Work overload: how to mitigate risks

Work overload is a common challenge for project managers.

Managing the majority of the workload every day can induce work stress and negatively impact productivity.

This condition occurs when someone has too many tasks and lacks the time and energy to carry them out. This can negatively impact physical and mental health, productivity, and work fulfillment.

So how can this risk be mitigated?

How to spot work overload

The first step to better managing work overload is to identify it.

Take time to gauge your team’s workload. We have assembled a list of “symptoms” often common to companies that hide the signs of overload:

  • Increase in mistakes: if you notice increased errors in your team’s work, it could indicate that they are overloaded. When people are stressed or tired, they are more likely to make mistakes.
  • Decline in productivity: if your team cannot accomplish tasks in the scheduled time or the quality of work is dropping, this could be a sign of work overload.
  • Mood swings: being cranky, frustrated, and apathetic may be signs of stress and work overload. It may be time for a follow-up if you notice changes in your team members’ moods or behavior.
  • Increase in absenteeism: if your team members have begun to take more sick days or if you notice an increase in absenteeism, it could be a sign that they are trying to avoid the excessive workload.
  • Overtime excess: if your team members are working over and above regular working hours all the time to complete their tasks, it is a telltale sign of work overload.
  • Physical signs of stress: these can include headaches, weariness, poor quality sleep, belly problems, etc. If you notice your team showing physical symptoms of stress, it could be due to overwork.
  • Lack of engagement: if your team members appear uninterested or distant, it could be a sign that they are overloaded and struggling to maintain a work-life balance.
  • Bad or lack of communication: if you notice that communication within your team has become poor or if team members are not communicating at all, this could be a sign.

Tips for mitigating work overload risks

1. Identify the most important tasks

In a fast-paced work environment, focusing on what is truly important is imperative. Identifying and ranking tasks according to their priority and relevance is the first step in efficiently managing a workload.

Make a work plan that details who does what and when. Determine with your team which tasks are most important and focus on them. Establish which tasks are urgent and important, which are important but not urgent.

2. Manage time efficiently

Another way to mitigate work overload is to manage time effectively. This means planning your workday and taking time to rest and recharge your batteries.

Remember, working restlessly can cause stress and reduce productivity. So take time for yourself and activities you enjoy.

3. Set realistic deadlines

One of the most important things a project manager can do to mitigate work overload risk is to establish realistic deadlines considering team capabilities.

If deadlines are too tight, team members may feel overwhelmed and more likely to make mistakes.

Here are some tips on how to set realistic deadlines:

  • Consider your available resources: How many people are on the team? How many hours of work are available each week?
  • Evaluate complex tasks: How long will each activity take to complete? Are any tasks that are more complex than others?
  • Include an error margin: it is always a good idea to have a margin of error in deadlines so that you will have time to address unforeseen contingencies.
  • Check-in with your team: be sure to check with your team for their feedback on deadlines. They may have information you haven’t considered.

4. Use work management tools

Work management tools can help tremendously in managing work overload.

For example, project management tools such as Twproject can help with task organization, progress monitoring, and efficient work delegation.

They also help pinpoint and eliminate tasks that do not add value, thus freeing up time and resources for more important activities.

Thanks to advanced optimisation calculations, Twproject allows the load of resource groups to be managed optimally.

Managing work overload with Twproject

Teams often work on multiple projects simultaneously, have to manage day-to-day activities, and respond to emergencies.

Given this context, a clear picture of each resource’s workload becomes critical to successfully completing projects.  

Twproject offers a range of features that significantly simplify workload management and distribution.

For example, it is possible to define the duration of your project from its creation. The effort, which is the estimated time each resource will have to devote to the project, on the other hand, is defined when the assignment is created.  

This provides a clear understanding of each resource’s workload and allows you to manage time and energy better.

Furthermore, Twproject helps you consider several parameters to determine how much a resource can work daily on the project. These include working hours, vacations, sick leave, time already allocated on other projects, routine activities, and scheduled sports activities.

Routine activities, such as reading emails, attending department meetings, answering phone calls, and supporting colleagues, can take up a significant amount of a resource’s work time.  

It is possible to record these activities in a “pot” to understand how much time your resources can commit to projects.

Spot activities do not generate a load “spread” over the project/contract duration period but only on the days when the activities are scheduled. You can manage these activities directly by assigning ToDo’s or using the work plan.

How to balance workload with Twproject

Balanced workload distribution is critical to prevent overloading and ensure that projects are completed efficiently. Twproject offers many features that facilitate this distribution.

The more information you enter into Twproject, the closer your charts will come to reality. You can enter how much you intend to work on a project, giving estimated hours.

If you are structuring your project with ToDo’s, you can also estimate by quantifying each.

From the Workgroup section, clicking “workload” will present a graphical illustration of the total load per day for each resource in the selected workgroup. Each color stands for a different project or phase. You will also have access to a detailed explanation of the workload components.

The workload information is available every time you create an assignment. When you select one of your resources, you will immediately know how busy your assignee is on other projects, so you can decide which is the best resource to assign.

Twproject does not just sum up the estimates for each day but tries to distribute the workload so that the resource does not exceed its working hours per day, in this case, increasing the load on less busy days.

Furthermore, it offers advanced reporting features. For example, you can generate custom reports that show time spent on each project, progress made, and resources used. This can help you pinpoint any overloaded areas and make informed decisions on reallocating resources or revising deadlines.

Bottom line, Twproject is a reliable partner for project managers looking to manage work overload and improve their team’s productivity.

Start planning the workload of your team

Corporate onboarding: how to introduce new hires to ongoing projects

Corporate onboarding is a key process for introducing new employees to an organization and preparing them to work efficiently and productively on current projects.

Well-structured onboarding helps new hires quickly become familiar with the company’s policies, procedures, culture, and organizational roles.

It also improves collaboration among teams and reduces the time needed to achieve high productivity.

This article will examine the main strategies for effective corporate onboarding, focusing on introducing new hires to ongoing projects.

We will also discuss how project managers can benefit from using tools like Twproject to streamline and improve the onboarding process.

Pre-onboarding preparation

The onboarding process begins even before the new employee joins the company.

The project manager must set the stage for the newly hired employee to start working on ongoing projects from day one:

  • Define role and expectations: Clarifying the new employee’s position and expectations about their contribution to the project is essential. This helps avoid misunderstandings and ensures that the new employee has clear goals.
  • Provide informational materials: Send the newly hired employee informational materials about the company, culture, policies, and procedures. This will give the new employee a broader view of the organization and enable them to understand better the environment in which they will be working.
  • Plan the necessary training: Find gaps in the newly hired employee’s skills and plan training sessions to fill them. Training may cover using specific tools and software, company regulations, or project management methodologies.

Corporate onboarding: the strategies to adopt

Once a new employee joins the company, it is crucial to introduce them to ongoing projects quickly.

Here are some strategies the project manager can adopt to facilitate this process:

  • Arrange a meeting with the team: the project manager should arrange a meeting between the newly hired employee and the project team. This allows team members to get to know each other and establish a collaborative relationship. It will also give the new employee a better understanding of the team dynamic and role within the group.
  • Present the project: The project manager should present the project in detail, highlighting the objectives, timelines, constraints, and opportunities. In addition, it is crucial to explain the newly hired employee’s role within the project and how their contribution will be critical to achieving the objectives.
  • Provide an overview of current activities: The project manager should provide an overview of everyday activities, highlighting milestones, deadlines, and open issues. This will enable the new hire to understand the project’s current status and identify areas where they can begin contributing immediately.
  • Assign a mentor: Assigning a mentor to the newly hired employee can effectively streamline the onboarding process. A mentor can support, answer questions, and help the new employee integrate into the team and the project.
  • Establish regular communication: The project manager should ensure regular communication between the newly hired employee and the project team. This can include weekly updates, project meetings, and informal check-ins to ensure the new employee knows the latest news and feels part of the team.

Corporate onboarding: examples

In this context, we examine three examples of in-house onboarding strategies that enable new hires to be introduced to ongoing projects efficiently and productively:

  1. Structured training program: an effective onboarding strategy can include a structured training program for new hires. This program could consist of theoretical training sessions, hands-on workshops, and shadowing of experienced colleagues. For example, a new software development team employee could attend training sessions on the programming languages used, development methodologies, and project management In addition, they might be assigned to work closely with a senior developer to learn from their expertise and gain a greater understanding of ongoing projects.
  2. Peer-to-peer onboarding: another effective approach is to implement a peer-to-peer onboarding program, in which the new employee is assigned to an experienced colleague within the organization as a mentor. For example, the new employee joining a marketing team could be paired with a more experienced marketing manager, who guides them in understanding current marketing strategies, target customers, and planned activities.
  3. Initial small projects: another helpful strategy is to assign the newly hired employee small projects early in the onboarding process. For example, a new employee joining a project management team could be assigned to manage a small project, allowing them to become familiar with the project management software used by the company, collaborate with other team members, and understand internal procedures. Larger projects and increasing responsibilities may be assigned as they gain more confidence and skills.

Project management in the corporate onboarding phase

Project management software such as Twproject can greatly facilitate an effective corporate onboarding process.

Twproject is a comprehensive project management solution that helps project managers plan, monitor and control their projects while facilitating collaboration among team members.

Here are some of the ways Twproject can improve the corporate onboarding process:

  • Centralization of information: Twproject allows all project-related information to be centralized in one place, making it easier for new hires to access documents, project plans, activities, and updates.
  • Assignment of tasks: the project manager can easily assign specific tasks to new hires, ensuring they clearly understand their responsibilities and goals to be achieved.
  • Progress monitoring: the software allows project managers to monitor the progress of tasks and projects, enabling them to quickly assess the performance of new hires and provide feedback and support when needed.
  • Communication and collaboration: Twproject facilitates communication and cooperation among team members, making it easier for new hires to integrate into the team and contribute to ongoing projects.

Tips for improving onboarding in the company

An effective corporate onboarding process is critical to ensure that new hires integrate quickly into the organization and contribute to ongoing projects in a productive manner.

Properly preparing the ground, introducing new employees to ongoing projects, and using project management tools such as Twproject can make this process much easier and ensure the success of new employees and the projects in which they are involved.

Some additional suggestions for improving the corporate onboarding process include:

  • Periodic assessment: The project manager should periodically assess the progress of new hires during the onboarding process. This allows any areas of difficulty to be identified and additional support and training to be provided as needed.
  • Two-way feedback: Encourage the new employee to provide feedback on the onboarding process and the project in general. This helps identify any problems or areas for improvement and allows the project manager to make changes to ensure the success of the project and the well-being of the new employee.
  • Create an inclusive work environment: Ensure that the work environment is inclusive and welcoming to new hires. Promoting diversity and inclusion can help create a more productive and collaborative work environment that fosters successful projects.
  • Celebrate successes: Recognize and celebrate the achievements of new employees during onboarding and ongoing projects. This can increase new employees’ motivation and engagement and strengthen their sense of belonging to the organization.


In conclusion, an effective corporate onboarding process is essential to ensure new hires’ integration and ongoing projects’ success.

Adopting pre-onboarding preparation, introducing projects, using tools such as Twproject, and implementing periodic evaluations and two-way feedback can help create a well-structured and functional onboarding process.

By following these steps, project managers can ensure that new employees integrate quickly into the organization and contribute significantly to achieving business goals.

Use Twproject to generate your status update reports.

How emotional intelligence can help you become a better project manager

An often overlooked yet crucial aspect of project management is emotional intelligence.

Successful project management requires more than technical competency in an increasingly digitized and technologically advanced world.

In this article, we will look at what emotional intelligence is and why it is so important.

What is emotional intelligence?

Emotional intelligence is recognizing, understanding, and managing your and others’ emotions.

In a work environment, this means navigating stressful situations, motivating team members, and resolving conflicts effectively.

This is a critical skill for a project manager as it involves interacting with different people within the project team, stakeholders, and others interested in the project.

Emotional Intelligence and Project Management

The Project Management Institute (PMI) acknowledges how important emotional intelligence is in a project manager’s role.

Managing emotions and understanding those of others can make the difference between a smooth project and one that encounters insurmountable roadblocks.

A project manager with high emotional intelligence can:

  • Understand their team’s emotions: the project manager must understand the emotions of their team to help ensure a positive work environment. This can lead to increased productivity and better quality of work.
  • Manage stress: in any project, there will inevitably be stressful times. A project manager with high emotional intelligence knows how to handle these moments without losing their temper or productivity.
  • Resolve conflicts: conflicts can happen in any team. A project manager must know how to resolve these conflicts constructively, preventing them from becoming hindrances to project success.

intelligenza emotiva project management

Twproject and emotional intelligence: the perfect balance for the project manager

Integrating emotional intelligence into project management practices can yield significant benefits, and, Twproject serves as the perfect amplifier of these benefits.

Twproject offers a comprehensive digital work environment that enables project managers to organize, plan and monitor project progress. However, Twproject‘s features extend beyond project management.

Twproject promotes collaboration and communication among team members, critical aspects of any successful project. This approach reinforces the importance of emotional intelligence.

A project manager who understands and manages the emotions of their team can leverage our project management software to maximize the effectiveness of communication and collaboration.

It also offers time and resource-tracking tools to help project managers manage team stress.

For example, if a team member is overwhelmed with work, the project manager can use Twproject to redistribute tasks equally, thus preventing burnout and keeping team motivation high.

Bottom line

Emotional intelligence is a critical component of a successful project manager.

By combining this skill with a comprehensive and user-friendly project management tool like Twproject, project managers can achieve their project goals and create a more positive and productive work environment.

A project manager with high emotional intelligence knows how to motivate, manage stress, and resolve conflicts and is a priceless asset to any project.

Having a mix of technical skills, efficient project management tools, and, most importantly, high emotional intelligence will ensure project success.

New targets, a new way of working.

Netiquette in remote team management

Netiquette is different when it comes to smart working compared to that traditionally followed in the office.

Remote working began to gain popularity rapidly in all industries during the Covid-19 pandemic, and revolutionized the traditional business organizational model.

Remote working proved to be a highly convenient solution by workers, so much so that it is being adopted even after the public health emergency.

Therefore, it is crucial for leaders to find solutions to effectively manage communication and day-to-day remote work with their employees.

So, let’s see what is the best netiquette for managing a remote team.

Netiquette: 5 golden rules every leader needs to know to manage remote teams

1.Schedule daily meetings

Daily meetings, also known as stand-up meetings, are powerful tools for kicking off the day and planning activities.

These types of very brief meetings, whose duration usually doesn’t exceed 15 minutes, provide regular interaction between the project manager and the team.

When  working remotely, it is not unusual for employees to feel alienated from their supervisor.

Without in-person meetings, team members may lose a good deal of the communication aspect, which could turn the relationship with the manager cold.

Stand-up meetings, especially when held via video call, prevent this from happening.

2.Schedule one-on-one meetings with team members.

In conventional offices, team members meet all the time, thereby generating opportunities for work related talks and casual chats.

However, this is often an important thing that gets lost in remote work environments.

Holding regular face-to-face meetings with each of your team members is key to connecting and communicating with them.

Depending on your needs, one-on-one meetings can act as feedback and/or coaching sessions, work-related questions and answers, more informal talks, and more.

3.Implement participative leadership

From a traditional perspective, leadership means leading a group of people in pursuit of a common goal.

Yet when it comes to remote teams, a leader must do more than “simply” lead the group.

In this case, the term used is participative leadership.

Basically, the manager must be open to the idea that team members can contribute with their thoughts and ideas to activities.

This infuses a feeling of equity among employees because all important actions are taken by including their suggestions.

If you don’t know how to become a participative leader, here are some tips:

  • Be straightforward in assigning roles and responsibilities to each team member;
  • State your expectations clearly;
  • Discuss with your group your goals and the roadmap to achieve them;
  • Be open about the goal of your project and explain the ways in which everyone is personally responsible to it.

4.Hire responsibly

Although the impact of the pandemic has waned to a certain extent, remote work is currently being adopted in many companies.

Therefore, the potential for expanding your remote team in the future is high.

To make sure you hire the right people, you need to set some rules:

  • Be clear about what duty your new teammate will perform and how they will make a difference;
  • Share your expectations so that your new employee will know from the very first day what their part in your company will be;
  • Discuss the goals you are trying to achieve as a team and how the new hire will be able to help;
  • Share all the resources needed to fit in with the corporate culture;
  • Devise a comprehensive and descriptive onboarding process for new hires.


5.Invest in the right tools

Having access to the right set of tools gets even more important in remote settings.

Employees need to be self-sufficient as they do not have the option of walking over to the next desk looking for answers.

This means, first of all, having the right hardware and software, such as a laptop, accessories, project management software, etc., as well as clear instructions for setting up and accessing the different software.

Asking your team members also which tools will help them most can serve as an easy way to understand what they need.

Remote project management can become even easier by using good  project management software.

Twproject for example, allows you to create a true centralized hub where you can find your project plan, tasks, deadlines, resources, budget and documentation needed to get the most out of your work from anywhere, without requiring your team to work on different applications and platforms.

This is a significant convenience since communication tools, shared files, task and deadline tracking, and reporting are all centralized in a single software platform.

In conclusion, we have seen how managing a remote team is quite challenging.

As a project manager, you need to focus on management issues, set clear expectations on tasks and deadlines, choose good communication channels, and make sure your team feels supported and appreciated.

Yet all of this goes by the wayside if you do not have a tool to actually measure the progress of activities.

This is why choosing good  project management software like Twproject becomes paramount when managing a remote team.

This will provide transparency, visibility and control of all aspects of your project at all times.

Plan your projects with Twproject


Image credit.

The best task management and to-do list software of 2023

If you are looking for an optimal solution to manage your team’s tasks and to-do lists, in this short article we will help you find the right software for you, with an updated overview for 2023.

Compared to other long lists that you will find online, ours will be short and effective, because we have selected and tested for you the 6 best products on the market, and we will examine them in their free and paid versions.

1. Twproject


If you are looking for a flexible software solution that can meet the needs of workgroups of any size, from small businesses to larger companies, you can give Twproject a chance.

Twproject is an optimal tool because despite its simplicity it offers all useful tools for project management in every key aspects, from to-do lists, to task assignments, to worklogs, up to budget and workload management. Its strenght lies in the possibilty to combine a waterfall management, highly structured and useful for the project manager to keep the entire production cycle under control, with an agile system that responds to the needs of the individual workers to manage their daily assignments through simple tools. In a recent article we talked about the difference between waterfall vs agile management.

In the setting phase of Twproject, the project manager can create a general WBS and an interactive Gantt, which will allow to keep deadlines and budgets under control over time. Then, the manager can start assigning tasks and managing daily work through to-do lists, kanban boards, weekly planners. Every need, whether of the project manager or of the employee, is covered in Twproject.

In short, the main features of Twproject are:

  • Waterfall/agile management
  • Gantt chart
  • Kanban board
  • To-do list
  • File sharing
  • Worklog and attendance sheets
  • Budget and resource management
  • Workload management

Pricing: from 4.89 € per user/month.

Pros: Twproject is a complete tool for all the different working roles, allowing you to differentiate positions in the organization and offering better time and cost management than many other products on the market. In Twproject, the project manager always has a constantly updated overall view of the project.

Cons: We haven’t found any.

Twproject is the right answer to those looking for a complete but simple tool, an exhaustive but highly flexible system.

2. Wrike


Wrike is also a very popular task management software and is well suited to the needs of both small workgroups and larger enterprises.

It has an integrated work time tracking system, but it is a bit lacking in the possibility of adding free annotations because it does not have tools for notes or concept maps.

Wrike’s main features are:

  • File sharing
  • Monitoring progress on tasks
  • Workflow statuses
  • Milestones

Pricing: Free to $24.80 per user/month.

Pros: unlimited projects; customization according to the different needs of the type of team.

Cons: Gantt chart and tracking timer only available in paid plans; lack of annotation tools.

Whether you’re part of a small team or managing a large company, Wrike can do it for you. However, if you’re a creative thinker, you might feel a little limited.


Monday is currently a highly advertised product that offers task management functions in a simple and intuitive manner. It features several task management features that will let you create assignments with ease.

However, as is to be expected for such a sponsorized tool, its cost is not exactly among the cheapest.’s main features are:

  • Calendar view
  • Time tracking
  • Automations
  • Unlimited tabs

Pricing: $8/user per month to $16 per user/month.

Pros: integrated messaging system especially suitable for teams working remotely; user interface that allows you to view more information in one place.

Cons: somewhat disorganized and dispersive navigation; lack of some functions, especially the dashboard, in the mobile version.

Currently one of the leading players on the market for task and to-do-list management, with tools that foster team collaboration. However we hope that over time it will improve in flexibility.

4. ProofHub


ProofHub is powerful, all-in-one project management and team collaboration software that has amazing task management capabilities to help you get more done. From setting priorities with custom to-do lists to assigning tasks and deadlines with ease, ProofHub ensures that everyone is on the same page.

You can also collaborate on documents, files, and presentations, and communicate with team members using chat, comments, and discussions. ProofHub is easy to use and its flat pricing plan makes it a great option for businesses of all sizes.

Key features:

  • Multiple task views – Table, Board, Gantt, Calendar
  • Built-in chat
  • Custom field reporting
  • Time tracking
  • Comments and @mentions for effective collaboration
  • Customized workflows
  • Online proofing

Pricing: Flat pricing at $45 per month (billed annually) for unlimited users.

Pros: simple learning curve, suitable for teams of any size, a centralized hub for organizing and storing data for small or medium sized groups.

Cons: notifications are sometimes overwhelming

An all-in-one project management and team collaboration software, ProofHub caters to the scalable need of teams of any size. This makes the tool suitable for a number of different industries and workflows.

5. Basecamp


Basecamp is also a particularly useful application for remote teams. Its operation is simple: enter a project and divide it into tasks to be completed, then save the latter in the form of a to-do list. Then you can assign tasks, define due dates, add notes and attachments.

However, Basecamp lacks some rather basic project management features: first of all, the ability to prioritize tasks and track time; furthermore, this platform does not offer tools such as Kanban boards and Gantt charts. If your team can do without these tools, Basecamp is a good solution for a medium-sized company.

What Basecamp offers:

  • Real-time messaging
  • Simplified task management
  • Self check-in
  • Project Progress Tracking (Hillcharts)

Pricing: Free to $299 per unlimited users/month

Pros: good price/quality ratio; placing all tools, communications and documents related to a project in a single place, which facilitates collaboration in the group.

Cons: lack of some basic features; somewhat limited storage space if collaborating on multiple projects and if team members upload several files.

A simple interface with essential information concentrated in a single view, particularly effective if your team works remotely and with independent timing.

6. Trello


Trello stands out for having Kanban cards as its main focus: therefore, its main interface looks like a large bulletin board with different cards on which users act as if they were noting information on post-its.

In order for Trello to be efficient for projects with higher complexity, it is necessary to purchase a paid license. In that case you will be able to unlock some additional features like Gantt charts and others. Therefore, our doubt is whether the effort is worth it, since there are other software that offer the same features at lower prices.

Trello’s main features are:

  • Organizing in “boards”, “lists” and “cards”
  • Checklists
  • Files attachments
  • Unlimited integrations (premium version)
  • Public/private boards (premium version)
  • Increased customer support (premium version)

Price: Free to $17.50 per user/month.

Pros: instant notification system; ease in viewing deadlines; good navigation and visibility also in the mobile version.

Cons: no offline work; file upload limitations; not suitable for projects with multiple work teams.

Trello is a very visual and highly adaptable solution that is useful when working remotely. However, it is not efficient when working on large projects or if you intend to make long-term plans.

Conclusion: how to choose the right task and to-do list mamagement software for you

1. Define your team’s main needs

In a previous article we addressed the reasons that should lead you to opt for a project management software, instead of relying on individual initiatives, which are still too often limited to paper notes or at most shared Excel sheets.

In our experience, many employees complain of not having the right technology and tools to optimize their work. In fact, it is not always possible to keep track of every project activity, meet deadlines, monitor progress and manage your team without an adequate tool.

But how to understand what to use? We recently talked about the ten aspects to keep in mind when choosing a good project management tool. In short, you should focus on the key aspects of task management and understand which ones are critical to your team. Consider these ten points and prioritize them:

  • Workflow: project’s phases
  • Gantt charts
  • To-Do lists
  • Time tracking and resource management
  • Internal collaboration
  • Budget management
  • Customization
  • Integrations
  • Remote and/or mobile use
  • Language and assistance

Finally, remember that the ultimate goal of good task management is not to leave anyone behind. With careful management of activities you will be able to strengthen the sense of belonging to the group and not waste resources, being these economic resources but also and above all human ones.

2. Take a free trial

As you have seen, it is clear that by now the choice of software solutions in the world of task management is vast. Therefore, after you have opted for one or more solutions, our advice is always to do a free trial. The reasons are in our opinion the following:

  • Don’t spend your money right away buying the first project management software that comes into your mind; many of them offer a free trial period. Of course, be careful to use this service well and watch out for the trial period to expire! Choose who gives greater guarantees also in this sense.
  • Very often, together with the free trial, you will be able to access customer support and therefore explore all the features, understand their use and compare your needs with the experience of those who know the system well, also taking advantage of any customizations. Also remember: if the platform you choose doesn’t have the features you want, it doesn’t mean they won’t be there in the future: the best software companies are constantly testing and regularly releasing new versions of the product.
  • Would you like to give a chance to our first on the list? Twproject offers you a free 15-day trial and in our opinion it is a very useful solution for managing projects of teams of all sizes, perfect if you need to rely on a single platform wich is easy to use but also accurate and elaborate.

These are for us the best task management and to-do list software of 2023.

Let us know about your experience and what your final choice will be!

Collaboration in the team: a goal to be achieved

Collaboration in the team is a key part of success in project management.

Collaborative workplaces see a more engaged workforce, increased trust, and improved performance.

However, creating a collaborative environment is challenging – let’s see how to do it in this article.

What is collaboration in the team?

Team collaboration is about working together as a cohesive group on a project to achieve a better result than could be achieved individually.

This involves brainstorming, creative thinking, sharing unique skills, and a broader vision to achieve a common goal.

Team members manage workloads as they discuss ideas, new methods, or different perspectives to find better solutions.

The conflict becomes an integral part of collaboration in the team as personal views can be called into question.

The key is to possess the tools to manage friction constructively and move all together toward the corporate mission.

Also, with more and more companies opening up to remote or hybrid work, prioritizing effective collaboration is more critical than ever.

Regardless of where team members are located, good collaboration is often the secret ingredient behind the success of any project.

8 tips for achieving team collaboration

Here are 8 tips for achieving positive team collaboration.

1.     Establish common goals

All team members must be aligned when it comes to goals so that they act following that vision. This requires that goals be clearly communicated, frequently reminded, and re-evaluated if necessary.

2.     Establish clear expectations

Once objectives have been determined, team members need to know what their obligations are so that they can focus on performing these tasks in the best way possible. This requires setting clear expectations and assigning roles and responsibilities, so there is no confusion. Moreover, the project manager needs to provide regular performance reviews.

3.     Assess individual strengths

This point is related to the previous one: by knowing what each employee’s strength is, it will be easier to capitalize, assign the right tasks and, as a result, make progress as a team. In this way, the project manager can optimally delegate various tasks. It is also wise for the team to know the strengths of each colleague so that everyone knows to who they can ask for assistance in the case of a specific problem.

4.     Foster new ideas

Collaboration in the team should ensure a free exchange of ideas. A supportive and judgment-free environment will show employees that everyone can contribute to progress without fear. Creative conflict should be widely supported. This will make the team more likely to find better solutions during the debate.

5.     Delegate

When the project manager actively uses delegation, it simultaneously creates a platform for open communication and collaboration. Employees can ask questions, thus creating a trusting and more relaxed environment. If team members see that they can advance their careers through project management opportunities, they will be more motivated and enticed to have these learning experiences. The act of delegating will create a communication channel by offering employees the chance to work together on different projects and increase trust between each other and the project manager.

6.     Positive feedback

Positive feedback boosts employee morale and motivation. Whenever the project manager notices good examples of collaboration within the team, they should take the time to praise them. How? For example, through an e-mail to all employees or by mentioning this behavior during a meeting.

7.     Team building

Spending time with colleagues outside office hours doing other activities can increase bonding and collaboration. Team building activities are perfect in this regard, but possibly organizing a happy hour at the end of the workday can also have positive effects. The important thing is to refrain from forcing these events or planning them too often to ensure a good work-life balance.

collaboration within the team

8.     Using the proper collaboration tools

Especially in the case of hybrid or fully remote teams, using the right collaboration tool can make all the difference. Nowadays, technology offers many options thanks to instant messaging, video conferencing, etc. In addition to these, it is also critical to use the right project management software that allows everyone to stay up-to-date on project status and assignments in real-time.

A Collaborative Team Improves the Company

Building relationships and trust, sharing feedback and communicating clearly and regularly take time and effort, but the long-term results pay off.

This is an initial investment that helps create a solid collaborative foundation that can have a positive impact on the final outcome.

The data are clear: collaborative teams are more productive, and companies that know this invest time and resources in creating environments conducive to teamwork.

These environments are creative, open, and trusting; they are inclusive, praise individual contributions toward common goals; they value knowledge sharing and information transparency; and they invest in the tools and technology that make collaboration possible.

Good cooperation in the workplace enriches the employee experience, creating a domino effect of increased engagement, motivation, and collective innovation.

However, improving team collaboration is more than just a one-person job: it takes the whole team and the efforts of all employees to build it.

See how easy it is to create your work team with Twproject and keep each member constantly updated on the progress of the projects.

With Twproject you can assign different roles, entrust individual project phases to direct managers and keep everyone updated through the to-do tool. A more efficient work organization will help you strengthen collaboration within your team.

Try Twproject for free today: it is a detailed and efficient software that will help you better manage your work team.

Collaborate effectively with your team.


Resource Management Plan: 5 key tips for creating a perfect one

Resource management is the process of determining what resources are needed, in what quantities, and when to use them to complete a project.

In addition, this process also helps predict the cost and timeline associated with a project.

Organizing these resources efficiently to ensure the proper execution of the work requires adequate planning.

This article will discuss 5 tips for creating a resource management plan.

What is a resource management plan?

A resource management plan is a program that guides how project resources are to be classified, allocated, managed, and released.

Here are some of the components of a good resource management plan:

  • Resources include team members, machinery, equipment, and space needed to complete the project.
  • Timing: keeping track of the time availability of each resource will give a better picture of how each can fit into the overall schedule.
  • Quantity: quantity generally refers to physical resources and is yet another crucial element in planning work effectively.
  • Assumptions and constraints: assumptions may include assumptions about employee availability, assumptions about work commitments, etc. Limitations relate to project schedule, cost, and scope.
  • Roles and responsibilities: in order to avoid conflicts within the project, it is necessary to clarify the roles and responsibilities of each member working on it.

Why is the creation of a resource plan important?

1.     It helps achieve efficient planning of project resources

It is desirable to complete a project, but not having sufficient resources to carry out the work necessarily leads to gridlock, delays, and an impact on quality.

An intelligent resource plan helps the project manager anticipate all needs.

This way, it is possible to allocate a resource or consider hiring one if necessary.

2.     Minimizes project resource costs

An effective resource plan helps the project manager make data-driven decisions and implement the proper measures at the right time.

This way, all resources are allocated in the most cost-effective way possible, helping keep project costs to a minimum.

Likewise, efficient management maximizes the profitable use of resources.

 3.     Helps to deliver the project on time and within budget

The benchmark for successful delivery is meeting project deadlines and avoiding overbudgeting.

A good staffing plan helps the project manager periodically review project performance using forecast reports compared to the actual ones.

Regular monitoring will then lead to the achievement of project metrics such as customer satisfaction, improved quality, or increased brand loyalty.

Creating a resource management plan: 5 tips

Once you have seen what a resource management plan is, here are 5 tips for creating one:

1. Determine the resources needed for your project

Determining what resources are required to complete your project is the first step in drafting a proper resource management plan.

This information can come from knowledge of the project, understanding the goals and activities and comparing them with the skills of the resources, or using previous successful similar projects as a guide (lesson  learned).

2. Matching the right resources to the right tasks

Effective resource management means aligning project needs with the most appropriate resources.

It is crucial to ensure that the tasks set are aligned with the resource’s skills and that the resource has the time available to complete the assigned tasks.

To plan resources accurately, the project manager should consider not only what needs to be done with the current project but also all current or recurring projects that the same resource is engaged in completing.
creating resource management plan

3. Keeping track of the project’s progress

It is easier to fix a potential problem before it arises than to try to repair the damage that has already been done.

This means that the earlier problems in resource management are perceived, the easier it will be to find a solution.

The project manager must therefore keep an eye on the project throughout its life cycle, regularly observing and monitoring how actual performance compares with the planned resource allocation.

4. Make changes if necessary

In any project, it is important to expect that only some things will always go as planned.

A project manager must be ready to make changes and adjustments if the situation requires it.

5. Perform post-project analysis

At the end of the work, comparing the planned resources and planning with what was actually used is good practice.

These lessons help avoid mistakes in the future, especially in the case of similar projects.

In addition to reviewing reports, it is also useful to interview resources directly to get another perspective and see if they feel the project went smoothly or if they have any ideas for improving processes.

Resource management, therefore, requires real-time data to keep track of c and timelines spent to keep the project on track.

While spreadsheets can do a satisfactory job for simple projects, this can become very difficult in the case of more complicated projects.

Scheduling resources in this way can become virtually impossible when the team expands, and you start tackling multiple projects at once.

This is where good project management software becomes necessary.

This resource management tool provides relevant and timely information allowing the project to stay on track.

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

Resource allocation

Resource allocation is a crucial step in project management. This is so important because, as is easy to realize, resources are limited by nature.

Therefore, it is easy to see how the success of a project is directly proportional to the appropriate allocation of resources, regardless of the industry.

Easier said than done, especially if you lack the tools for resource management. In this article we will discuss what this is all about in detail.

What is resource allocation in project management?

Resource allocation is about determining and planning your manpower, equipment, and facilities on the different tasks of a project in order to achieve your goals.

Resources in a project pertain to everything you need to accomplish it. Here are some examples:

  • Human Resources: The team members, the eventual consultants, and freelancers who bring the various skills needed to carry out the project.
  • Equipment/tools: from project management software to computer hardware, from the equipment for an industrial processes to specialist’s tools.
  • Facilities: the environment necessary to carry out a project, such as an office or warehouse.
  • Materials: these are the consumables needed to generate output. For example, office stationery or raw materials to build a house.
  • Budget: the funds necessary to purchase any of the aforementioned resources.

The 7 steps for successful resource allocation in project management

Project resources may be fully, partially available, or unavailable.

Therefore, the project manager, or resource manager, must take this into account to make decisions that ensure the best use.

Here are the 7 essential steps to successful resource allocation:

Twproject includes the ‘Plan’ module that allows the creation of a customised schedule for the allocation of resources and working hours during the project, based on specific preferences

Resource allocation: Creating a Project Plan

For starters, you need to split each project into multiple tasks and create their dependencies.

This process is known as the Work Break Down Structure, or WBS, and is the absolute minimum requirement for creating a project plan.

It is possible to have two activities run sequentially or in parallel based on their relationship.

The critical path within a project plan dictates the minimum amount of time required to complete the project.

Resource allocation is an integral component of this process because resources are allocated to each project activity.

Resource allocation: Understanding resource requirements for activities

Once the project has been broken down into the smaller activities, you will be able to identify the requirements needed for each resource.

Activities may require both human and non-human resources, depending on the nature of the work.

For human resources, you need to determine and assess skills and competencies.

Conversely, in case of non-human resources, you need to determine the specifications of the different equipment before assigning it to a task.

Resource allocation: Find available resources with a matching skill set

In this step, you need to determine the availability of a resource with the corresponding skills.

A project management software with resource management functionality can handle this step quite easily.

This kind of system also allows you to see in real time whether a machinery is available for use or not.

Allocate your resources efficiently!

In Twproject you find all the functionalities to monitor your resources and avoid bottlenecks

Try Twproject now!

Resource allocation: Closing the gap between demand and capacity using multiple channels

If there is no human resource with matching requirements, emergency resources can be hired or used.

Likewise, if some equipment is unavailable, it can be rented or purchased as per the respective strategy and budget.

Once the resources have been selected for the specific project, we proceed with the actual resource allocation process.

Resource allocation: Allocating resources according to demand

Once resources have been determined, they are assigned to specific tasks.

Unforeseen events are always around the corner, and it may happen that the resource assigned to a particular task, at the very last moment, is no longer available – for example, when a team member falls ill.

Especially, in the case of the most critical positions, the solution is to have a backup plan.

For example, if you employee is sick and isn’t available to work on the project, having knowing a freelancer who possesses the same, or similar, skills could save the day.

Resource allocation: Reallocating resources between projects as necessary

Resource reallocation may be necessary during a project lifecycle for a number of reasons.

A resource may present performance issues or, again, a resource with a niche skill may be required in another project with a higher priority.

In these cases, you should devise a resource reallocation plan so that the current project is not affected.

Resource allocation: Tracking and monitoring resource usage

You should monitor the performance of each resource to make sure you are following an effective resource allocation process.

The ideal situation is that no resource should be over/under-allocated or over/under-utilized.

Small companies could probably just monitor this using a shared calendar.

Larger companies, however, need a dedicated resource allocation tool.

Of course, the project manager’s experience plays an important role, but the use of good project management software can provide key support.

Ultimately, resource allocation is an essential part of any project.

Without it, project managers can define a project timeline of activities and milestones, but they cannot know whether or not those timelines will be achievable using the resources at hand.

Moreover, getting understaffed during a project can cause unnecessary anxiety and inefficiency.

Worst case scenario, poor resource allocation can even lead to project failure.

Conversely, having a sound resource allocation strategy can provide confidence, create a positive work environment, and head the project toward success.

Make use of the tips offered in this article and supplement them with good project management software. They will help you to efficiently allocate project resources and thus achieve your goals.

Manage your team efficiently


How to get the most out of your team

Knowing how to get the most out of your team is quickly becoming a major component. Companies are, in fact, increasingly dependent on good teamwork to achieve key goals and be successful.

In all teams there are “Achilles heels”. Team members who have poor skills may jeopardize overall productivity, and that’s where you need to take action.

There’s one thing that should never be forgotten. Whether you’re managing a remote team or group of people in an office, you must always bear in mind that the most effective people are the ones who are happy and feel supported by their leadership.

But how can you get the most out of your team? Let’s find this out in this article.

7 tips for getting the most out of your team

To make things easier, I chose to condense the key aspects into 7 specific tips. Try sticking to them and you’ll be able to achieve incredible results from your team.

1. Set the standard and lead by example

Teams cannot know the expectations if a manager does not share them.

Having a clear standard of excellence set allows everyone to know what is expected of them.

However, knowing what the manager’s expectations are will undoubtedly be of use, but it is far more useful and inspiring to see that manager lead by example.

It may sound trite and rhetorical, but a good leader inspires trust and admiration through what they do, not through what they say.

Pushing people all day long about what they “should” be doing doesn’t even come close to producing the results that come from simply leading by example.

A manager who strives for excellence inspires everyone around them to do their best by showing the kind of work ethic and dedication that the company expects.

2. Keep things managed

No team can truly thrive without guidelines. Even the wildest human being needs some form of guidance.

Even if you were to try to get rid of the rules, your team members would create new ones on their own.

So, it makes sense for the manager to analyze the situation and keep rules and things organized for the good of the team.

To do this, managers can use good project management software to list, track and manage tasks and goals.

With Twproject, after planning the project and assigning the resources, you can manage your daily work with smart and flexible ToDo lists.

Manage your project tasks!

With Twproject you can map all your resources’ activities, organize them by priority and delegate them to achieve your project’s goals.

Try Twproject now!

3. Acknowledge success

We all love being told we’ve done a good job and celebrating a big win or personal accomplishment backs that up.

It’s a simple way to build trust and inspire similar behavior in others. It may sound like a basic concept but in reality it is often forgotten.

Of course, it’s worth noting that people appreciate appreciation in different ways.

Some team members may be happy to be credited before the entire department, while others may prefer a private email or thank-you note for accomplishing their job well. Your call!

4. Communicate frequently and effectively

Project management also means managing people. Although a project may require little maintenance, team members still need to know that their manager is always there.

A good leader communicates and builds a connection with everyone by establishing meaningful relationships.

Team members should feel free to speak up and express their ideas. It may take a while for them to work up the courage, but a manager must always be willing to listen.Listen to them and encourage them to speak up more, this will create an open and trusting work environment.

We at Twproject have experienced that sometimes tools such as chat and discussion forums allow even the most timid to express themselves.

Twproject Chats are integrated into the project and saved in its history!

5. Listen

This point is strongly related to the previous one. Part of successful communication involves knowing how to actually listen.

Being an active listener helps not only to better understand the message of whoever is speaking, but also to build strong relationships.

It also helps create a culture of respect and transparency as employees and contractors will feel valued.

If you want to get the most out of your Team, don’t ever forget this crucial point.

6. Provide constructive feedback and stimulate growth

There’s no way to boost employee efficiency if employees don’t know they’re inefficient to start with.

This is why performance reviews and constructive feedback are crucial to achieving great results from your team.

Also, feedback by itself will often not be sufficient to cover up shortcomings or gaps. Actions will have to be triggered to help the employee improve.

For example, this could be attending a training course or being supported by a more experienced employee for a certain period of time.

Whatever the case may be, it is essential that the manager outlines achievable goals for future development.

If, as a manager, you can set the path to success and lead your team through it, the results achieved will be tangible.

7. Promote diversity

A team consisting of like-minded people with similar responsibilities might get the job done, but it is unlikely that they will thrive and bring innovation.

ADP has found that creating a diverse team actually improves employee engagement and leads to more effective work.

Although the project manager may not have the same powers as an HR director, they should still aim to bring diversity to their team.

Also, a good leader must recognize and leverage strengths and knowledge of each team member.

When a manager is aware of each person’s uniqueness, they can effectively use each person’s talents to achieve the best results.

Getting the most out of your team is somewhat like baking a cake: first you need to have the right ingredients (team members), which must then be blended in the right way.

Getting the most out of your productivity requires a well-composed and blended mixture.

Although there is no unique way to empower your team to be more efficient, the tips shared in this article will lay the foundation for a more productive environment. No team will be able to succeed if this foundation does not exist.

Work together with your team effectively.


Projects and workload: what you need to know

In project management, evaluating the work load 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.

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

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: 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 “work load” 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 load 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 load, accumulating in the remaining days.

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 load”.
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 optimal 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:

Business-as-usual structured example

We understand how to use the worklog to measure 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:

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:

And this is how the workload will look like:

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:

And the new workload evaluated:

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.

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.

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. 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


Organize and support the work of the project team

Organizing and supporting the project team’s work goes beyond the sole purpose of completing a project while meeting the established project plan, budget, and timeline.

The project team must be a functioning unit of individuals who share a common goal, and unity of purpose is essential to success.

However, a united team is not a given, and without an effective, aligned organizational structure, any mission may be an unrealistic goal.

Individuality, skills, and creativity are crucial components of a team’s dynamics. Keeping these qualities in check and moving forward as a team is a daunting task that a project manager must know how to accomplish.

So here are 9 tips for organizing and supporting the work of your project team.

How to Organize and Support Team Work

So let’s go through, point by point, the 9 key aspects of organizing and supporting all the men and women who make up our Project Team.

How to Organize and Support Team Work: Bringing the Team Together

When the project begins, the team may be new, and the members may know each other more or less well.

A project manager, especially with novice employees, can help the group with team-building activities that will help them transition into the “normalization” phase, where people begin to see themselves as actual team members.

Communicate and share information regularly

The project manager must use their leadership and motivation skills to inspire the team and get everyone in the same boat and rowing in the same direction.

Having regular meetings (and not just the kick-off meeting), planning things together, and holding a few brainstorming sessions can all be ways to support the project team’s work.

In short, it’s about keeping the team involved in the decision-making process and keeping them informed the entire time.

A successful project manager doesn’t just assign and delegate tasks but strives to explain the project’s end goal and how various activities contribute to achieving the goal.

Planning activities

After working with the team to prioritize tasks, it comes time to create an organized plan.

In other words, it’s about identifying which tasks are in whose hands and estimating a time frame within which they must be performed to achieve the main objective in a timely manner.

A project manager should have a clear understanding of each team member’s strengths and weaknesses.

Knowing this will allow you to delegate and plan tasks effectively.

Regularly review resource availability and required expertise

Once the activities have been assigned and planned as per the previous point, the work does not end there; in fact, it is necessary to continuously ensure the availability of resources and skills.

To effectively organize your team, you must pay attention to each team member’s skills and personal creativity and, above all, not overload anyone.

To ensure the process is working, you need to check in regularly with everyone involved to assess the pace and any unforeseen issues that might hinder the goal.

Ensure adequate training

The last thing a project manager wants to find out halfway through the process is that some team members cannot complete their responsibilities because they don’t know how to do so.

In addition to conducting a training needs analysis of the team and organizing courses as needed, it’s essential to provide ongoing mentoring and guidance to the less experienced to help them quickly become productive employees.

Provide constructive feedback

Providing constructive feedback to team members is one of the best ways to help them grow professionally and personally.

Regular “check-in” meetings can be held to assess the situation. The project manager has the opportunity to provide advice and feedback on how they feel team members are progressing and can grow further.

Provide rewards and appreciation

support the work of the team

Often we focus only on providing positive feedback while forgetting how important it is for team morale and motivation to receive positive recognition, rewards or appreciation for good work.

Prizes don’t necessarily have to be cash, but even an official thank you in front of other team members or the entire organization can give you that extra boost.

In these cases, it is important to consider the individual’s personality: some people may prefer to appreciate in private, while others feel more valued if openly thanked in front of everyone.

Be flexible

A project may be subject to multiple revisions and, in turn, activities may also change.

Therefore, the project manager must help the team be flexible enough to make last-minute changes while still meeting the project deadline.

For everything to work, communication is critical.

Organize and support the team with good project management software

Using good project management software can greatly help organize the work of the project manager and that of the project team in general.

In a single place, the software, all the information and documentation of the project will be grouped, and it will be possible to see the situation and the status of the project at any time. In this sense, a good Gantt in the software will be indispensable.

Also, depending on the software’s functionality, it can send notifications of important deadlines, act as an internal chat and be the point of reference for any task.


By following these simple tips, organizing and supporting the work of a project team should be much easier.

In this way, project managers can develop accountability, trust, and a less hierarchical approach.

And here’s the last piece of advice: as a project manager, it’s essential to learn to trust the team until you have reason to believe otherwise.

New targets, a new way of working.

Boosting team productivity: 7 tips to consider

Managing and boosting team productivity isn’t an easy task.

On one side, you want to maintain healthy motivational levels within the team, but on the other side, you still need to work hard towards organizational goals.

Sometimes, it doesn’t matter how hard you work, the results just never seem to happen.

Still, being productive doesn’t simply mean working extra hours – in fact, knowing you’ll be working late may even be an excuse to procrastinate and delay tasks.

But fear not! Regardless, you can still increase your team’s productivity and reap the rewards, also thanks to the 7 tips included in this article.

Boosting team productivity: Be realistic about your timeline

 How much time do you have on hand?

  • What is achievable during this set time?
  • How long does it take to accomplish the different tasks?

Answering these questions is the first step in boosting productivity. At times, you will fail simply because you are not realistic about your timeline.

Knowing how long it takes to do something and knowing how much time you have is critical.

Also, bear in mind that productivity is not static and every day you can be more or less efficient and focused on your work.

That is why it is important to allocate yourself some spare time in which you can catch up on tasks that have not been completed.

One example is to leave Friday afternoons free so that you have room to finish your work.

Boosting team productivity: Evaluate processes

Similarly to the way you re-evaluate and measure the time needed for each task, so should you evaluate and measure process efficiency (which are different from projects).

Sometimes, the way things are done is dictated by people who are not doing that work or perhaps those processes are based on old technology and old ways of working.

All of this can have a major impact on team productivity.

As you re-evaluate each process, it’s important to make sure you reconsider how things are done and not be afraid of change.

Also, it is critical to engage those people who are actively using those processes.

Boosting team productivity: Refrain from multitasking

We all run into a multitude of distractions during our workday that make us lose focus.

A typical example: you lose focus by even responding to a 2-minute email in the middle of another task.

Recovering that focus is what takes the longest and, in turn, makes you less productive.

You need to teach your team to focus all their energy and attention on the task at hand, forgetting, for the moment, about the rest.

boosting team productivity

Boosting team productivity: Prioritize and organize workload efficiently

Being well-organized is key to success, and having to-do lists is a sound organizational technique.

The project manager can help team members organize their workload by highlighting and establishing priorities.

There will always be lots of different things to do, but the trick is to prioritize and organize the schedule accordingly.

The way in which the project team is created will play a significant role in this. If you have picked the wrong people, it will be very difficult to organize them properly. Regarding this topic, you might be interested in this article on how to create a project team.

Boosting team productivity: Be self-aware

Being productive depends on self-awareness.

It is critical to teach team members to recognize when they are most productive and when they are doing the best work.

With this awareness, it is possible to organize the work, of the individual and the team, more efficiently.

In this regard, the project manager should be more flexible, meaning that not all tasks necessarily have to be completed while sitting in the office.

Some people, for example, when they need to listen to a video or need to make phone calls, might do so more productively while walking.

Each team member works best when they are given an environment where they are allowed to do things “their way,” obviously within limits.

Boosting team productivity: Give constructive feedback

It is also important that team members get constant feedback on their work.

True leaders understand how important feedback is, knowing how to provide it effectively and constructively.

Whether it is positive or negative, this must always be honest.

The project manager must be straightforward about what and why, providing objective examples and helping to envision the post-change future.

Similarly, feedback must also be positive in the case of tasks well done and small wins.

Appreciation is a core human need and is critical in any successful workplace.

All of this will help establish a culture of trust and personal growth as employees feel valued.

Boosting team productivity: Listening and understanding

Although this should be an automatic matter in every organization, it is actually still an issue that employees constantly face.

As a manager, it’s crucial to promote two-way communication, working to understand the needs of team members.

It’s also helpful to listen to any ideas they may have, because if employees feel sidelined, it will affect their motivation levels by having a negative impact on team productivity and efficiency.

Using these 7 tips means being aware of what to focus on and knowing when it’s time to loosen up.

Team productivity is like baking a cake where the right ingredients – team members – must be carefully picked and mixed in the right way.

Overall, there is no single way to make your team more productive; on the contrary, with small, consistent steps you can lay the foundation for a productive environment.

Work together with your team effectively.

The experience of the project team

The experience of a project team working at high performance is very hard to forget. If you’ve ever been part of such a team, you’re sure to have fond memories of the experience.

In this type of team, a strong bond of trust is usually established. People work together cooperatively to achieve common goals, and often the project is even more successful than the project manager, and the client could have imagined.

Team member experience is undoubtedly a dominant characteristic, but it is not the only one. These types of teams generally have some key elements in common that make them effective, high-performing teams.

Among these features, we can find:

  • Clearly defined objectives
  • Clearly defined roles
  • Open and clear communication
  • Effective decision making
  • Balanced participation
  • Diversity acceptance
  • Conflict management
  • Positive work atmosphere
  • Cooperative relationships
  • Participatory leadership

But how to create an effective team?

The most important requirement for a successful project is choosing the team that will take on the work.

The set of skills brought by each individual on the team should add extra value to the team as a whole.

There are usually two things that need to be evaluated before selecting an individual to be part of a project team: first, what skills are needed to fill the position on the project team? And second, what skills and experience can this new member offer?

Each project has its requirements, and roles are chosen accordingly based on individuals’ experience, skills, knowledge, etc.

This is one of the most critical steps in project management: grouping efficient and effective professionals.

The steps needed to choose the right mix of individuals to create an excellent team are:

  • Identify the goals to be achieved: Knowing the goals allows you to understand the parameters of the activities to be done, which in turn decide the type of skills and abilities required to successfully complete the project.
  • Select team members: From a pool of people with different skills and experience, you must select those who have the specific skills required for the project. To build an effective team, focus not only on the skills that an individual team member must possess but also on the entire team’s skill pool.
  • Optimize team performance: it’s not enough to build a team and delegate tasks to individuals. To get results, you need to calibrate performance and remind them that they need to work as one team to achieve the set goal.

experience of the project team

The perfect team member

Available human resources affect project deliverability, i.e., the more knowledgeable and experienced members are, the more likely they are to successfully complete a project.

So, what should project managers look for when they want to find the perfect team members?

Here are some features:

  • Team members should be disciplined and organized; this brings efficiency to the team.
  • They should be great communicators who will listen and address concerns effectively.
  • They should be objectively talented in their field.
  • They should be resourceful.
  • They should be proactive, meaning they should be able to take action on their own.
  • And finally, they should have a total and pure commitment to the project and their role on the team.

What makes the team successful?

Once you’ve seen how to find the perfect members for an effective project team, however, there’s still one small piece that’s missing: the project manager.

The project manager is an integral part of the project team, so you need an extraordinary project manager to manage a group of skilled people who are committed to a single goal.

However, bringing together a manager who knows his stuff and a well-built project team doesn’t always result in a successful job; in fact, certain characteristics measure a team’s success:

  • Team roles and goals should be clearly defined
  • Participation by all members should be balanced and well-defined
  • Communication among members should be clear and open
  • Relationships among team members should be fully collaborative
  • Diversity must be accepted
  • The project manager should be fully involved in managing the task and its outcomes.
  • Conflicts and stress should be resolved quickly.
  • The overall atmosphere of the project team should be positive. A positive atmosphere leads to efficient working conditions, which in turn increases productivity.
  • Finally, the use of technology will help implement all of the above features with unparalleled convenience. A good project management software tool that packs several features will allow you to stay on top of project tasks and manage your project team with precision.


In general, the organization of work within a project team requires special attention and effort.

Distributing roles and assigning responsibilities is the first step toward project goals.

Building a highly productive project team can seem challenging.

How to identify who the right person for the team is? How to distribute roles and make sure everyone understands their part? What if a group of great experts turns out to be completely dysfunctional?

While some of the knowledge that answers these questions is relatively intuitive, there are rules to follow that help create an effective project team.

Project management is one area where customized solutions can lead to success and a positive project team experience.

Work together with your team effectively.

Development team in projects

The development team in projects plays a major role in driving success. As you can guess, it is a key element in project management.

Speaking of project management, you might also like this article on how to choose a project management tool.

The ideal project development team motto might be “All for one, one for all!” and in this article we try to explain why.

However, what is the development team in projects?

But let’s start at the beginning. A Development Team consists of the project manager and the group of people who work together on a project to achieve their goals.

It is composed, essentially, by:

  • the project manager;
  • the di project management staff;
  • by other team members who, while not directly involved in management, are still involved in project-related activities.

Basically, this is a team consisting of people with specific expertise in the subject matter or the skills required to accomplish the task involved in the project.

Development team roles

The development team in projects includes the following roles:

Project manager or head of project:

The project manager plays the major role in the project and is responsible for ensuring success and quality.

His job is to make sure that the project lifecycle progresses and is completed within the given schedule and approved project budget and at the same time achieves its goals.

A project manager is entrusted with various tasks and responsibilities such as:

Project development team members

Project team members are essentially the staff members who are part of the team and work on the various phases of the project.

They can either be internal staff or external consultants and can work full-time or part-time; moreover, their roles may vary depending on each project.

Tasks of project team members can be summarized as follows:

  • Help achieve the overall goals of the project
  • Provide experience and knowledge
  • Work together to establish and meet business needs
  • Document the process

Project sponsor

The project sponsor is the driver and internal supporter of the project.

They are typically members of senior management, those who have a stake in the successful outcome of the project.

Project sponsors work in close contact with the project manager, legitimizing project goals and taking part in high-level planning.

Also, they often help to solve conflicts and remove hindrances that occur during the project lifecycle and sign off on approvals needed to move forward in each phase.

The duties of the project sponsor are:

  • Making key corporate decisions for the project
  • Approving the project budget
  • Ensuring resource availability
  • Communicating project goals to the entire organization

The 5 stages of the Tuckman model for transforming the project team

A project development team is comprised of people who possess unique characteristics and knowledge.

This is what a team is like: different personalities, different backgrounds, different knowledge and, in some cases, completely different languages, cultures and workplaces.

That said, it becomes obvious that having professionals available does not automatically mean having a team.

Therefore, in order to transform a random group of people into an established team, you have to work through what are known as “the five stages of the Tuckman model“.
development team

1. Forming Stage

In this first stage, project team members meet for the first time.

This is similar to having an orientation phase where they learn about project information, goals, roles, and responsibilities.

During this stage, people look for leadership and authority.

A mistake at this stage can lead to problems that are unlikely to be solved afterwards.

2. Storming – conflict stage

The conflict stage is probably the most difficult and critical one to complete.

This is a period characterized by conflict and competition, where individuals’ identities begin to surface and differences over what needs to be done and how.

In cases of conflict, the project manager must take immediate action to avoid the creation of sub-groups that could lead to a disruptive climate.

To overcome this phase, team members, with the help of the project manager, must work to:

  • overcome barriers,
  • accept individual differences,
  • overcome and work through conflicting point of views.

3. Norming – cohesion stage

If teams successfully move past the conflict phase, what emerges is a certain level of unity and thus we reach the cohesion stage.

Here, team members are no longer focused on individual goals, but instead look for ways to work together.

Team performance increases as people learn to collaborate and begin to focus on team goals.

Yet, harmony is precarious, and if disagreements reappear, the team may fall back to the conflict stage.

4. Performing – performance stage

In this stage, agreement and collaboration are achieved and the team becomes mature and structured.

Not all teams manage to reach this level; many teams stop at the previous stage.

A team in the performing stage is one that can perform independently and without constant supervision.

Also, problems and conflicts can inevitably occur, but they are resolved internally as the team is focused on achieving goals.

5. Adjourning – mourning stage

This stage is achieved as the process nears completion and most of the team’s goals have been completed.

The focus is on completing the final tasks and documenting the effort and results.

This is a fragile phase in which the project manager must make sure to keep the team’s focus strong; only once the project is finished the team can celebrate.

After that, team members can be assigned to new projects.


Bottom line: Having a strong project development team is more than just bringing together people with the right mix of skills.

The key is to create an effective and productive team that can communicate, cooperate and innovate in an atmosphere of mutual trust and respect.

Work together with your team effectively.

Schedule resources in projects

Scheduling resources into projects means using your company’s resources more efficiently and smartly in a highly competitive and volatile global marketplace.

To make the most of available resources, it is critical to follow the resource management plan and avoid any wastage that could impact the final outcome of the project.

You should always remember that resources are limited, and to achieve the full potential of its limited resources, an organization must set up a proper resource scheduling process.

What is resource scheduling?

Scheduling means identifying and allocating resources for a specific period to various types of activities.

I project manager estimate resource requirements needed to meet the end results and resource allocation is performed based on these.

Each project is an integration of several activities that require certain niche skills to yield tangible results.

It is up to the project manager and ensuring that the right resource is working on the right task at the right moment.

If the resource’s skills are not aligned with the project activities, or if the activity is being performed at the wrong time, the quality of the project will be jeopardized and unsatisfactory results will be achieved.

Therefore, it is imperative that the project manager keep a close eye on workforce availability. For example, if a critical resource is booked for several projects at once, that resource may be at risk of burnout.

Moreover, every project has its own defined timeline, and it is the project manager’s responsibility to ensure that the project is delivered on time while meeting project constraints and within within budget.

If resources are not planned and scheduled in an efficient manner, it will lead to delays in task execution and, in the worst cases, could even bring the project to a halt.

Best practices for efficient project resource scheduling

Resource scheduling is not just about filling the gap by planning or allocating resources to projects, it is more than that.

A thorough resource scheduling solution includes enterprise-wide resource planning, utilization management, tracking actual values, etc.

Best practices for efficiently scheduling project resources include:

  • Creating a work breakdown structure that defines all the essential elements of the project and outlines task dependencies alongside required skills. Once the details are sorted out, project managers or coordinators can schedule resources with the right skills for the project activities.
  • Resource optimization techniques to better manage projects. These might be, for example, resource leveling or resource smoothing.
  • Centralize resource planning: in order to centralize resource planning, there should be one schedule for the entire company from which each project manager can get information. This enables planning and scheduling to be performed in real time by multiple stakeholders and ensures that there is no double booking of a resource.
  • Track skills in real time so you can assign the right people to the right tasks. Individuals are assigned to the right project based on skills, experience, qualifications, location, cost ratio, etc. This information needs to be up-to-date at all times so that you have a clear and factual picture of the situation.

How does scheduling resources benefit organizations?

An effective resource scheduling system will yield huge benefits within a company:

  • Maintains and raises project quality

Having the right person with the right skills is fundamental to ensuring that a project is finished on time and with proper quality. Without an efficient scheduling, the project manager will allocate underqualified or inadequate resources to the tasks, which may lead to budget and schedule overruns, compromising project quality and resulting in low client satisfaction.

  • Enables proactive capacity planning with data-driven forecasting

You can predict resource demand for a project to identify resource shortages or over-allocations. You can then adjust project timelines, retrain current employees, or hire a contingent workforce in advance.

  • Improves profitability

Billable resource utilization is a key KPI for a company to provide profitability and sustainability.

scheduling project's resources

Choosing a resource scheduling software

Many projects can benefit from project management software such as Twproject, which includes a section dedicated to scheduling projects and resources in greater detail.

This allows stakeholders to easily visualize the entire project lifecycle planning process and, in detail, resource scheduling.

The software you will choose varies depending on your project planning methods, but you must ensure that you will be able to produce Gantt charts easily and efficiently.

Also, with this type of software, you can centralize your company’s resource planning; a point we previously mentioned as a best practice in resource scheduling.

Over budget or over deadline for a project are the main problems that many companies face.

This occurs primarily due to last-minute error corrections-because they were not timely noticed-and improvements that often take longer than initially anticipated.

Projects that were on the right track suddenly fall behind schedule, resulting in costing much more than expected, not to mention the quality of results that the client finds unsatisfactory.

Planning and scheduling a project’s resources is therefore a great way to avoid these problems.

Manage resources of your projects with Twproject.

Resource planning in projects

Resource planning is key for project management success.

In other words: managing projects means managing resources.

No matter what type of organization you’re in, whether it’s a factory, a construction company, or a marketing agency, its success will depend on the people, equipment, and materials used – that is, the resources.

As we discussed in our previous article, to properly manage resources, one cannot operate on instinct, but the Project Manager must have a strategy. It is precisely because of the strategy that a true “Resource management plan” can be implemented.

What is a resource plan?

A resource plan arranges, pinpoints, and lists the resources needed to successfully complete a project.

Resources are a wide category that includes equipment, tools, supplies, materials, time, and people.

A sound resource management plan will map the exact amounts of storable resources (such as cash) and non-storable resources (such as labor).

Considerations made during resource planning greatly influence the planning and budgeting of a project.

In fact, these two elements are closely related.

What are the elements of a resource plan?

The resource plan is aimed at using resources as efficiently as possible, thus contributing to the overall productivity of the project.

The best approach is to have a steady flow of resources and make sure you use them wisely and productively.

To properly assess and create a resource plan, you need to ask yourself some questions about the most important elements, including:

  • What are your project team’s roles?
  • What are the procurement needs of your project?
  • What types of contracts are required?
  • What criteria will be used to choose contractors or vendors?
  • How much of the budget is allocated to resources?
  • How will performance be measured in the project?
  • Types of resources to be managed in your projects

The adoption of Twproject has brought significant improvements in project planning and management and in optimising workload on commissions

More specifically, resources being considered may include:

  • Financial resources: in short, money. How much can you invest in new equipment or employee training?
  • Staffing resources:e., employees. Are there enough people hired? Do the resources have the appropriate skills to complete the project? Does someone else need to be hired?
  • Spatial resources: e. offices, halls, storage, etc. Does the current space comfortably fit all people? Are these resources being utilized to their maximum capacity?
  • Tech resources: e. software, digital tools and systems, etc. Is there something needed and is there money to purchase/adopt it?
  • Equipment: does everyone have the needed equipment to complete their tasks and projects?

A project’s resource planning should ensure that all of these resources are used effectively, on schedule and within budget.

Dedicated tools may not be necessary for resource planning, but overall it’s much more convenient to use a project management software like Twproject which has a section dedicated specifically to resource planning, because it allows you to have immediate access to all real-time data, as well as data collected during prerequisite analysis. You can try it for free by clicking here.

resource planning in projects

Resource planning steps

Resource planning is divided into four main phases.

1. Resource planning prerequisites

Before moving on to creating a resource plan, a project manager needs a number of prerequisites.

These include the work breakdown structure – or WBS – which helps to break the project down into manageable sections and thus helps to understand what kind of team and resources will be needed.

Likewise, the project manager will need an estimated duration of the project and activities, so that they can schedule project resources accordingly.

One of the techniques used here is the critical path method that outlines the progress of the project, including dependencies, milestones and activity durations.

2. Resource procurement

After gathering and analyzing the requirements, the project manager must assemble the project team based on the skills and experience the project requires.

Also, equipment and materials must be purchased and contractors and suppliers must be contracted.

There will be more or less types of resources needed depending on the type of project.

For example, with simpler projects, you may not need to contract outside vendors. For more complicated projects, however, the list and type of resources may be extensive and varied.

3. Resource management

After establishing the roles and responsibilities of the team and the function of each individual resource, the project manager will move on to managing the resources to ensure that they follow and are clear on the established plan.

Problems may always be around the corner and, of course, if and when they occur, the project manager will need to be able to identify, analyze, fix, and review the situation.

4. Resource tracking

Tracking resources is a different concept than just management.

By this concept we mean monitoring resources during task and project execution to make sure they are delivering the results expected of them.

Resource planning tools and techniques

A resource management software can automate tasks and track labor hours relative to budgets, provide color charts to help monitor scarce resources and share data with stakeholders.

Through this, a project manager can become aware of any critical issues early on and introduce various techniques to help ensure efficient resource planning.

Here are what they are:

  • Resource-focused meetings: short, regular, action-oriented meetings provide a framework for project managers to discuss roles and responsibilities related to resource planning. The meeting focuses on sharing fact-based information and short-term planning for critical project activities and tasks. These meetings typically help create a project culture and provide leadership with frequent check-ins for corrective action and clarification.
  • Resource leveling: this is a technique for optimizing resource allocation by adjusting project scheduling over time to resolve conflicts caused by over-allocation of resources. This technique can influence the critical path.
  • Resource smoothing: a technique for optimizing resource allocation without affecting the critical path.
  • Resource availability and usage: A resource planning technique to ensure that the resources allocated to the project are truly available. This is accomplished by calculating the cost to use them, monitoring planned versus actual use of resources, and undertaking corrective action.
  • Resource capacity planning: a planning technique used by portfolio managers who supervise resource planning and manage multiple projects. Capacity planning is about determining if there are enough resources allocated to complete new projects and determining if the amount of resources are sufficient for existing project teams.

Bottom line, efficient resource planning is a sign of a well-organized internal structure.

Having a holistic view of resources and aligning them on the goal to be achieved and the way forward is a must if you want a successful project.

We have the tools, we have the culture.

Managing project resources: how to do it effectively

Managing project resources effectively is one of the key aspects of work towards achieving your goals. In fact, if resources are not adequate, you will never be able to complete your project.

Essentially, we have already covered what project resources are, and we know that “Resources are people, equipment, places, money, or whatever else a project requires to be accomplished”.

The primary element, however, is the human aspect, so we can say: Resources are a group of people working together – possibly using other material resources – towards a common goal.

It may seem a simplistic definition, but efficient resource management does not happen just by bringing a few people together and calling them a Team. You may also want to read this article on how to build a team.

When resources are available and properly monitored, project deliverables can be prepared with knowledge and delivered on time and on budget.

Whether it’s team resources, material resources, or both, they all need to be managed effectively.

So, here are our 8 tips for managing project resources effectively.

Managing project resources: Centralize resources in a single pool

Having all resources centralized in one pool when working on multiple projects or multiple sizes of a single project helps the project manager to have a clear understanding of the resources whenever he needs them conveniently.

Also, when having a centralized resource pool, the project manager and the team can also determine resource limits and this prevents them from being wasted or overused.

Hence, having a centralized resource pool is an efficient way to manage resources rather than creating a distinct resource center for each project or each small task in a single project.

Managing project resources: Determine required resource skills

Before hiring a team, it is critical to emphasize a set of skills that will act as a benchmark for hiring people for the project.

In fact, if your resources have limited or inappropriate skills, your team will be more difficult to manage.

Managing project resources: increase collaboration to boost team productivity

To boost team productivity, you need to increase interaction and collaboration among team members.

To achieve this, you can use a number of collaboration tools.

Having team members become affiliated with each other, they can consequently affiliate with the project better.

For the sake of increasing collaboration within your Team, it might be beneficial to schedule various interactive sessions and meetings where everyone can contribute their ideas and plans.

Getting feedback from each team member promotes creativity and productivity; it also helps team members to get to know each other’s mindset and thinking approach better.

Managing project resources: Make sure you are working on a shared goal

By ensuring that everyone is working toward a shared goal, you can increase trust among team members and ensure that the process is transparent to everyone.

Furthermore, a common goal helps keep an open discussion about any potential project risks or uncertainties that may impact project resources.

This also translates to effective management of project resources.

Yet another thing a common goal helps with is prioritizing activities: when each member has a common goal, they know what needs to be prioritized to achieve that goal.

So, it is important for the project manager to make sure that each member of his team knows what is important so that he can be clear in prioritizing activities.

Managing project resources: Building a proper strategy

When you build a proper strategy, you have a base on which to plan actions and implement them.

Due to the number of resources in a project, it often becomes difficult to manage them without having a sound strategy.

To build an “effective strategy”/”a resource management plan,” you need to determine all the important resources, the time span for which they will be required, and the amount of work that can be accomplished with them.

The remaining task is to stick with the strategy throughout the project and not hesitate to make changes if you see something wrong.

Often, project managers and the team think it’s enough to document the strategy and don’t focus on actually implementing it.

Managing project resources: Use technology where possible

In order to keep a good grip on the resource management strategy, plans and processes, technology can definitely come in handy.

A project management software can prevent human errors by making the entire resource management process efficient.

By using technology, you can save time and improve accuracy so that team members can focus on other tasks.

With Twproject, for example, you can immediately get a view of the team and the workload they are carrying out.

You can learn more on this page.

Leveraging technology goes a long way toward significantly quickening and streamlining processes. Any project features that can be completed using technology should be automated. This will, in turn, minimize the risk of errors and free up staff that can then be reallocated to other projects.

Any automated processes should first be tried and tested to ensure there are no defects, as errors will eventually only lead to more cost along the project life cycle.

Balancing technology and resource management is a key part of business development that allows you to work on multiple projects at once in an efficient manner.

Managing project resources: Prepare for the worst

Unfortunately, you may run into potential risks or uncertainties in managing your resources.

Thus, anticipating potential disasters and having procedures established to address them should they occur is important to the success of any project.

Although it is best to have the necessary resources on hand to solve any potential problem, a solution is also to have a system in place to source external resources quickly.

A Plan B helps you remain confident, and sometimes that alone is enough to manage resources comfortably and effectively.

Managing project resources: Make your project team happy

The project team is what drives a project and an organization in general, and people usually perform best when they are passionate about what they do.

Therefore, the project manager should know what employees love to do and what motivates them the most.

Indeed, matching a resource with a task is more productive than assigning a task to a resource.

Keeping yuor team motivated and happy helps prevent high employee turnover.

Having long-term staff on board increases the likelihood that every project undertaken will be successful.

Also, to acknowledge how important the efforts of team members are, it is important to introduce an incentive system for a job well done and reward them when key milestones are achieved.

See how useful Twproject can be for project resource management

A key part of efficient resource management is recognizing that high resource utilization is not always an indication of good resource management.

Therefore, the 8 powerful tips listed in this article can help any project manager in effectively managing project resources.

A project manager needs the resources to deliver a project, but it’s up to them to manage them effectively.

Work together with your team effectively.

Team training as an added value – how and when to do it

Team training is a key aspect of a modern company if you consider that teamwork is now unanimously considered essential for business success. Therefore, today more than ever, it is essential not only to know how to create a project team that works, but above all it is imperative to make it grow in the best possible way.

When it comes to training, you must consider the time devoted to it as an investment.

By training your team, thus enabling them to assume responsibility and make decisions on their own whenever possible, this will also allow the project manager to not have to monitor every little action of the team and use his time to work on other more important tasks.

How to know when training is needed

Before any training program is deployed, it is necessary to determine that the training methods can appropriately address the team’s needs.

This begins with performing a needs analysis, not only at the team level, but also at the individual level.

Once these needs are determined, the appropriate type of training will be chosen to overcome the challenges facing the team and/or individual.

Here are some tips for understanding when training is needed and of which type:

  1. 1. Set clear expectations for each role

To help determine training and development needs, you need to set clear expectations for each role within the team. This allows you to create a benchmark to monitor performance and learn what skills an employee needs to be successful in their role.

  1. Monitor employee performance

Gauging and monitoring performance should be considered a means of supporting employees-not penalizing them-and at the same time can be a valuable tool for identifying development opportunities within a group.

  1. Ask

Having employees provide direct feedback on training needs can be a very valuable addition to your training and development plan. An easy way is to ask employees to rate their job satisfaction and performance and then ask them what would make it better.

  1. Make use of the focus group

Focus groups are a valuable tool to help to identify training and development needs within an organization. Under the guidance of an experienced facilitator, the focus group allows you to collect employees’ views and opinions on current training and how to improve delivery.

How will team training take place?

training the team

After a needs analysis has been performed, the training program chosen should possess the following characteristics:

  • Accessibility, shall be available to all employees in need of training;
  • Usability, it will need to be designed at a level that employees can understand;
  • Learnability, it will need to adequately address training needs, creating concrete knowledge.

Then there are several design elements to consider, including the duration, location of the training, and who will provide it.

Training programs can be run using one-on-one or group practice sessions, or they can be structured into a single continuous session or a number of smaller classes.

Studies have shown that multiple sessions yield better knowledge transfer than a single ongoing session, most likely because they provide students with a timeframe in which to rest and assimilate information without feeling overwhelmed.

As for the location of the training, this can be either within or outside the organization.

In this sense, there is little research to show which environment yields better results.

However, on-site training can facilitate on-the-job experience and provide students with a realistic practice opportunity.

Additionally, off-site training tends to be more expensive, in which case on-site training may result in a better return on investment.

As for who will facilitate the training; instructors can either be from in-house, internal trainers, or from outside the organization, external trainers. But that’s not all; a training program can also be self-directed.

These self-directed programs require more motivation from the employee/student, but allow for a more personalized, learner-centric approach.

Through the use of technology and training platforms, it is now possible to actually make these self-administered programs more engaging and very effective.

However, in this case, you need to make sure that learners are familiar with the type of technology being used or, if not, you should provide learners with a tutorial before starting the actual training program.

Team training benefits

There are a number of benefits related to Team training. Let’s see the most important ones:

  1. Keeping up-to-date with industry changes

Nearly every industry is facing constant change, both in relation to technology and processes as well as competition. Ensuring your team gets regular training gives them a better chance to be at the forefront of change and allows them to be aware of everything that is happening around your organization.

  1. Keeping up-to-date with technological developments

One of the biggest changes an organization faces every day is technological developments. By providing regular training, you can ensure that your team understands the latest technology to its maximum potential.

  1. Improving employee skills

We already discussed in another article how to improve team productivity by improving the work environment, but we can also improve productivity with training. One of the most striking benefits of providing ongoing employee training is the improvement of both individual and team skills. This will help the entire organization enjoy the rewards of a job properly done.

  1. Training as a motivational tool

If continuous training opportunities are offered, teams are more likely to come back to work eager and enthusiastic to try out the newly learned knowledge. Moreover, this allows for increased trust between employee and organization.

  1. Attracting new talent

A structured training program will likely make an organization more attractive to those who are looking for a job. In fact, those who care about their career and professional growth are looking for this kind of thing.


In an organization, training can often be somewhat something that is only experienced by new employees.

Many companies perceive it solely as a necessity to help the new employee transition into their new role, yet effective, ongoing training for each individual employee can be very beneficial to the organization.

Although investing in ongoing team training may seem significant, it’s imperative to understand that constantly improving staff will help increase profits and improve overall business results.

Work together with your team effectively.

Team preparation and training – how relevant it is to the organization

Team preparation and training for the organization is a major part of a project manager‘s job and it doesn’t just apply to new employees.

People need training and support throughout their careers, both as individuals and as a team, to develop their skills and continue to work effectively.

Training is a great resource for expanding all employees’ knowledge base, yet employers sometimes perceive this as a cost and a waste of work time that can delay the successful completion of projects.

However, despite these potential pitfalls, training and development provides benefits to both the individual and the organizations as a whole that make the cost and time a worthwhile investment.

5 team preparation and training tips for your organization

Just because of the extreme relevance of training your team effectively, we would like to give you 5 tips to get it done right. Although they may seem obvious, they really aren’t and they are not always taken into due consideration. Let’s go!

Team preparation and training: Focus primarily on team building

To build synergy, the team must spend time together in order to get to know each other.

Studies show that team building positively impacts the workplace, such as in goal setting, relationships, and problem solving.

Instead of focusing on personal goals, good team building skills can unite employees around a common goal and boosts productivity by improving team efficiency.

So before you start looking into metodi di formazione del team, it’s important to begin with some team building sessions.

Team preparation and training: Find out how team members prefer to learn

Variety is key, not only within your workforce, but also in how you provide learning opportunities to your team.

Some people prefer hands-on training, while others prefer teacher-led classroom training.

Some people like to be immersed in training for an entire day, while others prefer to spend an hour each day.

Satisfying, as much as possible, the different learning needs of the team is extremely important for training success rates and increasing learning retention.

Kolb’s four learning styles can be beneficial in understanding how team individuals prefer to learn and what style of training might best suit them.

The four styles are:

  • Diverging: People with this style of learning prefer observing rather than practicing, are interested in the relational and emotional aspect, and need dialogue and interaction.
  • Assimilating: This learning style emphasizes ideas and concepts. These people are capable of understanding information and organizing it clearly and logically, have a strong task orientation, and are less interested in relationships.
  • Converging: People with this learning style prefer the hands-on part, are efficient in operations, and like to experiment with new ideas.
  • Accomodating: This style of learning is practical, and people who prefer this style rely on intuition rather than logic. They are strongly results-oriented.

Team preparation and training: Offer multiple training methods

Once you have learned what your goals are when forming your team and what the different styles are, it is time to look at the different ways you can train your team.

Some learning styles are better suited to a team compared to others.

Practical training, for example, can work exceptionally well for teams when combined with team building activities to allow people to practice what they’ve just learned in a controlled environment and work together toward a common goal.

The same applies to interactive training, where you can use games to guide your group through different work scenarios and get them to collaboratively understand how best to manage them.

Another approach could be to offer an online course, but let team members complete the quizzes and exercises individually, according to the schedule that best suits each of them.

Choosing the right type of training for the team thus depends on many aspects, including what the training needs are, how individuals learn, what the goal of the training is, the budget, and how much time you want to invest in training.

Team preparation and training: Follow up after training sessions

When training ends, team development does not. Continuity is key in fact.

The manager must ensure that they continue to provide learning, such as through personal feedback or extra responsibilities after the training.

Also, incentives can be created to encourage the team to practice what they have learned.

By emphasizing the importance of continuous learning, you show employees that their development is a priority for the organization.

By following up the training with new activities, regular meetings, or additional training, you prevent newly learned information from fading into oblivion or being buried by the work – as happens very often.

team training

Team preparation and training: Don’t underestimate informal training power

It is a frequently overlooked aspect, but it is believed that informal learning accounts for up to 75% of learning within organizations.

By that, we mean learning through internal thinking, learning from colleagues, supervisors and managers, and learning from reading articles, books and specialist sites.

This is where investing in team building also comes in, to go back to the original discussion, because the better your team gets along, the greater the chances that they will learn informally from each other.

Team preparation and training benefits for the organization

  • Improved employee performance: the employee who receives proper training is capable of performing their job better. The training will give the employee a greater understanding of their responsibilities within their role.
  • Higher employee satisfaction and morale: investment in training shows employees that they are valued by the company. As a result, employees who feel valued and challenged by training opportunities may experience greater job satisfaction.
  • Tackling weaknesses: Everyone has a few weaknesses to work on. A training program allows you to strengthen those skills that every employee needs to improve.
  • Consistency: A sound training and development program ensures employees have a consistent experience and knowledge base.
  • Increased productivity and compliance with quality standards, which in turn will improve the company’s revenue and potential market share.
  • Increased innovation in new strategies and products: Continuing education and improving workforce skills can foster creativity.
  • Reduced employee turnover: employees feel valued and are therefore less likely to change employers.

And how can a project management software help you in this process? Through a tool like Twproject, the team participates in the development of the project, cooperating and making the information shared and shareable. This allows seniors to transmit knowledge to junior members as well, highlighting known critical issues.

Work sharing helps informal training with the management of daily work by the whole team.

To wrap up: the more people on the team who are well trained, the more efficient the organization will be.

Work together with your team effectively.

Engaging the Project Team

Knowing how to engage your project team is certainly one of the key drivers for running a successful business.

A project manager wants their employees to feel proud of what they do and of the organization they work for.

Those who work with a purpose will give their very best; a practice that can only benefit a project’s goal and a company in general.

Therefore, it is important to consider every aspect of why people do the work and what motivates them to do it.

There are many ways to measure the level of employee engagement within your project team, as well as tools to learn how to engage them. Let’s have a look at them in this article.

What is project team engagement?

Employee engagement means more than knowing whether or not someone likes their job.

Measuring a project team’s engagement allows you to know how committed each member is to the company and its success.

Understanding the engagement level is the first step; the following step is to improve this engagement.

As a manager, creating a workforce that is not only happy, but engaged and motivated to produce, will clear a hurdle on the path to success.

Some factors to be considered in understanding team engagement are the company and its leadership. You might also be interested in this article about different leadership models.

Before you can begin measuring their level of engagement, you need to ask:

  • Are the organization’s goals and visions clear and concise?
  • Do employees understand these goals?
  • Is there a distinct connection between everyone’s work and the company’s goals?
  • Can employees see how their work contributes to the company’s success?
  • Is the organization’s leadership present and capable of motivating its workforce?
  • Do managers have the skills necessary to lead a team to success?

When all of these factors are positive, you can begin to look more deeply at how engaged the project team is.

How do you measure Team members’ engagement?

Engagement is measured by conducting a simple employee survey.

Questions or statements such as “I feel my needs are a priority at this company” or “My workplace is safe” will be rated by each team member on a scale of 1 to 5 based on the degree to which they agree or disagree with that statement.

Once the survey is complete, you must interpret the results: raw scores will give the average of all survey responses, but these results won’t allow you to draw conclusions about actual employee engagement.

If you can compare this data to other companies that completed the same survey, you can better determine whether the scores are low or high.

engaging project team

How to engage the project team

Once you’ve completed the survey and interpreted the data, you need to know how to increase project team engagement.

There are several strategies you can put in place to help the team:

  • Know your team members: Getting to know their families, backgrounds and personal goals allows you as a manager to develop a stronger relationship with them. Evidence shows that employees who feel valued tend to be much more engaged in their work and performance.
  • Provide them with tools for success: A project manager not only needs to supervise work, but should also be sure that the team understands what they are doing. When one of the team members isn’t sure what to do or how to manage a situation, productivity can stall as they try to figure things out. While additional coaching or training is needed, providing employees with a solid foundation for future activities is a good step to increase their level of engagement.
  • Tell them how the company is doing: For the team to have a real interest in the company, they should be aware of its successes, concerns, and difficulties. Empowering the team to know what works and what doesn’t ensures they have the opportunity to develop new ideas for weaker areas and continue to be proactive in the areas they are working in.
  • Acknowledge the team and its work: A manager who acknowledges a well-done job is an essential motivator in developing employee engagement best practices. To be a successful project manager, it’s worth understanding what form of acknowledgement works best for each team. Either words of encouragement or a specific employee appreciation activity or, if the company can, a financial bonus. Appreciation helps promote positive attitudes and healthy behaviors in the workplace, a key factor in raising employee engagement levels.
  • Promote teamwork between employees: There is a reason why people love playing team sports. When a group of people unite to win, it leads to a contagious feeling that embraces everyone around them. The same can be applied in the work environment, where developing a strong team of employees gives them a sense of greater purpose. Bringing them together to work toward a single goal can be incredibly satisfying and allows them to achieve a sense of cooperation, consideration, and trust not only in each other, but in the company itself.
  • Creating a fear-free work environment: Many companies have a tendency to work in a performance-based environment that can lead to a fear of being scolded if a decision fails. Running a business where employees are punished for mistakes or a poor choice is a strategy that will inevitably lead to team members not taking risks. So choosing a gentler, more positive approach can be much more effective in achieving results, without diminishing the level of team engagement.
  • Motivate and inspire: Building a positive work environment starts with happy employees, but it doesn’t end there. The tone is set by the management staff and a good way to achieve a positive tone is to be more than just a boss, but to be a true mentor. Whether it’s a pat on the back and words of encouragement urging you to keep trying or pointers on certain procedures, the manager should not be viewed with fear, but be seen as a guiding light.

Engaging the Project Team: Bottom Line

It is the manager’s responsibility to help employees become a cohesive and successful team.

Making your employees feel like they are part of a team and that their presence in the workplace is necessary is a key factor in maintaining high levels of engagement.

Engaged employees means increased productivity, higher profits and margins, and skyrocketing customer satisfaction scores can give your organization a fabulous reputation.

When the company can reflect the best efforts and reliability of its employees, it culminates in a successful business model where everyone is passionate, engaged and committed.

Simply put, project team involvement is a necessary part that will create a fear-free workplace full of ideas and a sense of camaraderie.

Work together with your team effectively.