Improve Project Delivery With Free Collaboration Tools
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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

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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  • 1. Dr. Andrew Makarandy@tacticalprojectmanagement.comTwitter: @andymakarFeel free to tweet using hashtag #pmtool 04/24/2012 http://www.tacticalprojectmanagement.com 1
  • 2. A Technical Study in Human PerformanceFactors using Collaboration Technology in aDistributed Environment 04/24/2012 http://www.tacticalprojectmanagement.com 2
  • 3. 04/24/2012 http://www.tacticalprojectmanagement.com 3
  • 4. Free Project Collaboration Toolsthat Rock!Dr. Andrew Makar 04/24/2012 http://www.tacticalprojectmanagement.com 4
  • 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. Collaboration How do you define collaboration? 04/24/2012 http://www.tacticalprojectmanagement.com 6
  • 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. 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. 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. 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. Challenges with Current Solutions Are we really collaborating? 04/24/2012 http://www.tacticalprojectmanagement.com 11
  • 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. 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. 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. 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. Collaboration SolutionsMindjet Connect andConnect ActionTrelloTask List ProjectManagement with AsanaAnd they are free! 04/24/2012 http://www.tacticalprojectmanagement.com 16
  • 17. Go from Work Breakdown Structure to WorkingMINDJET CONNECTAND CONNECTACTION 04/24/2012 http://www.tacticalprojectmanagement.com 17
  • 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. What’s the Scope? Generated via Brainstorming Mind maps are excellent tools to brainstorm 04/24/2012 http://www.tacticalprojectmanagement.com 19
  • 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. 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. 04/24/2012 http://www.tacticalprojectmanagement.com 22
  • 23. What about the WBS? One click of the button 04/24/2012 http://www.tacticalprojectmanagement.com 23
  • 24. Assign People and Dates to Tasks 04/24/2012 http://www.tacticalprojectmanagement.com 24
  • 25. Send to Mindjet Connect Action 04/24/2012 http://www.tacticalprojectmanagement.com 25
  • 26. Connect Action 04/24/2012 http://www.tacticalprojectmanagement.com 26
  • 27. Task Detail 04/24/2012 http://www.tacticalprojectmanagement.com 27
  • 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. 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. 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. Project Status At a GlanceTRELLO 04/24/2012 http://www.tacticalprojectmanagement.com 31
  • 32. How much time do you spendpreparing status reports? 04/24/2012 http://www.tacticalprojectmanagement.com 32
  • 33. What if status was self generated? 04/24/2012 http://www.tacticalprojectmanagement.com 33
  • 34. Trello http://www.trello.com 04/24/2012 http://www.tacticalprojectmanagement.com 34
  • 35. Tasks on a Board 04/24/2012 http://www.tacticalprojectmanagement.com 35
  • 36. Every Task is a Card 04/24/2012 http://www.tacticalprojectmanagement.com 36
  • 37. Threaded Discussions All comments are tracked against the card as comments 04/24/2012 http://www.tacticalprojectmanagement.com 37
  • 38. Checklist Deliverables Handle subtasks as checklist deliverables 04/24/2012 http://www.tacticalprojectmanagement.com 38
  • 39. Project Status at a Glance 04/24/2012 http://www.tacticalprojectmanagement.com 39
  • 40. Manage a Product Backlog 04/24/2012 http://www.tacticalprojectmanagement.com 40
  • 41. Task List Management Made EasyASANA 04/24/2012 http://www.tacticalprojectmanagement.com 41
  • 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. Asana Simple 2-Level Outline 04/24/2012 http://www.tacticalprojectmanagement.com 43
  • 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. Email Reminders asdf• Email integration and email reminders for tasks 04/24/2012 http://www.tacticalprojectmanagement.com 45
  • 46. Mobility Support iPhone / iPad Mindjet Asana Trello Android Asana Mindjet 04/24/2012 http://www.tacticalprojectmanagement.com 46
  • 47. What tool to do I use?PROJECTS 04/24/2012 http://www.tacticalprojectmanagement.com 47
  • 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. 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. 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. 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. 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. 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. 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. Questions 04/24/2012 http://www.tacticalprojectmanagement.com 55
  • 56. For More InformationAndy Makarandy@tacticalprojectmanagement.comhttp://www.tacticalprojectmanagement.com 04/24/2012 http://www.tacticalprojectmanagement.com 56