Category: Project management

One platform to manage projects, activities, timesheets, costs and documents.

Projects and workload: what you need to know

In project management, evaluating the workload that insists over the resources shoulders plays a fundamental role for the project Happy Ending.

In an ideal world where you work with infinite resources, projects are always in-time.

CONTENT

In the real world, on the other hand, we often have to deal with team members simultaneously involved in multiple projects, which have to manage daily activities and several emergencies.

For this purpose a lot of companies use contractor scheduling software to  better allocatie resources across various projects  and make sure that no team member is overburdened. Optimizing schedules and balancing workloads ensures that projects are completed efficiently and within budget.

In this case, an indication on “sustainability” is essential to understand who and when will be able to positively bring our project to completion.

Duration and effort in workload: which is the difference?

At the beginning, I was surprised by the difficulties that some of our customers face to understand the difference between duration and effort. For many of them the ratio was one to one.

This type of approach is not only wrong in management terms (a phase that lasts 30 days could require an effort of one hour e.g.: waiting for material from a supplier), but implies a total and exclusive allocation of the resource on that one activity.

If this approach works well in the analysis and budgeting phase, it cannot work in the planning phase.

A good question to ask yourself at this point is: “How many hours can a resource work on his project per day?”

To answer correctly, several parameters must be considered:

  • the obvious working hours (full-time, horizontal or vertical part-time)
  • holidays, illnesses, permits etc.
  • what has already been allocated to other projects
  • routine activities
  • spot activities already planned

The first two points are intuitive and partly out of the PM’s control, so we will analyze the others and we will see how they contribute to generating the “workload” of a resource.

Project Activities

A project, or rather a phase, always has a start date, an end date (therefore a duration, usually expressed in working days), and some resources assigned on it.

Each resource must perform the estimated activities for a total of days / hours (effort).

Without going into too much detail, we can evaluate the load on a resource by dividing the estimated hours by the project/phase duration.

For example: a 10 days phase with an effort of 20h generates an average workload of 2h per day or 25% (assuming 8 hours a day).

Easy, at least before the project starts.

But once it get started, what happens if for the first 5 days I have not been able to work on this project?

It happens that I will have to work 20h on 5 remaining days, with a load of 50%.

Therefore in the project activities the hours “not yet done” give an incremental feedback to the workload, accumulating in the remaining days.

incremental feedback to the workload

Having the opportunity to compare the “ideal” situation (the one planned by the PM, without taking into account the done/ not done), with the “real” one (which takes into account the feedback) gives many food for thought and possible corrections.

It is interesting to note that the failure to work on the planned project can be read from the worklog records.

The worklog is an excellent indicator from this point of view, it is a sort of “heartbeat of the project“; if the heart doesn’t beat the project is dead!

What said above consider the “average workload”.
Twproject allows you to plan all the hours or just a part by assigning them directly on the calendar (there are various tools to do this), but the substance does not change; 20h needs to be done in the 10 days of the phase.

If a resource works on several projects at the same time, the calculations can become complicated and for this Twproject helps us by presenting this information in an efficient way.

Balance your resource as we do!

with Twproject you can manage your resource allocation, insert worklog and resolve peaks.

Try Twproject now!

Routine Activities: Do you work eight hours a day?

They are the Cinderella of activities.

Many of us, despite being in the office for 8 hours (at best :-)) can only dedicate a percentage of their time to “real projects”.

We spend a lot of time (note: I didn’t say “we lose it”) in activities not attributable to a project.

In my case: reading incoming emails, department meetings, phone calls, supporting colleagues.

In addition to these generic ones, there can be other more specific ones such as updating, training, document archiving, backup verification, maintenance etc.

How much time do I spend on these activities? Almost 3 hours a day!

I know this with some confidence because, with the help of Twproject, I recorded daily , for years, the hours spent and I know that, on average, the 38% of my time goes like this.

If I were planning a project that involves me 100% for a period longer than a few days, it would definitely go out of dates.

The funniest part is that if someone asked me how many hours I can work on one thing every day by instinct I would say “eight hours“. To avoid these errors it is important to have objective data on which to base our choices and analysis.

The worklog recording is the basis for good planning, not just for good cost control.

I know very well that this is an additional effort and in fact when I tell our clients to record the “lost” hours, the first reaction I get is of the “reluctant / snorting / I get up and walk away” type.

This is why it is important that the worklog registration activity is as “painless” as possible.

On this point Twproject is unbeatable; you can record the worklog at the close of the To-do, with the start-stop buttons, on one / two / three weeks, on the whole month day-by-day, etc .. The overhead is minimal!

With the aim of “measuring” routine activities, having a “cauldron” available where you can put everything that cannot be traced back to a project greatly lightens the recording by helping us to “reach 8“.

We always advise our customers to create a non-project “cauldron” (or “basket” or “BAU” Business As Usual for the more chic ones) which starts on 1/1 and ends on 12/31 for the recording of non-project activities .

After a few months of recordings, you can better understand how long our resources can really devote to their projects.

It also happens that it is necessary to take a look at what went into the “cauldron”; perhaps it could be structured to better “classify” routine activities.

For example this is what we use in Twproject:

Work Breakdown Structure
Business-as-usual structured example

We understand how to use the worklog to calculate the hours we can devote to “real projects”, but how do routine “projects” behave from a work-load point of view?

More or less like real projects. The effort is “spread” evenly over the period.
There is a small difference: they do not have incremental feedback.

Let’s take an example: my support activity to the development team takes me “on average” one hour a day.
If I don’t get support requests today, it’s not necessarily true that I will receive twice as much tomorrow.
In practice, the effort is considered constant over the entire period.
Its graphical representation is a constant bar:

constant effort
Routine activities

Spot Activities

These are activities that take place within a “contract” without knowing first how much and when.

The best example is the interventions to be made on request as part of an annual maintenance contract.

In this case, you can create a “project” that has the same dates as the “contract” and assign resources if necessary.

Since it is difficult to predict the overall effort first, for simplicity we can not specify it and leave it at zero.

If, on the other hand, you want to track it, because a package of hours has been sold to the customer, you can enter them, these will not be considered by the load anyway.

Therefore, unlike projects and routine activities, spot activities do not generate a “spread” load over the duration of the project / contract, but only on that days in which the activities are planned.

With Twproject this can be done directly by assigning ToDo’s or by using the work plan.

A practical example: Giorgio’s workload

Giorgio works in a production company and has been dealing with a specific product for many years, he supports customers who buy it and participates in the development of his customizations.

Giorgio’s daily work is therefore composed of projects of a different types. Let’s create them in Twproject and see how his workload looks.

Giorgio has a general customer support project that lasts all year and takes up more or less a couple of hours a day. This project is routine:

employee's assignment

And this is how the workload will look like:

employee's workload
Routine activity that takes about 2 hours a day – 25%

Giorgio is then involved in a project for a custom product of one of his customers. The phase in which he is involved lasts only 10 days and his effort is estimated at 40 hours.

This is the new assignment:

new assignment

And the new workload evaluated:

project workload
75% load with the addition of a project

Finally, Giorgio has an active support contract with a specific customer, with a 40-hour pay-as-you-go package. Giorgio does not work on this project unless the customer calls him. This activity is spot and even if we insert the effort, the load does not change.

spot activity

But what happens to Giorgio’s load if the customer calls him and they schedule an intervention on the product? Giorgio will create a scheduled ToDo and this will modify his load.

effect of spot activity on workload
Workload with the spot activity scheduled

As can be seen from the image, the commercial activity has stolen some time from the Analysis project and in fact the hours that Giorgio will have to dedicate to it in the remaining days have increased.

These are just 3 simple examples managed by Twproject but which give a good idea of how to map the different types of business activities.

For optimal workload management, it is therefore crucial to estimate the time required to complete each project step and to keep track of the activities involved in the process.

With Twproject 7 we have worked a lot on these aspects and introduced a tool, which using the information of the load “suggests” a “sustainable” project end date for the team.

We have also introduced a tool to quickly solve load peaks and overlaps, because not always everything goes smoothly like our Giorgio, we will see this tool in a dedicated post.

Start now with a proper resource allocation

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Project Managers and Public Tenders: key tools

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

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

CONTENT

Plan your projects with Twproject

Project Management in public tenders

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

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

More specifically:

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

Project management, thematic groups, and public tenders

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

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

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

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

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

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

Another subject, that of risks, mainly concerns disputes.

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

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

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

The R.U.P.’s role in public tenders

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

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

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

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

The tasks of the RUP are diverse, including:

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

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

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

The assistance of project management software in public tenders

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

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

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

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

project management

Here’s what this project management tool can ensure:

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

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

Plan your projects with Twproject

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Supply chain management with Twproject

Supply chain management involves supervising the entire production flow of goods or services, from the raw components to the end product delivery to consumers.

It comprises a range of cross-functional tasks connecting goods and services with customers.

 

CONTENT

Successful supply chain management requires a figure who can supervise all processes.

This professional is the supply chain manager.

A supply chain manager is responsible for supervising imports and exports and, sometimes, creating raw materials or finished products.

The supply chain manager often plays a leading role within a company.

Here are some of their daily duties:

  • Production and distribution process management;
  • Collaboration with buyers and suppliers to find the right materials or products;
  • Negotiation of contracts with suppliers, vendors, contractors and customers;
  • Data analysis for forecasting inventory demand and analyzing product performance;
  • Cost reduction at all levels while maintaining quality and achieving sustainability goals;
  • Keeping up to date with industry and technology trends and developments.

Supply chain management: Case history

The key role of supply chain management involves adopting effective strategies to improve efficiency and reduce costs while ensuring end-customer satisfaction.

A typical example of efficient supply chain management can be observed in the demand planning scenario.

Companies like Zara have achieved success by using real-time data to swiftly predict fashion trends. This allows agile production and reduces overstocking. This approach minimizes product lifecycle risks, keeping the supply chain lean and responsive.

Another critical element is the optimization of delivery time through advanced supply chain planning techniques. Using sophisticated software, companies can simulate and predict different distribution perspectives, ensuring that products get to consumers as quickly and cheaply as possible.  

Amazon, for example, employs predictive algorithms to position inventories as close as possible to potential buyers in advance, drastically reducing delivery times. 

For eCommerce brands, leveraging services like Rush Order’s 3PL solution for eCommerce businesses can streamline this process, offering efficient and scalable fulfillment operations.

Moreover, the relationship with suppliers is crucial for a resilient and performing supply chain. Building strong and trusting relationships with suppliers not only improves the quality and timeliness of supplies but also makes it possible to negotiate more favorable terms.

supply chain management twproject 

Toyota is well-known for its lean production system and effective supplier relationship management, which allows it to keep inventory levels low and respond flexibly to changes in demand.

Using project management software such as Twproject is key in this regard. This kind of tool offers an integrated platform that streamlines monitoring and management of all phases of the supply chain.

From supply chain planning to distribution, the software delivers all-around visibility into every area of the process, ensuring that decisions are based on real-time data and up-to-date information.  

Equipped with advanced functionality, managers can schedule activities, manage resources, and communicate effectively with teams and suppliers, everything in one place. This leads to better coordination and faster responsiveness to market and end-customer needs, significantly improving overall supply chain performance.

These examples prove how effective supply chain management can determine a company’s success, contributing significantly to improving efficiency, reducing costs, and meeting end-customer expectations.  

By integrating project management software such as Twproject, these capabilities are further enhanced, making operations smoother and less prone to errors or delays.

Twproject for supply chain management

Supply chain management is a constant effort by companies to make them as efficient and economical as possible.

This can be achieved by tightly monitoring the company’s internal inventories, production, distribution, sales, and supplier inventories.

This is why using project management software such as Twproject can help tackle the unique challenges that arise during the various stages of the supply chain.

Twproject provides real-time visibility and control over project activities, deadlines, and resource allocation.

Companies can successfully manage procurement, production, transport, inventory, and distribution activities.

Effective supply chain management requires careful coordination of multiple activities and stakeholders.

Twproject, therefore, acts as a central repository of information, providing supply chain managers with a holistic picture of their ongoing projects and activities.

This 360-degree visibility allows them to pinpoint potential bottlenecks,  allocate resources effectively, and make informed decisions to optimize the supply chain process.

One of the primary benefits of this project management software is its ability to improve communication and collaboration between different stakeholders by overcoming the need for multiple communication channels, thus reducing the risk of communication problems or information gaps.

This leads to better coordination, swifter problem-solving, and improved efficiency throughout the process.

Ultimately, project management software such as Twproject offers a range of highly customizable functionalities that help companies and managers streamline their daily operations.

From task management and collaboration tools to reporting capabilities and integration with current systems, Twproject empowers companies to manage and track projects effectively, optimize resource allocation, and improve stakeholder communication and collaboration.

With Twproject, maximum cost and time efficiency can be achieved in each company’s supply chain.

 

Still in doubt? Well, you can try yourself with a free demo.

Try it now
 

This article will explain how the supply chain works down to the last detail and how project management software such as Twproject can help the supply manager in their daily work.

Steps in planning and managing a supply chain

The supply chain consists of five stages. These are:

  1. Planning: The process usually begins with planning, which aims to match the offer with customer requirements.
  2. Companies must try to predict their future needs and act accordingly.
  3. Procurement: Procurement involves working with suppliers to source the necessary materials throughout production.
  4. Implementation: This is the core of the supply chain.
  5. This is where the company uses its equipment and/or labor to process raw materials into something new. The resulting product is the end goal of the production process, but it is not the final stage of the supply chain.
  6. Distribution: Once the products have been manufactured, companies must be able to ‘deliver them’ to their customers. A company with an effective supply chain should have robust logistics capabilities and delivery channels to ensure timely, safe, and cost-effective delivery of its products.
  7. Return: The supply chain management process ends with support for customer returns. This return phase is often called reverse logistics, and the company must ensure that it can receive returned products and remedy the transaction with the customer.

The project supply chain manager’s role

Successful supply chain management requires a figure who can supervise all processes.

This professional is the supply chain manager.

A supply chain manager is responsible for supervising imports and exports and, sometimes, creating raw materials or finished products.

The supply chain manager often plays a leading role within a company.

Here are some of their daily duties:

  • Production and distribution process management;
  • Collaboration with buyers and suppliers to find the right materials or products;
  • Negotiation of contracts with suppliers, vendors, contractors and customers;
  • Data analysis for forecasting inventory demand and analyzing product performance;
  • Cost reduction at all levels while maintaining quality and achieving sustainability goals;
  • Keeping up to date with industry and technology trends and developments.

Supply chain management: Case history

The key role of supply chain management involves adopting effective strategies to improve efficiency and reduce costs while ensuring end-customer satisfaction.

A typical example of efficient supply chain management can be observed in the demand planning scenario.

Companies like Zara have achieved success by using real-time data to swiftly predict fashion trends. This allows agile production and reduces overstocking. This approach minimizes product lifecycle risks, keeping the supply chain lean and responsive.

Another critical element is the optimization of delivery time through advanced supply chain planning techniques. Using sophisticated software, companies can simulate and predict different distribution perspectives, ensuring that products get to consumers as quickly and cheaply as possible.  

Amazon, for example, employs predictive algorithms to position inventories as close as possible to potential buyers in advance, drastically reducing delivery times. 

For eCommerce brands, leveraging services like Rush Order’s 3PL solution for eCommerce businesses can streamline this process, offering efficient and scalable fulfillment operations.

Moreover, the relationship with suppliers is crucial for a resilient and performing supply chain. Building strong and trusting relationships with suppliers not only improves the quality and timeliness of supplies but also makes it possible to negotiate more favorable terms.

supply chain management twproject 

Toyota is well-known for its lean production system and effective supplier relationship management, which allows it to keep inventory levels low and respond flexibly to changes in demand.

Using project management software such as Twproject is key in this regard. This kind of tool offers an integrated platform that streamlines monitoring and management of all phases of the supply chain.

From supply chain planning to distribution, the software delivers all-around visibility into every area of the process, ensuring that decisions are based on real-time data and up-to-date information.  

Equipped with advanced functionality, managers can schedule activities, manage resources, and communicate effectively with teams and suppliers, everything in one place. This leads to better coordination and faster responsiveness to market and end-customer needs, significantly improving overall supply chain performance.

These examples prove how effective supply chain management can determine a company’s success, contributing significantly to improving efficiency, reducing costs, and meeting end-customer expectations.  

By integrating project management software such as Twproject, these capabilities are further enhanced, making operations smoother and less prone to errors or delays.

Twproject for supply chain management

Supply chain management is a constant effort by companies to make them as efficient and economical as possible.

This can be achieved by tightly monitoring the company’s internal inventories, production, distribution, sales, and supplier inventories.

This is why using project management software such as Twproject can help tackle the unique challenges that arise during the various stages of the supply chain.

Twproject provides real-time visibility and control over project activities, deadlines, and resource allocation.

Companies can successfully manage procurement, production, transport, inventory, and distribution activities.

Effective supply chain management requires careful coordination of multiple activities and stakeholders.

Twproject, therefore, acts as a central repository of information, providing supply chain managers with a holistic picture of their ongoing projects and activities.

This 360-degree visibility allows them to pinpoint potential bottlenecks,  allocate resources effectively, and make informed decisions to optimize the supply chain process.

One of the primary benefits of this project management software is its ability to improve communication and collaboration between different stakeholders by overcoming the need for multiple communication channels, thus reducing the risk of communication problems or information gaps.

This leads to better coordination, swifter problem-solving, and improved efficiency throughout the process.

Ultimately, project management software such as Twproject offers a range of highly customizable functionalities that help companies and managers streamline their daily operations.

From task management and collaboration tools to reporting capabilities and integration with current systems, Twproject empowers companies to manage and track projects effectively, optimize resource allocation, and improve stakeholder communication and collaboration.

With Twproject, maximum cost and time efficiency can be achieved in each company’s supply chain.

 

Still in doubt? Well, you can try yourself with a free demo.

Try it now
 

This article will explain how the supply chain works down to the last detail and how project management software such as Twproject can help the supply manager in their daily work.

Steps in planning and managing a supply chain

The supply chain consists of five stages. These are:

  1. Planning: The process usually begins with planning, which aims to match the offer with customer requirements.
  2. Companies must try to predict their future needs and act accordingly.
  3. Procurement: Procurement involves working with suppliers to source the necessary materials throughout production.
  4. Implementation: This is the core of the supply chain.
  5. This is where the company uses its equipment and/or labor to process raw materials into something new. The resulting product is the end goal of the production process, but it is not the final stage of the supply chain.
  6. Distribution: Once the products have been manufactured, companies must be able to ‘deliver them’ to their customers. A company with an effective supply chain should have robust logistics capabilities and delivery channels to ensure timely, safe, and cost-effective delivery of its products.
  7. Return: The supply chain management process ends with support for customer returns. This return phase is often called reverse logistics, and the company must ensure that it can receive returned products and remedy the transaction with the customer.

The project supply chain manager’s role

Successful supply chain management requires a figure who can supervise all processes.

This professional is the supply chain manager.

A supply chain manager is responsible for supervising imports and exports and, sometimes, creating raw materials or finished products.

The supply chain manager often plays a leading role within a company.

Here are some of their daily duties:

  • Production and distribution process management;
  • Collaboration with buyers and suppliers to find the right materials or products;
  • Negotiation of contracts with suppliers, vendors, contractors and customers;
  • Data analysis for forecasting inventory demand and analyzing product performance;
  • Cost reduction at all levels while maintaining quality and achieving sustainability goals;
  • Keeping up to date with industry and technology trends and developments.

Supply chain management: Case history

The key role of supply chain management involves adopting effective strategies to improve efficiency and reduce costs while ensuring end-customer satisfaction.

A typical example of efficient supply chain management can be observed in the demand planning scenario.

Companies like Zara have achieved success by using real-time data to swiftly predict fashion trends. This allows agile production and reduces overstocking. This approach minimizes product lifecycle risks, keeping the supply chain lean and responsive.

Another critical element is the optimization of delivery time through advanced supply chain planning techniques. Using sophisticated software, companies can simulate and predict different distribution perspectives, ensuring that products get to consumers as quickly and cheaply as possible.  

Amazon, for example, employs predictive algorithms to position inventories as close as possible to potential buyers in advance, drastically reducing delivery times. 

For eCommerce brands, leveraging services like Rush Order’s 3PL solution for eCommerce businesses can streamline this process, offering efficient and scalable fulfillment operations.

Moreover, the relationship with suppliers is crucial for a resilient and performing supply chain. Building strong and trusting relationships with suppliers not only improves the quality and timeliness of supplies but also makes it possible to negotiate more favorable terms.

supply chain management twproject 

Toyota is well-known for its lean production system and effective supplier relationship management, which allows it to keep inventory levels low and respond flexibly to changes in demand.

Using project management software such as Twproject is key in this regard. This kind of tool offers an integrated platform that streamlines monitoring and management of all phases of the supply chain.

From supply chain planning to distribution, the software delivers all-around visibility into every area of the process, ensuring that decisions are based on real-time data and up-to-date information.  

Equipped with advanced functionality, managers can schedule activities, manage resources, and communicate effectively with teams and suppliers, everything in one place. This leads to better coordination and faster responsiveness to market and end-customer needs, significantly improving overall supply chain performance.

These examples prove how effective supply chain management can determine a company’s success, contributing significantly to improving efficiency, reducing costs, and meeting end-customer expectations.  

By integrating project management software such as Twproject, these capabilities are further enhanced, making operations smoother and less prone to errors or delays.

Twproject for supply chain management

Supply chain management is a constant effort by companies to make them as efficient and economical as possible.

This can be achieved by tightly monitoring the company’s internal inventories, production, distribution, sales, and supplier inventories.

This is why using project management software such as Twproject can help tackle the unique challenges that arise during the various stages of the supply chain.

Twproject provides real-time visibility and control over project activities, deadlines, and resource allocation.

Companies can successfully manage procurement, production, transport, inventory, and distribution activities.

Effective supply chain management requires careful coordination of multiple activities and stakeholders.

Twproject, therefore, acts as a central repository of information, providing supply chain managers with a holistic picture of their ongoing projects and activities.

This 360-degree visibility allows them to pinpoint potential bottlenecks,  allocate resources effectively, and make informed decisions to optimize the supply chain process.

One of the primary benefits of this project management software is its ability to improve communication and collaboration between different stakeholders by overcoming the need for multiple communication channels, thus reducing the risk of communication problems or information gaps.

This leads to better coordination, swifter problem-solving, and improved efficiency throughout the process.

Ultimately, project management software such as Twproject offers a range of highly customizable functionalities that help companies and managers streamline their daily operations.

From task management and collaboration tools to reporting capabilities and integration with current systems, Twproject empowers companies to manage and track projects effectively, optimize resource allocation, and improve stakeholder communication and collaboration.

With Twproject, maximum cost and time efficiency can be achieved in each company’s supply chain.

 

Still in doubt? Well, you can try yourself with a free demo.

Try it now
 

This article will explain how the supply chain works down to the last detail and how project management software such as Twproject can help the supply manager in their daily work.

Steps in planning and managing a supply chain

The supply chain consists of five stages. These are:

  1. Planning: The process usually begins with planning, which aims to match the offer with customer requirements.
  2. Companies must try to predict their future needs and act accordingly.
  3. Procurement: Procurement involves working with suppliers to source the necessary materials throughout production.
  4. Implementation: This is the core of the supply chain.
  5. This is where the company uses its equipment and/or labor to process raw materials into something new. The resulting product is the end goal of the production process, but it is not the final stage of the supply chain.
  6. Distribution: Once the products have been manufactured, companies must be able to ‘deliver them’ to their customers. A company with an effective supply chain should have robust logistics capabilities and delivery channels to ensure timely, safe, and cost-effective delivery of its products.
  7. Return: The supply chain management process ends with support for customer returns. This return phase is often called reverse logistics, and the company must ensure that it can receive returned products and remedy the transaction with the customer.

The project supply chain manager’s role

Successful supply chain management requires a figure who can supervise all processes.

This professional is the supply chain manager.

A supply chain manager is responsible for supervising imports and exports and, sometimes, creating raw materials or finished products.

The supply chain manager often plays a leading role within a company.

Here are some of their daily duties:

  • Production and distribution process management;
  • Collaboration with buyers and suppliers to find the right materials or products;
  • Negotiation of contracts with suppliers, vendors, contractors and customers;
  • Data analysis for forecasting inventory demand and analyzing product performance;
  • Cost reduction at all levels while maintaining quality and achieving sustainability goals;
  • Keeping up to date with industry and technology trends and developments.

Supply chain management: Case history

The key role of supply chain management involves adopting effective strategies to improve efficiency and reduce costs while ensuring end-customer satisfaction.

A typical example of efficient supply chain management can be observed in the demand planning scenario.

Companies like Zara have achieved success by using real-time data to swiftly predict fashion trends. This allows agile production and reduces overstocking. This approach minimizes product lifecycle risks, keeping the supply chain lean and responsive.

Another critical element is the optimization of delivery time through advanced supply chain planning techniques. Using sophisticated software, companies can simulate and predict different distribution perspectives, ensuring that products get to consumers as quickly and cheaply as possible.  

Amazon, for example, employs predictive algorithms to position inventories as close as possible to potential buyers in advance, drastically reducing delivery times. 

For eCommerce brands, leveraging services like Rush Order’s 3PL solution for eCommerce businesses can streamline this process, offering efficient and scalable fulfillment operations.

Moreover, the relationship with suppliers is crucial for a resilient and performing supply chain. Building strong and trusting relationships with suppliers not only improves the quality and timeliness of supplies but also makes it possible to negotiate more favorable terms.

supply chain management twproject 

Toyota is well-known for its lean production system and effective supplier relationship management, which allows it to keep inventory levels low and respond flexibly to changes in demand.

Using project management software such as Twproject is key in this regard. This kind of tool offers an integrated platform that streamlines monitoring and management of all phases of the supply chain.

From supply chain planning to distribution, the software delivers all-around visibility into every area of the process, ensuring that decisions are based on real-time data and up-to-date information.  

Equipped with advanced functionality, managers can schedule activities, manage resources, and communicate effectively with teams and suppliers, everything in one place. This leads to better coordination and faster responsiveness to market and end-customer needs, significantly improving overall supply chain performance.

These examples prove how effective supply chain management can determine a company’s success, contributing significantly to improving efficiency, reducing costs, and meeting end-customer expectations.  

By integrating project management software such as Twproject, these capabilities are further enhanced, making operations smoother and less prone to errors or delays.

Twproject for supply chain management

Supply chain management is a constant effort by companies to make them as efficient and economical as possible.

This can be achieved by tightly monitoring the company’s internal inventories, production, distribution, sales, and supplier inventories.

This is why using project management software such as Twproject can help tackle the unique challenges that arise during the various stages of the supply chain.

Twproject provides real-time visibility and control over project activities, deadlines, and resource allocation.

Companies can successfully manage procurement, production, transport, inventory, and distribution activities.

Effective supply chain management requires careful coordination of multiple activities and stakeholders.

Twproject, therefore, acts as a central repository of information, providing supply chain managers with a holistic picture of their ongoing projects and activities.

This 360-degree visibility allows them to pinpoint potential bottlenecks,  allocate resources effectively, and make informed decisions to optimize the supply chain process.

One of the primary benefits of this project management software is its ability to improve communication and collaboration between different stakeholders by overcoming the need for multiple communication channels, thus reducing the risk of communication problems or information gaps.

This leads to better coordination, swifter problem-solving, and improved efficiency throughout the process.

Ultimately, project management software such as Twproject offers a range of highly customizable functionalities that help companies and managers streamline their daily operations.

From task management and collaboration tools to reporting capabilities and integration with current systems, Twproject empowers companies to manage and track projects effectively, optimize resource allocation, and improve stakeholder communication and collaboration.

With Twproject, maximum cost and time efficiency can be achieved in each company’s supply chain.

 

Still in doubt? Well, you can try yourself with a free demo.

Try it now
 

Project management techniques, project planning and project controlling

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

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

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

CONTENT

Why are project management techniques important?

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

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

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

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

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

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

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

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

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

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

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

6 project management techniques, project planning and project controlling

1. Work Breakdown Structure (WBS)

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

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

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

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

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

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

2. Gantt Charts

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

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

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

An example of Gantt Chart with Twproject


3. Critical Path Method (CPM)

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

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

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

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

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

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

project management techniques

4. Waterfall

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

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

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

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

5. Kanban

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

Its philosophy lies in the creation of three columns:

  • To Do
  • Ongoing
  • Completed

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

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

Kanban board in Twproject


6. Scrum

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

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

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

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

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

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

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

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

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

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

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

Try it for free.

New targets, a new way of working.

Try Twproject for free now!
 

5 tips for effective strategic planning

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

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

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

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

CONTENT

5. Measure progress and make updates to your strategic plan

The strategic planning process does not end with implementation.

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

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

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

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

Twproject for effective strategic planning

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

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

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

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

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

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

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

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

Plan your projects with Twproject

Try it now!

4. Embrace the plan company-wide

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

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

5. Measure progress and make updates to your strategic plan

The strategic planning process does not end with implementation.

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

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

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

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

Twproject for effective strategic planning

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

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

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

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

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

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

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

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

Plan your projects with Twproject

Try it now!

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

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

Strategic planning: 5 key tips for achieving it

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

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

Here are 5 tips for effective strategic planning:

1. Evaluate the current state of your company

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

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

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

2. Set business objectives

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

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

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

strengths - weaknesses - threats opportunities

3. Outline your strategic plan

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

Most strategies include the following key elements:

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

4. Embrace the plan company-wide

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

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

5. Measure progress and make updates to your strategic plan

The strategic planning process does not end with implementation.

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

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

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

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

Twproject for effective strategic planning

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

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

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

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

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

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

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

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

Plan your projects with Twproject

Try it now!

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

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

Strategic planning: 5 key tips for achieving it

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

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

Here are 5 tips for effective strategic planning:

1. Evaluate the current state of your company

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

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

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

2. Set business objectives

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

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

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

strengths - weaknesses - threats opportunities

3. Outline your strategic plan

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

Most strategies include the following key elements:

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

4. Embrace the plan company-wide

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

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

5. Measure progress and make updates to your strategic plan

The strategic planning process does not end with implementation.

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

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

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

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

Twproject for effective strategic planning

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

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

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

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

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

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

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

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

Plan your projects with Twproject

Try it now!

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

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

Strategic planning: 5 key tips for achieving it

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

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

Here are 5 tips for effective strategic planning:

1. Evaluate the current state of your company

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

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

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

2. Set business objectives

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

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

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

strengths - weaknesses - threats opportunities

3. Outline your strategic plan

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

Most strategies include the following key elements:

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

4. Embrace the plan company-wide

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

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

5. Measure progress and make updates to your strategic plan

The strategic planning process does not end with implementation.

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

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

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

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

Twproject for effective strategic planning

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

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

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

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

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

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

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

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

Plan your projects with Twproject

Try it now!

Kanban vs Gantt: features and uses compared

Kanban vs. Gantt are two popular tools in project management that can significantly improve efficiency and effectiveness.

Both are valuable in different ways and have pros and cons.

In this article, we will compare their features and uses.

CONTENT

What is a Gantt chart?

A Gantt chart provides a clear overview of project progress.

Project managers can break down complex projects into smaller, more manageable tasks  through this tool. 

The chart visualizes each task as a horizontal bar, with its length representing the duration required for completion.

Arrows symbolize dependencies between activities and show the order in which they are to be completed.

Resource allocation can also be displayed in the Gantt chart.

By assigning resources to specific tasks, project managers can, therefore, ensure that the right people are working on the right activities at the right time.

Here is a list to provide a clearer understanding of the benefits and limitations of Gantt charts:

Pros of the Gantt chart

  • Identifies activity dependencies;
  • Visualize project schedule;
  • Shows milestones (the critical path);
  • Helps manage resource allocation;
  • Indicates deadlines for activities;
  • It helps break down the project into smaller, simpler tasks;
  • Monitor progress.

Cons of the Gantt chart

  • Its set-up can be complicated;
  • It can be confusing;
  • It does not state priorities;
  • It includes more details than necessary for some team members;
  • It requires time for adjustment;
  • It is not recommended for projects lacking a clear end goal.

What is a Kanban board?

A Kanban board is a visual tool for the project manager and team to manage and monitor workflow.

The Kanban method, which is derived from the Lean methodology, is commonly used in agile processes.

The principle behind Kanban involves focusing on completing tasks before starting new ones.

Kanban means “signboard” in Japanese, and from this, we can see why each activity is represented by a “card” that moves across the board as it progresses through the different stages of the workflow.

Columns on the board usually include stages such as “To Do,” “In Progress,” and “End.” One of the main benefits of using Kanban boards is their visual nature, which provides a quick and user-friendly way to understand the status of tasks and the overall workflow.

Team members can easily see which activities are ongoing, which have been completed, and which have yet to be started.

Just like Gantt charts are useful for some things and not as useful for others, so are Kanban boards.

Here are the pros and cons of this methodology:

Pros of Kanban board

  • Shows workflow;
  • Boosts productivity;
  • Reduces waste;
  • Promotes collaboration;
  • Provides flexibility;
  • Prevents activity overload;
  • User-friendly.

Cons of Kanban board

  • It is difficult to determine when tasks will be completed;
  • It can become too complex and inefficient;
  • Must be constantly updated;
  • Not suitable for projects with tight deadlines;
  • Requires process stability;
  • It does not show how long an activity has been on the board.

Gantt vs. Kanban: Which one should you use?

Kanban boards and Gantt charts are project management tools that visualize upcoming tasks, when they are to be completed, completion percentage, and, often, who is in charge of the tasks.

The main difference is that the Gantt chart shows the entire project on a visual timeline that also displays relationships between tasks. In contrast, the Kanban board focuses on the volume of work that needs to be done, is in progress, or is completed.

Therefore, the Gantt chart is better suited for planning since it can link dependencies and show the critical path, as well as resources, costs, and more. Kanban boards, on the other hand, are better for the team as it executes its tasks.

Team members can see what has been assigned and move it from one column to the next as they work on the task to completion.

Gantt vs Kanban: Why not use both with Twproject?

As this article has shown, the Gantt chart is better suited to a predictive approach, while the Kanban methodology is agile.

Nevertheless, you can use both, such as creating a Gantt chart for the project as a whole and applying the Kanban methodology to its subsets.

It might seem cumbersome to successfully integrate two tools during project management, but this and more becomes feasible thanks to project management software such as Twproject.

With Twproject, you can easily create Gantt charts and Kanban sheets and use other project visualizations.

This software is highly flexible and can adapt to any methodology.

Every company has its unique way of working, and Twproject was created to streamline processes while respecting the uniqueness of each reality.Gantt, Kanban, and more: Twproject cares about your success.

Still in doubt? Well, you can try yourself with a free demo.

Try it now

Project monitoring: evaluation tools and methods

Project monitoring is a critical part of project management because it helps companies monitor progress, evaluate the effectiveness of efforts, and make informed decisions.

This article will shed some light on this topic by discussing popular evaluation tools and methods.

CONTENT

What are project monitoring and evaluation?

Project monitoring and evaluation are systematic processes that entail collecting, analyzing, and using data and information to track a project’s progress and gauge its performance.

Monitoring a project, therefore, helps the project manager ensure that work remains on track.

Monitoring plays a significant role in achieving a project’s desired and planned outcomes.

As such, project managers must be meticulous in all phases of project monitoring, ensuring that tasks are executed correctly and that any doubts or hurdles are ironed out in time.

Project monitoring: how is it performed?

A successful project monitoring plan can only take place through the following actions:

  • Setting clear goals: It means working with specific, measurable and time-bound indicators. These indicators provide benchmarks to measure progress and success.
  • Data collection: Data are the cornerstone of project monitoring. Throughout project implementation, data are collected through different methods, such as surveys, meetings, focus groups, observations, and document reviews. These data can include both quantitative and qualitative information.
  • Data analysis: Once collected, data are analyzed to measure project performance and impact. Data analysis may involve statistical techniques, qualitative coding, and comparative assessments.
  • Reporting and feedback: Findings from data analysis are used to generate reports. These documents provide in-depth information on what works and what does not during a project’s life cycle.
  • Learning and adaptation: Project monitoring is not just about evaluating past performance but also about using that knowledge to make future improvements- so-called “lessons learned“; project managers and stakeholders should be prepared to adjust their strategies based on their findings.

Project monitoring: 10 most used techniques

You can use many techniques for project monitoring.

Here are some examples:

  1. Work breakdown structure (WBS): A way through which work can be broken down and organized into smaller pieces. It includes a visual representation of all project activities and can be used to split up activities and budgets.

wbs work breakdown structure2. Gantt chart: It is another way of visual data representation. Nonetheless, it is probably more exhaustive than the previous method and provides more information to a project manager. Gantt chart visually represents activity versus time and helps project managers monitor progress in real-time.

diagramma di gantt

3. PERT chart or graph: PERT stands for “Project Evaluation and Review Technique.” It is similar to a Gantt chart, although structured differently. This chart allows project managers to spot and highlight interdependencies between project activities and identify possible bottlenecks.

4. Critical Path Method (CPM): This tool identifies the most important tasks in a project and the estimated time to complete them. Using this information, the project manager can determine which activities must start first and which affect the overall project schedule.

5. Project dashboard: Dashboards provide a real-time, visual overview of project status, including KPI (Key Performance Indicators), progress toward goals, risks, open issues, and milestones. These are powerful tools for project managers because they help them quickly grasp the project’s status and communicate it effectively to stakeholders and teams.

6.Risk monitoring: This technique involves identifying, analyzing, and responding to project risks. It includes assessing the likelihood and impact of risks, devising mitigation strategies, and continuously monitoring risks throughout the project to manage any changes.

7.KPI: KPIs are specific metrics used to measure progress in various aspects of a project. They can include task completion time, cost, work quality, customer satisfaction, etc. By measuring these indicators regularly, project managers can gauge whether the project is on track to meet its goals.

8.Project reviews and audits: These are formal reviews performed during and at the end of the project to ensure that everything is moving forward according to plan. Reviews may include reviewing compliance against quality standards, verifying adherence to budgets and timelines, and evaluating the effectiveness of project management.

9.Team feedback techniques: Encouraging regular feedback from team members can provide valuable insights into project progress. This can be accomplished through update meetings, surveys, or retrospective sessions, where teams discuss what is working well and what can be improved.

10.Trend analysis: this technique involves observing project performance over time to spot trends, predict potential problems, and take proactive action. Trend analysis can help predict whether a project is on track to meet its goals or whether corrective adjustments are needed.

By using a combination of these techniques, project managers gain a thorough understanding of project progress, identify and resolve problems in a timely manner, and guide the project to a successful conclusion.

Early problem identification allows corrective actions to be implemented before issues become more significant and costly. Furthermore, a thorough assessment of potential risks at each stage of the project enables the development of effective mitigation strategies and contingency plans.

Corrective actions may include adjusting timelines, reallocating resources, amending objectives, or revising execution strategies. These actions are crucial to keeping the project on track with its original objectives and ensuring that it is delivered on time and on budget.

In every project, it is vital to set up a structured process for monitoring and managing potential risks. This process begins with risk identification, followed by their assessment regarding the likelihood of occurrence and impact on the project. Subsequently, it is necessary to plan and implement actions to mitigate the identified risks, continuously monitoring the effectiveness of these measures.

Project monitoring: using Twproject

In the previous section, we went through various techniques used for project monitoring.

Using these charts can be simplified with Twproject, the best project management software available.

Twproject allows you to plan, schedule, assign, and update activities, resources, and end results.

It also provides customizable dashboards, reports, and alerts that indicate a project’s status, problems, and risks.

By collecting data and updates in a single place, project reporting and evaluation become, therefore, straightforward.

Thus, the project manager, team members, and stakeholders can access all pertinent and current information related to a project anytime and anywhere.

When it comes to project monitoring, the following features of Twproject make it the ultimate software:

  • Task planning and assignment: It helps to break down projects into tasks, set deadlines and detail work performance schedules.
  • Resource allocation: Assign and allocate both human and material resources.
  • Collaboration tools: They promote communication and teamwork among team members and stakeholders.
  • Document sharing and management: Facilitates centralized archiving, management, and project documentation sharing.
  • Time monitoring: It helps to track time spent on activities and projects for performance analysis.
  • Reporting and analysis: It provides in-depth information on project performance through customizable reports and dashboard visuals.
  • Scalability: It can vary according to the size and complexity of projects and grow with your business.
  • User-friendly UI: If a tool is convenient, team adaptation is facilitated, and problems associated with the learning process are minimal.
  • Integration features: Ease of integration with other business tools to assist workflow efficiency and reduce redundancies to a minimum.

Project monitoring and evaluation are key steps to project success.

Opting for comprehensive software such as Twproject will maximize efficiency, optimize resources, and guide the team to amazing results.

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Work Breakdown Structure vs. Gantt: a hands-on comparison

Work Breakdown Structure vs. Gantt? These are both powerful and critically important tools in the project management world.

Although these terms are sometimes used interchangeably, they are not synonymous and it is crucial to understand their purposes and area of use.

Let’s take a look at what they are and how they are used.

CONTENT

What is a Gantt chart?

A Gantt chart is a bar graph showing a project’s progress, time sequence, and dependencies.

This tool, developed more than a hundred years ago by Henry Gantt, has become one of the most widely used techniques for planning and monitoring projects.

A Gantt chart comprises horizontal bars (Gantt bars) representing project tasks.

Gantt bars show start and end dates, dependencies, schedules, and deadlines, including the portion of the task completed per phase and who is responsible for the work.

Beginners in the field create their first Gantt charts with some common programs such as Excel (learn more –  Gantt Chart with Excel: What are its limitations?)

Please remember that Excel was not designed for this purpose.

Yet, to take planning to a higher professional level, you must choose a full-featured project management software such as Twproject.

What is a Work Breakdown Structure?

A Work Breakdown Structure, or WBS, is a hierarchical breakdown of the project scope into smaller, more manageable components.

WBS can help define project scope, allocate resources, assign responsibilities, and estimate project duration and budget.

Project managers implement the WBS to break down large projects into smaller, more easily manageable steps to carry out tasks faster and more efficiently.

Breaking down the project into less complex parts improves team productivity and helps manage costs and contingencies.

Moreover, full WBS representation can support communication, increase transparency, and promote effective discussions.

There are many software solutions for creating a Work Breakdown Structure, and Twproject is one of the best options on the market.

WBS vs. Gantt: When should you use one or the other?

Typically, project managers apply the WBS to visualize what they are doing and the Gantt chart to illustrate when they are doing it.

More specifically and in practice, we can say:

WBS

  • Pros: WBS can help clarify the project goals, avoiding scope shifts and unnecessary changes. It can also break the project down into manageable parts, supporting the organization and prioritization of project work.
  • Cons: It can smooth communication and collaboration between the project team and stakeholders, aligning their expectations and requirements. It can also support risk management and quality control processes, helping identify and mitigate potential problems and errors.

Gantt chart

  • Pros: Gantt charts can benefit project management in many ways, such as providing a clear and visual overview of project planning, showing dependencies and constraints between project activities, highlighting critical paths and downtime, and improving communication and reporting on project status. It can also help monitor and measure project progress and performance, optimize resource allocation and activity sequencing, manage risks and problems, and keep stakeholders informed and engaged.

  • Cons: Gantt charts have some shortcomings. They can be difficult to display and interpret, particularly for multifaceted projects. Also, they can be inaccurate or misleading if they are not based on reliable data and assumptions and may not account for changes and variations in the project environment.

The Work Breakdown Structure vs. Gantt clash is always relevant and raises many questions since these are two core project management tools.

Both concepts provide project managers and their teams with information on progress.

They also boost efficiency and guide individuals to successful decisions.

The best choice would be to integrate both tools – the WBS divides the work hierarchically, from top to bottom. More specifically, it can be considered the skeleton of the future project plan.

The Gantt chart is linear and illustrates time progression from left to right. Once the necessary activities have been determined, dates, timelines, and dependencies are considered, and then a Gantt chart is developed for the start of work.

This is why modern PM tools such as Twproject include the option to create a Gantt chart within the Work Breakdown Structure feature.

WBS vs. Gantt: Twproject built-in tools

With Twproject, managers can accurately define each task’s finish date, ensuring that deadlines are always met.

This platform shows the start and finish of each task through a bar chart, making it easy to read and interpret the work plan. 

This visual aspect is critical for tracking project progress, providing a snapshot of progress and any critical issues.

Furthermore, Twproject is not limited to planning and monitoring; it is also a powerful tool for risk management.  

Through the detailed analysis provided by the WBS and the timeline representation of the Gantt chart, project managers can identify potential risks early and plan corrective or preventive actions to ensure project success.

Optimizing planning with WBS in Twproject

Using the Work Breakdown Structure in Twproject is the first step in breaking down a complex project into smaller, more manageable parts.

Project managers can begin by defining the main objective of their project and breaking it down into sub-projects and activities. This hierarchical approach makes it easier to understand the project’s overall scope but also helps identify the resources needed and distribute tasks effectively.

In Twproject, the WBS becomes interactive, enabling managers to add, edit, or rearrange tasks with simple drag-and-drop. This ensures that every element is in the right place and nothing gets overlooked.

Gantt timeline visualization in Twproject

After defining the project’s structure with the WBS, project managers can switch to Gantt timeline visualization in Twproject.

This tool turns the plan into a visual timeline, where each task is depicted by a bar indicating its duration, dependencies, and alignment with other tasks.

Twproject’s feature of showing real-time changes in the Gantt chart allows managers to quickly adjust the schedule in case of unexpected events, ensuring that their project stays on track. 

Therefore, Gantt visualization becomes central to monitoring project progress and ensuring that each phase proceeds according to plan.

With Twproject, project management becomes a more streamlined, controlled, and visually user-friendly process, converting every challenge into an opportunity for success.

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Project benefits: what are they and how to manage them

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”.

CONTENTS

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.

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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.

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Why the Gantt time schedule is crucial for projects

A timeline can be described as a chart that helps you understand the progress of a project in terms of activities on the Y axis and their duration on the X axis. We had already discussed Gantt in a different article, today we will try to explore other aspects of a timeline.

CONTENT

If the standard vertical to-do list doesn’t provide the necessary information to manage a project, the timeline may be the solution; it is an extremely useful tool in project planning.

Also, the option of having the Gantt timeline available in an automated manner can exponentially improve the workflow and its charting.

So let’s see in this article the importance of a timeline in a project management software.

How does the automated Gantt timeline help the project team?

The Gantt timeline is a tool that is used in two key phases of the project life cycle: planning and monitoring.

The most common project management actions performed using this tool are:

  • Visualizing the schedule
  • Allocating due dates to tasks
  • Allocating resources to activities
  • Identifying the critical path
  • Tracking work items progression

Some of the distinguishing elements that set project management software apart from a manual Gantt timeline include:

  • Color coding. To portray different attributes of the activity, such as who is responsible for its completion. For example: all of Maria’s activities are blue, all of Francesco’s activities are yellow, etc.
  • To display how much work of a given task has been completed. For example, a task that is 50% complete is half shaded.
  • Dependent activities. A software allows you to automatically cycle through the planning when changes are made to one of the dependent activities.
  • Drag-and-drop. This allows users to easily move a task to change the schedule, even automatically updating following tasks due dates.
  • Easily hide or show task details. Users can click or hover over a task to view its details, such as start date, expected end date, completion percentage, and who is in charge.

Now let’s see what additional benefits having the timeline in a project management software brings.

The Gantt timeline to manage complex information

Gantt timeline makes a project’s critical information easily manageable and accessible.

Users can learn at a glance:

  • Who on the team will accomplish the task
  • When the task will be completed
  • How that particular task relates to the project as a whole

To pass on this information, tasks are displayed as horizontal bars and are color-coded to represent the employee or department to which they are assigned.

The Gantt timeline to improve team productivityline in a project management

task assignments

Task assignments and progress information are displayed publicly in work progress Meetings, helping individuals to maintain control over their work and allowing team members to assume responsibility.

Once a project is underway, the Gantt timeline in Twproject, for istance, shows progress in several ways, including::

  • Activity will be shaded, thus reflecting the completion percentage.
  • Users can hover or click on a task to view extra details, such as “start and end date” and “duration.”
  • Also, some tools allow managers or administrators to schedule alerts via email or other messaging tools when a task is approaching its due date or if a task is in danger of not being completed on time, allowing corrective measures to be implemented.

Thus, by publicly tracking progress, the automated timeline can also be used as a motivational tool.

Progress tracking can be used to motivate teams to make an effort to achieve and complete the tasks for which they are accountable.

The Gantt timeline for more effective resource planning

The Gantt timeline allows the project manager to distribute work more effectively among resources due to current and future project schedules mapped to their respective timelines.

Needless to say, Gantt is not the only planning tool used, and many project management software includes resource management capabilities.

Yet, any software that includes a timeline offers additional insight into employee use and availability.

Twproject is a tool that has allowed us to plan projects in an excellent and transparent way, improving team efficiency and maximizing overall productivity

Read the interview with Gap Studi e Consulenze and find out how they use Twproject’s Gantt timeline for planing their projects

The Gantt timeline to centralise information

Centralizing project information through a timeline helps to keep different stakeholders in line, allowing them to easily share information and remain up-to-date.

This is a great way to summarize complex project data for a range of audiences, as users can choose to view only the information that is most important to them.

In fact, the Gantt timeline is compressible and expandable, allowing the user to select the appropriate level of detail.

This is particularly true when using cloud-based project management software that automatically updates and reflects any changes made in real time.

Because these solutions allow any user to log in at any time from any device, remote teams can thus be even more connected.

The Gantt timeline to make project and team requirements clear

The timeline helps employees to better understand their responsibilities and how their activities are tied to the overall project.

This also helps project managers and other stakeholders in determining project milestones.

The timeline basically is a sort of map that helps everyone involved in a project visualize how they will get from the beginning to the end result.

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The importance of Gantt charts cannot be denied once you become familiar with them, and with Twproject is so much easier.

Twproject allows you to draw the project wbs, add durations and dependencies between tree nodes, assign resources, until you have a complete Gantt of the project that will guide you throughout its entire life cycle:

setting assignments in Gantt timeline

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Gantt vs. Pert: two tools in comparison

Gantt vs. Pert are two of many different project management planning tools available.

They aim to help project managers accomplish their work better by facilitating activity coordination and stakeholder communication.

These diagrams help manage the challenging constraints of time, cost, and scope, which are the predominant forces in any project.

Let’s look at the comparison of the Gantt vs. Pert tools in detail.

CONTENT

What is a Gantt?

A Gantt chart is one of the most popular ways to show activities by time, as it is a core project management tool for planning and scheduling (learn more at How to make a Gantt chart).

Specifically, it consists of two axes:

  • A vertical one consists of a list of activities that must be accomplished to complete the project.
  • A horizontal one represents the timeline of a plan, in which the bars are the activities set in chronological order.

This system allows all stakeholders to be provided with the same information and shared expectations.

Plus, the Gantt chart, thanks to its graphic time sequence, clearly shows how activities are related to each other, making it one of the best visualization tools in project management.

The clarity with which a Gantt displays this information helps considerably with management and communication within the project team.

When is it appropriate to use a Gantt chart?

The Gantt chart is arguably the most flexible project management tool available: not only is it used during the planning phase of the project, but it is also useful throughout the execution phase to monitor progress.

Therefore, project managers use Gantt charts to get an overview of the project at any given time, create and assign tasks, monitor their budget, manage resources, and much more.

With this tool, you can ensure everyone can access any schedule and project details in real-time.

Gantt can be used in many scenarios, but it is particularly beneficial when:

  • Project activities are well-defined and neatly arranged. A Gantt chart is great for visualizing a series of activities in a precise sequence. However, if activities are still loose or the order is unclear, this chart may not be very helpful.
  • The project has a set duration: The Gantt chart is useful for monitoring progress over time and identifying any delays. The diagram may not be the best option if the project duration is uncertain.
  • The project is small or medium-sized: Gantt charts are easier to manage for projects involving a limited number of tasks. For very complex projects, they may be difficult to interpret and keep up to date.
  • You need to communicate your project plan to a team or client: The Gantt provides a user-friendly visual representation of the project, making it easy for all stakeholders to understand.

Besides these cases, the Gantt chart can also be useful for:

  • Manage project resources;
  • Identify dependencies between activities;
  • Estimate project duration;
  • Monitor project costs.

What is a PERT chart?

PERT stands for “Program Evaluation Review Technique” and is a project management tool that visually represents activities and dependencies of a project.

In this chart, we use arrows to show the activities required to meet a given event, symbolized by a node. As a result, a node represents a completed phase of the project.

Therefore, a PERT chart looks like a network diagram, where each separate box (or node) represents a project activity. Arrows show the dependencies between activities, connecting them.

When should you use a PERT chart?

A PERT chart provides a visualization of the entire project timeline in a chart that is easy for team members and project stakeholders to understand.

Moreover, the PERT chart allows project managers to learn and keep track of important workflow information: task dependencies, estimated task time, and minimum project delivery time.

Therefore, it is mainly suitable for all projects except small ones, where checklists are good enough to get the big picture.

PERT can make the workflow smoother when:

  • The plan involves multiple activities running simultaneously: In this case, the diagram will make the prioritization process easier, helping to understand which activity depends on another.
  • The project has a strict time frame: A PERT chart is not only a visual representation of a project’s structure but also helps gauge its duration. This tool allows you to set deadlines and stick to them.

Here are some cases where you should use a PERT chart:

  • Projects with many unknowns: The PERT chart is particularly suitable for managing projects with many variables and uncertainties, where the exact duration of activities is difficult to estimate.
  • Projects with many interdependent activities: If project activities are interdependent and the delay of one may affect the others, the PERT chart helps to map out the critical path and manage any potential issues.
  • Long-term projects: It helps estimate the duration of long-duration projects, which are spread over several months or years.
  • Projects with limited budgets: PERT can help optimize resource utilization and reduce project costs.

Besides these cases, the PERT chart can also be useful for:

  • Identify project risks;
  • Evaluate different project alternatives;
  • Communicate the project plan to a team or client.

Gantt vs. Pert: two tools in comparison

Gantt and Pert charts offer unique approaches to planning, executing and monitoring projects, each with strengths and ideal applications.

Twproject integrates both of these tools, empowering teams to choose the approach that best suits their needs.

Twproject’s Gantt, which is a bar chart, provides a visual representation of project progress by showing activities as horizontal bars running along a project timeline.

This user-friendly layout provides project managers and team members with a convenient way to see the sequence of activities, their durations, overlaps, and time dependencies at a glance. 

It is particularly useful for projects with a clear, sequential structure, where planning and time tracking are crucial.

Let’s take a look at the pros of the Gantt chart:

  • Immediate visualization: It provides a clear and straightforward overview of the project’s progress.
  • Resource monitoring: It helps to assign and monitor resources, displaying who is working on what and when.
  • Deadline management: It helps to identify and manage deadlines, making it easier to adjust plans according to changes.

Twproject’s PERT chart, on the other hand, focuses on analyzing and planning activities based on their interdependencies.

It uses nodes to represent activities or events and arrows to show precedence relationships between them. This approach is especially useful in complex projects, where finding the critical path and understanding dependencies between activities are critical to project success.

Let’s take a look at the pros of the PERT chart:

  • Critical path analysis: Identifies critical activities that cannot be delayed without affecting the project deadline.
  • Time optimization: It helps optimize project plans, allowing better allocation of time and resources.
  • Risk management: It provides a foundation for risk analysis, allowing potential snags to be predicted and mitigated.

In short, we have seen that both Gantt and PERT charts are visual tools for organizing activities during project planning.

The choice between Gantt and PERT depends on your unique project needs.

The PERT chart is great as it clearly shows dependencies between activities and the critical path.

This means that a project manager can make better decisions by managing data and performing what-if analysis.

The downside is that it is difficult to scale a PERT chart, and this can be an issue when working on more complex projects. The larger the project, the more complex the PERT chart will be and the more difficult it will be to interpret.

A Gantt chart allows a project’s time sequence to be displayed in a more structured fashion. It also allows work progress to be clearly visualized in real-time.

Therefore, a good project manager typically uses both techniques to fulfill multiple purposes.

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From time management to schedule management in projects

Schedule management or project scheduling is the process of project time management through milestones, activities and final results, usually indicating the expected start and end dates.

A schedule or scheduling is the project or program calendar.

This shows how the work will progress over a period of time and takes into account factors such as limited resources and the uncertainty estimation.

CONTENT

This process begins with the work necessary to meet the requirements of the stakeholders.

This includes the technical / practical work that creates the results and the management activity that deals with aspects such as risk management and stakeholder management.

Through careful scheduling, project managers can ensure that each project phase is carefully planned and monitored, improving the probability of success and optimising the use of available resources.

In this article we will explore the various aspects of schedule management, which is essential to ensure the success of a project.

Definition of types of work

Some types of work can be defined much more easily than other types.

Engineering work, for example, tends to have detailed and complete specifications from the start, while some IT activities follow a more iterative approach to define what needs to be done.

The approaches to time calculation must be equally flexible.

In some cases, you can use rigorous techniques to model the work and calculate the detailed times.

In other cases, general estimates have to be made from the start, then, as the project continues, they are constantly refined thanks to the information available.

A detailed model can be used to perform “what-if” calculations and analysis to test the result of potential events.

For example: “what happens if the X resource is not available in February?” Or “what happens if there are unfavorable weather conditions in March?”.

Schedule Management: Rolling Wave Planning

The detailed high-level planning approaches usually follow the so-called  “rolling wave” planning.

Short-term work is generally better defined and can be subject to more rigorous and comprehensive planning.

Long-term work is more vague and subject to changes and will be detailed working progress.

The detail window then moves along the program like a “rolling wave”, literally a rolling wave.

The most commonly used graphic planning form is the Gantt chart.

In its simplest form it uses bars on a horizontal chronological scale to show the beginning, duration and end of the various activities.

setting duration in the Gantt chart

Variants of the Gantt chart can transmit all types of information adapting to the circumstances.

At the end of the work scheduling shows what has been planned and what really happened and can be an important tool in identifying and determining the lessons learned.

How to perform project scheduling

Before deepening  project planning, let’s examine the basics.

You have to ask yourself three questions to start project planning:

  1. What must be done?
  2. By when will it be done?
  3. Who will do it?
to do list schedule management

Once you have the answers to these questions, you can start planning dates, linking activities, setting duration, milestones, and resources.

Following are the necessary steps  to plan a project:

  • Define activities: Using a Work Breakdown Structure (WBS) structure and a deliverable diagram, you can begin to perform these tasks and organize them by mapping the activities needed to complete them in an order compared to what is necessary;
  • Making estimates: Once the activities have been defined and divided, it is necessary to determine the time and effort required to complete them;
  • Determine dependencies: Tasks are not isolated and often it isn’t possible to start a new one until the previous is not completed. This is the so-called dependence of activities;
  • Assign resources: The last step to finalizing the planned program is to decide which resources will be needed to perform these tasks on time.

You will have to choose the project team and the time of the collaborators will have to be planned exactly following the planned activities in the planning.

As the complexity of work increases, it becomes impractical to maintain a single detailed program.

Large-scale projects will often use wave planning in which only short-term work is shown in detail with the long-term work that is shown in summary.

As the amount of management activity increases, it may be useful to create separate delivery plans for different areas such as a communication plan, a technical plan, a marketing plan, etc.

The need for multiple plans is inevitable as the complexity of project increases.

To be effective, the project manager must ensure that similar programming policies are adopted throughout the program.

These policies can be defined in a planning management plan.

The schedule management plan has essentially three parts:

  • Development planning
  • Control
  • Planning of changes

Schedule Management: Development planning

Development planning in schedule management is a crucial aspect for the success of a project.

In this section the procedures for the development and revision of the program are established.

The personnel responsible for the development is identified and the potential contribution of the project team members is discussed.

Written procedures for estimating asset duration and budgets, contingency levels, and resources are specified for the project.

Moreover, if the project is complex, a workforce scheduling software is very often a useful tool to have.

Scheduling check

In this section the procedures for measuring and monitoring the project program are implemented.

Throughout the project, planning deviations and costs should be known or calculated regularly, which requires an estimate of the percentage of completion of each activity according to scheduling.

At this stage it is necessary to have clear answers to the following questions:

  • How will the program be measured?
  • Which units will be used to measure completeness of activities?
  • Who will measure it?
  • How often will it be measured?

To measure project progress, it is important to clearly define measurement methodologies.

These may include techniques such as Earned Value Management (EVM), which integrates time and cost measurements to provide a comprehensive view of project progress against the project timeline.

Identifying who will be responsible for measurement is crucial to ensure the accuracy and consistency of the data collected.

Often, the project manager or a member of the quality control team may be in charge of this task. It is essential that they are trained in the use of monitoring tools and techniques.

The frequency of measurements must be established in order to provide timely and useful data for decision-making.

Measurements could be conducted weekly, monthly, or at major project milestones. The frequency should be sufficient to quickly identify and address any problems.

Scheduling changes

Normally, any change to the initial project planning must be communicated and approved.

In fact, in most cases, someone has initially approved the project budget and deadline and expects to receive results accordingly.

That person is usually called the “project sponsor“.

And it is the project sponsor together, often, to the stakeholders who must be informed and approve all the changes to the initial planning.

schedule management, time management
                                                                                                                                         Thanks for the image to  Watch List

Here are the basic questions to consider in this case:

  • What are the appropriate reasons for a change of program?
  • How much notice do you need?
  • Who must approve the changes?

Project planning is probably one of the most difficult jobs of a project manager, but the coordination of delivery dates on estimates can be simplified and made more efficient when you have gained experience and when using appropriate software for schedule management.

To sum up, proper scheduling supported by effective project management software such as Twproject allows the project team to work in a coordinated manner, monitoring progress and adapting to changes in real time.

This combination of skills and technology tools not only facilitates meeting deadlines, but also improves overall project quality and stakeholder satisfaction.

What are your experiences with project scheduling? Write us your comment here.

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Work breakdown structure vs Product breakdown structure

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).

CONTENT

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

project manager breakdown-structure-vs-Product-breakdown-structure

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.

Still in doubt? Well, you can try yourself with a free demo.

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The best Project Management techniques for maintaining assets

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.

CONTENT

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.

–

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.

Adopting a new project management tool – Stories of failure and success

Whoever has the arduous task of introducing a new project management tool in a company must always come up against some resistance and try to overcome major obstacles.

In fact, it is commonly known that any procedure changes in the workplace can throw even the most open-minded individuals into turmoil.

But there are some tricks to follow on which your success or failure may depend.

In this article we are going to show you how you might deal with change processes when introducing a new project management software in your company.

CONTENT

Our support to companies in adopting new project management methodologies has already surpassed twenty years of activity, both online and by consulting on site.

So far, we gained enough experience for us to to identify specific patterns of success and failure and we want to share some with you.

During our work as consultants, sometimes adoption succeeded and sometimes failed.

But in general, we think that most of the time success or failure did not depend crucially on the tool itself, but actually depended on the attitude of people involved.

What we are going to show here can be valid for any kind of tool. Either if the tool is a simple shared spreadsheet or even a physical whiteboard on the wall, not necessarily a fully-developed software system.

Our list will begin presenting failure patterns and then we will show some success stories.

In the end, we will give you 10 tips to keep in mind when introducing a new project management methodology in your company.

Failure Patterns

Frustration when choosing a new project management tool

1. Users do not use the new project management tool

In our experience the first cause of failure in the adoption of a new project management tool is not the discovery that the solution chosen does not accomplish a specific task.

It is rather the mere fact that users do not use the tool.

After a while, mangers have to acknowledge that their team is not going to adopt the solution proposed and this is probably the worst scenario.

One way to prevent it is to wonder, right from the beginning, whether is it realistic that people in your team are going to welcome the change.

Some questions you may ask yourself are:

  • Am I asking too much?
  • Is this solution simple?
  • Is it quick?
  • Are there visible advantages for the users?

If you consider this from the start, there are better chances that you avoid this pattern.

2. We’ll start using it when everything is in place

Another frequent failure pattern we have noticed is represented by the statement: “We’ll start using it when everything is in place”.

This is what we call a priori failure. In fact, in this case the defeat begins before the adoption of the tool.

In fact, saying that a new methodology will start only when everything is in order, predictably means that you actually never start.

As it is commonly known, perfectionism can be counter-productive.

3. If you don’t get a complete data coverage, what you’ll gain is worthless

A belief that frequently causes failure is that either you get a complete data coverage, or what you will be gaining is worthless.

This means, in short, that partial data is useless.

This is in our experience a big mistake: partial data is way better than no data.

If you start with just a few information, you will always have the chance to increase them during time, heading towards a more and more complete work coverage.

Try it out and let us know if this is true.

4. Software replaces human management

An almost superstitious belief in adopting such tools is that software might replace management.

This is never true, but actually the opposite happens.

A good new project management tool can help you analysing, finding patterns, exploring ongoing situations, improving collaboration.

All of these factors will enforce management instead of replacing it.

5. Migration of past habits into the new project management tool

Yet another mistake originates by hoping to migrate all the current methods in use in the company to the new system.

This often means projecting the bad habits, which can be also determined by the limitations of the tools used in the past, and moving them to the new system.

This mistake makes you miss the great opportunity provided by the introduction of new tools, i.e. the chances of reforming paths, of thinking out what can be changed or removed of old habits.

Most often the company’s greatest advantage is the acceptance of a reformation process, instead of the adoption of the tool itself.

6. Theoretical over practical advantages

One last pattern we want to share with you is this: the tendency to put the advantages of a new project management tool before the relationship between people and new methodologies.

The human factor is in fact what you should actually take into greater consideration, because team cooperation is the key for success.

In this perspective, starting with a small motivated team is more important than all the functionalities of the tool which you will chose in the end.

Success patterns

team collaboration in selecting a new project management tool

1. Present the tool differently to different people

The first one is a technique we have seen used in winning situations, which is to present the tool differently to different groups of people.

Even if what you introduce is in some way a centralized formalization of working practices, the nuances in which you show it to different people can make all the difference.

The way you present a software to the IT department must necessarily be different to the way you present it to others, as for example the group of promoters.

By adapting your presentation, your expectations in usage from that group, and the advantages you see in some specific aspects, you will make it easier for different people to understand what will happen once the system is put to work.

Generally speaking, what you need is a collection of data and information, but you do not need to get it in the same way from everyone.

2. Take the opportunity to improve processes

Another thing that successful managers know is that introducing a new solution is an opportunity for opening discussions and not for giving impositions.

Giving the chance to anyone of discussing the way the tool will be introduced may be a way for gaining respect and establishing new communication channels.

Do not forget to grab this opportunity.

In fact, not being asked for opinion is one of the main causes for dissatisfaction in the workplace.

3. Better work quality is an advantage for everyone

A point you should try to make clear in every discussion is that quality at work ends up helping everyone.

This is not just a propaganda slogan but it is the evidence in our experience and probably in anyone’s experience.

Workplaces where the attention to production quality is higher are the places where the life quality of individuals working there is higher.

4. Start simple and proceed one step at a time

Le’s support this point with a short story that happened to us once.

We were proposing our solution to a bank and our contact was smart young manager.

He invited us to a large committee meeting whose agenda was the adoption of our tool.

Every department had its own requirements and especially the IT department asked for some integrations with the existent solutions.

Our client, the young manager, said yes to anyone but after the meeting he actually told us not to do any of these integration and set up the tool as it was.

He started with a small motivated team and used a simplified project management methodology.

After the first group started, another group joined and in the end all the bank adopted this new solution in its simplified version.

His approach has had a great success.

We did some integrations later, but nevertheless he managed to get started quickly and without too many complications.

Tips

And finally, here are our 10 short tips that you should always keep in mind when proposing a new project management technology to your company.

  • Start with a small motivated group
  • Start simple, avoid useless complications
  • Put real data in the new system, right from the beginning
  • Poor and scarce information is better than none
  • Complete system integration may never happen, still your company may benefit from the new solution adopted
  • Do not delay reform while waiting for… [put any strange requirement here]
  • Reject bizarre ideas coming from a single user. If this person is the CEO (as it happens most often), answer positively but then postpone actions. At further enquiries answer: “Yes, we are going to do it, but not just now.”
  • Do not be mislead by developers and by technical details. Remember what matters in the end is people’s attitude.
  • Listen to women. In committees, women’s observations and contributions tend to be more concrete, since they seem to have a more realistic picture of human behaviour at work.
  • Remember: it is more a question of people than a question of technology.

Conclusions

The solution that we have been proposing for the last 20 years is a highly complete software: Twproject.

It is a very versatile and flexible software tool which adapts to all ways of working.

Its introduction is therefore very simple and it will further help you to overcome all resistance issues and to pursue the path of success.

This innovative solution covers all project management needs, from the to-do lists for workers, to the overview pages for project managers, to specific reports for board management.

It allows you to start step by step, taking advantage of a portion of the features at the beginning, and refining them over time.

If you want, you can do a free trial, keeping our series of advice in mind, and then you can let us know what you think and if you are going to propose it to your team.

Avoid failure: try Twproject.

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