Dr. Andrew Makarandy@tacticalprojectmanagement.comTwitter: @andymakarFeel free to tweet using hashtag #pmtool             ...
A Technical Study in Human PerformanceFactors using Collaboration Technology in aDistributed Environment                  ...
04/24/2012   http://www.tacticalprojectmanagement.com   3
Free Project Collaboration Toolsthat Rock!Dr. Andrew Makar                   04/24/2012   http://www.tacticalprojectmanage...
The Talk Challenges with collaboration Demonstrate useful solutions Provide free resources to get stuff done              ...
Collaboration How do you define collaboration?                  04/24/2012   http://www.tacticalprojectmanagement.com   6
How do your teams collaboratetoday? Co-location Mobility Support File Server Web-Based Repository Instant Messaging Text M...
Do these tools really help facilitatecollaboration?        I put it on the file server        I put it on the website     ...
Challenges with Current Solutions I currently have 512 unread email messages in my inbox What is the probability I’ll find...
I put it on the fileserver Putting a file on a file server or a web-repository is still the equivalent of finding a digita...
Challenges with Current Solutions Are we really collaborating?                   04/24/2012   http://www.tacticalprojectma...
Is Technology an Excuse?Are we using technology as an excuse for not reallyworking together?                        04/24/...
Better Productivity?          Did we replace the file server          with web-based tools claiming          better produc...
There has to be a better way!  What if…  Integrate communication and documents  with the project tasks   No more hunting t...
Simpler Task Management The schedule is updated as a bi-product of DOING the work Shared visibility and understanding  Jam...
Collaboration SolutionsMindjet Connect andConnect ActionTrelloTask List ProjectManagement with AsanaAnd they are free!    ...
Go from Work Breakdown Structure to WorkingMINDJET CONNECTAND CONNECTACTION                   04/24/2012   http://www.tact...
How do you determine scopetoday? PMBOK answer  Develop a scope statement  Develop a WBS PM in Practice  Create a list of y...
What’s the Scope? Generated via Brainstorming Mind maps are excellent tools to brainstorm                  04/24/2012   ht...
Brainstorming Project Scope Sticky notes and index cards work well    Check out    Mindjet    Connect! Mind maps are bette...
Mindjet Connect http://connect.mindjet.com Brainstorm Project Scope Capture and organize in a mind map Remote participants...
04/24/2012   http://www.tacticalprojectmanagement.com   22
What about the WBS? One click of the button                   04/24/2012   http://www.tacticalprojectmanagement.com   23
Assign People and Dates to Tasks                04/24/2012   http://www.tacticalprojectmanagement.com   24
Send to Mindjet Connect Action              04/24/2012   http://www.tacticalprojectmanagement.com   25
Connect Action             04/24/2012   http://www.tacticalprojectmanagement.com   26
Task Detail              04/24/2012   http://www.tacticalprojectmanagement.com   27
Mindjet Connect Action Features Task Management meets Twitter Instant Email integration with specific tasks Instant task n...
Unique Task Priority Features Weighted Task Priority function  As due date approaches, task appears higher  in priority   ...
End User Task PrioritizationEach resource can reprioritize the tasklist with immediate updates: Project View User ViewChan...
Project Status At a GlanceTRELLO                     04/24/2012   http://www.tacticalprojectmanagement.com   31
How much time do you spendpreparing status reports?              04/24/2012   http://www.tacticalprojectmanagement.com   32
What if status was self generated?                04/24/2012   http://www.tacticalprojectmanagement.com   33
Trello http://www.trello.com                  04/24/2012   http://www.tacticalprojectmanagement.com   34
Tasks on a Board              04/24/2012   http://www.tacticalprojectmanagement.com   35
Every Task is a Card               04/24/2012   http://www.tacticalprojectmanagement.com   36
Threaded Discussions All comments are tracked against the card as comments                  04/24/2012   http://www.tactic...
Checklist Deliverables Handle subtasks as checklist deliverables                   04/24/2012   http://www.tacticalproject...
Project Status at a Glance               04/24/2012   http://www.tacticalprojectmanagement.com   39
Manage a Product Backlog              04/24/2012   http://www.tacticalprojectmanagement.com   40
Task List Management Made EasyASANA                   04/24/2012   http://www.tacticalprojectmanagement.com   41
Your Daily Task List Not necessarily stored in a project schedule Sticky notes Notepad Random Scraps of Paper No more! Put...
Asana       Simple        2-Level Outline             04/24/2012   http://www.tacticalprojectmanagement.com   43
Lighting Fast Task Entry Prioritize Tasks as Today, Upcoming and Later Add followers to tasks Tag Tasks Activity Feeds    ...
Email Reminders    asdf• Email integration and email reminders for tasks                             04/24/2012   http://w...
Mobility Support iPhone / iPad  Mindjet  Asana  Trello Android  Asana  Mindjet                 04/24/2012   http://www.tac...
What tool to do I use?PROJECTS                     04/24/2012   http://www.tacticalprojectmanagement.com   47
Project TypesProject                 ApplicationScope Definition        Mindjet ConnectAgile Project           Trello     ...
Caveats          Security           Solutions leverage security best           practices             Secure encryption pro...
Caveats What about scheduling?  All three tools lack a true scheduling engine   Mindjet Connect Action uses task blocking ...
Caveats Shared Service  The tools are free  Provide email support but no dedicated  phone support At some point, these too...
Go ahead and get started Use Mindjet Connect to brainstorm scope Use Asana for a personal to-do list Use Trello to impleme...
Start Communicating Tools are only as good as the people touching the keyboards Close the Instant Messenger Get up from th...
Resources            http://connect.mindjet.com            http://www.cohuman.com            http://www.asana.com         ...
Questions            04/24/2012   http://www.tacticalprojectmanagement.com   55
For More InformationAndy Makarandy@tacticalprojectmanagement.comhttp://www.tacticalprojectmanagement.com                  ...
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Improve Project Delivery With Free Collaboration Tools

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Dr. Andrew Makar\'s 2012 Great Lakes PMI Symposium Presentation on Free Project Collaboration Tools That Rock - featuring Asana, Trello, Mindjet Action and Mindjet Vision

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Improve Project Delivery With Free Collaboration Tools

  1. 1. Dr. Andrew Makarandy@tacticalprojectmanagement.comTwitter: @andymakarFeel free to tweet using hashtag #pmtool 04/24/2012 http://www.tacticalprojectmanagement.com 1
  2. 2. A Technical Study in Human PerformanceFactors using Collaboration Technology in aDistributed Environment 04/24/2012 http://www.tacticalprojectmanagement.com 2
  3. 3. 04/24/2012 http://www.tacticalprojectmanagement.com 3
  4. 4. Free Project Collaboration Toolsthat Rock!Dr. Andrew Makar 04/24/2012 http://www.tacticalprojectmanagement.com 4
  5. 5. The Talk Challenges with collaboration Demonstrate useful solutions Provide free resources to get stuff done 04/24/2012 http://www.tacticalprojectmanagement.com 5
  6. 6. Collaboration How do you define collaboration? 04/24/2012 http://www.tacticalprojectmanagement.com 6
  7. 7. How do your teams collaboratetoday? Co-location Mobility Support File Server Web-Based Repository Instant Messaging Text Messaging WebEx / Teleconferencing 04/24/2012 http://www.tacticalprojectmanagement.com 7
  8. 8. Do these tools really help facilitatecollaboration? I put it on the file server I put it on the website I left you a voicemail Didn’t you get my text? I sent you an email I sent you an email 04/24/2012 http://www.tacticalprojectmanagement.com 8
  9. 9. Challenges with Current Solutions I currently have 512 unread email messages in my inbox What is the probability I’ll find the email you sent me in a timely manner? 04/24/2012 http://www.tacticalprojectmanagement.com 9
  10. 10. I put it on the fileserver Putting a file on a file server or a web-repository is still the equivalent of finding a digital needle in a digital haystack 04/24/2012 http://www.tacticalprojectmanagement.com 10
  11. 11. Challenges with Current Solutions Are we really collaborating? 04/24/2012 http://www.tacticalprojectmanagement.com 11
  12. 12. Is Technology an Excuse?Are we using technology as an excuse for not reallyworking together? 04/24/2012 http://www.tacticalprojectmanagement.com 12
  13. 13. Better Productivity? Did we replace the file server with web-based tools claiming better productivity? How many of you have “sent an email” rather than pick up the phone or go see someone to resolve the issue? 04/24/2012 http://www.tacticalprojectmanagement.com 13
  14. 14. There has to be a better way! What if… Integrate communication and documents with the project tasks No more hunting through emails The task would contain Threaded discussion Required document 04/24/2012 http://www.tacticalprojectmanagement.com 14
  15. 15. Simpler Task Management The schedule is updated as a bi-product of DOING the work Shared visibility and understanding James changes the date then the team knows without having ANOTHER meeting 04/24/2012 http://www.tacticalprojectmanagement.com 15
  16. 16. Collaboration SolutionsMindjet Connect andConnect ActionTrelloTask List ProjectManagement with AsanaAnd they are free! 04/24/2012 http://www.tacticalprojectmanagement.com 16
  17. 17. Go from Work Breakdown Structure to WorkingMINDJET CONNECTAND CONNECTACTION 04/24/2012 http://www.tacticalprojectmanagement.com 17
  18. 18. How do you determine scopetoday? PMBOK answer Develop a scope statement Develop a WBS PM in Practice Create a list of your customer’s “brain dump” Needs Wants Must Haves Good ideas and bad ideas 04/24/2012 http://www.tacticalprojectmanagement.com 18
  19. 19. What’s the Scope? Generated via Brainstorming Mind maps are excellent tools to brainstorm 04/24/2012 http://www.tacticalprojectmanagement.com 19
  20. 20. Brainstorming Project Scope Sticky notes and index cards work well Check out Mindjet Connect! Mind maps are better tools for recording a brainstorming solution Usually constrained by a single user capturing mind mapping notes 04/24/2012 http://www.tacticalprojectmanagement.com 20
  21. 21. Mindjet Connect http://connect.mindjet.com Brainstorm Project Scope Capture and organize in a mind map Remote participants collaborate REAL- TIME in the map 04/24/2012 http://www.tacticalprojectmanagement.com 21
  22. 22. 04/24/2012 http://www.tacticalprojectmanagement.com 22
  23. 23. What about the WBS? One click of the button 04/24/2012 http://www.tacticalprojectmanagement.com 23
  24. 24. Assign People and Dates to Tasks 04/24/2012 http://www.tacticalprojectmanagement.com 24
  25. 25. Send to Mindjet Connect Action 04/24/2012 http://www.tacticalprojectmanagement.com 25
  26. 26. Connect Action 04/24/2012 http://www.tacticalprojectmanagement.com 26
  27. 27. Task Detail 04/24/2012 http://www.tacticalprojectmanagement.com 27
  28. 28. Mindjet Connect Action Features Task Management meets Twitter Instant Email integration with specific tasks Instant task notification 04/24/2012 http://www.tacticalprojectmanagement.com 28
  29. 29. Unique Task Priority Features Weighted Task Priority function As due date approaches, task appears higher in priority 04/24/2012 http://www.tacticalprojectmanagement.com 29
  30. 30. End User Task PrioritizationEach resource can reprioritize the tasklist with immediate updates: Project View User ViewChanges the classic“command and control” model 04/24/2012 http://www.tacticalprojectmanagement.com 30
  31. 31. Project Status At a GlanceTRELLO 04/24/2012 http://www.tacticalprojectmanagement.com 31
  32. 32. How much time do you spendpreparing status reports? 04/24/2012 http://www.tacticalprojectmanagement.com 32
  33. 33. What if status was self generated? 04/24/2012 http://www.tacticalprojectmanagement.com 33
  34. 34. Trello http://www.trello.com 04/24/2012 http://www.tacticalprojectmanagement.com 34
  35. 35. Tasks on a Board 04/24/2012 http://www.tacticalprojectmanagement.com 35
  36. 36. Every Task is a Card 04/24/2012 http://www.tacticalprojectmanagement.com 36
  37. 37. Threaded Discussions All comments are tracked against the card as comments 04/24/2012 http://www.tacticalprojectmanagement.com 37
  38. 38. Checklist Deliverables Handle subtasks as checklist deliverables 04/24/2012 http://www.tacticalprojectmanagement.com 38
  39. 39. Project Status at a Glance 04/24/2012 http://www.tacticalprojectmanagement.com 39
  40. 40. Manage a Product Backlog 04/24/2012 http://www.tacticalprojectmanagement.com 40
  41. 41. Task List Management Made EasyASANA 04/24/2012 http://www.tacticalprojectmanagement.com 41
  42. 42. Your Daily Task List Not necessarily stored in a project schedule Sticky notes Notepad Random Scraps of Paper No more! Put it in Asana 04/24/2012 http://www.tacticalprojectmanagement.com 42
  43. 43. Asana Simple 2-Level Outline 04/24/2012 http://www.tacticalprojectmanagement.com 43
  44. 44. Lighting Fast Task Entry Prioritize Tasks as Today, Upcoming and Later Add followers to tasks Tag Tasks Activity Feeds 04/24/2012 http://www.tacticalprojectmanagement.com 44
  45. 45. Email Reminders asdf• Email integration and email reminders for tasks 04/24/2012 http://www.tacticalprojectmanagement.com 45
  46. 46. Mobility Support iPhone / iPad Mindjet Asana Trello Android Asana Mindjet 04/24/2012 http://www.tacticalprojectmanagement.com 46
  47. 47. What tool to do I use?PROJECTS 04/24/2012 http://www.tacticalprojectmanagement.com 47
  48. 48. Project TypesProject ApplicationScope Definition Mindjet ConnectAgile Project Trello AsanaSmall Project Mindjet Action Trello AsanaFreelance Projects Mindjet Action Trello AsanaWorkflow Management Trello 04/24/2012 http://www.tacticalprojectmanagement.com 48
  49. 49. Caveats Security Solutions leverage security best practices Secure encryption protocol SAS70 certifications Data backup Before storing corporate data check with your organization’s Information Security policy 04/24/2012 http://www.tacticalprojectmanagement.com 49
  50. 50. Caveats What about scheduling? All three tools lack a true scheduling engine Mindjet Connect Action uses task blocking Lacks true critical path analysis Favor “pick a date” project management 04/24/2012 http://www.tacticalprojectmanagement.com 50
  51. 51. Caveats Shared Service The tools are free Provide email support but no dedicated phone support At some point, these tools need to move to a paid model 04/24/2012 http://www.tacticalprojectmanagement.com 51
  52. 52. Go ahead and get started Use Mindjet Connect to brainstorm scope Use Asana for a personal to-do list Use Trello to implement an Agile iteration or develop a product backlog Consultants and freelancers can easily engage their customers with these tools 04/24/2012 http://www.tacticalprojectmanagement.com 52
  53. 53. Start Communicating Tools are only as good as the people touching the keyboards Close the Instant Messenger Get up from the desk Meet your team member in person for a coffee or a beer Start communicating 04/24/2012 http://www.tacticalprojectmanagement.com 53
  54. 54. Resources http://connect.mindjet.com http://www.cohuman.com http://www.asana.com http://www.trello.com 04/24/2012 http://www.tacticalprojectmanagement.com 54
  55. 55. Questions 04/24/2012 http://www.tacticalprojectmanagement.com 55
  56. 56. For More InformationAndy Makarandy@tacticalprojectmanagement.comhttp://www.tacticalprojectmanagement.com 04/24/2012 http://www.tacticalprojectmanagement.com 56
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