How does a project originate? How can you tell what it should achieve? How can you tell what approach is required? How can you tell if it will be successful or not?

Before the work can begin, there must be a common understanding of the project: purpose, objectives, scope, sponsorship, funding and mission. Without such understanding, the project should never be accepted by a reputable Project Manager.

The project, particularly its purpose, must therefore be clearly defined before the project manager accepts personal responsibility for its success. The first step, after accepting the mandate, should then be to share the project’s purpose with the Project Team and with all stakeholders.

Project Purpose: Why does the project exist?

A project’s purpose explains the reason for its existence, the meaning of what is done, the ambition or dream pursued by the project or the direction it takes and maintains.

The definition of this is essential at three levels: for the project and for all stakeholders.

The scope is to ensure that all actions taken follow this guideline, it is therefore a strategic decision-making tool and a lever of innovation that allows the ambition behind the project to be kept in mind at all times.

For stakeholders, the purpose is first and foremost a driver of motivation and consistency over time.

At a time when the search for the meaning of their work is strongly present, purpose allows team members, for example, to know what they are involved in and give them a good reason to get up every morning.

For an investor, it is also particularly important to ensure a coherent development that not only serves his or her own personal interests.

So, how do you define a project’s purpose?

The following steps can help to effectively define a project scope:

Identify project needs

When you can clearly identify the needs of a project, you are more likely to set a sound point of reference from the outset.

Here are the steps involved:
– Identifying all project stakeholders, internal and external, and understanding their expectations and requirements. This can be done through interviews, surveys or workshops.
– Establish what the stakeholders’ needs and wishes are. It is important to document everything in detail to avoid future misunderstandings.
– Not all requirements have the same importance. Ranking requirements according to their priority helps to focus resources on the most critical aspects.
– Check with stakeholders that the requirements gathered are correct and complete. This helps to ensure that the project will meet everyone’s expectations.
– Requirements must be clearly and precisely defined. Use techniques such as the SMART model (Specific, Measurable, Attainable, Realistic, Time bound) to ensure that each requirement is well understood.

Understanding the “what and why” of a project will allow you to set specific objectives and also establishes the basics for which activities should be followed and how they should be carried out.

Confirm project objectives

The baseline of the project scope should be that the objectives are those that follow a SMART guideline, that is, they must be specific, measurable and achievable.

In addition, they should also be realistic and completed within a given time period and within the deadlines.

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Description of project’s purpose

The project manager must be clear about the features and operation required for the product or service that will be the final result of the project.

In other words, it must be clear what certain qualities will necessarily be required for the project to be considered successful.

Each project must have a clear and detailed description of its scope, to avoid misunderstandings and changes along the way.

Expectations and approval

Successful projects are those that factor in end-user satisfaction. If these are satisfied, the customer will accept the product, service or process derived from the project.

The end users may be customers outside the organization, but in some cases, also the team or other internal departments.

Ultimately, the scope of the project is what should be in tune with the best results to anyone who can be your end users.

Identify constraints

There are always blocks or obstacles in the project that come into play on the way to the finish line.

The awareness of the possible limitations can contribute to minimize the problems that could delay or limit the ability to achieve the objectives of the project.

These limitations can be caused by dynamic environmental conditions (internal and external), technological problems and/or lack of resources.

Communicating such problems to your team in a timely manner and taking steps to overcome these obstacles will reduce delays in project completion and keep expenses within budget. (Read more about How to keep project expenses under control).

Whether based on hypothesis or uncertainty, the analysis of their impact along the time sequence of projects further reduces the risk of failure.

Do you need advanced tools to define the scope of your project? Request a Free Demo

Identify necessary changes

It is always best to avoid re-elaborating the scope of the project, as it means investing more time, money and resources. However, sometimes these changes are unavoidable and necessary.

In such cases, it is important to limit the changes as much as possible, involving all stakeholders and thus minimizing disagreements on new solutions.

A sound project management, not only as a result of adjustments, but generally, it takes into account the following considerations:

• An agreement regarding the acceptable level of quality of the project output.
• A budget for the costs that should be sustained (and not exceeded) to deliver the project. (Read more about How to make a project budget).
• An acceptable time frame during which the project should be completed.

The three aspects are all interconnected and as such are indicated at the beginning of the project and are monitored throughout the project life cycle.

Every time one of the three elements is affected, it inevitably impacts the other two.

For this reason, these three fundamental aspects of the project should be defined at the beginning and, ideally, no longer be “touched”.

Define and describe a project’s purpose: Conclusions

Ultimately, the project scope is a bit like the top of the mountain that is observed at the beginning of an alpine expedition.

If everyone identifies and is motivated by the idea of reaching the peak, then it will be possible to make everyone move in the same direction.

You may not know exactly how to climb the mountain in detail or you will have to choose alternative routes along the way, but the whole team will have a good image of the summit and will be determined to reach it, whatever it takes.

This allows the expedition (the project) to remain consistent over time, the team (parties involved) to remain motivated and the leader (the rope leader) able to take a regular step back to ensure that the expedition is consistent with the original project’s purpose.

The project start-up can be the most delicate phase, where the foundations for a successful project are established. From a project management perspective, it is crucial to ensure that all project components are well defined and that all team members understand their role clearly.

The expected products, services or results of the project must be precisely outlined to avoid future misunderstandings and to ensure that the project can proceed smoothly.

Each project must be managed with the utmost care, always bearing in mind that the success of the project depends on the ability to manage resources effectively and to respond promptly to any request for change.

To facilitate this, project management tools such as Twproject can be of great help. Twproject offers a comprehensive project management platform, helping teams to plan, monitor and complete projects efficiently.

Developing a construction work schedule is challenging, and delays are the order of the day in the industry.

Construction projects involve many moving parts, teams, equipment, and materials, so the construction schedule should be carefully planned.

A construction work schedule is the cornerstone of any successful construction project management. In this article, we will see how to develop it efficiently.

What is a construction work schedule?

A construction work schedule is a plan that organizes the activities and their sequence in a construction project.

Other elements included in a construction schedule are final results, management and resource allocation, and the budget and associated costs of all activities.

Creating a construction schedule involves comprehensive planning and the right tools.

The more time spent drafting a construction schedule, the fewer problems will be faced during project execution.

5 steps to develop an efficient construction work schedule

1. Get information

To create a thorough construction schedule, you need to know and understand every aspect of the project.

This requires a comprehensive review of plans, budgets, stakeholders, subcontractors, zoning regulations and requirements, building codes, required inspections, procurement plans, etc.

Each type of construction may present entirely different elements from other similar constructions. For example, building a villa on land in a different area may require different licenses and permits.

Therefore, all the necessary research must be done to ensure that the project complies with the requirements.

2. List and prioritize activities

Having collected the necessary information, it is time to break down the project into the steps that will take it from a construction plan to a completed project.

You cannot achieve an accurate schedule until you have a complete list of all the activities that need to be accomplished to finish a construction successfully.

Using a work breakdown structure (WBS) can provide insight into the size and scope of the project.

This methodology helps visualize the results by starting with whatever is going to be built and breaking it down level by level to the most basic parts.

The more extensive the list of activities, the more accurate the construction program will be.

3. Add duration

When the list of tasks has been finalized, you assign them a start and end date, thereby creating a bar graph, the Gantt chart, representing the duration of the different tasks.

Undoubtedly, climate and weather forecasts can seriously affect construction projects’ timelines. In this case, you can minimize the risk by looking at past weather data to understand how the weather might affect the work.

Procurement and delivery of goods and materials are other vital issues in the construction industry. You need a clear overview of what to order, when, and what suppliers are available.

It is important to make the schedule as realistic as possible.

Trying to cut corners or sacrifice the quality of work to meet the schedule can have serious consequences for the construction industry.

4. Assign and execute activities

Assigning work to teams can be confusing, as there are so many subcontractors to supervise.

At this stage, the project manager should have already made estimates of team availability and provided a detailed profile of each member’s skills and experience.

This is the only way to ensure that resources are balanced and that the construction work schedule is adhered to.

5. Continuous monitoring

Given the immensely complex construction planning, permanent monitoring of activities becomes a must.

Things can change, and if the project manager does not supervise work, the project can easily go wrong.

The schedule needs to be reviewed every day, even multiple times a day, and the work in progress must be compared to ensure progress is on track.

The RUP (Single Project Manager) plays a key role in ensuring that each project step is managed properly and that all activities are executed according to the set schedule, keeping the project on time and on budget.

Develop an efficient construction work schedule with Twproject

Progress statuses must be monitored regularly to ensure that the progress of the work is on track with the plan. Each single task must be tracked in detail, and the executive project must be followed closely to avoid errors and delays.

The financial plan must be managed accurately, considering the days needed to complete each project phase. Drafting the schedule is crucial to determine completion and execution times, ensuring that each phase of the work is planned and coordinated effectively.

From planning to project closure, this is where Twproject comes into play.

Twproject is a project management software that comes with several features that are excellent for project management in the construction industry.  

This advanced tool makes it easy to plan, collect, manage, and report on work from anywhere, ultimately helping the project manager and their team be more effective and efficient.

Reports on key metrics, real-time visibility over progress, dashboards, and automated workflows keep the entire team connected and informed. It helps keep all stakeholders involved and get automated updates so they can make better, more informed decisions.

Furthermore, project planning tools such as Gantt charts, Kanban boards, and project calendars can map project activities and create accurate construction schedules.

Managing activities and projects can be very stressful.

Project managers are responsible for delivering projects on time, within budget, and on schedule and for managing limited resources.

High-stress levels can affect an individual’s cognitive and behavioral performance. This is why stress management for PMs and their teams becomes critical.

So, let’s look at the strategies for managing project activities without stress.

Managing activities: 8 strategies to better deal with anxiety and stress

Managing activities stress-free may seem like a challenging feat. Among tight deadlines, challenging workflows, it is easy to feel overwhelmed.

However, project managers and teams can learn to manage activities efficiently and without stress with the right strategies.

1. Planning and organizing

The key to stress-free work management is effective planning and organization. 

This means establishing a clear project roadmap, breaking down activities into manageable tasks, and assigning responsibilities to team members. 

Using project management tools such as Twproject can help keep track of tasks and deadlines.

2. Practicing mindfulness

Mindfulness is a form of meditation that involves focusing on the present moment to minimize and control negative emotions.  

Mindfulness focuses on awareness of oneself and the present moment. Practicing mindfulness can help you stay grounded and calm, focus on your “now” without allowing negativity to control you, and reduce stress.

3. Prioritizing and delegating task

Most project managers feel overwhelmed by the workload.

They can delegate those low-priority duties to other team members by weighing which tasks are most important and urgent.  

The strategy here is to make a to-do list and prioritize its content. It goes without saying that completing urgent tasks as soon as possible will make the rest of the day more pleasant and relaxed. Also, prioritizing and delegating tasks can foster teamwork and trust among team members.

4. Communicating and collaborating

When someone is stressed and anxious, he or she is more likely to act impatiently, which can negatively impact communication skills.

Those who experience intense emotions may find it difficult to express themselves appropriately with others.

Hence, one way to avoid stress and anxiety is through open communication. Instead of waiting until burnout, a project manager or team members should tell people when something is not going right. 

This means communicating any problems or delays as soon as possible and asking for clarification when necessary. Proactive communication will help prevent misunderstandings and keep projects on track.

Issues and problems can be handled objectively without letting emotions and hurry get in the way. Regular check-ins, status updates, and active listening should be implemented in every project.

5. Time management

Sound time management is key for both the PM and their team. This means creating a realistic work schedule, prioritizing tasks, and focusing on one task at a time. It is also important to take regular breaks to prevent burnout.

6. Setting realistic goals

Sometimes, the volume of work a project manager and team have to do appears to be much bigger than it actually is. Determining objectives following the SMART method makes it possible to see more clearly what needs to be done.

In fact, the SMART framework helps to set specific, measurable, achievable, relevant, and time-bound goals.

7. Emotional intelligence

Awareness of your and others’ emotions can help you communicate more effectively. It also helps to settle conflicts and build trust. Most importantly for a project manager, improving emotional intelligence can help one become a better leader.  

People with higher levels of emotional intelligence are more rugged and resilient and less likely to burn out or suffer from hopelessness.  

Developing self-management and self-regulation skills does not guarantee that you won’t experience anger or other strong emotions, but it does allow you to avoid letting your actions become dictated by feelings uncontrollably.

8. Effective team management

Successful team management is central to the success of a project or business and can also help project managers manage stress and anxiety.

The role of a project manager can be stressful, and the pressure to deliver results can lead to burnout and other mental health problems. Yet, with proper team management, creating a positive team environment that supports everyone’s mental well-being is possible.

How important it is to have project manager software to manage stress-free activities

Project management software such as Twproject is a must-have tool for any project manager who wants to manage tasks efficiently and minimize stress.

It lets you plan and monitor each project phase, ensuring a clear and organized overview.

Access to features such as schedule creation, task assignment, resource monitoring, and risk management provides complete control over all activities.

Moreover, integrating communications and documentation within one software reduces the need to switch from one tool to another, greatly simplifying daily work and reducing the risk of losing important information.

The transparency and ease of use offered by Twproject allow for anticipating and resolving any issues quickly, thus preventing stress from building up.

The bottom line is that excellent project management software such as Twproject not only makes operational project management easier but also helps create a more peaceful and productive work environment by reducing anxiety and stress.

Developing a project the right way is the key to success.

Poor planning is the same as cooking with the wrong recipe.

Particularly when you want to achieve something that no one has done before, you must pay full attention to your project development, not just its management.

This article will explain exactly how to develop a project correctly.

What do we mean by project development?

Project development uses available resources, budget, expertise, and practices to execute a roadmap within a set time frame.

It is a layout of the processes required to achieve a specific goal. Simply put, the development phase transforms the project from an idea into a finished project plan. This is where the team defines the project’s scope, creates deadlines, and establishes a tentative budget.

The difference between project management and project development may not be so apparent at first glance. Yet project development is a much higher-order process than project management.

It involves ensuring a team has all the resources it needs to achieve project goals.

5 stages of project development

1. Initiation

This is the critical first step in managing or developing a project.

Project initiation is when an efficient development plan is outlined.

This helps the project manager keep track of project goals, deadlines, and budget.

Here are some key questions to ask at this stage:

• What change can this project bring?
• What is the need for the project?
• What are the chances for success?
• Who will benefit from this project?

Defining clear and measurable objectives is vital during the initiation phase. Project objectives should be specific, measurable, achievable, relevant, and time-bound (SMART). This approach helps ensure that the project stays properly focused, and that progress can be effectively monitored and evaluated.

Once these questions have been answered satisfactorily and the objectives and scope have been clearly established, the project team can build a detailed plan outlining the activities, resources needed, timelines, and success criteria.

This plan provides the basis for subsequent phases of project development and guides all planning, execution, monitoring, and closure activities.

2. Planning

For some project managers, the planning phase is the most important.

This phase involves creating the necessary steps throughout the project life cycle.

Proper structure requires noting the different tasks, team members’ capabilities, and responsibilities and matching those responsibilities with the deadlines and costs of each activity.

It is key to create a plan, ensuring the project team has everything it needs to succeed.

3. Execution

When the project is ready to kick off, project management becomes paramount.

The project development plan should ensure that the project is provided with all the resources it needs throughout its life cycle, not just at the beginning.

Yet, it is not possible to foresee everything that could go wrong.

The sooner the team realizes that something is not progressing as planned, the sooner it can get it back on track or adapt to new circumstances.

a) Activity launch – Execution begins with the kick-off meeting involving all team members and key stakeholders. During this meeting, each team member’s project details, goals, deliverables, deadlines, and responsibilities are laid out. It is pivotal to align all stakeholders and ensure they understand their roles and expectations.

b) Activity coordination – Project managers must ensure that each team member works on assigned tasks according to the established plan. Good coordination involves:

• Regular monitoring: Tracking progress through project management tools and regular updates.
• Effective communication: Ensuring that all relevant information is shared among team members and stakeholders in a timely manner.
• Resource management: Ensuring that resources are used efficiently and that any deficits are addressed quickly

c) Change management – It is common for necessary changes or adjustments to emerge during implementation. It is important to have a well-defined process for change management, including:

• Impact evaluation: Analyzing how the suggested changes will affect the project’s time, cost, and quality.
• Formal approval: Getting the approval of changes from key stakeholders before implementing them.
• Project plan update: This involves amending the project plan to reflect the approved changes and ensuring that all parties involved are informed.

d) Performance monitoring and control – Constant performance monitoring is crucial to ensure the project stays on track. It includes:

• Progress monitoring: Verify that activities are completed according to schedule and deliverables are produced as planned.
• Deviation management: Quickly identify any deviations from the plan and take corrective action to keep the project on track.
• Regular updates: Provide status reports to team members and stakeholders to inform everyone of progress and issues.

e) Risk management – During execution, it is vital to keep monitoring the risks identified in the planning phase and address new risks that may emerge. This includes:

• Mitigation strategies implementation: Executing planned actions to reduce impacts of identified risks.
• Regular risk review: Regularly evaluating risks to identify any change in their probability or impact.
• Documentation and communication: Maintaining an up-to-date risk record and reporting any new risks or changes to team members and stakeholders.

f) Quality assurance – In this phase, it is critical to ensure that all deliverables meet established quality standards, including:

• Quality control: Verifying deliverables meet quality criteria through inspections, tests, and reviews.
• Problem correction: Identifying and fixing any quality issues as early as possible to avoid negative impacts on the final results.

g) Stakeholder relationship management – Keeping good relations with stakeholders is key to project success. This includes:

• Regular involvement: Ensuring that stakeholders are involved and informed throughout the project life cycle.
• Expectation management: Communicating clearly and openly to avoid misunderstandings and manage stakeholder expectations.

4. Monitoring and Control

The project development control stage is also called the QA step.

Monitoring can take place after the project is closed or at regular intervals during its life cycle.

It is an opportunity to look at and review what worked and what didn’t and learn for the future. Here are some questions that may be useful in this phase:

• Are there areas where resources have been wasted?
• What factors caused this to happen
• If the project was delivered late, what factors caused this to happen?
• If the project exceeded the budget, why were the initial projections inaccurate?
• How accurate was risk prediction?
• When risks came up, how were they addressed?

5. Closure

This last step involves producing a detailed project report on how activities were carried out and how the team adhered to its responsibilities.

Reports help uncover common trends and gaps in the project plan.

Twproject for efficient project development

Developing a project plan is not an easy feat.

An overlooked detail or an improperly communicated piece of information can kick the entire project off on the wrong foot.

With Twproject, one of the best project management software available, you can use multiple methods and strategies to create a plan that fits your specific needs.

All stakeholders and team members will have access to real-time information wherever they are. They will also be able to visualize the project timeline, comment on activities, and always collaborate more efficiently.

Twproject also comes with many other advanced features that allow the project manager to maintain overall control of your project. As a result, managers can assign tasks to team members and set due dates and budgets.

Moreover, this software features advanced monitoring and reporting capabilities.

The real-time dashboard automatically updates critical project metrics so that you always have an up-to-date overview.

With Twproject, project managers can manage their projects more confidently, reducing the risk of errors and increasing the chances of success.

Monitoring tools in a project are central to ensuring that activities run smoothly and as planned.

Project monitoring consists of several steps to monitor schedule, resources, and costs accurately.

Let’s look deeper into this article to understand what this is all about.

What is project monitoring?

Project monitoring should be conducted simultaneously as the project execution phase.

Project monitoring is a management step designed to measure activity performance and ensure that activities adhere to the project plan.

Therefore, the project manager must closely monitor project progress and performance, identify potential risks, and execute corrective actions whenever necessary to keep the project on schedule and within budget.

Why is project monitoring important?

Project monitoring is a great way to manage risks and avoid scope creep, as it ensures that each project remains on schedule and prevents overspending.

By tracking different parameters, a project manager can identify risks early before they occur and can harm their project.

An early identification implies advance mitigation. The same goes for scope creep.

Even when changes are implemented to a project, control procedures can help prevent them from negatively impacting planning.

Overlooking project monitoring and control means leaving the project in the hands of fate.

This may work, it may not, but it is different from what a project manager should do.

Project monitoring phases

As mentioned earlier, monitoring is conducted along with project execution to ensure that activities are executed on schedule and within budget.

Here are the six steps to be performed to ensure proper project monitoring:

 1. Create a baseline of your project scope

The project scope defines stakeholder expectations and requirements and is used throughout the project life cycle to monitor progress.

A project scope baseline captures expectations and requirements and can be used to measure the planned vs. actual effort to ensure that project execution matches the project plan.

This baseline can be revised during the project, but only through a formal change control process.

2. Create your project plan

When key stakeholders approve the scope, a project plan will be drafted. This plan will outline all the activities needed to achieve the set goal.

The project plan also helps the project manager keep track of deviations and take corrective action to get the project back on track. It also assists in keeping track of communication with stakeholders.

3. Estimate project costs and set a budget

The more accurate the project costs are, the more precise the budget will be.

Once a budget has been submitted and approved, the last thing a project manager wants to do is ask for additional budget funds. Many techniques can be used to accurately estimate costs and plan the budget accordingly.

It is also vital to monitor all expenses and use control systems to keep track of project costs and respond to discrepancies.

4. Use a risk register

One of the most important things to monitor during a project is risk.

During the planning step, project managers can create a log of risks that might emerge, noting their potential impact on the project and who is responsible for identifying and mitigating them.

It is also possible to prioritize and determine which risks need to be addressed immediately or whether they can be addressed later. This way, if a problem is identified, it can be addressed quickly and effectively.

5. Use a change log

Project monitoring involves detecting change. This requires a change log, a document that lists the changes made to the project in chronological order. This allows the project manager to track and report all changes.

6. Define quality control procedures

A common discussion is the importance of delivering projects on time and within budget, yet quality should not be overlooked.

If a product or service does not meet customer expectations, the project is a failure. Quality control procedures ensure that the product or service is tested and meets the standards established in project planning.

Therefore, establishing quality control procedures is vital to any project monitoring.

Project monitoring tools

Project monitoring tools are software and methodologies used to track a project’s progress compared to its original plan.

The goal is to provide project managers and teams with the information they need to promptly identify and remedy any problems, ensuring that project objectives are achieved on time and within budget.

There are several types of project monitoring tools, including:

• Task management software: These tools, like Twproject, provide the option to create and assign tasks to team members, track their completion, and identify delays.
• Gantt charts: These charts outline the project activities chronologically, showing their dependencies and progress.
• Reporting tools: They generate reports on project progress, resources used, and costs incurred.
• Dashboard: Dashboards offer a snapshot of project status, showing key performance indicators (KPIs).

Choosing the right project monitoring tools depends on your project’s specific needs and your team’s preferences. Choosing easy-to-use tools that provide the information needed to make informed decisions is critical.

Twproject: the ultimate tool for your project monitoring

To provide the best project monitoring, there is no need to resort to other tools.

Twproject is one of the best one-stop project monitoring software that provides everything we have covered in this article.

This software delivers real-time data to monitor project activity status at all times.

Also, Twproject is a collaborative platform that can keep all stakeholders connected, even if they are located at different places.

This streamlines communication and helps to identify and solve problems quickly. Collaboration and communication among team members are crucial to identifying issues early and suggesting effective solutions.  

It also provides a more comprehensive picture of your project and allows you to best leverage everyone’s skills. In this way, each project can benefit from more effective and focused management, improving the odds of success.

Twproject’s dashboard provides a high-level overview of your project; plus, you can create customizable reports to dig deeper into your data.

Twproject automatically collects project data on parameters such as time, cost, workload, and more, which are used to generate easy-to-read charts and graphs.

There is no need to resort to time-consuming and confusing tools for effective project control and monitoring.

By choosing Twproject, you can enjoy a centralized control channel to ensure the success of your project.

In our hectic routine, we often find ourselves overwhelmed with tasks and deadlines, feeling we lack time for everything.

A problem that we often experience is poor prioritization.

Having many things to do does not mean being productive.

Therefore, knowing how to prioritize effectively and focusing on what is really important and urgent is critical.

People prioritize urgent tasks over any other activity, whatever the long-term benefits.

By learning to differentiate between urgent and important tasks, you can focus more time and energy on the things that matter most.

The Eisenhower Matrix helps to do just that.

In this article we will take a look at the Eisenhower Matrix, a straightforward and practical way to organize our activities and better manage our time.

What is the Eisenhower matrix?

The Eisenhower Matrix, also known as the Priority Matrix or the Eisenhower Method, is a tool that assists in sorting tasks by urgency and importance so that you can prioritize work that matters.

Dwight D. Eisenhower, the 34th president of the United States, introduced the first idea that would later lead to the Eisenhower Matrix.

In a 1954 speech, Eisenhower stated: “I have two kinds of problems: the urgent and the important. The urgent are not important, and the important are never urgent.”

Drawing inspiration from President Eisenhower’s words, Stephen Covey developed what has become a popular tool for managing priorities: the Eisenhower matrix, also known as the time management matrix.

The Eisenhower matrix can help when:

• You spend your day solving issues that arise every day instead of focusing on activities that make sense to complete to achieve a particular goal.
• You are always busy, but you feel that your work has little impact.
• You aren’t making progress on long-term goals.
• You experience procrastination.
• You are struggling to delegate tasks.

 The four quadrants of the Eisenhower matrix

The Eisenhower matrix features four quadrants that rank each activity and assign an action to be taken.

Let’s see what they are in detail:

Quadrant 1: urgent and important tasks – to be undertaken immediately

The first quadrant covers all urgent tasks that require immediate care. These tasks must be accomplished as soon as possible; otherwise, there may be negative consequences. They cannot be delegated.

Examples of urgent and vital tasks may include emergencies, impending deadlines, or problems that require immediate solutions.

Quadrant 2: non-urgent but essential tasks – to be done later

Activities in the second quadrant are not urgent, although they are essential for achieving long-term goals.

Planning your time for these activities increases the likelihood of achieving them. Planning also lessens the chances of running into distractions or forgetting them altogether. If these tasks are ignored, they will end up moving to quadrant 1.

Some examples include strategic planning, staff and professional training, and networking.

Quadrant 3: urgent but unimportant tasks – to be delegated immediately

Activities in quadrant 3 require immediate care but may not contribute to long-term goals.

Spending time on quadrant 3 activities will only divert time and energy at the expense of what matters. Since these tasks are still urgent, nonetheless, the answer is to delegate them immediately.

Examples may include disruptions, non-important phone calls, or non-essential meetings.

Quadrant 4: non-urgent and unimportant tasks – not to be done at all

Tasks that do not contribute to goals and do not require immediate action belong to quadrant 4, the waste quadrant.

These tasks often divert your concentration from what is important. Your best bet is to avoid these tasks or, even better, eliminate them from your to-do list.

Examples of these activities include social media, online games, or watching low-value television programs.

These four quadrants are key to differentiating between urgency and importance, allowing you to manage your time better and increase productivity by focusing on what really matters.

Difference between urgent and important tasks

The basic principle underlying the Eisenhower matrix is the differentiation between important and urgent tasks.

An urgent task requires immediate attention.

These tasks may be reactive, such as answering a phone call to fix a problem for a customer, or they may be needed to achieve a goal, such as finishing a document to meet a deadline.

Furthermore, urgent tasks have negative consequences if they are not addressed immediately. Failing to call the customer could result in negative reviews for your store, and failing to finish your document before the deadline could result in losing funding.

On the other hand, an important task aligns with personal values and contributes to completing the goal. Although this type of task does not call for immediate action, devoting time will allow progress toward important goals.

For example, creating an online portfolio can help a freelancer land a new job.

Furthermore, postponing important activities for a relatively long time may cause them to become urgent tasks that can no longer be ignored.

Examples of urgent and important tasks

To better understand the difference between these types of activities, we will consider some specific examples:

• Urgent and important tasks: Solving a technical problem that halts production at a factory, attending an emergency meeting with a key customer, and filling out a critical report for an upcoming deadline.
• Urgent but unimportant tasks: Replying to emails that require an immediate but non-critical response, handling interruptions or non-critical phone calls, and attending routine meetings that do not provide significant value to the project.
• Non-urgent but important tasks: Planning a long-term strategy for company growth, developing skills through continuous training, fostering professional relationships, and networking.
• Non-urgent and unimportant tasks: Watching funny videos online during working hours, browsing social media without a specific purpose, and attending social events irrelevant to your work.

Using Twproject for developing your Eisenhower matrix

Making an orderly to-do list is the most challenging part of the Eisenhower matrix, although, with automation, it is no longer necessary to perform this task manually.

Using project management software such as Twproject, you can determine which tasks have the highest priority.

With this tool, you can categorize and color-code your different tasks.  

Twproject is not a static document like an Eisenhower matrix. It allows you to always have a comprehensive snapshot of the tasks in real time and thus properly organize and prioritize them.

Correctly prioritizing tasks is just the beginning. Twproject allows you to monitor your team’s progress and work, ensuring the project’s success.

Information and data are automatically acquired and displayed in customizable, easy-to-read charts and graphs for a high-level overview.

If you are looking for the best Gantt chart out there, we strongly suggest you to take a closer look at at this article.

Many of our clients, in fact, after exhausting efforts, have chosen Twproject specifically because of the simplicity, user-friendliness, and versatility of its Gantt chart.

Project management, as you know, involves continuously managing a number of activities, people, timelines, costs, etc., so in all of this a Gantt chart can be a valuable aid to ensure that you don’t miss a deadline and suffer serious consequences. However, this tool is not always easy to use or provides straightforward charts.

But what is it exactly? And what are the parameters for finding the best Gantt diagram available on the market? Let’s check it out in this article.

What is a Gantt chart?

A Gantt chart is a horizontal bar graph showing the schedule of a project and the various activities between the start and end date.

Each bar in the chart represents a task, while the dates are arranged horizontally at the top of the chart.

Modern Gantt charts can also show dependencies between tasks, that is, how each task connects to the others.

This chart allows you to clearly provide deadlines, milestones and progress of the project.

Although no two Gantt charts are the same, here are its key components:

• Date/Time: The date and duration of each activity is often displayed in days/weeks/months, but can also be represented in minutes/hours, depending on the project and sector. The length of each rectangle identifies the duration of an activity.
• Activities: all those tasks that are part of the project and live in various stages of completion. Activities can be stand-alone, as well as connected to others.
• Milestones: Milestones or milestones are critical tasks for the completion and success of a project. At the conclusion of each block on a Gantt chart, milestones are represented by different shapes or icons.
• Task manager: this may be several people or an entire team depending on the task.
• Task ID: The task ID is included in the Gantt chart to help everyone involved readily identify the specific task. This ID number is unique to each task, much like a task ID card.

What are the advantages of a Gantt chart?

A Gantt diagram makes it possible to significantly streamline the process of planning a project.

Since it is an easy scheme to create, use and maintain, it proves to be a valuable aid for project managers.

Here are some advantages of a Gantt chart:

1. Project status overview

The greatest advantage of using Gantt charts is the ability to see everything about the project in one place.

It functions as an excellent visualization and prioritization tool. In fact, the Gantt provides the overview of the overall project, informing the involved members about the end result, order, duration of tasks, start and end dates, dependencies and progress.

You might also be interested in this article on the calculation of project progress.

2. Team communication improvement

Communication is an integral part of a project and can have the power to make or break it.

The lack of communication is in fact one of the main reasons for the failure of many projects.

Gantt charts are known for providing crystal-clear communication and allowing project managers to provide input on certain activities and pass along relevant information.

3. See overlapping activities and dependencies

Sometimes, a particular task cannot be started unless the previous task is completed.

Such dependencies can make things difficult to manage especially in the case of complex projects that have too many activities whose connections are not so obvious.

Using a Gantt chart, it is easy to see which tasks depend on each other and plan accordingly.

4. Increased remote work efficiency

Remote work is becoming increasingly popular at the European level. This mode of work is one of the trends expected to dominate the project management world in the coming years.

However, working with a remote team it has its challenges and there are many more difficulties in coordinating and keeping up-to-date employees in different parts of the world.

A Gantt chart therefore makes it easier to “stay on the same page” while working together. It allows, in fact, a real-time view of what has already been done, what is in progress, and what is to come regardless of country and time zone.

5. Increased flexibility

Change is a crucial part of project management.

Even with a project plan that appears to be foolproof you still have to be prepared to have to make ongoing changes.

A tool like the Gantt chart allows you to quickly enter and see any changes and see how they affect subsequent activities.

Twproject: why it is the best Gantt diagram on the market

Let’s jump back in and see now why, in the end, so many PMs choose Twproject and its Gantt for their project management.

There are plenty of project management tools that offer the ability to create simple and complex Gantt charts.

However, Twproject offers dynamic features that will make the work easier, including:

• Real-time resource allocation: TWproject includes a dedicated page to monitor and modify resource allocation in real time. You will be able to easily identify an over- or under-allocation and likewise easily change it.
• Flexible work schedule management: this tool allows you to set the working hours and absences of each team member, so you always have an up-to-date capacity.
• Project status oversight: TWproject features dedicated dashboards that allow you to view projects statuses in real time and get notifications related to critical events. Furthermore, a dedicated statistics page will show the health status of each project and task.
• Integrated view with ToDos and financial data: In order to enable a more in-depth analysis, Twproject’s Gantt allows the relevant ToDos and financial status to be displayed for each project phase in a single interface.
• Elasticity of dependencies: with this tool you have maximum flexibility in the type of dependencies between project phases and their sequencing. This guarantees extreme accuracy and adherence to reality.
• Sharing and communication: TWproject knows how important communication is in project management. That is why this tool allows easy sharing of ideas, notes, documents, images and links.
• Planning and task management: Twproject offers, in one platform, planning management with Gantt together with task entry for the whole team, thus bringing the project closer to the daily work of the resources.

With Twproject’s Gantt, we plan ahead and monitor progress, identifying the critical path, anticipating project delays or interruptions before they happen and thus improving the workflow.

Read the interview with Gap Studi e Consulenze and find out what advantages it gained by using Twproject’s powerful interactive Gantt

Twproject, in essence, is a project management tool designed to make project management as simple as possible. Its Gantt is the jewel in the crown!

Try it out for free for 15 days and start planning the best steps and timing for your projects right away.

Many elements are in place to ensure success in a project, one of which is management control.

This aids project monitoring according to the upstream planning and enables the project manager to examine the project’s objectives, tasks, and resources.

In this article, we will examine what impeccable management control means and how best to achieve it.

What do we mean by project management control?

Project management control involves a range of processes designed to collect and analyze project data and guarantee the respect of planning.

It is a control system of technical and accounting tools to ensure that business objectives are met.

Although a project can handle many different parameters, such as quality, scope, etc., the discipline of management control focuses primarily on financial results.

Usually, the project manager oversees management control; however, in more complex and numerous organizations, a project control manager who reports to the project manager may also exist.

For management control to be successful, it cannot only be applied at certain times, but control activities must encompass the whole project life cycle.

More specifically, management control consists of three phases:

• Background control or budgeting: It takes place during the planning stage and is critical for project budgeting.
• Concomitant control: It is carried out during project activities through regular data measurement.
• Subsequent control: It takes place at completion, measures indicators one last time, and provides a better assessment of what went according to plan and what did not.

Management control: how does it work?

1. Set performance standards

Before a project manager can maintain a control activity, the standards on which the control will be based must be developed.

A performance standard is a goal that must be achieved for the project to be considered successful.

The project team must meet these standards, providing them with guidelines and metrics on which to focus their attention.

As long as these standards are met, even exceeded, a project manager can be confident that they are on the right track.

Every project comes with two types of standards: tangible and intangible.

Tangible standards are specific, measurable goals that can be monitored directly, whereas intangible standards are more abstract and cannot be measured directly.

Some examples of tangible performance standards are:

• Lack of defects in a product
• Compliance with the budget
• Compliance with occupational safety regulations, etc.

Intangible standards, on the other hand, can be:

• Team morale
• Project manager leadership effectiveness
• Satisfaction of internal and external stakeholders, etc.

Tangible and intangible elements of a project are intertwined, and improvements in one often impact the others.

Project managers who prioritize intangible standards usually see better results in their tangible standards as well.

2. Measure performance

After standards have been established, the next step in management control is to measure and monitor performance relative to the standards.

Measurement and monitoring allow a project manager to respond quickly and effectively to any gap and restore the project to its proper course.

Clear parameters usually determine tangible standards.

For intangible standards, project managers need to be more creative.

In fact, no specific parameter can be monitored, although qualitative data can be collected through surveys, monitoring general attitudes, or talking to stakeholders.

A successful monitoring plan (read how to implement it here) is key to collecting accurate and timely data and ensuring that relevant information is available for analysis and decision-making.

3. Analyze deviations

When a project manager has identified where their team is failing to meet standards, it is necessary to understand why this gap occurs.

When this happens, it signals that the manager has not fully considered all possible circumstances or project requirements.

Identifying the missed elements is, therefore, essential to effectively revising the standards or activities involved in the project to achieve the original objective.

This may include a comprehensive review of project activities, processes, allocated resources, and constraints encountered. Analyzing the causes of deviations helps identify areas that need improvement or adjustment to avoid similar problems in the future.

4. Undertake corrective actions

The last step in the process is to take action to improve identified deviations and meet standards. Something must change for the project to reach a successful conclusion.

Specific actions to be taken will depend on the magnitude and gravity of the deviation.

For example, a team one day behind schedule may only need a reminder of how important the project is to boost its efforts and get back on track.

On the other hand, if the delay amounts to a week, then more will need to be done, such as hiring extra team members or requiring mandatory overtime.

The earlier a manager identifies a deviation from standards, the less impact that deviation is likely to exert.

This is why the control and monitoring process is considered a core part of project management.

Corrective actions must be planned and implemented promptly to prevent deviations from jeopardizing the project’s overall success.

Documenting corrective actions and monitoring their effects are vital to ensure effective and lasting improvements.

How essential project management software is for impeccable management control

Management control encompasses multiple processes and interacts with various roles to ensure project success.

This requires constant attention to detail throughout a project’s life cycle, a focus that would be impossible to ensure without good project management software.

Relying on manual monitoring and evaluating a project’s metrics has become impossible, especially for large projects.

With Twproject, the best project management tool available, you can create customized and automated reports to access data quickly and efficiently.

Twproject provides a modern approach by featuring tools for controlling budgets, timelines, risks, etc.

Through functionalities such as resource management, progress tracking, and real-time data analysis, project managers can identify and promptly address any deviations from expected standards with an effective monitoring plan.

This will help ensure the success of a business project.

Tangible and intangible benefits are crucial to launch any project.

Usually, the tangible benefits are mostly considered when evaluating a project, but there can also be several intangible benefits.

What’s the difference between tangible and intangible benefits?

Tangible benefits are those that can be measured in financial terms, while intangible benefits cannot be quantified directly in economic terms, but still have a very significant business impact.

The intangible benefits, sometimes also called “soft benefits”, are the profits ascribable to the improvement project that cannot be reported for formal accounting purposes.

These benefits are not included in financial calculations because they are not monetary or are difficult to quantify and calculate.

Material benefits are physical in nature and may represent long-term or short-term benefits, while intangible benefits usually represent long-term assets that are not physical property but rather the intellectual property of an organization.

Another difference between these two benefits is that intangible benefits can increase or decrease over time, while the tangible benefits of a process are unlikely to fluctuate.

And, again, tangible benefits can often be estimated before certain actions are taken, while intangible benefits are virtually impossible to estimate beforehand.

Here we will see specifically what the tangible and intangible benefits of a project can be.

Tangible benefits of a project

Revenue increase

Questo è il tipo di vantaggio più comune di un progetto, ed il più auspicato dagli stakeholders.

L’aumento delle entrate è un vantaggio quando un progetto ha un impatto diretto sulle entrate dell’organizzazione.

A queste entrate possono aggiungersi altre fonti di entrata aggiuntive quali il lancio di un nuovo prodotto o la fornitura di un’offerta.

L’aumento delle entrate è rappresentato da un valore in denaro preciso.

Resource cost savings

Sometimes, adjustments to the system or the renovation of work processes aim to make the cycle of a project with its phases more efficient.

In these cases, it may therefore happen that a certain activity is not necessary after the implementation of the changes. This benefit can also be achieved when any system or process problems are resolved. In this case, it may happen that the organization may make some roles redundant or assign some resources to a different department, which means an optimization or decrease in resources and, therefore, their costs.

Increased productivity

A tangible project benefit is increased productivity (also read 7 tips to boost work productivity) that may allow people to work more or be rerouted to other areas.

Sometimes, system or process problems force people to perform a manual solution, repeat tasks more than once to correct or lead more people to revise the same task.

Using a tool such as Twproject, it is possible to monitor and optimise each project phase, reducing time wastage and increasing operational efficiency.

Process improvements

Processes can improve the time required to complete a given project. It can be a matter of automating a simple manual data entry operation or a complex process that would require a lot of energy, time and cost. Improving processes means that the time needed to complete a process is shorter, which can save time by freeing up the resource for other tasks.

Intangible benefits of a project

Organizational strategy support

Among the intangible benefits we find an increased market position and/or the perception by customers that the organization is an industry leader.

Organisational and intellectual capital play a key role in creating and sustaining these perceptions, turning into a lasting competitive benefit.

Enhanced user experience

Some projects may create a product that is easier for final customers to use or provides innovative features.

This results in a significantly improved user experience (UX), representing an intangible advantage to all intents and purposes.

Improving UX means creating products that are more intuitive, easy to use and enjoyable for the end user.

For example, if a project focuses on creating a more intuitive user interface (UI) for software, users can complete their tasks more quickly and with less frustration. This not only increases productivity, but can also lead to greater customer satisfaction, an intangible but crucial benefit.

Increased customer satisfaction

The projects in general aim to provide satisfaction to the final customer, whether this is external or internal to the organization. Otherwise, if the client is not satisfied with the result, the project could not be considered successful. However, increased customer satisfaction is an intangible benefit since it is not possible to measure it objectively.

Greater compliance

Some projects intend to rework systems or processes that will undergo an audit process. If an organization violates a regulation or a compliance policy, it could end up facing huge fines. Sometimes a project benefit is just this: doing something to provide greater organization security.

Brand equity

Brand equity is one of the key goals for most organizations. Some projects seek to improve brand equity by providing better services and keeping standards. This is another example of an intangible benefit.

Sometimes, tangible benefits are considered more important than intangible ones. This because they are quantifiable and immediately recognizable.

However, it is necessary to remember that intangible benefits deserve the same consideration, since they constitute a significant part of an organization’s value.

According to economists, more than 25% of the value of companies is now based on intangible assets, such as brand image and market share.

Here is how it becomes essential, during a project analysis, to consider tangible as well as intangible benefits and to consider them equally important.

Human resources and human capital

Human resources play a key role in the success of any project. Human capital, i.e. the skills, knowledge and experience of employees, is an intangible resource that can significantly influence the results of a project.

Investing in a new resource through training and development can increase the organisation’s intellectual capital, thus contributing to competitive advantage.

Tangible and intangible benefits: choose the right tool

A software such as Twproject can help you monitor benefits. You can start very easily by setting up the parameters that will allow you to monitor increases in tangible fields, such as productivity and cost savings. 

In fact, Twproject has a very intuitive and customizable user interface that allows you to track every single aspect of your project’s progress, including operational processes.

Over time, you’ll learn to use this tool to monitor intangible benefits as well, since this software offers great versatility and its reports are highly adaptable to your needs.

You have the chance to take a free 15-day trial during which our team will be by your side to help you set the parameters that work best for you.
Don’t miss this opportunity and join us!

A project brief is a crucial document to communicate the project’s main objectives so that everyone understands what they are supposed to do.

Projects don’t just pop up.

There is a lot of work to be done before they are approved, and once they are greenlit, even more planning and detail are required.

Therefore, this article explains how a project brief can save your project.

What is a project brief?

A project brief is a document that outlines the goals, scope, and end results of a project.

Its primary purpose is to provide a clear overview to all stakeholders, regardless of their role or level of technical capability.

A well-defined brief significantly impacts the success of a project because it can set expectations straight and minimize misunderstandings.

Although it is not a comprehensive document like a project plan, it is nevertheless a very important part of project management because it not only outlines scope and objectives but also acts as a communication tool.

A good brief is the foundation for building a robust project plan and ensuring success.

Who is in charge of drafting the project brief?

Drafting a project brief is a vital task, and in most cases, the responsibility does not fall on one person. It is usually a collaborative process involving several key players.

Here is an insight into the key individuals responsible for drafting a project brief:

1. Project manager: In most cases, the project manager is responsible for creating the project brief. With a comprehensive view of the project’s scope, objectives, and resources, the project manager is in an ideal position to clearly outline what the project needs to achieve and how. He or she is also responsible for ensuring that the brief aligns with stakeholder expectations and is easily understood by all team members.

• Specific tasks: The project manager gathers input from various stakeholders, structures the document consistently and clearly, and ensures that all relevant information is included. This may include details such as objectives, deliverables, timeline, needed resources, and potential risks.

2. Project sponsor or promoter: This is often the one who has the authority to initiate the project and who provides the necessary resources for its development. This figure may be an executive or a group of executives within the organization.

• Specific tasks: sponsors provide strategic vision and outline overall project expectations. They work with the project manager to define key objectives and ensure the project aligns with the overall business strategy. They also approve the final brief and provide support to resolve any issues.

3. Main stakeholders: Stakeholders, particularly those with significant interests or investments in the project, can contribute valuable information or requests that cannot be ignored.

• Specific tasks: Stakeholders provide valuable input based on their needs and expectations. They may include team members, end users, external partners, and other relevant figures. Their involvement is crucial to ensuring that the brief accurately reflects the project’s needs and does not overlook important aspects that could influence its success.

4.  Subject matter experts: Depending on the nature of the project, experts in the relevant field could be brought in to lend their expertise, especially regarding more sensitive issues, such as sustainability. They may be internal to the organization or external consultants.

• Specific Tasks: These experts contribute specialized knowledge that can be critical in defining the technical aspects of the project. Their expertise is precious in complex or highly regulated areas, where detailed understanding is essential to avoid costly errors and to ensure regulatory compliance.

Project brief example

There is no single way to create a project brief, but what follows is a detailed guide on how to structure a project brief, with each element explained in depth.

a) Project name: The project should have a descriptive and clear title that reflects the essence of the project.

Example: “Development of an e-commerce platform for local handicraft products.”

b) Project manager: Specify who will lead the project and include contact information so that anyone with questions can reach the person in charge.

Example:

• Name: Maria Rossi
• E-mail: maria.rossi@example.com
• Phone: +39 123 456 7890

• c) Stakeholder information: include the contact information of project stakeholders. These are all those people who have a vested interest in the project and its outcome.

Example:

• Project sponsor: Luca Bianchi (luca.bianchi@example.com)
• Main client: Marco Verdi (marco.verdi@example.com)
• Representative end user: Anna Neri (anna.neri@example.com)

d) Project team: List all team members and their roles. For a large project, this may include only the key team leaders. A clear definition of tasks ensures that each team member knows what to do, leading to a more efficient workflow.

Example:

• Team Leader: Giovanni Gialli

• Front-End Developer: Laura Blue

• Back-End Developer: Paolo Grigi

• Designer UI/UX: Greta Rosa

• Marketing Specialist: Federica Viola

e) Project goals: What will be the final results, and what criteria will measure success?

Example:

• Primary Goal: To create a user-friendly e-commerce platform for selling local handicraft products.
• Secondary objectives:
  • Increase the online visibility of local producers.
  • Integrate a secure payment system.
  • Implement user review and feedback features.
• Criteria for success:
  • Achieve 10,000 monthly visits within six months of launch.
  • Achieve a user satisfaction score above 4.5/5.

f) Project timeline: The timeline should specify the start and end dates of the project, including critical milestones.

Example:

• Start date: June 1, 2024
• End date: December 31, 2024
• Milestone:
  • Planning phase completed: June 30, 2024
  • Prototype development: August 31, 2024
  • Testing and corrections: October 31, 2024
  • Platform launch: December 31, 2024

g) Project budget: Include all project-related costs and account for any unforeseen expenses.

Example:

• Total estimated: € 100,000
  • Software development: € 50,000
  • Design: € 20,000
  • Marketing: € 15,000
  • Operating expenses: € 10,000
  • Contingencies: € 5,000

h) Risks and Constraints: Every project involves potential risks and constraints. Identifying them early on can help mitigate any future problems.

Example:

• Risks:
  • Developmental delays: Mitigation through a detailed work plan and continuous monitoring.
  • Payment system integration issues: Mitigation with early testing and dedicated technical support.

• Constraints:
  • Limited budget: Wise resource management and strict cost control.
  • Tight timelines: Careful planning and agile methodologies to adapt quickly to changes.

In some cases, more information may be included, but a design brief is intended to balance what is relevant and what becomes a detail.

Project Brief with Twproject

Twproject is a powerful project management software that offers a comprehensive suite of tools for effective project management.

This tool facilitates the drafting of the project brief and supports the entire management of activities and resources.

The project manager can structure the brief in detail, integrating objectives, resources, timelines, and responsibilities into a single accessible and customizable platform.

All project stakeholders will be constantly updated in real-time, improving communication and efficiency.

With features that can plan, track, and create reports on progress and performance, this software will be enough to handle all the aspects we have seen in this article (and more).

In addition, project management software such as Twproject supports the planning and tracking of activities, allowing the project’s progress to be monitored against the established schedule and prompt action to be taken in case of deviations from the original plan.

This streamlines work management and better aligns expectations, contributing significantly to project success.

By following the guidelines in this article and using Twproject, project managers can create an effective project brief and manage tasks efficiently.

The project manager in public tenders is central in ensuring that projects are managed with the right tools.

In this article, we will examine how project management applies to public tenders and which key tools should be used.

Plan your projects with Twproject

Project Management in public tenders

Public tenders refer to the procurement of works, supplies, and services by public administrations at the national or community level.

Just as in any other company-level project, the five typical phases of project management can also be applied in the public domain: initiation, planning, execution, control, and closure.

More specifically:

• • Initiation: this stage is the scheduling According to Legislative Decree 36/2023 (Public Procurement Code) in Italy, there is currently a two-year schedule for procuring goods and services based on needs.
  • Planning: in the public field, it means understanding the auction base, the tender domain, the technical level, etc., and
  • Execution: that is, the contracting of the service.
  • Control: regarding all economic operators. Should the result be negative, the assignment will be revoked.
  • Closure: usually coincides with reporting, which, in the case of public tenders, also involves a bureaucratic closure to wrap up activities formally.

Project management, thematic groups, and public tenders

Besides the project management stages, we find other similarities between project management within private companies and public tenders. For example, the scope can be compared to tender requirements and the main and secondary services framework within a tender.

Stakeholders, in this case, are public administrations and other bodies with their respective needs and demands.

The timing issue in public tenders can sometimes be much more inflexible than in the private domain. In particular, the assignment must occur within six months after the call for tenders, while the subsequent conclusion of the contract must be formalized within two months.

Also, there is little room for error when it comes to costs in the public domain.

In a public tender, costs and quality levels are clearly detailed in the tender, and if not met, penalties can be imposed.

Sometimes, the tender notice can specify in detail the human resources that can be used for work in the public field.

Another subject, that of risks, mainly concerns disputes.

In this case, a typical situation is potential claims by operators who have not been selected for the job, which could lead to a slowdown of the project.

And lastly, communication. Regarding public tenders, it is crucial to fulfill transparency and anti-corruption obligations.

That is why all communications concerning the tender must be made public and accessible to everyone.

The R.U.P.’s role in public tenders

According to the ANAC guidelines, the RUP – Responsabile Unico del Procedimento – must possess adequate training in project management.

The R.U.P. holds a pivotal role in project management and supervision.

According to the new procurement code, the RUP must have a minimum of five years of professional experience in the subject area of the work to be contracted and hold a master’s or specialist degree in that subject area.

The RUP must ensure that the planning, design, assignment, and execution of public contracts comply with the applicable regulations and adhere to the principles of legality, transparency, and efficiency.

The tasks of the RUP are diverse, including:

• Supervise the planning, design, contracting, and execution phases of the operation.
• Ensure that the project is carried out following ANAC guidelines.
• Ensure the contracting authority complies with the procedures for contracting particularly complex works.

According to the ANAC guidelines, the RUP must possess suitable project manager skills gained also through successful project management training. This training is vital to ensure the RUP can best manage particularly complex works entrusted by contracting authorities.

The RUP must also have at least three years’ professional experience in the subject field of the work to be entrusted or complete training courses in project management.

The assistance of project management software in public tenders

In addition to having the knowledge and skills to manage complex tasks within a project, the project manager must also be equipped with the best tools for managing work.

That’s why project management software such as Twproject can be a great support, even for public tenders.

Specifically, project managers in the public domain face a complex and highly regulated environment that requires absolute accuracy and complete traceability.

Twproject is designed to streamline and optimize every stage of the project management process, whether public or private.

Here’s what this project management tool can ensure:

• It is essential to plan activities with precision in public tenders, often meeting non-negotiable deadlines. Twproject allows you to create extensive plans and visual timelines that clearly define your project phases and their progress in real-time.
• Documentation in the public sphere must be accurate, clear, thorough, and easily accessible. Twproject provides a one-stop hub to collect and manage all documents efficiently.
• Public projects usually involve many stakeholders and are complex to manage. Therefore, multidisciplinary collaboration is essential. Twproject allows managing working groups and communication in one channel, thus avoiding losing valuable information.
• Public tenders are complex and entail a higher level of risk. A tool such as Twproject helps predict potential bottlenecks and take timely action through informed decisions.
• As we saw earlier, fulfilling transparency obligations and ensuring that projects follow applicable regulations and laws are crucial when it comes to public tenders. Twproject facilitates traceability and reporting, which are essential for passing inspections and audits.
• Data analysis is crucial in every project. Twproject can transform large volumes of data into understandable, user-friendly, and customizable reports.

Hence, adequate project management software becomes a central tool in public tenders.

The project management universe is broad, yet project management techniques, planning, and control are the common thread that links this discipline together.

These strategies help make work easier and more effective and can be implemented on any project, no matter the field or industry.

There are many project management techniques to choose from; so, let’s see what are the best known and most effective in this article.

Why are project management techniques important?

When starting a project, there are so many unknown variables that it is easy to feel overwhelmed.

This is where having a set of project management processes and techniques helps.

This allows you to keep all the moving parts of a project organized within a coherent set of activities, without leaving anything to chance.

To improve this process, you can also acquire techniques and skills through a pmp certification training course.

Still, by no means all project management techniques are executed in the same way.

Based on the type of project, as well as the team and corporate culture, you can choose a strategy that best suits your needs.

Also, within the same organization, different techniques might be preferred for different projects.

The rule of thumb is: the technique should fit a project, not the other way around.

Furthermore, internal and external conditions may change during the project life cycle, and the project manager must be able to react to these changes flexibly and proactively.

Regardless of which technique is adopted, good project management software can assist in managing and achieving results in a faster and easier fashion.

Let us see which project management techniques we can use for projects.

6 project management techniques, project planning and project controlling

1. Work Breakdown Structure (WBS)

When you first visualize a project, whatever its size, you may feel overwhelmed.

Among the most common reasons why projects take longer, cost more, and ultimately fail is because the work lacks proper structure.

Therefore, project managers need to structure the work into smaller, and more manageable tasks – a process that is often called Work Breakdown Structure.

A WBS turns large project tasks into manageable blocks of activities by levels and dependencies.

This allows the project team to easily understand and complete their work.

To adopt this technique, you first start with the end result of the project and work backward to delineate the whole sequence of activities that the team must complete to get to the finish line.

2. Gantt Charts

Gantt charts are a great project management technique for both newbies and professionals.

They are a graphic representation of all the activities that a team needs to complete to complete a project.

By using a Gantt chart, you can visualize dependencies of activities, the time required for the work, and how the length of each activity will affect start dates and deadlines.

3. Critical Path Method (CPM)

The Critical Path Method is one of the project management techniques used to painstakingly plan all project activities.

In this case, the so-called “critical path,” that is, the shortest path to project completion, is calculated and activities are planned accordingly.

CPM involves the creation of a project model that includes a list of all activities or a WBS, the completion time for each, potential dependencies, milestones and deliverables.

Having this information, the longest completion path can be calculated in accordance with the planned activities.

By following this method, you can identify which activities are critical to your project and which ones are movable and can be pushed back without extending the schedule.

This technique is most suitable for complex projects involving many task dependencies.

4. Waterfall

The Waterfall methodology is one of the oldest project management techniques.

By using this strategy, activities will flow in a linear manner through 5 stages:

• Requirements collection – where you get all the necessary documentation;
• Planning, creating a list of activities;
• Implementation – tasks are completed;
• Verification, where final results are reviewed;
• Maintenance, where output is adjusted where necessary.

The Waterfall methodology works excellently in projects that have distinct phases and require only a few iterations.

5. Kanban

Kanban is one of the most straightforward project management techniques to use.

Its philosophy lies in the creation of three columns:

• To Do
• Ongoing
• Completed

So, you simply move tasks from one column to another.

Kanban is particularly effective for simpler projects or project teams prone to multitasking.

6. Scrum

The Scrum technique is one of the most popular Agile methodologies in project management.

Here you would work with the so-called “sprints,” in which you focus on a specific feature or end result. These sprints usually last no more than two weeks.

At the end of each sprint, you should hold a review meeting with your whole team, provide suggestions for improving the next sprint, and then continue with your work.

Ultimately, the Scrum method allows each project to be completed with maximum efficiency.

Also, this technique often allows projects to be completed sooner than other traditional techniques, which is convenient for companies that need to focus on speed-to-market.

The Scrum methodology is best suited for software development project teams and, generally, for complex projects that require multiple iterations throughout their lifecycle.

Each of these project management, project planning, and project controlling techniques discussed in this article comes with its own pros and cons.

In addition to the above, it is crucial to emphasise the importance of quality management in project management. The quality of the end product must always be a central concern, and the project manager must implement all necessary measures to ensure that quality standards are met.

In addition to these basic techniques, there are numerous other project management methodologies and tools that can be used to effectively plan and control projects. The choice of the most suitable methodology depends on the type of project, its size, complexity and available resources.

To implement these techniques effectively, the use of project management tools such as Twproject is essential. The software offers advanced functionalities to manage tasks, monitor progress and collaborate with team members efficiently. It also facilitates the organisation of tasks by providing analyses and reports that help make informed decisions.

Having a well-defined workflow helps maintain consistency and efficiency. The use of project management tools can facilitate the creation and management of optimised workflows, ensuring that all activities run smoothly and in a coordinated manner.

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Businesses put a lot of time, effort, and money into the strategic planning process. Still, many fail.

This doesn’t mean, however, that research for a strategic plan should be dropped.

After all, this process is vital in helping companies determine how to achieve specific goals.

Yet, for strategic planning to work, it must be more than just a nice vision and mission of the end destination that does not consider the company’s culture and structure.

The right path begins with creating a sound and feasible business plan that can involve the whole organization.

In this article, we will discuss 5 tips for effective strategic planning.

Strategic planning: 5 key tips for achieving it

Strategic planning defines what a company aims for and how to achieve it.

This does not take place overnight but must include a series of detailed steps that show its path to the destination.

Here are 5 tips for effective strategic planning:

1. Evaluate the current state of your company

Gauging your business’s current position is essential to getting a clear picture of its future direction.

A helpful tool in this case is the SWOT analysis, which identifies four aspects:

• Strengths: What is the company doing well? What is its competitive advantage over its competitors?
• Weaknesses: What areas of the business could be improved? What is lacking compared to other businesses?
• Opportunities: Are there new opportunities in the market that the company can capitalize on?
• Threats: Are there potential obstacles that the company might run into in the near future?

2. Set business objectives

After completing the SWOT analysis, you can use the results to determine goals for your business strategy.

These goals must be achievable and concrete; the SMART model can be used to set them:

• Specific: The goal must clearly outline what you want to achieve and the steps required.
• Measurable: The goal must be numerically measurable so that metrics can be used to monitor progress, celebrate milestones, and determine when it has been achieved.
• Achievable: The goal must be realistic and achievable.
• Realistic: The goal must be relevant to what the company truly needs at this time.
• Timely: The goal must have a definite timeframe and deadline.

3. Outline your strategic plan

When you have defined clear business objectives, it is time to map out the strategic plan.

Most strategies include the following key elements:

• Description of the company;
• Mission statement;
• Business value and vision;
• A SWOT analysis of strengths, weaknesses, opportunities, and threats;
• An analysis of present internal and external settings and how each affects the company;
• Business goals;
• Action plans to achieve these goals;
• Business processes to maintain continuity and operational effectiveness.

4. Embrace the plan company-wide

It’s time to move on to strategy execution by distributing the plan to the entire company. Here are some best practices for this step:

• Arrange a group meeting to officially present the strategic plan, which includes goals, timelines, resources, and implementation methods. Allowing team members to ask questions is critical at this stage.
• Link all activities to the strategic plan. For example, if you are constructing a new facility, explaining how this effort fits into the business strategy is important.
• Align all teams with the strategic plan by providing a detailed breakdown of each member’s role in the strategy. Everyone needs to know clearly what they are responsible for.

5. Measure progress and make updates to your strategic plan

The strategic planning process does not end with implementation.

To carry out the strategy, it is crucial to monitor progress regularly and adjust and update the plan as needed.

If a team member is overwhelmed, it is important to redistribute tasks.

The timeline must be revised if the project manager notices that an effort is not progressing as swiftly as planned.

It is critical to know how the work is progressing at any given time and to intervene if there are any bottlenecks.

Twproject for effective strategic planning

Twproject is one of the best project management tools on the market.

A tool like this can help and support project management in tracking and monitoring the strategic plan.

Twproject, specifically, comes with several features that allow project managers to stay informed.

Twproject allows project progress to be accessed, and thanks to an alert system, the tool will proactively inform the project manager if deadlines, budgets, or work logs are missed.

Not only will the project manager benefit from using this tool, but team members will also be able to check the status of their activities at any time and communicate with each other in a timely manner.

Twproject is an extremely flexible tool that can fit into any business scenario.

From early analysis to goal setting, activity planning to resource management, communication among team members, and regular progress monitoring, this project management software offers indispensable tools for a clear and complete view of the project.

Twproject thus becomes the key ally in ensuring effective strategic planning.