Category: project management

Project benefits are referred to as “the measurable improvement deriving from a result perceived as an advantage by one or more stakeholders, which contributes to the achievement of one or more organizational objectives”.

Basically it means that the benefits should represent an improvement resulting from the project.

The purpose of launching any project is, in fact, to provide some kind of benefit as a result of the delivery of the output.

It is obvious that not all projects bring the same benefits to the organization. Let’s look at some types of benefits that we can achieve.

Types of benefits in a project

The types of benefits are, as stated earlier, variable. Here are some concrete examples:

• Quality improvement,
• Production cost reduction,
• Error rate reduction,
• A higher level of customer service,
• Increased customer retention rate.

Benefits can be tangible or intangible.

A tangible benefit is quantitative, i.e. something that we can measure, such as a reduction in operating costs.

An intangible benefit is something that cannot be measured accurately, although its effects are visible, such as increasing brand awareness.

The performance management plan describes what the benefits of the project will be and how they will be classified and measured.

In order to measure the delivery of some benefits, such as cost reduction, a study of current costs within the organization is useful so that the project manager can compare it after the delivery of the project.

The benefit management plan will therefore include the following key elements:

• A description of the benefit that should be provided.
• The “owner” of the benefits.
• How to determine the benefit.
• Assumptions and risks considered in determining the benefit.

The resources involved must revise the plan throughout the project lifecycle to ensure that the stated benefits remain on the project’s delivery path.

Some benefits, in particular, may be awarded even after the project’s delivery, which is why monitoring and measuring benefits may expand beyond the completion of the project.

Benefit management process

The project benefit management process cpnsists of four distinct phases. In each phase there are a number of associated key objectives, activities and results. These are:

1. Definition of benefits

The project must clearly outline what benefits will be provided and how they will be quantified before the start of the project.

The audience for this communication consists of all stakeholders who share an interest in the project.

When defining the benefits, it is important to take into account that most of them occur after the distribution of the output.

Therefore, the measurement and communication of benefits should also – and above all – continue after implementation.

2. Structuring of benefits

It can be tricky to know when and how to assess the benefits of a project, but it is important to make sure to specify:

• What to measure and what to expect.
• What measures will be used and how these measures comply with the general measures of the organization.
• When and how to assess the benefits.
• What is the threshold of success for the realization of the benefits.
• What will be the impact on the project if the measured benefits do not match the expected benefits?

It is imperative that the method of measuring the benefits is established before the launch of the project.

3. Implementation and monitoring of project benefits

Once the project starts, it is also important to measure and report on the actual outcomes against the expected results throughout the entire life cycle and not just at the end of it.

These reports can be used during periodic reviews to assess whether a project is still on track in terms of benefits.

Often it may seem that a project is on track, but if there are no formal reports it may be impossible to know that for sure.

Regular reporting will clearly show whether a project can achieve its objectives.

Simplify the monitoring and reporting of your projects with Twproject

Clearly, in many cases the final benefits cannot be determined during the project, however we can measure progress towards the benefits and then determine whether action is needed before it is too late.

Often the achievement of benefits can be influenced by factors external to the organization, such as government, competitors, and customers.

These factors must then be included in the measurement and taken into account to determine whether the project is still valid.

4. Assessment of benefits

Monitoring the benefit measures and comparing them with the expected benefits identified at the start of the project will provide a good indication of a project’s performance.

This performance evaluation can be a useful guide in determining what course of action should be taken in relation to the project.

It is a fact that projects do not always achieve the expected benefits and that there are several levels of success.

Having hard data and comparing it to a predetermined threshold will help the organization maximize the potential of a project and know when there is no benefit to it.

The benefit management process certainly offers a structured approach to managing the benefits of a project, but this does not mean that this is a mechanistic activity; it is proactive and takes into account changes.

7 reasons why projects fail to deliver benefits

Sometimes it can happen that a project cannot deliver benefits. How come?

The reasons are different, but mainly this is due to:

1. The initial work on identifying strategic benefits has not been expanded or developed.
2. Poor definition of the corporate objectives of the projects.
3. No mechanism or strategy in place to manage the achievement of the benefits.
4. Poor commitment from key stakeholders to delivering the benefits.
5. Lack of unambiguous ownership of the benefits.
6. Lack of robust processes to monitor benefits.
7. No updating in case of changes during the project lifecycle.

That is why it is important to have a clear and structured benefit management process.

To be successful, this must become standard practice for the organization, especially every time a new project starts.

During the life cycle of a project it may be necessary to change objectives, change priorities or redefine desired outcomes in light of changing circumstances.

It is critical that this process continues throughout and beyond the life of the project to ensure that the benefits are achieved.

Making project benefits clear with Twproject

We have seen the unforeseen events that can lead to an unclear definition of objectives, and thus to their non-achievement. Furthermore, it may happen that benefits, even when achieved, are not shared with stakeholders.

This happens when we do not use a clear planning strategy from the beginning.

Who can help with this? Undoubtedly, the use of a management and planning software such as Twproject is a good solution.

Twproject guides you in building your projects step by step, helps you define budgets, objectives, key points. Thanks to its interactive Gantt chart you can realistically plan each phase of your projects, set milestones and prevent critical paths.

And in doing this, you can always keep your stakeholders up-to-date so that they always know when tangible as well as intangible goals have been reached.

Forget chaos and approximation and embrace a new philosophy of organisation and sharing. Try Twproject for free for 15 days and you will not regret it.

The Work Breakdown Structure and the Product Breakdown Structure are often confused because they are very similar yet quite different.

These two breakdown structures play a critical role in the project planning process and how successful – or not – the outcome will be.

In this article, we will try to clarify the difference between the Work Breakdown Structure (WBS) and the Product Breakdown Structure (PBS).

What is a Work Breakdown Structure (WBS)?

The WBS provides a hierarchical structure for the project effort. Essentially, this is a map that details every piece of work needed, breaking it down into smaller, more manageable parts.

Simply put, it stands for the project’s “to-do list,” and its main focus is on “work,” not “things.”

The WBS provides the foundation for a project plan, allowing it to be broken down into work packages and activities.

The level of detail depends on the complexity of your project and the level of control you want to have.

A WBS is especially beneficial for teams managing large projects because, as previously mentioned, it breaks the project down into smaller, more manageable components.

Generally speaking, the WBS clearly states what needs to be done and makes it easier to assign work to the project team.

Therefore, this will help the project manager to estimate resources, time, and risks better.

What is a Product Breakdown Structure (PBS)?

In the WBS, the project is broken down into work packages and activities to be accomplished, while the product breakdown structure presents products (or results) to be delivered by the project.

The focus of the “to-do list,” in this case, is on the “things” and not the “work.”

By focusing on the “whats” rather than the “hows,” PBS guides team members in understanding the expected results and ensuring that each deliverable has appropriate quality and meets specifications.

The PBS breaks down the project’s main product into its forming blocks as a hierarchical structure.

The main benefits offered by the PBS are:

• It defines the project scope;
• It raises awareness among your team about what will be delivered;
• It forces your team to think about the content of the product, say if it is a database: what type, how many records, format, etc;
• It provides a better way to determine what quality criteria will be applied to the product, how it will be reviewed, and what skills are required to undertake the review;
• It serves as the foundation for creating the Work Breakdown Structure.

Work breakdown structure vs Product breakdown structure in project planning

The WBS and the PBS play complementary roles in the project planning process scenario.

Ideally, project managers would begin by creating a PBS to clarify the outputs and products needed and then use the WBS to organize and detail the work required to achieve them. 

This integrated approach ensures that project plans are thorough, covering both output (project or product) and work-related aspects and making it easier to spot discrepancies or oversights.

Both techniques are valuable during the planning process and ideally should be used jointly to ensure success.

Together, they help project managers determine:

• What is the result?
• What is necessary to achieve it?
• When will it be achievable?
• How will people know they have achieved it?
• Who is required to accomplish it?

First and foremost, you should outline a PBS that clarifies what needs to be built or imported from elsewhere.

The product registry is a handy way to find suppliers for third-party products, and a product flow chart helps pinpoint the order in which products are required.

This helps in understanding the plan’s logic at a high level before detailed planning begins.

Then, you design a WBS to organize and build a feasible plan for the associated work packages and activities. Thus, having an overview of the plan that includes both “things” and “work” will cover all variants of your project.

Are there products without work packages? In this case, you will not be able to deliver the desired result, or the PBS will include products that are not needed for the scope of your project.

Are there work packages without products? If so, you may be undertaking unnecessary work or missing something in your PBS.

When used jointly, the PBS and WBS techniques provide powerful tools for ensuring the accuracy and completeness of project plans, whether simple or complex. Both must be used for their intended purpose correctly without blurring the boundaries between “what” and “activity.”

If this part is achieved and the relationship between deliverables is critically reviewed early in the planning process, the risk of completing work without the required deliverables being completed can be significantly reduced.

In this context, project management tools like Twproject can offer significant support, facilitating the integration between Work breakdown structure and Product breakdown structure, improving collaboration and efficiency of project teams.

Twproject allows easy management of project hierarchical structures, ensuring that all aspects are considered and that communication among stakeholders is effective.

Moreover, it enables the project manager to have a comprehensive view of the project, improving planning, execution, and monitoring, thus contributing significantly to the project’s success.

In today’s dynamic commercial enterprise surroundings, powerful asset control and maintaining is critical to achieve certain operational performance and maximize the life of crucial property.

Project control is key in formulating successful asset renovation strategies, ensuring green use of sources, and efficient protection activities.

This article examines first-rate practices in project control specially designed for asset control, supplying techniques that can be used to decorate organizational performance and asset reliability.

Asset control is the cornerstone of any enterprise’s business method, encompassing quite several activities aimed at the efficient and lengthy-term renovation of gadgets, machinery, and materials.

Project management strategies provide systematic planning, execution, and management of asset control offerings.

Let’s discover pleasant practices that can decorate asset safety through venture management techniques.

Best practices for peak asset performance:

1. Comprehensive Asset Inventory

The first step to effective asset management is having a complete and up-to-date record of everything you own.

Project managers should collaborate with management teams for creating and maintaining a detailed asset registry.

This registry should include vital information like asset type, location, current condition, maintenance history, and any relevant documentation.

This comprehensive list is the cornerstone for all asset management activities and resource allocation decisions.

2. Risk Assessment

Not all assets require the same level of attention all the time. Conducting regular risk assessments helps identify assets most susceptible to failure or those posing significant operational risks if neglected.

Project managers, working with subject-matter experts, can then prioritize assets based on criticality.

This allows for developing customized maintenance schedules that proactively address high-risk areas while optimizing resource allocation.

3. Utilizing Predictive Maintenance Techniques

Traditional reactive maintenance practices, where you fix things only when they break down, can lead to costly downtime and unplanned repairs.

By leveraging predictive maintenance techniques, such as condition monitoring and data analytics, project managers can anticipate potential equipment failures before they occur.

By harnessing real-time data and machine learning algorithms, businesses can shift from a reactive to a proactive maintenance strategy, minimizing downtime and extending the lifespan of their assets.

4. CMMS Integration

Traditionally, dealing with asset protection projects frequently includes paper-based total work orders and manual records monitoring. This can result in inefficiencies and communication gaps.

Integrating a CMMS (Computerized Maintenance Management System) offers a powerful answer. A CMMS software acts as a centralized hub for all asset and upkeep information. Project managers can leverage the CMMS to create and assign painting orders electronically, schedule preventive maintenance based on gadget records, and music the development of protection tasks in actual time.

This now not handiest improves conversation and collaboration between venture managers and maintenance teams but also allows for information-pushed choice-making regarding aid allocation and universal task efficiency.

5. Performance Metrics and KPIs

Measuring the success of your asset maintaining efforts requires defining key performance indicators (KPIs) that align with your organizational goals.

Project managers should establish metrics like asset uptime, mean time between failures (MTBF), maintenance cost per asset, and overall equipment effectiveness (OEE) to assess project performance and identify areas for improvement.

Regularly analyzing KPI data allows for continuous optimization of your maintenance strategies.

6. Continuous Training and Skills Development

Asset maintenance practices evolve alongside technological advancements and industry trends. Project managers need to prioritize continuous learning and skill development for their maintenance teams.

This ensures proficiency in using new tools and methodologies. Investing in your workforce fosters a culture of innovation and empowers personnel to adapt to ever-changing maintenance requirements effectively.

By implementing these best practices, businesses can leverage the power of project management to optimize asset maintenance strategies and achieve operational excellence.

The result? Increased asset reliability, minimized downtime, and a maximized return on investment for your valuable assets.

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Author bio:

Lindsey Walker is the marketing manager for NEXGEN, a Sacramento-based industry leader in designing advanced computerized maintenance management systems and asset management software tools for utilities, facilities, public works, manufacturing, and fleet industries. In her free time, Lindsey enjoys travelling and reading, which allows her to gain new perspectives and inspiration for her work. She is committed to creating content that connects well with her readers, enhancing their digital experiences.

The time schedule generally refers to the skills, tools, and techniques used by the Project Manager to manage time when executing projects to achieve specific goals.

A time schedule must adapt to a specified period of time and use available resources with the right skills.

Given the many uncertainties and variables and the possibility that the availability of resources or the scope of a project may change, it is difficult for the Project Manager to create a schedule that remains stable from beginning to end.

Why you need to plan the time for a project

At the beginning of each project, it is necessary to know how events and activities will be organized during time.

And do not forget that during the project cycle, it will be necessary to spend some time to update deadlines by considering any changes to the project plan.

The investment of time for planning the project schedule may seem superfluous, but in reality it is absolutely necessary for success.

During the life cycle of the project a part of time of the Project Manager should be foreseen to review the schedule and the dependencies of the various activities.

This allows you to check if the project plans are still on track, what is working and what is not.

The schedule of a project is composed of sequenced activities, milestones and goals that must be delivered within a given deadline.

Having a project schedule means knowing exactly what needs to be delivered and in what order.

Moreover, with the right planning techniques, it is possible to regulate the activities in the case that the project is late or if any changes to its scope occur.

The time schedule: how to structure the project planning routine

There are two routines to follow for the planning of the project:

1. Planning of the weekly project

Set a time once a week to analyze the schedule and the project plan, determine the results achieved in the past week, and define the goals for the current week.

This time must also be used to be sure that all resources are aligned to ensure the execution and achievement of the goals.

2. Planning of the daily project

Plan at least 30 minutes a day to reflect on the day and / or review the schedule for the next day.

This moment can occur at the beginning or at the end of the day, depending on the preference of the project manager and the most efficient technique.

Here is a brief example of what daily project planning can look like for a project manager:

• Review the program and update the Gantt chart, if necessary.
• Ensure that the meetings scheduled for the next day are properly planned and confirmed.
• Plan the next day based on whatever deliverables are expected. If necessary, the project manager will block a part of his agenda to work quietly on this.

How to obtain a schedule

The process that allows the Project Manager to obtain a schedule is composed of four phases:

• Create a model of how the work will be performed;
• Estimate the duration of activities;
• Calculate times for activities;
• Present the results.

Every aspect of the process is taken into account by the team, using experts in the field, when necessary.

In fact, a program agreed with the team is more likely to succeed than one imposed from the board of directors.

Estimation of activity durations must take into account many factors, such as effort required, resource efficiency, physical constraints, etc.

Regarding the third point, the simplest form of calculation is the critical analysis of the path. This uses a duration estimate that includes all the factors.

The final results are usually presented as a Gantt chart.

The main advantage of this model is that it can be updated frequently with new information and quickly recalculated.

This is a continuous process throughout the project life cycle and uses the information on actual progress to predict the end date of the project.

Most of the project planning is normally performed with the help of a specific project management software.

In the past, printed calendars or spreadsheets shared by e-mail were the method used by Project Managers to keep an eye on the project schedule.

But today, most teams and organizations implement project management tools with the appropriate features.

These can simplify the creation of timelines and save them online, making the planning of activities and teams much easier.

Because projects have so many moving parts and change frequently, project planning software automatically updates tasks that depend on each other when a scheduled task is not completed in time.

With some software, it is also possible to have the advantage of setting milestones, linking activities, and seeing the actual or planned progress of the schedule update dynamically.

One of the best software on the market is Twproject: after having set the tree structure of a project and having defined its milestones, in Twproject it is possible to insert all the defined phases in a Gantt diagram. It will be sufficient to indicate the estimated time for each activity and then chain the development phases. It is also possible to make some steps dependent on others. This will allow to update statistics in real time, recalculate project deadlines in the event of delays or changes and have a complete overview of the progress of a project.

Twproject has allowed us to organize work subdivision in a simple way through the WBS, then planning the duration of the phases and the workload of each assignee by using the Gantt chart.

Read the interview with Gap Studi e Consulenze and find out how they optimized time planning with Twproject

What are the benefits of using a time schedule?

As explained, there are many advantages that a well-made project schedule ensures to project managers, the team, and the organization in general:

• Managers, team members, and stakeholders can monitor progress, set and manage expectations, communicate and collaborate clearly.
• Tasks and results can be monitored and controlled to ensure timely delivery of the output – and if delays occur, it is possible to easily assess their impact and make the necessary changes.
• Increase profitability.
• The communication of clear and better details about the project helps the organization in the distribution of resources where they are most needed, helping to achieve the goals of the project.

Following these steps ensures the project manager to always work efficiently on any project and to be able to predict and mitigate the risks before they turn into big obstacles.

Twproject offers a 15-day free trial with the assistance of its support team. It could be an opportunity to build an effective and complete time schedule and to start optimizing work times by improving the performance of the entire work team.

Managers must recognize and respond to all the corporate environmental factors that can influence their organizations, taking into consideration the risks and opportunities that arise.

Navigating through the modern chaotic work environments is like trying to drive a small boat to shore during a hurricane.

Just like this small boat, the modern organizations and their managers are faced with a significant amount of factors that require immediate response.

The forces that drive this change in the business are known as internal and external environmental factors.

In this context, corporate social responsibility and the need to achieve goals are paramount.

Corporate environmental factors: the internal environment

The internal environment of an organization refers to events, factors, people, systems, structures and conditions inside an organization that are generally under the direct control of the company.

Corporate mission, corporate culture, and leadership style are factors that are typically associated with an organization’s internal environment.

As such, it is the internal environment that will influence the organizational activities, decisions, behaviors and attitudes of employees.

Changes in leadership style, in the corporate mission or in culture can have an important impact on the organization.

Let’s see in detail what are the internal corporate environmental factors.

Corporate internal environment: the Staff

Employees are an important part of the internal environment of an organization.

Managers must be able to manage lower-level employees and, at the same time, supervise the other factors that affect dynamics among the team.

Effective staff management requires managers to develop leadership, communication and motivation skills in order to create a productive and harmonious working environment.

This involves the ability to coordinate and supervise employees, ensuring that all team members understand their roles and contribute to the company’s objectives. This process includes the selection, training, career development and performance evaluation of employees.

The HR management process consists of several key stages:

• Selection: Identifying and recruiting the best available talent.
• Training: Providing continuous learning opportunities to improve skills and keep staff up-to-date.
• Career Development: Planning professional development paths that motivate employees and help them reach their full potential.
• Performance Evaluation: Monitoring and evaluating employee performance to recognise achievements and identify areas for improvement.

Continuous training and professional development are essential to keep staff up-to-date and motivated.

Companies that invest in the development of their staff’s competencies achieve a twofold benefit: they improve the quality of work performed and increase employee satisfaction and loyalty.

In contrast, internal politics and conflicts may arise due to various factors, such as personality differences, personal ambitions, limited resources and misaligned expectations.

It is up to management to prevent and mitigate such situations through clear communication, the implementation of fair and transparent policies and procedures, and the promotion of a positive company culture.

Indeed, even when everyone is capable and talented, politics and internal conflicts can destroy a good organisation from within.

Corporate internal environment: the Budget

In business, even the lack of money can determine the survival – or not – of a company.

When cash resources are too limited, that can affect the number of people you can hire, the quality of equipment and the type and amount of advertising you can buy.

If you have enough money instead, you have much more flexibility to grow and expand the business, or to endure an economic downturn.

Corporate internal environment: Corporate Culture

The internal corporate culture consists of the values, attitudes and priorities that employees live every day.

A ruthless culture in which every employee competes with his colleagues certainly creates a different, and more toxic, environment than that of a company that emphasizes collaboration and teamwork.

Corate environmental factors: the external environment

The external environment is composed by factors that occur outside the organization but which can cause internal changes and are, for the most part, beyond the company’s control.

Customers, competition, economy, technology, political and social conditions, and resources are common external factors that influence the organization.

Even if the external environment occurs outside an organization, it can have a significant influence on its current operations, growth and long-term sustainability.

Ignoring external forces can be a damaging mistake for managers. As such, it is necessary that managers continue to monitor and adapt to the external environment.

The key is to work in order to make proactive changes rather than having to take a reactive approach and solve problems rather than preventing them.

Companies must consider the environmental impacts of their operations and promote positive change in both social and natural environments. Adopting strategies to mitigate climate change and pursuing sustainable development goals can be decisive steps to reduce the negative impact of their activities.

So, let’s see in detail what are the external corporate environmental factors.

Corporate external environment: the Economy

In a bad economy, even a well managed organization may not be able to survive.

If customers lose their jobs or take jobs that can barely support them, they will spend less on sport activities, recreation, gifts, luxury goods, and new cars.

It is not possible to control the economy, but understanding it can help identify threats and opportunities.

Companies must consider the risks and opportunities arising from economic changes and adapt their operations accordingly.

Corporate external environment: the Competitors

Unless the organization is a monopoly, you will always have to deal with the competition.

When you open a company, you normally find yourself fighting against established and more experienced organizations in the same sector.

On the other hand, when a company has established itself, it will find itself fighting against new organizations trying to steal a slice of the market.

In short, competition never dies.

Corporate external environment: Politics

Changes in government policy can have a huge impact on an activity.

A classic example is the tobacco industry.

Since the 1950s, cigarette manufacturers have been asked to put warning labels on their products and have lost the right to advertise on television. Smokers have less and less places where they are allowed to smoke. Therefore, the percentage of people who smoke is diminished, with a corresponding effect on the sector’s revenues.

Corporate external environment: Customers and Suppliers

Next to employees, customers and suppliers are, in most cases, the most important people with which an organization has to deal.

Suppliers have a huge impact on costs. The weight of a given supplier depends on the scarcity of their service or product and, consequently, on the possibility of negotiation.

The power of customers depends on the fact that they are free to choose between a specific organization and its competition.

With Twproject we simplified client project management and budget control

Read the interview with Temera and find out how it has improved customer project management with Twproject

Dealing with corporate environmental factors: the software that can help you

Undoubtedly, It will be more difficult to influence the more general factors external to the organization. In any case, the project manager has to be conscious of external issues and ready to act accordingly.

Moreover, the project manager is also responsible for communicating and informing the team of factors influencing a project, both internal as well as external.

On the other hand, it is much easier to manage internal factors.

In project management, you can influence those factors that are closer and more directly related to management, such as resources or project management systems.

With the help of a project management software like Twproject you can have control on your resource load, on your project progress with complete statistics so that you can take immediate action to those internal factors that are visible at one click and signaled with an alert.

The Supervisor page in Twproject allows you to view an exhaustive summary of open tasks that are almost completed or should be.

The system will mark in red the deadlines and delays, the possible presence of “blocking” ToDos, and you will therefore be able to understand at a glance which projects are in a critical state.

Also here, you will be able to observe the performance of your team members, in the form of a linear graph, which will allow you to face personnel issues more easily.

Twproject helps organizations in knowing which of the internal factors represent limiting conditions and which are the drivers of the projects for their correct management.

You can do a free trial and if you have any questions on the subject, you can count on our support team!

In today’s day and age, it’s tough to spend a day without hearing or seeing some messages about sustainability, and in this regard, Project Sustainability Management is picking up steam.

For project managers, this means seeing a project with a new perspective, and making the right decisions for the company, its people, and society as a whole.

Basically, it’s all about doing the right thing.

Successful project management is already challenging enough in itself because it revolves around balancing three constraints: cost, time and scope.

The integration of sustainability adds even more complexity to the mix.

Let’s explore why sustainable project management is important and how you can do it in this article.

What is Project Sustainability Management?

The 71% of the world’s leading 500 companies are publicly disclosing their GHG emissions alongside several other energy metrics.

Sustainability has become a corporate goal for all industries, and organizations now recognize that it is just irresponsible not to tackle the issue.

Moreover, the pandemic has brought to light new challenges and emergencies, revealing that sustainability is the only way forward.

Boston Consulting Group reported that 70% of people have become more aware of the impact that human activity has on the climate since the Covid-19 outbreak.

However, sustainable project management isn’t just a matter of being green and tackling climate change.

Being responsible is about ensuring that resources are used wisely, that people are treated equally and paid a fair wage, and that communities are factored into business decisions.

A great way to make sure the project continues to be sustainable is to have this goal in mind from the outset of the project.

Once it is built into the project vision, it cannot be forgotten.

Just having sustainability relevant in all areas of the project will ensure that environmental damage is at a minimum.

As a result, project managers working in this area must take a holistic approach, weighing environmental, social, and economic factors

We have to completely redefine the way we conceive the production of goods and products, learning to consider sustainability of projects not as an obligation, but as an opportunity.

The four aspects of Project Sustainability Management

Specifically, sustainability involves balancing four different areas that include:

• Environment, such as climate change
• Economy, such as accessibility
• Society, such as community
• Management, such as health and safety

Taking them all into account is the key to building truly sustainable projects.

Let’s explore them in more detail:

Environmental sustainability means employing sustainable resources, preventing pollution, and reducing climate change impacts. This involves assessing equipment, resources used for a project, industry standards, and purchasing practices. Fair trade is one of the best options to ensure sustainability as it is an agreement designed to help producers in growing countries achieve fair trade relationships.

This is connected to economic sustainability, by thinking beyond  return on investment and ensuring that the project fits into the overall strategy of the organization by analyzing how much it adds and how feasible it is in the long term.

Beside the environmental and economic areas of an organization, the less debated, but equally important, are the social and managerial elements. Ensuring that the organization is socially sustainable means assessing how sustainable its culture, structure, and human resource practices are. The organization must ensure that it provides fair working conditions and have sound health and safety measures in place. This part is often tied to HR, which is why they are often considered the sustainability agent in certain organizations.

The HR department must ensure that there is no discrimination against vulnerable groups and that civil and fundamental rights are met. They are also responsible for employee training and skill development and overall community engagement, both of which are significant social areas.

How do we place sustainability at the very core of every project?

Project Managers have the responsibility of overseeing the project delivery and support processes.

Both will strive to ensure that the client is satisfied while motivating their team to provide excellence.

This is the essence of a project management job.

By leveraging benchmarking tools such as the Building Research Establishment Environmental Assessment Method (BREEAM), project managers can compare the impacts of their plans.

The idea underlying the use of benchmarking tools is to integrate sustainability throughout the entire project lifecycle.

Therefore, project managers can ensure that any development improves, or at least preserves, the environment and the livelihood of those who inhabit it.

Project Sustainability Management requires a more holistic approach.

It takes into consideration how resources are used, climate change mitigation, property rights, community involvement, and human rights.

The project manager’s goal is to create value and deliver a project both on time and on budget, but also to execute it in an ethical and fair manner.

Part of the complexity of sustainable project management lies in its intertemporal nature.

Therefore, a sustainable project’s lifecycle should not end at the completion stage; environmental and social impacts must also be monitored and controlled afterwards.

Managers must therefore arm themselves with new indicators for monitoring and overseeing these environmental and social aspects, e.g. ISO, SA and others.

In brief, projects are a medium to achieve change, provide new products and services, and thus shape society.

As such, sustainability should not just be an afterthought, but rather should be one of the key goals for every project.

Twproject and the measurement of sustainability

While it is therefore clear that companies should aim for purpose and no longer just for profit, the main challenge at the moment is to understand how to do this, what strategies to apply.

The key is to include sustainability among the parameters to be considered in the project itself.

Software such as Twproject, which offers statistics and overviews to suit every need, can help to easily measure factors such as the impact of projects.

In addition, its accurate and precise cost-benefit management enables the precise calculation of risks and extra costs associated with sustainability actions, which, however, turn into opportunities if carefully planned.

If in fact the budget for contingencies related to environmental impact is calculated beforehand, this is much more cost effective than an unforeseen eventuality.

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Why create a Gantt Chart? What is it and why is it important in projects?

If you are starting to immerse yourself in the world of project management, then you should familiarize yourself with this essential tool in this industry.

Its importance in the context of project management lies in its capability to help you organize activities logically and sequentially, identify dependencies between activities, allocate resources effectively, and keep track of overall project progress.

In this article, we will explore together what a Gantt chart is, why you should use it, and how Twproject can revolutionize your approach to project management.

Gantt Diagram: what is it?

The Gantt chart, which bears the name of its inventor, Henry Gantt, is a visual tool used in project management to portray activity planning over time.

This tool appears as a horizontal bar chart, where each bar stands for a specific project activity, its duration, as well as its planned start and end.

The key to the success of a Gantt chart lies in its power to provide an at-a-glance overview of the project’s progress, allowing project managers and team members to understand deadlines, dependencies between activities, and resource allocation easily.

It also facilitates the identification of potential schedule delays or conflicts, allowing real-time changes to be made to keep the project on track.

Thanks to its simplicity and effectiveness, the Gantt chart has become an indispensable tool for managing projects of any size and complexity, promoting clear communication and improving team efficiency.

Key elements of a Gantt chart

Gantt, with its user-friendly visual structure, comprises several key elements that make it easy to read and interpret. These elements are central to understanding at a glance the progress of a project, its timelines, and the relationships between the various activities.

Here are the key elements of a Gantt chart:

1. Horizontal bars

Horizontal bars are the most distinguishing element of a Gantt chart. Each bar represents a specific activity in the project, with the length of the bar expressing the duration of said task. The position of the bar along the time axis shows the expected start and end of that task.

2. Time axis

The upper or lower horizontal axis of the diagram shows the total time frame of the project, which is divided into time units (days, weeks, months). This axis makes it possible to visualize when activities should begin and end, providing an overview of the project timeline.

3. Activity list

On the left-hand side of the diagram, there is a list of all activities planned in the project. These are usually arranged in sequential or logical order and can be grouped by phases or work areas, making it easier to understand the structure of the project.

4. Milestones

Milestones are visual indicators, often represented by symbols, that mark critical points or significant objectives within the project. They have no duration but mark key moments such as the completion of a critical stage or the delivery of a deliverable.

5. Dependencies between activities

Dependencies show relationships between activities, indicating how the completion of one activity influences the start or completion of another. These are often expressed by arrows or lines connecting the bars, highlighting the logical sequence of activities and their interdependencies.

6. Activity progress

Some Gantt charts provide a visual representation of task progress, with partially filled-in bars to indicate how much of the task has been completed. This makes it easy to compare the actual progress with the original planning.

7. Allocated resources

In more detailed versions of the diagram, it may also be specified who is ultimately responsible for each activity or what resources have been allocated. This element helps to manage human and material resources better, ensuring that each activity has the necessary resources to be completed.

8. Colours and codes

Using different colors or codes can help to quickly differentiate between different activity categories, project phases, or priority levels. This design element further increases the diagram’s readability, allowing an immediate understanding of the project status.

These key elements make the Gantt chart an extremely powerful tool for planning and monitoring projects, providing a clear and understandable view of progress and facilitating resource and time management.

Why use the Gantt Chart in project management

After having shed some light on what a Gantt is and what it is about, let’s take a look at its benefits.

Using a Gantt chart in project management is not just a matter of convention or convenience – it is a strategic choice that brings with it many significant advantages. This tool proves to be vital in tackling the complex challenges of modern project management, thanks to its ability to simplify the planning and monitoring of activities. Now let’s take a look at why the Gantt chart is so valuable:

• Clarity and immediate grasp: The first and arguably most apparent advantage of the Gantt chart is its visual clarity. The graphical portrayal of activities on a time scale makes the duration of each activity, overlaps, dependencies, and margins for flexibility immediately obvious. This helps all team members to quickly understand how their work fits into the larger project context, facilitating planning and self-organization.

• Better internal communication: The transparency offered by the Gantt chart improves communication within the team significantly. Each member can visualize not only their own activities but also how these relate to the work of others. This promotes a sense of collective responsibility for the project and helps to prevent misunderstandings or overlooking deadlines and priorities.

• Time management optimization: By visualizing durations and dependencies between activities, Gantt charts help project managers optimize resource allocation and time planning. By pre-emptively identifying potential conflicts or overload periods in advance, it is possible to redistribute resources or revise deadlines to keep the project on schedule.

• Facilitazione della pianificazione e del monitoraggio: Gantt chart is not only a planning tool but also a monitoring tool. It makes it easy to compare the actual progress of the project with the original planning, highlighting any delays or deviations. This is crucial for taking timely corrective action and ensuring that the project stays on track.

• Decision support: when facing uncertainty or needing to make quick decisions, the Gantt chart provides a robust basis of objective information. Visibility into how various activities affect each other helps managers assess the consequences of any changes, supporting informed and strategic decision-making.

• Versatility and adaptability: The Gantt chart is fit for projects of all sizes and industries. Its versatility makes it a precious tool for project managers working in diverse contexts, always offering a solid support structure for project management.

Gantt Chart: Which software to choose?

Beginners often resort to Excel for project management, mainly because it is familiar and seemingly simple. However, this choice can prove counterproductive.

Despite being a powerful tool for data processing, Excel is not optimized for project management and presents several limitations that can compromise effective project planning and monitoring (learn more here).

Evaluating project management software is a pivotal process to ensure that the chosen tool aligns effectively with the needs of the team and the project.

Twproject stands out as the best software on the market for creating Gantt charts for several key reasons that meet the needs of project managers.

These aspects make it well suited for those seeking not only to plan activities effectively but also to monitor project progress in real time, manage resources efficiently, and facilitate collaboration between team members.

Here’s why Twproject is the right choice:

1. User-friendly and customizable interface

Twproject offers a user-friendly interface that makes it easy to create and manage Gantt charts.

Users can easily add, edit, and arrange tasks, sub-projects, and milestones with just a few clicks. Advanced customization allows the Gantt to be adapted to the specific needs of the project, improving readability and understanding of the project status by all team members.

2. Advanced dependency management

Unlike other tools that offer limited functionality, Twproject makes detailed management of dependencies between activities possible.

This includes the option of defining complex relationships, such as flexible dependencies, which better reflect the dynamic nature of modern projects, allowing for more realistic and flexible planning.

3. Real-time collaboration

Twproject simplifies collaboration between team members by providing them access to the Gantt chart, viewing assignments, updating task status, and sharing documents in a centralized environment.

This considerably improves communication within the team and with stakeholders, reducing the risk of misunderstandings and accelerating the decision-making process.

4. Monitoring and reporting

Managers enjoy powerful tools for monitoring project progress and generating detailed reports. This way, they have a clear picture of the project’s progress, identify any delays or problems at an early stage, and make informed decisions to keep the project on track.

5. Efficient resource management

In resource management, Twproject offers powerful functionalities for allocating and monitoring human, financial, and material resources. Users can easily overview resource availability, prevent overloads, and optimize resource allocation to maximize project efficiency.

6. Scalability

Twproject is designed to fit projects of all sizes and complexities, making it a scalable solution that can grow with your business. No matter whether managing a single project or coordinating a portfolio of multiple projects, Twproject offers the functionality and flexibility to manage projects in different scenarios effectively.

Making a Gantt chart with Twproject is an easy and intuitive process, so you can focus on what matters: successfully completing your project.

Remember, the key for a project manager is not only knowing the right tools but also knowing how to use them at the right time.

Twproject is here to guide you through every step of your journey, making project management a smooth and rewarding experience.

Managing a project effectively is a complex task. It requires a lot of time and high capacity. This is why the implementation of a project management software possibly in the mother tongue simplifies the process.

This implementation becomes more and more essential, if we consider that companies have goals to achieve that can also be taken as a reference point to measure the overall level of success and growth.

The value in purely economic terms of the organization also depends on success, growth, and efficiency. It is clear that if a project management software can be simply used by all members of the team, it can facilitate the achievement of goals, becoming an indispensable resource for the company itself.

An effective general management of the project cannot depend only on the skill of the Project Manager in managing tasks and resources, but also depends on the possibility that the Team has to feel supported, to interact, and to check individual and group progress. All this and much more can be achieved only with the use of a good software in the mother tongue of the Team that helps the PM managing the entire project and the Team to carry it out.

Project management software and its advantage

Since managing a project is a complex and time-consuming process, streamlining it using a project management system is a valuable solution that can be applied to an increasing number of projects and organizations.

The main purpose of the project management software is to assist the team in planning and monitoring the project, taking into account the resources, components, and overall stakeholders.
This investment is economically advantageous in the long term, if we consider the amount that the company could lose with poor project management and if, as already mentioned, we consider the added value that the company has for every goal achieved.

Companies that are not yet using project management softwares are likely to do more work with less profits. This is due to the time wasted on adjustment activities.

If these activities have already been taken into consideration in advance and are already planned, the project manager, with his team, will have more time to concentrate on the fundamental operations for completing of the project.

Here are some reasons why a project management software is useful for organizations of any size:

Scheduling and planning of activities

Without a computerized system, it can be difficult for the team to meet deadlines due to the lack of a fixed guideline on what should be done, by whom and by when.

Even the overall visualization of the tasks to be performed helps. Time is lost when employees show up for work without knowing the tasks they should do.
The use of a software outlines the activities and makes them visible and clear to everyone in real time.

Setting deadlines and priorities, together with planning, avoids misunderstandings and overlaps of activities and schedules.
In fact, some of the indispensable functionalities in a project management software are a synchronized and shared team calendar that provides an overview of everything. 

The Gantt chart is a tool that easily shows the timing of steps and milestones and also allows you to see the assignees of each individual task and the overall progress.

It is particularly useful if it has sufficient elasticity to realistically reflect the progress of project phases and the correlation between them.

Management of the resources needed for the project

Resource management is another reason why a project management software is useful.

Managing resources efficiently is important to ensure the proper functioning of the project activities and phases. Good management of the workflow does not waste anyone’s time.

This feature describes the resources that will be used and when they will be used.

Knowing the materials that will be used in a project allows you to work smoothly without blockings caused by a missing tool or equipment.

The calculation of the use of a resource must also be present. This allows, in a cost saving perspective, not to forget certain resources and to avoid their excessive use.

It is clear that this leads to a reduction in expenses and ensures the payment of resources only when they are really needed and used.

Budget management

Each project comes with a budget that also counts contingencies and profit.

The goal of a project manager is to keep the actual cost below, or at least equal to the estimated cost, in order to maximize the profit earned by the company for the project.

To manage expenses efficiently, the simple creation of an Excel spreadsheet will not be enough.

In this case, some essential functions that a good PM software should have can be the monitoring of the time spent on the various activities. The monthly and weekly reports on expenses, a financial reporting dashboard and, in some cases, the automated billing option will become valuable references for the Project Manager.

Management of the project documentation

Many organizations use excel spreadsheets, others, probably the smallest, can even use pen and paper to track project progress.

However, these methods expose to potential errors. A research shows that 88% of the data in a spreadsheet contains errors that are alarming for organizations that use it as a reference tool for managing business operations.
The use of a project management software guarantees an accurate documentation based on the data collected in a detailed and methodical way.
A project management software can therefore definitely help you get the projects under control and and the team work moving in the right direction..

Collaboration within the work team

When managing a large project, each member of the team is designated with individual activities.

To ensure that everyone has the same focus, it is necessary to use a project management software to simplify team collaboration.

When a member has questions or concerns, he must immediately get the right answer by communicating internally to the team. He must communicate with the right people within the right project, without wasting time looking for other sources. Therefore, it is almost essential to have an internal chat within the software.

This reduces the time spent searching for answers

A chat also optimizes the sharing of documents, timelines and status updates to notify everyone of important information such as the amount of work done and how much time is left to complete it.

Some features not to be underestimated can be the possibility of file sharing, sharing of customer data, a chat for each project integrated in the system, and a dashboard for each team that provides an overview of the progress of each single piece within the project.

The choice of a project management software in the mother tongue

In short, thanks to a project management software, it is possible to maintain the management of the group and the project.

But this can only be done if all the members of the Team will be able to use it to its full potential. And how will all this be possible if not all the members of the team fully understand the language of the software?

When choosing a project management software, the language is often underestimated, while playing a key role instead.

Having a software available is certainly important, but it’s not just about having it… You also need to know how to use it and make it work.

There are some aspects related to team management that are strongly related to the language. They are aspects that are a great part of the success or the inexpensiveness of a project.

The software, in the realization of a project, is an almost indispensable resource, and for this reason is important to use a project management software with a multilingual version or a project management software that contemplates the mother tongue.

Certainly, many project managers will understand English, given the amount of foreign terms in the sector.

However, when we talk about other collaborators and team members who have to deal with the system, the situation changes. It is essential to make sure that the chosen software is available in the mother tongue.

It would not be nice if, due to a bad interpretation of a term, the workflow of a given project was somehow interrupted. Interpretation is the enemy of efficiency.

Choosing a project management software in native or multilingual language is essential to ensure the use of the software itself. If the team finds a pleasant environment, where the barriers to use are not present, it will definitely be more inclined to use the tool. Clearly, this will guarantee a constantly updated and performed project.

But there are other aspects related to the language that have to be taken into consideration. Let’s see them together.

Support

Assistance must also be an aspect consider when choosing a software.
In fact, if you choose a project management software in your mother tongue, you can also have mother tongue language support. Any need, any doubt will not leave room for interpretation, the understanding will be immediate and the intervention of the PM will not be necessary.

Integration

The software becomes a tool of great value if integrated with the production processes. For this reason, the language becomes strategic in allowing the team to switch from one application to another without having any kind of shock.

Cloud or Enterprise

When choosing a software with a multilingual version, it is essential to think about the evolving company.
Today, choosing whether to install the software or keep it in the cloud is a strategic choice, but it must not become a constraint.
Usually companies start with cloud projects and then evolve towards enterprise solutions. This is why it is necessary to start immediately with a project management software in Italian.
Only thanks to this choice, whatever the evolution of the company, the software can be enjoyed serenely and without barriers by the whole team.

Do you use a project management software? Are there certain fundamental benefits for you that we have not shown in this article? Share your opinion with us!

Gantt vs Agile? Choosing between tools and methodologies in project management can significantly impact your project’s outcome.

Understanding the peculiarities of a planning tool such as Gantt and a dynamic methodology such as Agile is critical for project managers who strive to optimize processes and lead their work teams to success.

We will examine their differences, benefits, and potential combinations for effective project management.

Gantt vs Agile: key differences

The distinction between the Gantt chart and Agile is fundamentally rooted in their nature – the  Gantt chart is a visual tool for planning and monitoring project phases, visualizing the length and sequence of activities on a time axis.

Conversely, Agile provides a flexible and iterative methodology designed to adapt to quick changes and promote continuous feedback between development teams and customers.

This core difference strongly impacts how project managers approach the structuring, execution, and adaptation of their projects.

The choice between Gantt and Agile and the decision to integrate them depends on the nature of the given project, the work environment, customer requirements, and team culture. Understanding these key differences is pivotal for project managers who seek to implement the most effective strategy for managing their projects.

Let’s take a look at their key differences:

1. Approach to planning:

• Gantt chart: It is based on detailed and sequential project planning. Activities are presented as colored bars on a chart, with clearly defined start and end dates. This approach provides a clear picture of the project and makes it easier to monitor progress; however, it can be inflexible and unsuitable for projects with variable requirements or in uncertain contexts.
• Agile: It is based on an iterative and incremental approach. The project is broken down into short cycles (sprints) lasting 1-4 weeks; a working version of the product is released at the end. This approach promotes flexibility and adaptability to change, making it ideal for projects involving uncertain settings or requirements that may evolve over time.

2. Team involvement:

• Gantt chart: The team’s involvement in the planning phase may be limited. The Gantt chart is often created by the project manager or a planning team, and the development team may only play a minor role in defining activities and timelines.
• Agile: The Agile methodology focuses on team involvement and collaboration. The development team is actively involved in sprint planning, task estimation, and decision-making. This approach supports the empowerment and motivation of the team.

3. Change management:

• Gantt chart: The Gantt chart is a strict tool that is not well-suited for frequent changes. Changing a single activity can have a chain effect on the whole project, requiring an update of the diagram and timetable.
• Agile: Agile methodology is designed to manage change flexibly. The sprint structure allows the project schedule to be revised and adapted frequently, incorporating feedback received and any changes in requirements.

Gantt vs Agile: pros and cons

Gantt and Agile offer distinct approaches to project planning, execution, and control, and each has its unique strengths.

Exploring both advantages can help project managers choose the best approach for their unique project needs, balancing detailed planning with the ability to adapt quickly to evolving challenges.

Pros of the Gantt chart:

• Detailed and accurate planning: Gantt provides a visual portrayal of the project plan, illustrating the duration, start, and end of each activity on a time axis. This way, project managers can plan in detail and easily understand the dependencies between different activities, ensuring that all teams are aware of the different activities.
• Progress monitoring: Project managers can easily monitor progress compared to the original plan, quickly spotting any delays or deviations from the schedule.
• Deadline orientation: The Gantt diagram is especially useful in projects with well-defined objectives and deadlines, where the sequence and duration of activities are clear from the get-go.

Pros of the Agile methodology:

• Short iterations and constant feedback: Agile is based on short development cycles, known as sprints, which make it possible to adapt quickly to changes and to incorporate feedback from customers or end users constantly.
• Better risk management: It helps to recognize and mitigate potential problems in advance.
• Collaboration and communication: The agile methodology emphasizes collaboration among team members and with customers, promoting open and frequent communication.
• Adaptability to change: Unlike Gantt, Agile allows for changes even at the late stages of a project, making it ideal for projects in dynamic and rapidly changing environments where requirements may change over time.

Is it possible to combine Gantt and Agile?

Integrating Gantt and Agile in a hybrid approach to project management offers many benefits to project managers, allowing them to leverage both qualities to drive teams to success in an increasingly complex and dynamic working environment.

1. Strategic planning and operational flexibility

The combination of Gantt and Agile allows managers to set a thorough strategic plan, thanks to the Gantt chart’s visibility on project phases and milestones.

Likewise, implementing Agile principles ensures the operational flexibility needed to adapt to changes, enabling the team to respond proactively to project and market needs. This balance between planning and adaptability is critical in complex projects where conditions can change rapidly.

2. Progress monitoring and quick iterations

The hybrid approach makes it easy to monitor project progress effectively, combining the straightforwardness of Gantt’s linear progress with Agile’s ability to implement changes quickly through fast iterations.

Project managers can, therefore, assess project progress concerning the original plan while preserving the flexibility to make corrections or adjustments based on feedback received during sprints.

3. Better communication and customer involvement

By integrating Gantt and Agile, project managers promote better communication within their teams and with customers.

Whereas Gantt provides a clear and understandable roadmap for all stakeholders, Agile supports continuous customer involvement, ensuring the final product is as close to expectations as possible.

This hybrid approach ensures that decisions are made with a full understanding of the project context, improving customer satisfaction and team effectiveness.

4. Resource optimization and efficiency

The combination of Gantt and Agile helps project managers optimize resource use, assigning tasks and priorities more effectively.

Thanks to Gantt’s in-depth planning and Agile’s flexibility, workloads can be balanced, resources can be allocated according to the evolving needs of the project, and waste can be reduced, increasing the team’s overall efficiency.

5. Response to change and innovation

Ultimately, the hybrid approach helps project managers to respond more effectively to change by using the Gantt structure to keep the project on track and the Agile methodology to integrate new ideas and innovations.

This improves the project’s ability to adapt to emerging challenges and promotes a working environment focused on innovation and continuous improvement.

Twproject: the ultimate solution for Gantt and Agile

Twproject stands out in the project management industry thanks to its superior solution that effectively integrates Gantt and Agile.

This tool is designed to simplify project management, making activity planning and monitoring more user-friendly, extremely flexible, and adaptable to different work contexts.

Twproject’s Gantt Chart is known as one of the best on the market for several reasons.

First and foremost, its user-friendliness does not come at the expense of power and versatility. Customers choose Twproject for its clear graphs, ease of monitoring project progress, and advanced features, such as visualization of task dependencies and real-time resource management.

The platform offers a wide range of dynamic features, including:

• Real-time resource allocation: Twproject provides an easy way to monitor and modify resource allocations, quickly identifying any over or under-allocations.
• Management of flexible working hours: It offers the option of setting customized work schedules for each team member, ensuring accurate work capacity planning.
• Project status supervision: Through dedicated dashboards, Twproject provides a real-time view of project progress, making it easier to detect any critical issues.
• Sharing and communication: The platform emphasizes the importance of communication in project management, providing tools for easy sharing of ideas, documents, and feedback.
• Task planning and management: This software blends planning management with Gantt and task entry for the whole team, bringing projects closer to the day-to-day work of the resources.

Twproject‘s adaptability to different working methods, its user-friendly interface, and powerful features make it a must-have tool for project managers who want to optimize their project management, improving team communication and overall efficiency.

Knowing how to deliver a project in the right way is key to the project manager’s success and ensures that they are credited for their professionalism.

Furthermore, it is obvious that a good presentation significantly increases the chances of approval.

Yet, and if you’ve been through this you know it well, how many times before the presentation of a project you are tormented by doubts and questions such as “What if I’m wrong?… What if I will bore the audience?… What if I will forget some important detail?… What if I won’t be able to answer a question?”

Whether in front of an audience of hundreds of people or before a small group, many speakers wonder how to present their projects successfully and are nervous before going in front of an audience.

No matter how high or low the stakes, here are six tips that will boost confidence and help engage the audience.

In this article, we want to give you 6 key tips to overcome fears and perfectly present a project.

How to successfully present a project: 1. Establish your credibility

The material presented won’t be considered meaningful and the audience won’t be impressed if the speaker can’t convince them of their credibility.

Even in the case of an expert with many qualifications, the audience may still “put up a wall” if they don’t trust the speaker.

Establishing credibility begins the very moment the speaker enters the room. Here are some tips:

• Dress accordingly for the audience and situation so that your attire will not distract from your presentation.
• Convey confidence through body language by standing upright, looking the audience in their eyes, and avoiding nervous tics like twitching your hands or clicking your pen.
• At the beginning of the presentation, establish credibility by explaining what qualifies the presenter to present the project.
• Ultimately, polish every aspect of the presentation ahead of time, from the use of high-quality images to speech practice.

How to successfully present a project: 2. Make the most out of your space

Moving around on a stage, in a classroom or conference room will not only make the speaker appear more in control of the situation and more confident about their presentation, it will also keep the audience more engaged by making their presentation more dynamic. At the same time, this doesn’t mean walking incessantly as too much movement can be distracting and disruptive.

How to successfully present a project: 3. Do not be afraid of silence

It is tempting to fill in any silence gaps by talking constantly, but by doing so you are not giving the audience enough time to internalize what you are presenting.

Talking too much and too fast can also give the impression of a nervous speaker. Allowing for pauses and some silence will help the audience assimilate and retain more information.

A trick, for example, is to pause after presenting a big problem or solution and let the weight of that information fall on the audience. Or, allow some visual elements of the presentation to speak for themselves when showing a significant image or important graphic.

With practice, silence can become an important ally in impressing an audience.

How to successfully present a project: 4. Don’t linger on mistakes

Mistakes happen and to err is human. Laptops can crash, devices can fail, or one might forget a few key phrases or concepts. Audiences are less likely to judge a speaker based on their mistakes and more likely to appreciate how that speaker picks up. Should an error occur, it is important not to linger on it and move on.

How to successfully present a project: 5. Use visual elements

Visual elements often can make or break a presentation, highlight project results or not be understood.

By using an interactive presentation tool, you can bring abstract ideas to life by synthesizing and visualizing concepts through images and video.The power of visual storytelling can transform complex concepts into easily understandable narratives. By harnessing the capabilities of free slideshow maker, you can seamlessly compile and edit your project and presentation videos, adding a professional touch that enhances your presentations.

Each time you include a visual element in a presentation though, you need to remember that the content of the presentation should be complementary to what is being said by the presenter and should not serve as the main act.

An example that should not be copied is that of speakers who do nothing more than read their presentation verbatim.

How to successfully present a project: 6. Engage your audience

You need to engage the audience from the get go and keep the attention level high throughout your project presentation.

The beginning of the presentation is like the first page of a book. After that first line or paragraph, would the audience keep reading?

The audience can be engaged by presenting the problem which your presentation will attempt to address, sharing a personal anecdote, or making a connection to current events or other important issues encompassing the conversation on a broader level.

Once the audience has been captivated, their attention can be held through a dialogue with them or an interactive presentation. If it is appropriate to the situation, the speaker can ask questions and get the audience to interact and take an active part.

If you can make the audience feel like they are part of the presentation and not a passive element, they will most likely appreciate the presentation and the message will be remembered

Presentation skills aren’t something people are born with. Sure, some may be more gifted than others, but despite the naturalness with which some speakers may seem comfortable in front of an audience, even the most talented speakers usually practice a lot.

Preparing for a presentation, which begins with the research and gathering of material and information about the target group to the creation of the presentation, gets easier as experience and routine increase.

Like all things, the more often you face the challenge of speaking in front of an audience, the easier it will be to avoid making mistakes in the future.

How a project management software can help you presenting your project

Project progress, delivery times, costs, commitment of resources, data turning around your project are so many and being able to show them effectively without boring your audience can be tricky.  Of course, you can help yourself with tools such as Excel sheets and charts but having a project management software to help you can show the results of the project in real time.

Project management software can show your Gantt and how it has changed in time.

The load of your resources and the progress of the work done in addition to the project costs and all the attached documentation. Comprehensive statistics can help you highlight any problems encountered by being sure to show updated data at each meeting!

The project baseline is an “instant photo” of the project taken at its initial moment.

The goal of the project baseline is to see how far actual results have deviated from the initial reference plan.

In project management, it is essential to establish a baseline with clearly defined requirements, an accurate cost structure, and planning estimates, before the project execution and monitoring start.

All this must be completely defined and documented before the actual activities of the project begin.

In the baseline, the following elements of a project are included:

• Scope
• Timelines
• Costs
• Resources
• Risks
• Quality

Project Manager and project baseline

The project manager must examine the deviations from the project baseline when the work is done and throughout the project life cycle.

After the planning process is completed, this plan is agreed by all stakeholders and everyone expects the actual results to match the planned ones.

The role of the project manager is to verify during the execution of the project, if there is any variation from the baseline, in any element mentioned above.

If an event occurs that causes the project budget to be exceeded, for example, or if there is a risk that will cause the project to be delayed, corrective and preventive actions must be taken.

The project baseline can be changed, but it is not an easy process. These changes can be complex and require careful consideration.

In fact, the baseline should allow to verify how much the project is in line with the initial planning.

If a baseline changes too frequently and there are too many deviations from it, this can be considered misleading.

Therefore, in the real world, the baseline of the project is generally modified only if an important request for modification is approved and only with the recognition of the sponsor of the project.

These changes are considered and approved through a specific process, in which the impacts on the project are assessed.

If a change is approved by the control committee, first its impacts are reported in the project plan and, next, the modification can be implemented.

Deviations from the project baseline are often due to incomplete or incorrect risk identification.

There may be a deviation from the baseline of the project, for example, if the cost of an activity or article exceeds the planned values, or if an activity takes more time than the planned duration.

Why is the project baseline important?

Establishing a baseline allows the project manager to evaluate performance and resource optimisation for the duration of a project.

If a project is behind schedule or above budget, it is time to make changes to the baseline or add more resources.

A technique often used by project managers to measure and compare the performance of a project with its baseline, is the following calculation:

Planned Value (PV) = The estimated cost of the planned work

Actual Value (AV) = Actual cost of work done up to the current date

Effective Value (EV) = Planned Value (PV) x % of project completion

Schedule Performance Index (SPI) = EV / PV , measures progress made up to the current date with respect to the initially planned progress.

When SPI <1, less work than expected has been done.

When SPI> 1, more work than expected has been done.

Cost Performance Index (CPI) = EV / AV , measures the value of completed work compared to the planned labor cost.

Finally, baseline determination helps with the accuracy of future estimations. This allows the project manager to get a better idea of how long it will take to complete the project and at what costs.

Estimated at Completion (EAC) = (total project budget) / CPI

EAC is a forecast of how much the overall project will cost, so that it is possible to approximate the correct allocation of resources.

Maintaining an accurate record of current project estimates and actual results allows estimates to be applied to similar future projects.

How to check the status of the baseline

 The check of the progress of the project with respect to the baseline, must follow specific procedures that are established even before starting the execution of the project.

Effective control is possible when these elements are defined:

• Performance assessment standards and criteria
• Data collection system
• Frequency of monitoring, ie. when the checks must be carried out
• Frequency of reporting
• Approval process for the new programming
• Stakholders communication plan.

Practices to follow for optimal calculation and good control of the project baseline

 Let’s see the “modus operandi” to set, track and maintain an optimal project baseline.

 1. Setting of the original baseline

At the beginning of any project, it is very important to set a baseline that represents the starting point of the work. This is a useful method to document the change of various parameters of a project. The goal of setting a baseline is to avoid rewriting its parameters, but eventually just adding new ones. The experience of the project manager in this operation has a very important role.

2. Keep track of previous baselines

As the project progresses, surely the project manager will have to make changes. However, before any change, it is important to save a history of the previous baselines so that it is possible to access the previous baselines for comparisons and restore changes, if necessary.

3. Maintenance of a baseline

Once a change has been approved, it is time to update the forecast by adding the new scope, deadlines, and approved changes. Keeping an accurate record of updates and changes to the baseline allows the project manager to keep the project in line with the new requirements.

In order for the project to be successful, a structured control system becomes fundamental, as well as a good initial planning.

In addition, a project manager must be able to manage contingencies and any changes that may occur during the life cycle of a project.

The control must not only be limited to reporting the changes and rescheduling the activities planned for the future. Instead, control must be a proactive process in which project managers try to anticipate problems.

The project manager must therefore have a continuous and detailed view of the project and must communicate continuously with the project team and with stakeholders.

Managing the project baseline with project management software

Managing projects with a project management software is clearly simpler, but if the software also manages the baselines, even the subsequent analysis will be simpler.
Twproject records every change on your project and allows you to scroll through the whole story in a simple and visually impactful way, thanks to its timeline, managing to get to the starting point to analyze everything that has happened: every time the budget has been exceeded, the hours estimate, time, any correction and advancement.

Thanks to this, a project manager can refer to different baselines and it is important that he has an adequate control system available.

A good project software like Twproject that keeps track of project timings and deliverables, can certainly give a big help in the control of the project baseline, too.

The Gantt chart in Excel can be compared to one created in project management software? You will find out shortly by continuing to read.

As you well know, the Gantt chart is a central tool in project management for visualizing the progress of every task.

Project managers often rely on Excel to create these charts, using horizontal bars to portray the series of data relating to tasks’ start and end dates.

Still, what are the limitations of a Gantt in Excel? Let’s analyze them below.

6 limitations in using Excel for a Gantt chart

1.    Static and strict activity management

Excel was not designed specifically for project management (learn more here).

Excel’s spreadsheet format implies a static and strict management of activities using a Gantt chart. This poses several specific challenges, including:

• Manual updates: Any changes regarding start or end dates, task lengths, or resource allocations must be filled in manually. For a dynamic project, where times and resources can change frequently, this process becomes cumbersome and error-prone.
• Slow response to change: In Excel, responding quickly to changes is complex. If the end date of a task is postponed, project managers must manually update all dependent tasks. This process is prone to omission mistakes, which can cause inaccurate time and resource estimates.
• Lack of automation: Since there are no automation capabilities specific to project management, task planning becomes time-consuming, lacking the possibility of quick and automatic adjustments in response to project variations.

2.  Complexity in visualizing dependencies

In a Gantt diagram, it is critical to visualize dependencies between tasks.

Dependencies are vital in any project – they state how the delay or acceleration of one task affects the others. Excel presents significant limitations in this regard:

• Manual mapping: Dependencies must be mapped manually in Excel, often using comments or complex cell organization. This counter-intuitive method makes it difficult for team members to visualize how activities are interconnected quickly.
• Complicated updates: When a dependency changes, the project manager must find and manually update each reference. This process is error-prone and highly inefficient, especially in projects with many interdependencies.

Limited visualization: Excel does not offer a straightforward way to visually distinguish between different dependencies (e.g., start-to-start, end-to-end, etc.). This limitation limits the project manager’s analysis and planning powers, and they must rely on external solutions to overcome this shortcoming.

3.  Limitations in scalability

Large projects can become particularly problematic in Excel.

As the number of tasks and team members increases, the file becomes heavier and takes longer to manage. This limitation in scalability can make it difficult to manage complex projects efficiently.

4. Lack of real-time collaboration

Collaboration is a major aspect of project management.

Excel does not support real-time collaboration, so team members cannot simultaneously work on the same file.

This limitation makes it difficult to communicate and update information in real-time, which is crucial in a dynamic working environment.

Collaborating on an Excel project typically requires sending the file via email or uploading it to a shared drive. This approach can lead to confusion about which version of the file is the most up-to-date and increase the risk of unintentional overwriting.

Moreover, with no way to work on the same file simultaneously, team members must wait for one person to complete their work and update the file before another can start. This considerably slows down the process of updating and revising the project.

Also, it is difficult to track who made what changes and when. This lack of traceability can lead to difficulties in managing accountability and understanding the history of changes made to the project.

5. Lack of specific features

Excel does not offer specific project management features such as task progress tracking, alarms for upcoming deadlines, or integration with external tools.

This lack makes it difficult to perform comprehensive and detailed project management.

6. Difficulties in customization and interpretation

As mentioned, creating a Gantt chart in Excel that is visually clear and easy to interpret can be challenging.

Customizing and interpreting Gantt charts in Excel pose unique challenges, particularly for large teams or complex projects:

• Advanced customization: To adapt a Gantt chart to the specific requirements of a project, users often have to resort to complex manual solutions, such as modifying formulas, editing conditional format bars, or creating macros.

This requires some advanced skills in Excel, which not all team members may possess.

• Visual clarity: Keeping visual clarity in a Gantt chart can be tricky in Excel.  

With no dedicated tools, differentiating between different project phases, task priorities, or progress states requires significant effort for visual customization, which may not be intuitive or easily interpreted by all team members.Data interpretation: Gantt charts in Excel can be difficult for team members of different skill levels to interpret. Without a clear and accessible presentation of information, communication, and understanding of the project status can be compromised.

Overcome Excel’s limitations with Twproject

Over time, using Excel to create Gantt charts has proven severely limiting, especially when managing complex projects that require effective collaboration between team members.

Twproject is a project management software that includes many advanced and integrative features.

The software creates a dynamic and interactive Gantt chart, which supports detailed task planning and real-time management of resources, task dependencies, and milestones.

Also, Twproject allows Gantt and ToDo lists to be visualized simultaneously, making it easier to manage tasks and their allocation during project meetings. This integration provides a complete overview of the project, improving communication between team members and leading to more effective workload management.

In Twproject‘s latest release, we have introduced flexible dependencies in the Gantt chart to allow greater flexibility in planning activities.

These flexible dependencies allow overlaps and downtimes between project phases to be managed more realistically, better reflecting the dynamic nature of modern projects.

The option of intuitively modifying dependencies and managing the elasticity of project phases is a marked improvement over the rigidity of diagrams produced with Excel.

Moreover, Twproject stands out for its ability to provide a project overview that includes planned activities and actual progress, thanks to the automatic updating of data within the Gantt.

This is key to keeping all team members up-to-date on project progress and making timely decisions based on accurate information.

Twproject is the ultimate solution for project managers, providing a more integrated and dynamic approach to project management.

Its state-of-the-art functionalities and user-friendly interface make it an indispensable tool for successful project management.

With no adequate project management plan, your business will be vulnerable to chaotic management, vague objectives, inadequate resources, and frustrated employees.

As a matter of fact, unrealistic planning results in high risks that produce poor quality results from high costs.

This is why it is so important to make a comprehensive project management plan before the work begins.

In this article we will take a look at what a management plan is, what it is for, and how to implement it.

What is a project management plan?

The project manager creates the project management plan based on input gathered from the project team and key stakeholders.

A project management plan is a formal document that outlines how a project will be executed, monitored and controlled.

As work moves forward, project performance is benchmarked compared to the performance measurement baseline included in the project management plan.

Should a deviation from the baseline occur while the work is in progress, the project manager needs to address it by making adjustments to correct it.

If these adjustments should fail to correct the deviations, formal baseline change requests become mandatory.

Project managers spend a great deal of time ensuring the achievement of objectives., ensuring that all stakeholders get the hoped-for benefits.

As well as proper planning, a project manager’s skills also consist of efficiently controlling the project and ensuring that project deliverables are on time and that the project proceeds according to the project management plan.

How to make a project management plan

There is no unique model that works for all projects.

Each management plan must be tuned to the given industry and project circumstances.

Yet, typically, here is how a management plan is made:

1. Identify the goal of your project

To build anything meaningful, the first step is to lay the right foundation. Here are the questions you need to ask:

• Why is this project being created?
• What is the goal?
• How will it be measured?
• What is a successful scenario?
• How will this affect stakeholders?

2. Trace the framework

This following step must detail how things will proceed and what the project will look like once it has started.

It is critical that a project does not overstretch otherwise the team will never achieve its goals.

The scope of the project should include deliverables and scheduling of results; in fact, all team members should know what is to be delivered and when.

3. Visually trace your project

A thoughtfully crafted project schedule is the key to success.

Without this, your project will likely collapse into a chaos of missed deadlines, mismanagement, and frustration.

In this case, planning tools such as the Gantt chart and time sequences can streamline the creation of amanagement plan.

By visually outlining each activity in the project, it will allow for faster addition of important milestones and search for any dependencies or conflicts.

4. Identify the structure of your project team

Assembling a team and aligning them with your project vision is not so simple.

This can only be achieved through good communication, which is why good project documentation is paramount.

An organizational chart can help include some necessary information such as team hierarchy, everyone’s responsibilities, and contact information for each member.

5. Risk management

A key task of a project manager is to pinpoint the factors that could potentially jeopardize your project, and devise solutions to address them.

A risk management plan typically begins by listing all the elements of a project, and then a risk breakdown structure allows to organize them both hierarchically and by category.

With a dynamic and always up-to-date project monitoring tool like Twproject, the project manager will be able to keep an eye on any critical aspect of project progress.

This will make it easier to find them, manage them, and figure out a quicker solution.

6. Plan communication

One thing that project managers often overlook is having a  communication management plan. This outlines how the project team will communicate with stakeholders.

Too often, by default, project communication consists in ad hoc emails or last-minute meetings, but we can prevent this by planning ahead by drafting a structured communication plan.

This form of reporting is valuable for providing regular communication of clear and consistent updates about project progress.

This can also help in detecting and flagging problems before they arise, build trust with stakeholders, and make it easier to reflect on project performance.

Therefore, it becomes clear how a project management plan is key for a successful project, as it will be able to drive work and keep it on track.

Who can help you make a good project management plan

As previously mentioned, there are a number of management plan templates based on your industry, company culture, and project type.

In this case, a good, comprehensive, feature-rich project management tool, can help in choosing the best plan template and drafting a complete and comprehensive document.

This way, the project manager will be able to ensure that actual progress stays on track with planned progress.

If you choose Twproject, planning will be much easier, thanks to its dynamic tools for calculating risk, workload, and budget.

Thanks to its statistics pages and notifications you can always have the situation under control and carry out your management plan in a pleasant and satisfying way.

We offer you a 15-day free trial as well as our efficient support service that will personally guide you through the composition of your plan. What are you waiting for? Start now!

A project SWOT analysis is a strategic planning technique that project managers can use to assess the strengths and weaknesses of their projects.

In addition, this analysis will allow for the identification of opportunities and threats that may need to be addressed during the project life cycle.

Incorporating SWOT analysis into project management can help improve planning, reduce risk, and increase overall project success.

What does SWOT mean?

A SWOT analysis is a technique that companies often use to evaluate four critical aspects of their organization.

This analysis can help companies better understand how successful they are likely to be and what areas they should improve.

Just as entrepreneurs and executives use a SWOT analysis to evaluate their company, project managers can use the same technique to assess their projects.

Here is an overview of the four areas of interest that make up the SWOT acronym and how they apply to project management:

• S – Strengths: These are internal factors, i.e., factors that can generally be controlled, that determine the success of a project. An example might be good project management software or experienced team members.
• W – Weaknesses: Weaknesses are internal factors that can make it difficult for a project to succeed. For example, when the team has never worked together, and several members are new and inexperienced. Other internal weaknesses could be disengaged stakeholders or lack of project funding.
• O – Opportunities: Opportunities are external, uncontrollable factors that could help the project succeed. These opportunities may be current but not yet exploited or future. An example might be a discount on goods from a supplier.
• T – Threats: These are external factors that could harm the project if they occur. As with opportunities, they can be current or future threats. For example, a threat could be the failure of a major supplier or customer, or increased costs of supplies, materials, or contractors.

What is the purpose of a SWOT analysis?

SWOT-analysis helps the project manager plan the project and considers the factors that can help or hinder its success.

In fact, the goal is to find risk areas and controllable factors that need to be paid attention to and monitored throughout the project.

When you fully understand a project’s strengths, weaknesses, opportunities, and threats, you can plan a successful strategy that addresses these four factors.

Conducting a SWOT analysis can help produce new ideas for leveraging what the project manager and team do best and potential opportunities.

In addition, SWOT analysis also helps increase awareness of weaknesses and potential threats to the project so that you can defend against them.

Who should do a SWOT analysis?

For a SWOT analysis to be effective, you need complete, accurate, and unbiased information.

Depending on the project’s scope, the team conducting the analysis should have a good overview of the organization and the business.

A project with a larger scope usually should involve a project leader with a higher position or an outside expert to perform the analysis.

In addition, a project with a greater impact on the entire company should involve multiple participants in different departments of the organization.

In general, creating a team with diverse perspectives is essential for a more accurate assessment.

Advantages of SWOT analysis

Companies should perform a SWOT analysis before committing to any action or project plan.

In this way, they can answer questions such as “is it possible to do the project?” or “should we do the project?”.

SWOT analysis provides teams and organizations with the following benefits:

• Create honest assessments of their strengths and weaknesses.
• Provides new perspectives on the company and its business.
• Provides information on how to maximize what is available, address limitations, make additional investments, and avoid risk.
• Create supporting documents for the project plan.
• Provides an effective strategic planning tool when performed regularly.

Examples of SWOT analysis

A medical startup wants to develop and commercialize a noninvasive, optically-based blood glucose monitor in this example.

This company wants to offer patients a better way to monitor and manage their blood sugar levels without painfully pricking their fingers using traditional home electronic glucose meters.

So, let’s see what the SWOT analysis looks like in this case.

Strengths:

• The company has patents on its optical blood glucose monitor technology.
• The technology and device are FDA approved.
• The company has the support of industry experts with extensive experience regarding technology, including medicine, optics, electronics, and manufacturing.

Weaknesses:

• The company has no funding.
• As a startup, the company does not have a distribution network.
• The device is expensive to build.

Opportunities:

• There is an untapped market for noninvasive blood glucose monitors.
• Due to endemic diabetes, the demand for monitors increases each year.
• Leading scientific institutions and organizations are expressing interest in conducting joint research.

Threats:

• Existing competitive and emerging products have a strong market presence.
• Device prices are dropping.

Actions to be taken:

This company should consider getting capital from interested investors such as venture capitalists or angel investors from the SWOT analysis.

Also, the company must quickly build relationships with medical device distributors by attending conferences and developing distributor incentives.

The company can also benefit from joint research and publications with institutions and companies with existing distributor networks.

Another example of a decision a company might be faced with: hiring an intern for the summer?

Strengths

• Energetic and hardworking person
• Knows the latest technologies
• Convenient

Opportunities

• Could become a new full-time employee

Weaknesses

• Investing time in training
• Must return to college at the end of summer

Threats

• Could use the training he received to get hired at a rival company

Also, SWOT analysis can also be used to make decisions regarding personal life, e.g., jogging after work.

Strengths

• Burn Calories
• Breathe fresh air
• Sense of accomplishment

Opportunities

• Meet your future better half
• Discover new landscapes of your city

Weaknesses

• Sweaty clothes
• Muscle pain
• Fatigue

Threats

• Attacked by a dog
• Suffer an injury

Bottom line

In conclusion, SWOT analysis doesn’t so much help determine what to do as it does determine whether or not to do something.

The ultimate goal of SWOT analysis is to match strengths with opportunities to determine a clear path to success. Or also, to uncover weaknesses that could be exploited in a way that could be avoided in organizational strategy.

If you plan from the outset using project management software such as Twproject, the various elements of the SWOT analysis will be evident at a glance.

Twproject guides you in analysing and kicking off your projects, following you step by step. Test your project data now for free and discover all the launch opportunities and possible risks to avoid.