tasks in a way that makes sense for your team.
• Custom workflows: ClickUp’s custom workflows allow you to create custom task templates that automatically assign tasks to the right people and move them through your workflow.
• Integrations: ClickUp integrates with a wide range of other tools, including Google Drive, Trello, and Slack, making it easy to keep all your tools in one place.

While ClickUp is a powerful tool, it’s also important to note that it has a steeper learning curve than some other project management tools. This means that it may not be the best option for smaller teams who don’t have a lot of experience with project management software.

ClickUp’s customization options can be a double-edged sword. While they allow you to create workflows and track data in a way that’s tailored to your team’s needs, they can also make it more challenging to get started. New users may need to spend time setting up custom fields, workflows, and dashboards before they can begin to use ClickUp effectively.

If you have the time and resources to invest in learning the platform, ClickUp’s customization options and integrations can help you streamline your workflow and get more done.

ClickUp pricing

• Free: ClickUp offers a free plan that includes unlimited tasks, 100GB of storage, unlimited team members, time-tracking, kanban boards, and 24/7 support.
• Unlimited: ClickUp’s Unlimited plan costs $5 per member per month when paid annually or $9 monthly. This plan includes unlimited storage, integrations, dashboards, email in ClickUp, and agile reporting.
• Business: ClickUp’s Business plan costs $12 per member per month when paid annually or $19 monthly. This plan includes unlimited teams, access to advanced automations, dashboard features, time tracking, and Google single sign-on.
• Business Pro: ClickUp’s Business Pro plan costs $19 per member per month when paid annually or $29 monthly. This plan includes custom role creation, priority support, increased automation, and API access.
• Enterprise: ClickUp offers custom pricing for businesses with large-scale teams, which includes advanced security features, dedicated account management, and custom branding.

Podio (good for developers)

Podio is a project management tool that is especially suited for developers and teams with technical backgrounds. The platform allows users to customize and automate workflows, making it a flexible option for teams with specific needs.

Podio is super flexible and customizable. Developers can create their own custom apps right within the platform. This means that teams can develop apps that are tailored specifically to their needs – whether that’s a bug tracker, project planner, or something totally unique.

With Podio’s app builder, developers can drag and drop fields, set up custom workflows, and even add automation rules.

But don’t worry if you’re not a developer – Podio has got you covered too. They offer a bunch of built-in apps that cover all kinds of different functions, from project management to HR.

You can choose from a library of pre-built apps or you can create your own app from scratch if you’re feeling ambitious.

Either way, you’re sure to find something that works for you.

Some features that make Podio attractive to developers include:

• Customizable workflows: Podio allows users to customize workflows using a drag-and-drop interface, so developers can easily build workflows that match their specific needs.
• Integrations: Podio integrates with a variety of tools, including Excel, Dropbox, and Zapier, making it easy to manage code and track progress.
• Developer API: Podio offers a developer API, which allows developers to build custom integrations and automate workflows even further.
• Advanced reporting: Podio’s reporting capabilities enable users to create custom reports and dashboards that provide insights into project progress, team performance, and more.
• Mobile app: Podio’s mobile app allows developers to access and update projects on the go, so they can stay productive even when they’re away from their desks.

Podio pricing

• Free: Access to task management, apps, and workspaces, but limited to a maximum of 5 employees.
• Plus: $11.20 per employee per month when paid annually or $14 per month. Offers access to more advanced features, such as workflow automation.
• Premium: $19.20 per employee per month when paid annually or $24 per month. Includes access to Podio’s entire suite of advanced features.

Brightpod (good for marketing teams)

Brightpod is a project management tool that is specifically geared toward marketers and creative teams. With a range of features, including kanban boards, activity logs, time tracking, and reporting, Brightpod is designed to help marketing teams streamline their workflows and improve their productivity.

One of the standout features of Brightpod is its ability to customize the look and feel of the platform. With a range of different themes available, you can tailor your dashboard to suit your personal preferences and branding. This not only makes the platform more visually appealing but also helps to increase user engagement and adoption.

Another great feature of Brightpod is its content calendar, which brings all of your social media marketing efforts directly into the app. This means you can plan, create, and publish content from one central location, saving you time and streamlining your workflow.

In addition to its core features, Brightpod also offers a range of integrations with other popular marketing tools such as Mailchimp, Hootsuite, and Google Analytics. This makes it easy to connect your existing marketing tools and workflows to Brightpod, allowing you to seamlessly incorporate them into your existing workflow.

While Brightpod is a great tool for marketing teams, it may not be the best fit for every team or organization. Its features are specifically tailored to the needs of marketers, so if you’re not in the marketing industry, you may find that some of its features are less relevant to your team’s needs.

That being said, if you’re a marketing team looking for a tool that can help you streamline your workflow, improve collaboration, and increase productivity, then Brightpod is definitely worth considering.

Brightpod pricing

• Professional: This plan costs $29 per month and includes 15 projects, 5 users, and 10 GB of storage. This is an excellent option for small teams or solo marketers who need basic project management tools.
• Studio: The Studio plan costs $59 per month and includes 50 projects, 12 users, and 100 GB of storage. This plan also includes time tracking, insights, and reporting features, making it a good choice for mid-sized marketing teams who need to stay on top of their projects and data.
• Agency: The Agency plan has a free 14-day trial available and costs $99 per month. This plan includes unlimited projects, 25 users, and 250 GB of storage. It also includes time tracking, insights, and reporting features, making it ideal for larger marketing agencies that need to manage multiple projects for multiple clients.
• Agency Plus: The Agency Plus plan is the most comprehensive option and costs $199 per month. It includes unlimited projects, unlimited users, 500 GB of storage, time tracking, insights, and reporting features. In addition, this plan also includes three team training sessions and a dedicated onboarding specialist to help you get started and make the most of the platform.

Asana (good for small businesses)

Asana is a project management software that’s particularly well-suited for small businesses. It offers a range of features designed to help teams stay organized, collaborate effectively, and hit their project goals.

Asana’s user-friendly interface and intuitive design make it a popular choice among both tech-savvy and non-technical teams.

One of the most appealing aspects of Asana is its versatility. It can be used for a wide range of projects, from simple to complex, and can scale with your team as you grow. Its customizable features allow you to tailor the platform to meet your specific needs, and its integrations with other tools ensure seamless workflow.

Asana offers several useful features to help small businesses stay organized and productive. For example, it offers project templates that can help teams get started quickly and easily. Its visual project timelines and calendars help keep projects on track and ensure everyone is aware of deadlines. Additionally, Asana’s commenting, and task assignment features facilitate easy collaboration and accountability.

One potential drawback of Asana is its pricing. While it offers a free version, many of its more advanced features are only available with paid plans. However, the free plan can be a great starting point for small businesses that don’t need all the bells and whistles.

Asana pricing

• Free plan: supports up to 10 users, with community support, unlimited board projects, 2GB of storage, and access to reporting and insights.
• Standard plan: costs $7.75 per user per month when paid monthly or $790 per user per year when paid annually. Supports up to 35,000 users, provides 250GB of storage, offers support during business hours, and access to user roles and permissions.
• Premium plan: costs $15.25 per user per month when paid monthly or $1525 per user per year when paid annually. Offers 24/7 premium support, unlimited storage, advanced roadmaps, and access to sandbox and release tracks.
• Enterprise plan: customized pricing for large organizations with bespoke needs. Includes unlimited sites, superior 24/7 enterprise support, and centralized security controls.

Jira (good for Agile teams)

Jira is a project management tool that is designed for agile teams. Agile is a methodology that emphasizes flexibility, continuous improvement, and rapid iteration. Jira is ideal for software development teams, as it is designed to support agile practices such as Scrum and Kanban.

One of the key benefits of Jira is its flexibility. It allows teams to customize their workflows and processes to suit their specific needs. Jira also provides a range of features that are tailored to agile teams, such as sprint planning, backlog management, and burndown charts.

Among the other benefits of Jira include the following:

• Powerful project management capabilities, including agile methodology support, custom workflows, and issue tracking.
• Integrations with a wide range of tools and services, such as development tools, customer service platforms, and team collaboration software.
• Robust reporting and analytics features that allow teams to track progress, identify bottlenecks, and make data-driven decisions.
• High level of customization, allowing teams to tailor Jira to their specific needs and workflows.
• Large and active user community, providing access to resources, tips, and best practices.
• Atlassian Marketplace, where users can find and install apps to extend Jira’s functionality.
• Cloud-based or self-hosted options provide flexibility for teams with different infrastructure requirements.
• Easy to use interface, making it accessible for teams of all levels of technical expertise.

While Jira is designed for agile teams, it can be used by any team that values flexibility and collaboration. However, it’s important to note that Jira has a steeper learning curve than some other project management tools, so there may be better choices for smaller teams or those with limited experience with agile methodologies.

Jira pricing

• Free: Up to 10 years, only community support available, unlimited board projects, 2GB of storage, and access to reporting and insights.
• Standard: $7.75 per user per month when paid monthly or $790 per user annually. Space for up to 35,000 users. 250GB of storage, support available during business hours, and access to user roles and permissions.
• Premium: $15.25 per user per month when paid monthly or $1525 when paid annually. 24/7 premium support, unlimited storage, advanced roadmaps, and access to sandbox and release tracks.
• Enterprise: Customized pricing for large organizations with bespoke needs. Unlimited sites are included in this package. It provides access to superior 24/7 enterprise support and centralized security controls.

Sortd (good for Gmail teams)

Sortd is a task management and productivity tool designed specifically for Gmail users and teams. With Sortd, teams can manage their tasks, projects, and communication directly from their Gmail inbox.

Here are some of the benefits of using Sortd:

• Integrates seamlessly with Gmail: Since Sortd is built on top of Gmail, it can be used right from within the Gmail interface. This means that users don’t need to switch between multiple apps or tabs to manage their tasks and emails.
• Kanban-style task management: Sortd uses a Kanban board to help users manage their tasks visually. Users can drag and drop tasks between columns to indicate their progress, add due dates, and assign them to team members.
• Customizable columns: Sortd’s Kanban board is highly customizable, allowing users to create columns that match their workflow. Users can also customize the color and icon of each column to make it easier to identify.
• Email to task conversion: With Sortd, users can easily convert their emails into tasks without leaving their inboxes. They can add due dates and tags and assign the task to team members, all from within the email itself.
• Shared inbox: Sortd also allows teams to create a shared inbox where multiple team members can collaborate on emails and tasks. This makes it easier to keep track of communication and ensure that everyone is on the same page.
• Approved by Google: Sortd is an officially approved Gmail add-on, which means that it has undergone a rigorous review process by Google to ensure its compatibility, security, and overall quality.

Sortd is an excellent option for teams that rely heavily on email communication and use Gmail as their primary email client. It offers a simple yet powerful task management system that can help teams stay organized and productive without leaving their inbox.

Sortd pricing

• Starter: Free tier that includes access to email and task management, personal board, day planner, reminders, follow-ups, and email merging. The activity log keeps track of a 30-day history.
• Essential: $8 per user per month when paid annually or $10 when paying monthly. It includes 20 boards, team collaboration, email sharing, email tracking, up to 2 automations, calendar integration, Google Drive uploads, and an activity log that keeps track of 6 months’ history.
• Business: $12 per user per month when paid annually or $15 when paying monthly. It includes unlimited boards, team collaboration, custom fields, automations, and email sharing. Additionally, it offers a team business contact manager, Zapier integrations, and the activity log has an unlimited history.

Monday.com (good for integrations)

Monday.com is a popular project management tool known for its powerful integrations with other software tools. It offers a wide range of features, including customizable workflows, project templates, time tracking, team collaboration tools, and more.

Here are some of the key benefits of Monday.com:

• Robust integrations: Monday.com integrates seamlessly with a variety of other software tools, including Google Drive, Trello, Slack, and more. This allows teams to easily connect their workflows and keep everything in one place.
• Customizable workflows: Monday.com’s flexible interface allows users to easily create custom workflows that fit their unique needs. This includes adding custom fields, creating automations, and setting up notifications.
• Project templates: Monday.com offers a library of pre-built templates for a variety of project types, including marketing campaigns, product launches, and more. This allows teams to quickly get started on a new project without having to start from scratch.
• Time tracking: With Monday.com’s time tracking feature, teams can easily track how much time they spend on each task and project. This allows for better project planning and helps teams stay on track.
• Collaboration tools: Monday.com offers a variety of collaboration tools, including file sharing, commenting, and real-time updates. This helps teams stay connected and ensures everyone is on the same page.
• Customizable dashboards: With Monday.com’s customizable dashboards, users can easily create a personalized view of their projects and tasks. This allows for easy tracking of progress and helps users stay focused on what’s important.
• Mobile app: Monday.com has a mobile app that allows users to stay connected and manage their tasks on the go. This makes it easy for team members to stay up-to-date and collaborate, even when not in the office.
• Security: Monday.com takes security seriously and offers a variety of measures to ensure user data is protected. This includes encryption, two-factor authentication, and regular security audits.

While Monday.com is great for teams looking for an all-in-one solution with powerful integrations, the customization options can sometimes feel overwhelming for those who want something out of the box. That being said, the platform’s flexibility is a big selling point for teams who need to adapt their workflows to unique business processes.

Monday.com also offers a number of pre-built templates to help teams get started quickly, even if they don’t have the time or expertise to build out their own workflows from scratch.

Monday.com pricing

• Individual: This is the free tier, which comes with up to 2 seats, up to 3 boards, unlimited docs, over 20 column types, and iOS and Android apps.
• Basic: The Basic plan costs $8 per seat per month when paid annually or $10 when paying monthly. It includes unlimited free viewers, unlimited items, 5 GB file storage, prioritized customer support, and the ability to create a dashboard based on 1 board.
• Standard: The Standard plan costs $10 per seat per month when paid annually or $12 when paying monthly. It includes all Basic features, as well as timeline and Gantt views, calendar view, guest access, 250 automation actions per month, 250 integration actions per month, and the ability to create a dashboard that combines up to 5 boards.
• Pro: The Pro plan costs $16 per seat per month when paid annually or $20 when paying monthly. It includes all Standard features, plus private boards and docs, chart view, time tracking, formula column, dependency column, 25,000 automation actions per month, 25,000 integration actions per month, and the ability to create a dashboard that combines up to 10 boards.
• Enterprise: This plan has bespoke pricing for large organizations and includes enterprise-scale automation and integrations, enterprise-grade security and governance, advanced reporting and analytics, multi-level permissions, tailored onboarding, premium support, and the ability to create a dashboard that combines up to 50 boards.

Notion (good for solopreneurs)

Notion is a great tool for solopreneurs for a variety of reasons. One of the main benefits is its flexibility and versatility. Notion can be used for a wide range of tasks and projects, from organizing personal to-do lists and notes to managing business projects and tracking expenses. This makes it a great all-in-one solution for solopreneurs who need to wear many hats and juggle multiple responsibilities.

For example, solopreneurs can use Notion to:

• Create a central hub for all their business information, including to-do lists, notes, and important documents.
• Keep track of project progress and deadlines using Kanban boards, calendars, and timelines.
• Manage customer relationships with Notion’s CRM features.
• Store and organize data using custom databases.
• Create a knowledge base or internal wiki to keep information organized and easily accessible.

Another advantage of Notion is its customizable interface. Users can create their own unique workflows, databases, and dashboards that fit their specific needs and preferences. This level of customization can be particularly helpful for solopreneurs who need to stay organized in a way that works best for them.

Notion’s collaboration features also make it a great tool for solopreneurs who work with others. Users can share pages and databases with clients or contractors, collaborate on projects, and even set up a workspace for a virtual assistant or intern. This allows solopreneurs to maintain control over their work while also collaborating and delegating tasks to others.

Finally, Notion’s affordable pricing and free version make it an accessible option for solopreneurs who may not have a large budget for software tools. The free version offers many basic features and can be a great starting point for solopreneurs who are just getting started or who have a limited budget.

Notion pricing

• Free plan: This is the basic plan that Notion offers, and it’s completely free. It includes access to a collaborative workspace, basic analytics, and unlimited blocks for individuals. You can also invite up to 10 guests to collaborate with you.
• Plus plan: For $8 per user per month on the annual plan or $10 per month when billed monthly, this plan offers unlimited blocks for teams, unlimited file uploads, and 30-day page history. You can invite up to 100 guests to collaborate with you.
• Business plan: For $15 per user per month on the annual plan or $18 per month when billed monthly, this plan provides advanced analytics, 90-day page history, and bulk PDF export. You can invite up to 250 guests to collaborate with you.
• Enterprise plan: This plan offers custom pricing and additional features, including a dedicated success manager, unlimited page history, and advanced security. The guest limit is also customizable to meet the needs of large organizations.

Deadlines. Milestones. Resources. Dependencies. There are so many factors that go into planning a successful project. But how to organize all of these things into one comprehensive view? That’s where project management calendars come in.

A project management calendar is a tool that can help project managers plan and schedule any events related to a project. You can think of your calendar for project management as a visual representation or timeline that allows the project to stay on track. By keeping all your project info in one place, you’ll be able to save time and avoid the risk of miscommunication or missed deadlines.

Today, we’re talking about project management calendars. What a project management calendar is, what to include, the benefits, different calendar views, plus our recommendation for the best calendar for project management.

What is a project management calendar?

What is a project management calendar? Of course it’s a calendar, but this one’s a bit more complicated than the ones we use in our personal life.

Rather than simply scheduling time, a project management calendar aims to visualize all project components. This might include tasks, deadlines, milestones, resources, dependencies, and constraints.

If you’re already using a project management tool, creating a project management calendar might be possible by adding details like start and end dates directly in the task. There are several project management tools with calendar features where your calendar is simply a “view” of your project! However, if your project management tool doesn’t offer that (or you’re still managing projects using a more basic method), here are some things to consider when creating your first project management calendar.

What to include in a project management calendar

• Tasks and deadlines: Like a daily calendar, a project management calendar is made up of specific tasks or deadlines. This helps the team understand all that needs to be done and when.
• Milestones: Project milestones are significant events to the project, like completing an extensive set of tasks or turning in a deliverable. You can think of these as the big tasks that help break up the project and help your team understand how you’re pacing toward completion.
• Resources: Resources might be related to the team, equipment, or other tools that are required in completing a task. By including resources in your project management calendar, you’ll better understand workloads and delegate more effectively or anticipate dependencies or bottlenecks that might delay the project.
• Dependencies: Dependencies can help you understand the relationship between tasks and events. For example, one task or milestone needs to be completed in order to move on to the next. This can help team members understand the order in which tasks must be completed.
• Constraints: Constraints in project management are things that impact the timeline or completion of the project. This could be things like resource limits, changes to the team, budget, or anything else that other events that serve to limit the project.

Benefits of a project management calendar

Planning a project management calendar might seem like a project on its own, but the time you dedicate upfront helps ensure your project runs smoothly. Of course, since you’re here, we guess you already know that! But if you need more convincing, here are some key benefits of creating a project management calendar for your next project.

• It helps with scheduling tasks: Creating a project management calendar helps your team visualize the passage of time. It creates concrete, timebound steps that contribute to a future deadline and keeps people on task. It also helps visualize a “chain of events” so you understand what needs to happen for the project to move forward.
• It can help you manage resources: Another benefit of a project management calendar is that it helps align the team and coordinate with other departments. It allows you to plan not just how much time a task will take but also helps you to really understand how much time it will take and consider when those resources are available. We often refer to people when we speak about resources, but resources can be anything limited.
• It can help you deliver on time: Creating a project management calendar doesn’t just help with project completion by scheduling tasks – it also helps by bringing in milestones and anticipating any constraints or dependencies along the way. With a clear overview of all the possible roadblocks and what you need to get there, you can give more realistic timelines and work towards better deadlines.

How to create a project management calendar

Before discussing our favorite tools for project management calendars, we’ll walk you through how to create a project management calendar, the different types of project management calendars, and other helpful tips for visualizing your project.

At a glance: how to create a project management calendar

• Outline all tasks and priorities.

  Your first step is to get an overview of all your tasks. Why? Because this is the foundation for successfully planning out project time, resources, and deadlines. We covered this in detail in our article on how to set priorities at work, but here’s a quick look at how to get started.

  • Start by listing out categories, goals or projects.

    Set a timer for 15 minutes and think about what categories, goals, or projects you can define to divide your tasks best. This will become the structure of your task list, so it must be complete and well-organized before you start adding subtasks. Deciding on a time (one month, three months, etc.) can be helpful before beginning to limit the scope.

  • Get more specific.

    Set a longer timer for 30-45 minutes. This step helps you define what subtasks contribute to each category, goal, or project. Consider all ongoing or future tasks while you build this list. Remember that this might include recurring daily, weekly, and monthly tasks. You can think of “subtasks” as achievable and specific activities you can mark complete as you finish them.

  • Adding detail.

    The last step in this stage is to add the necessary information to each subtask. For example, it might be helpful to know how much time a task will take to complete, the level of importance, or any significant due dates when planning your priorities.

  • Prioritize.

    There are plenty of methods you can use to prioritize tasks. Once you have your completed task list, use one of these methods to set priorities for your project.

• Assign Dates, Durations, and Deadlines

  Since we’re talking about a project calendar, your next step will be to decide on dates, durations, and deadlines. Create a realistic overview of how long each task will take and some of the higher-level milestones. Connect these with the deadline you’re working towards.

• Determining Resources

  Assess the resources required for each task or milestone. Are there any scheduling conflicts? Is the timeline realistic, given any resource constraints? This can also help you understand if your team needs to work around any dependencies.

• Review

  Once you build your calendar, spend some time reviewing it. Did you make any mistakes on dates or deadlines? Any scheduling conflicts or competing resources? Try using different views and filters to edit your work, and ask a trusted teammate to take a look before communicating it with the team.

Different Types of Project Management Calendars

Since you’re visualizing various factors (dates, deadlines, resources, etc.), think about what calendar view makes the most sense for your team. Here are a few of the most common options.

• Timeline style – The timeline view for a project management calendar typically lists tasks as rows and dates as columns. The duration of a task is indicated by a band of color that spans across columns. This view is intuitive and straightforward, and colors can be used to differentiate tasks further.
• Calendar style – A calendar-style project management calendar is more of a typical calendar view. You can see how much time a task takes on a daily, weekly, or monthly view, along with limited information about the task.
• Gantt chart style – A Gantt chart is similar to a timeline view where tasks and activities are displayed against time. This helps you see what activities are required, where they begin and end, where there’s overlap, and when the project is set to finish. This Gantt chart gives a visual overview of small tasks and overall progress.
• Project planner style – The simplest view is a project planner view. You can think of this like your personal to-do list, where you list tasks beneath each day. This is better for individuals or small teams since there’s not a lot of detail involved.

Other Tips for Your Project Management Calendar

Your project management calendar is meant to be a tool that helps visualize and break down the project into manageable tasks. Here are a few tips for creating a visually impactful project management calendar.

• Choose the right style or view. As mentioned above, there are a few options for visualizing your project management calendar. Experiment with a couple and choose the one that works best for your team.
• Color code. Color coding resources or task types can help team members better visualize the project and its components. Before designing your project management calendar, choose a set of colors and create a system for how you’ll use each to get the most out of this technique.
• Filters. The tool you decide to design your project management calendar will affect which filters you have available. But understanding which filters you need might be a guiding factor in determining on your tool in the first place (for example, the option to filter by resource to understand an individual team member’s time commitment)

Best Project Management Calendar Tools

Some of the best project management or task management tools will also have project management calendar features. Before choosing a calendar project management software, you might check if the tool your team is already using has the needed functionality. If it doesn’t, here are a few of the best calendar tools for project management.

Teamly

• Pros: Teamly is an all-in-one solution that combines team communication, task management, goal setting, time-tracking, and more. With kanban boards, you can make custom workflows, assign tasks, and automate repetitive tasks. By assigning due dates, you can visually track the task’s movement.
• Cons: To get the most out of Teamly, you might want to consolidate some of the other tools you’re using. Another variable is that the Free plan comes with limited storage (500mb/user), and additional storage space requires upgrading to the Pro or Business plan.

Google Calendar or Google Sheets

• Pros: There are many obvious benefits to using Google Calendar or Google Sheets as your calendar tool for project management. The big one? They’re well-known, easy to use, and easy to update. Your team will have a limited learning curve since it’s a tool they’re already comfortable using. They’re also an online project calendar management tool, meaning they’re available for real-time collaboration and allow users to work on the same document simultaneously.
• Cons: With simplicity comes limitations. Since Google Calendar and Google Sheets weren’t explicitly designed for project management, some aspects of project management (such as task automation or time tracking) may require manual input. Additionally, it might be hard to scale managing larger or more complex projects. There’s a high risk of human error since spreadsheets are easy to edit and corrupt. And finally, while templates are available, you might find Google Calendar or Google Sheets are missing some key features you need for your project.

Microsoft Project

• Pros: Microsoft Project is one of the first to the project management space. It’s a sophisticated tool with lots of customizations and options once you get the hang of it.
• Cons: Because it’s one of the original tools, it can feel a bit clunky and dated. It also takes significant training to learn. And perhaps the biggest drawback of all is that there’s a desktop and a cloud version, but the two don’t work together.

ClickUp

• Pros: ClickUp is a sleek project management tool that comes with super helpful calendar views. Tasks are added to your calendar by adding start and end dates to your task list, and Clickup automatically creates milestones. You can also drag and drop unscheduled tasks into your calendar.
• Cons: If you’re already using another project management tool, adding the tasks to ClickUp can be redundant. Some reviews say the platform is overwhelming or hard to navigate, and data loss and syncing issues have been reported.

Want to learn more about project management tools? Here’s a complete list of ClickUp alternatives.

Have you ever attended an event and wondered how it all came together so perfectly? The answer is event project management.

When we talk about project management for event planning, we’re talking about the process of planning, maintaining and organizing a successful event. This includes everything from managing the team, planning logistics, and communicating with stakeholders so everything goes according to plan.

And it’s so important because just imagine what a conference or event would be like without planning. Everything from facilities to ticketing to the programming for the event would be… well… chaotic. Event project management ensures you have a structure in place so that all aspects of the vent are considered and planned for.

Whether you’re an event project manager or planning your first event, today we’re talking about event project management. What it is, how to create an event management project plan, and what event project management tools you can use that contribute to a successful event.

What is event project management?

Event project management is the process of planning, maintaining, and organizing an event. And whether you’re planning a conference, trade show, seminar, webinar, workshop, or product demo – any event type, really – having a good event project management plan in place can be the difference between an event that runs smoothly and one that’s disorganized, stressful, or otherwise unsuccessful.

While an event planner is responsible for making the event go according to the plan, an event project manager is involved in making the plan, coordinating, and managing the teams. Depending on the scale of your event, these can be the same job. Like any project manager, project management for event planners means using project milestones to track progress, stay organized with task lists, and coordinate with teams, departments, and other resources as part of their job description.

How to make an event management project plan

While event planning involves a unique set of tasks, creating an event management project plan is not so different from any other kind of project management. It starts with a vision and goals, and finishes with measurement. Need some help making your first event project management plan? Here are the steps you can take.

1. Set the project’s vision.

Your project’s vision is the thing that ties your deliverables to the organization as a whole. It’s how your event fits into more significant company objectives. Start by asking what your company hopes to achieve, and then determine how your event contributes. For example, Tesla’s vision is “to accelerate the world’s transition to sustainable energy.” Using this step, any events or projects that the company dedicates time, energy, and resources to should contribute to this greater vision.

2. Define your primary and secondary goals.

Once you’ve determined how your event supports the company goals, you can set goals on an event level. Goals can be based on action or outcome, and they should be specific, measurable, ambitious, relevant, and time-bound. You’ll probably find there’s always more to do with limited time and resources in event planning. By setting clear goals for the event, you’ll better understand where to focus your efforts for successful outcomes.

To determine your goals, you might ask: why does your event exist? What revenue or attendance goals do you have? Some examples of good objectives for event managers would be “Get 500 registrations” or “Drive 10,000 engagements on social media posts.”

3. Specify the process you’ll use.

Specify the process you’ll use. If it’s your first time managing a project, you’ll want to start by choosing a project management framework. These frameworks vary in complexity, ease of use, tools required, etc., so spend a bit of time understanding each process before planning. Most projects fall under an agile or waterfall approach to project management.

Waterfall project management takes a more linear, fixed approach, where agile is about working in small batches, reflecting, and pivoting as needed. Here’s an article that covers project management frameworks so you can pick the one best for your team.

4. Allocate your resources.

When it comes to events, you can think of your resources as any labor, equipment, facilities, materials, or budget that is somehow limited. This is a critical part of event planning project managment because it helps you avoid any bottlenecks along the way. For an event, allocating resources for labor might mean creating a comprehensive overview of your team, speakers, hosts, service providers, etc. Consider their schedules, vacation requests, required lead time, and other variables when building your plan.

Tools and equipment – like hardware or software – might have user limits or limited production capacity that you should consider upfront. Facilities are also considered a resource and your space should be allocated at the beginning of the project to avoid any scheduling conflicts or capacity issues. Materials refer to any supplies or raw materials that go into production. For events, this might be signage, displays, constructions, etc. And finally, the resource that is almost always a factor – budget. Consider the costs of each of these resources from the onset of the project and allocate the budget accordingly to make sure you have the resources for the most important things (and some buffer for the inevitable costs that come up later)

5. Work out the project’s tasks, duration and milestones.

Only after the above is done can you start your project. But an essential part of scheduling is a clear overview of all tasks, the timeline, who’s responsible, important milestones, as well as an overall duration. This is the part most of us think of when we think of project planning. The actual steps involved that move the project from concept to completion. Events are unique; they typically start with a deadline – event day – and all the tasks work backward from that date. The good part of this is that it’s easier to keep a team motivated and focused for a set period. The challenge? You’ll be left searching for a real-time solution if things go wrong. We’ve written several articles on project planning if you’d like more resources on how to do this step!

6. Do risk planning.

A good project manager is prepared to face some of the worst possible outcomes and create a plan to work around them. To plan risks for your event project, you can ask yourself three questions: What’s the expected quality of the outcome? What’s the timeline? And what resources do I have? Based on that, you can create a risk register and response plan that explains the plan if a negative outcome occurs, who is in charge, and how it might affect other downstream tasks. In the case of event management, this could be anything from caterers falling through to a double-booked venue. Take some time upfront to anticipate risks and create a contingency plan for less stress later.

7. Agree on how the team will communicate.

Communication is a central pillar of successful collaboration, and this is especially true in event management. With so many stakeholders (staff, contractors, performers, guests) involved, taking time to create a communication plan can also save you headaches. This means agreeing on a cadence and a channel so everyone knows where to access essential information. This could look like regular emails, check-ins, and all-hands meetings, but it can also be a messaging channel or project management tool that everyone commits to using.

8. Monitor the progress.

When the project is planned, the resources are allocated, and the team is up to speed, the ongoing challenge in event project management is monitoring the progress. As the project manager, it’s up to you to understand the overview of how you’re tracking toward your goals. That means understanding what’s on track, what’s running behind schedule, and where your attention is needed. Have both a cadence and channel planned for this ahead of time. Set reminders or block out time when you review work, catch up on tasks, and create a comprehensive view that you can share with the team to keep them motivated. As the day of your event gets closer, monitoring progress ensures that none of the big tasks lag or become too last minute.

9. Event Day.

Of course, all your efforts in event project management lead up to the day of the event. Your conference, seminar, or party is the culmination of your time, energy, and budget. It’s your time to see it all come together, which is just as stressful as exciting. You’ll want not just for the day to run smoothly but for the event to meet project and business goals. The day of the event is a time to stay alert and flexible. Understand the limits of your resources and planning, and do your best to roll with the punches to make your event as successful as possible.

First time managing a project? Take a look at this project management checklist for a more detailed overview of why project management is so important for any project.

Event Planning Project Management Checklist

Now let’s talk more specifically about event planning project management. Events present a unique set of considerations and challenges, some of which you’ll think of readily and others that are easy to forget.

Date? No problem. Thank you email for the speakers and water access? Whoosh almost forgot! So below, we’ve prepared a list of things you’ll want to consider when planning your event.

☐ Event type

Each event type serves a different purpose. For example, while a conference might position your business as a thought leader or build your brand, a targeted webinar or training might be more valuable if your goals are lead generation. Below is a list of event types you might consider.

• Conferences
• Trade shows and expos
• Networking events
• Workshops or Seminars
• Launch Events or Parties
• Trainings

When choosing an event type, consider what you want to achieve first and foremost. From there, it’s also helpful to think about what else is out there and what your attendees would be most interested in.

☐ Date

Choosing a date for your event will depend on various factors, including how long event planning will take, resource availability, and your urgent goals. All that said, sometimes you’ve just got to pick a date and go for it. Of course, there’s always more to be done. But postponing an event inevitably also keeps you from your goals.

Choose a date. Check the date for any conflicting company or public plans. Choose a backup date if problems arise. And go from there.

☐ Venue

When you think of an event venue, you might consider just of the physical location of the event. But there’s a lot more to think about. When picking a venue, some things you’ll want to consider are…

• Availability – are your dates available? Are there any events going on the same day?
• Location – is it easy to access? Easy to supply? Staff?
• Capacity and layout – does the event serve the purposes of your event?
• Infrastructure – do their WiFi, bathrooms, etc. options fit your needs?
• Food – does the venue offer the catering or food service you need? Are you able to bring in outside vendors?
• Equipment – does the venue have the equipment you need for your event on loan/rent?
• Permits, licenses, or insurance – what are the necessary protections or licenses you’ll need at this location?
• Navigation and guest access – is the venue easy to navigate? Will guests be able to find what they need? Is it accessible?
• Staff and security – are these things included in the cost of the venue? Is there an additional fee for cleaning or other resources?

☐ Budget

We got into the details and skipped right over the big one. Your budget for your event will impact nearly every other decision, so before making bookings, ask yourself…

• What are your expected costs for planning and executing this event? Think through all the details and estimate based on research or past events.
• What’s your expected revenue from the event, including ticket price, sponsor contributions, etc. Consider adjusting your prices as needed.

If your objective for the event is to earn money or your spending limits are fixed, keep a close eye on the budget throughout the project to ensure you’re not going over unintentionally. This is also the time to consider how flexible your budget is in case of unexpected outcomes.

☐ Sponsors or Partners

Closely related to planning your events, the budget is making deals with sponsors or partners for the event. Partners might be involved as event hosts or collaborators, while sponsors typically contribute resources in exchange for exposure. Some things to do during this stage are…

• Make a list of possible partners and sponsors. Check local business directories, contact businesses you like, or research partners from similar events. Make sure that they align with event or company goals.
• Decide what you can offer them – a logo on materials, a booth, a spot on a panel, social media coverage, etc. Create a kit overviewing the offer.
• Reach out to sponsors

☐ Marketing & Advertising

Marketing and advertising should start as early as possible. Even if you’re not ready to sell tickets, you can start building your list of potential attendees. Some things to decide on in this phase are…

• Branding – who’s your ideal audience? What’s your brand message? What about visual branding? Create a library of flexible designs and boilerplate text from which friends, partners, sponsors, and guests can pull.
• Choose your tools – decide on the tools and resources needed to market your event.
• Choose your channel – determine which channels you’ll use and create a marketing strategy aligned with your goals. This might be a website, social media, third-party calendars, etc.
• Create templates and automations – email sequences, PDFs, a virtual environment, or whatever else you need to communicate with guests, staff, or participants before the event.

☐ Equipment & Materials

Also noteworthy is that you have an overview of all the equipment and materials you’ll need for the event day. Some examples include.

• WiFi – the big one! Does the venue include this? Is it strong enough for your needs? How will you equip guests with the password?
• Standard equipment – this includes things like tables, chairs, tape, pens, or all the other things you need on the event day. Check with the venue to understand what they provide and what you’ll need to bring yourself.
• Technical equipment – this is the lights, mics, projectors, screens, and any cables you need to produce your event.
• Streaming and the virtual environment – if your event is virtual or hybrid, you’ll also want to check that you have a plan for streaming the event. Are your cameras placed properly? Do you have enough devices to project and record at the same time? Do guests know how to access the live stream?
• Branded materials – did you produce any branded materials for your event? Signs, banners, shirts, swag, business cards – whatever it is, ensure you have adequate materials and signage so that guests know how to interact with it at the event.

☐ Programming & Production

Now, let’s talk a bit about programming for your event. This is the actual content, whether it’s speakers, panels, or pitches, that will fill the time on the day of the event. Some possible resources you’ll want to consider here are…

• An event host – someone to direct the event and provide transitions
• Speakers, performers, or other entertainment – the people entertaining or providing content for the event
• Presentations, video, or other visual assets – materials or contributors that create the visual parts of the event
• Music, lights, and sound – These are the details that make up the ambiance of your event.

We won’t oversimplify it – event planning can be a big but rewarding undertaking! This event planning checklist is not comprehensive. But you can use it as a starting point while you think through whether an event is right for your business.

Need an Event Project Management Tool?

There are a handful of event project management tools out there, so we’ll use this chance to tell you about ours. Teamly is an all-in-one event project management software, designed with the unique needs of an event planner or manager in mind.

About Teamly

Teamly is a user-friendly software that streamlines projects, organizes teams, and keeps communication fluid, making it an ideal tool for event planners and event managers. With Teamly, you can confidently manage your events – from planning to execution.

Teamly helps to keep your teams around specific projects by enhancing collaboration, removing frustration and boosting productivity. It offers real-time communication options, including typed messages, audio, video files, screenshots, and screen capture videos. This software’s robust functionalities facilitate communication and make it visual whenever needed.

Teamly also provides task management tools that help event managers to sequence all their tasks and develop workflows around a project. This helps to reduce bottlenecks and identify high-priority work items.

Additionally, this project management software provides full visibility of deadlines and milestones, reducing the pressure to micromanage.

Teamly features

• Real-time communication (including threads and direct messages (DMs));
• Employee time-tracking and monitoring;
• Workflow and task management;
• Screen capture and video recording;
• Workflows;
• Search bar.

Pros of Teamly:

• An all-in-one platform that makes it easy to manage remote teams’ productivity in one place.
• Real-time communication options that include video, direct messages, screenshots, and screen capture videos help to improve team communication.
• Workflow and task management tools in Teamly help organize teams around projects, visualize tasks, and develop workflows that foster collaboration, innovation, and personal ownership.
• The search function makes it easy to locate messages, threads, and files from the distant or recent past, allowing teams to stay organized.
• Automation tools that quickly alert users when a task is ready for them, eliminating the need to micromanage.

Cons of Teamly:

• The Free plan in Teamly comes with limited storage (500mb/user), and additional storage space requires upgrading to the Pro or Business plan.

Teamly pricing

Teamly is a free project management software for architects. However, aside from the Free plan, it also offers Pro and Business plans which allow for scalability and flexibility depending on the size and needs of your construction project. Teamly Pro starts at $5 user/month, while Teamly Business starts at $9 user/month (billed annually).

The freedom to tune in and switch off anytime, anywhere. The intimacy of voice. The possibility to interact through comments and feedback. Podcasts combine all these features, helping listeners enjoy their favorite programs online.

No wonder podcasts have grown into a best friend next door – who meets you every day or every week – so that you make better decisions. They offer an entertaining and convenient way to learn from experienced project managers who’ve been there, done that, and learned valuable lessons along the way.

Today, with over two million podcasts out there, you’re left with a single challenge – how to find the one that’ll prove helpful?

We’ve handpicked six project management podcasts to come into your home, meet you at your office, and follow you wherever you go. Why? To help you tap into the pulse of the project management profession on the fly!

Why listen to project management podcasts

Time spent on podcasts is time well spent. And many listeners have already discovered the value of podcasts. In fact, podcast listeners are highly engaged and loyal. According to a study by Edison Research, 80% of podcast listeners tune in to most or all of each episode.

Here’s why you should make it a habit to tune in to your favorite shows, too:

• Stay informed and up-to-date: Listening to project management podcasts is an easy way to keep up-to-date on industry news, emerging trends, and innovative ideas.
• Learn from experts and peers: Many podcasts feature interviews with experts, as well as project managers with experience and insights to share. Being an active listener of these podcasts, you gain valuable perspectives from others and learn from their successes and challenges. What’s more, hearing from other successful project managers or business leaders can help you stay focused and energized.
• Build your network: Many podcasts have online communities or social media groups where listeners can connect and share ideas. Some even have live events or meetups. Therefore, podcasts can be a great way to build your professional network.
• Earn PDUs: Listening to project management podcasts approved by the Project Management Institute (PMI) can earn you PDUs. As a project manager, you must accumulate a certain number of PDUs or Professional Development Units to maintain your PMI certification. This is a great way to meet your continuing education requirements while also learning something new and valuable.

Of course, not all project management podcasts are created equal. Some may be more relevant to your specific needs and interests than others. We’ve done the heavy lifting and chosen the podcasts ranked as the most listened to in the project management niche.

1. The Project Management Podcast (The PM podcast)

The Project Management Podcast™ is one of the best project management podcasts. Undoubtedly, it’s a valuable resource for all PMs, from beginners to seasoned professionals. The podcast touches upon various topics: project management methodologies, industry trends, and real-world case studies. Each episode typically features an interview with a project management expert who shares their insights and experiences on a particular topic.

The PM Podcast is hosted by Cornelius Fichtner, a certified Project Management Professional with over twenty years of experience in the field.

It all started with a birthday present. In 2004, Fichtner’s wife Shawn surprised him with an iPod, just as podcasts were beginning to gain popularity worldwide. As an avid listener of podcasts, Cornelius was disappointed to find nothing for project managers. Soon, he launched The Project Management Podcast (in September 2005), which eventually became a popular educational tool for teaching project management.

The PM podcast is available for free on various platforms, including iTunes, Spotify, Google Podcasts and more.

Featured episodes of the PM podcast

• Social Intelligence for Project Managers (Episode 445)
• Project Management is Change Management (Episode 468)
• Managing Multiple Projects (Episode 459)

Featured customer review

“What makes this show a true standout is the quality of the guests, stories, and tactics. This team finds speakers that truly care about being a positive force in the project management space and shares insights that only a true practitioner can unearth.” (Review source: PM Podcast on Apple Podcasts).

2. Projectified Podcast

Projectified is a podcast produced by PMI (the Project Management Institute), a leading professional association for project managers worldwide. This classifies Projectified among the best podcasts for project management. The podcast focuses on the latest trends, best practices, and insights in project management across a range of industries and sectors.

Each episode of Projectified features interviews with experts from all walks of career paths. The discussions cover a wide range of topics, such as PM methodologies, leadership and communication skills, agile project management, project portfolio management, etc. Conversations revolve around projects across industries, including healthcare, construction, technology, and government. This diversity of perspectives provides listeners with a comprehensive understanding of PM in different contexts.

Another interesting aspect of Projectified is that it often features stories of real-world projects, including their challenges and successes. These stories provide valuable insights into the practical application of PM principles.

Featured episodes of Projectified podcast

• 2022 Most Influential Projects: Creative Innovation
• Smart Carts and Smart Tags – How Technology Is Disrupting Retail
• How Project Leaders Are Using AI

Featured review for Projectified Podcast

“Excellent way to keep up with the winds of change impacting the PM profession and stay motivated to deliver strategic innovation as you battle the day-to-day project challenges.” (Review source: Projectified on Apple Podcasts).

3. Project Management Happy Hour

Project Management Happy Hour is a popular podcast that provides practical insights, advice, and tips for anyone working in the project management field.

Hosted by Kim Essendrup and Kate Anderson, the podcast covers topics ranging from leadership, team building, and risk management to communication and stakeholder management. One of the unique features of PM Happy Hour is its focus on making project management fun and engaging. The hosts take a lighthearted and humorous approach to the topic, using games and quizzes to keep the conversation lively and entertaining.

Each episode features lively discussions and debates between the hosts, as well as interviews with other project management experts and thought leaders. While the tone of the podcast is conversational and relaxed, the hosts take their training content seriously and strive to provide useful information to their listeners.

Kim Essendrup is a PM with over 20 years of experience managing projects, programs, and PMOs. He is a PMP-certified project manager and a PMI Registered Education Provider. Kate Anderson, on the other hand, is an Information Security professional. She has spent ten years in the tech industry, driving complex projects to closure.

Last but not least, the podcast is a PMI® Authorized Training Partner. This means that they’re authorized by the Project Management Institute (PMI) to provide training courses and content for individuals interested in becoming PMP® or CAPM® certified. This makes PM Happy Hour one of the top project management podcasts out there.

Featured episodes of PM Happy Hour

• First PM on the Beach: How to succeed when you are the first Project Manager in your organization (080)
• Transform from Project Manager to Project Leader – with Naomi Caietti (037)
• What I wish I’d known when I started Project Management (018)

Featured review

“I’m new to PM after a career in the military. This podcast has made learning so much fun.” (Review source: PM Happy Hour on Apple Podcasts).

4. People and Projects Podcast

People and Projects Podcast is focused on leadership in project management. The podcast is hosted by Andy Kaufman, an expert in project management and author of the book “How to Make Your Projects Successful Every Time”.

Otherwise called PPP, the People and Projects Podcast features interviews with industry experts, thought leaders, and successful project managers. The topics range from technical project management skills to leadership and interpersonal skills.

Interestingly, the podcast uses storytelling as a tool for teaching project management principles. Andy Kaufman often shares personal stories and anecdotes from his experience as a PM. Coupled with stories from other guests on the show, these anecdotes illustrate key principles in project management, making the podcast both informative and engaging. Andy’s background as a musician and songwriter most likely contributes to making PPP so dynamic and captivating.

Rare are the podcasts on project management, with so much emphasis on the human side of PM. Andy stresses the importance of understanding people, building relationships, and developing communication skills in order to lead projects successfully. This focus on the interpersonal aspects of project management sets the podcast apart from the more technically oriented ones.

Featured episodes of the People and Projects Podcast

• New Rules for the Digital Age, with Ram Charan (322)
• The Remarkable Ways We Gain Insights, With Dr Gary Klein (118)
• Agile for Non-Software Teams, with Gil Broza (285)

Featured review

“Andy’s enthusiasm and honesty, along with amazing content, make this a must for any leader. I would recommend this podcast even if you are not a project manager.” (Review source: People and Projects Podcast on Apple Podcasts).

5. LeadingAgile

The LeadingAgile podcast focuses on agile methodologies and related topics. It’s hosted by Dave Prior, an agile coach and trainer who’s been working in the field of agile since the early 2000s. Mike Cottmeyer is the co-host of the podcast, providing his insights and expertise on agile methodologies and organizational transformation. Together, Dave and Mike make a great team and provide listeners with valuable information on agile practices and organizational transformation.

Join LeadingAgile to enjoy discussions on various topics related to agile methodologies, including Scrum, Kanban, Lean, and more. The podcast also covers emerging trends in agile and provides practical tips and advice for agile practitioners.

What’s important for successful agile transformation? Right! Not just the technical aspects of agile methodologies but also the cultural and organizational changes. The podcast provides tips that can help agile practitioners at all levels of experience to improve their skills and knowledge. And podcasts about project management like LeadingAgile can help you develop the necessary soft skills and interpersonal competencies.

The podcast has been running since 2015 and has released over 200 episodes. It’s available on various platforms, including iTunes, Spotify, and Stitcher. Additionally, listeners can also access the episodes on the LeadingAgile website.

Featured episodes of LeadingAgile

• Multiple Product Owners with Competing Priorities w/ Jeff Howey
• Planning Sprints and Releases w/ Jeff Howey
• What If You Don’t Have a Product Owner? w/ Sara McClintock & Jeff Streitmatter

Featured review

“Dave’s guests have illustrious backgrounds and elicit their stories and answers with such silver tongue charm. What’s more, it’s not just a fact-packed lecture, but Dave is such a storyteller that I feel like I can always come away with a fresh perspective on things I thought I totally understood.” (Review source: LeadingAgile on Apple Podcasts).

6. The Digital Project Manager Podcast

The Digital Project Manager Podcast is a project management podcast where each episode features interviews with experts in the field of digital PM. They share their experiences and insights on a wide range of topics, including project management methodologies, tools and techniques, stakeholder management, team collaboration, and more.

The podcast is now hosted by Galen Low, a digital project manager and founder of The Digital Project Manager website. If you’re looking for project management podcasts for beginners, look no further. Join the host to learn from the experiences of others in the field, connect with like-minded professionals, and gain new perspectives on digital project management.

The Digital Project Manager Podcast is available on popular platforms such as Apple Podcasts, Spotify, and Stitcher.

Featured episodes of the Digital Project Manager Podcast

• How Will DPMs Influence The Future Of Work?
• Productivity Hacks Beyoncé Would Be Proud Of
• How To Talk About Risk And Have Everyone Listen

Featured review for the Digital Project Manager Podcast

“Whether you’re well established as someone who can translate creative energy into the impact you want to have on the world, or just getting started as a catalyst for change with your clients – this is a must-listen podcast for you!” (Review source: the Digital Project Manager Podcast on Apple Podcasts).