Workflow: How to make systems that produce terrific results

1. Evaluating !
Online Project Management !
Software
How Do You Choose?

2. Popular on-line project management software:
!
• There are lots of tools
• Each tool has raving fans & passionate
adversaries
• There is no one right answer for everyone
The real question is !
What’s best for you, in your situation?

3. Q: How do I know what is
the right tool for me?
!
A: It depends.
!
Let’s go through
some questions

4. Why are you looking at !
project management !
software?

5. Why are you looking at !
project management software?
• Want to get organized
• Too much going on to keep up with
• Don’t know who is assigned what
• People missing deadlines
• Changing priorities
• Other reasons

6. How many projects are !
happening at once?

7. How many projects are !
happening at once?
• Only one project
• Many projects
• Too many projects

8. How many people !
are on your team and !
what are their roles?

9. How many people are on your team !
and what are their roles?
• List the name of each team member
• List every role that each person performs
• List each of your vendors and partners
• List each of their team members
It gets complicated, because one person !
may fill more than one role.

10. In which time zone !
does each team !
member operate?

11. • If everyone is in the same time zone, you are very fortunate.
• Most teams span the globe, and scheduling is challenging.
• For meetings, be considerate of who is awake before dawn
and who is awake after sunset.
• Be conscious of the time lag for email. If you send an email
when someone is sleeping, they are not going to respond
until they are awake.
• When communicating deadlines, be clear which time zone
is being used.
In which time zone does each !
team member operate?

12. What level of detail do !
you need to manage inside !
the software?

13. How much detail do you need to go into?
• As you organize your project, you will have phases,
deliverables, and task lists.
• Does the team need detailed instructions on what to do
or are they managing their workflow somewhere else.
• How are handoffs being handled? How does someone
know when they are ready to start a task?
• How much detail do you need to put into a status
report? Do you need to report that a task is in progress,
or do you need the percentage complete?
• What makes your boss happiest?

14. What is your !
working style?

15. What is your working style?
• Visual or verbal
• Lists or post-its
• Office, cube or coffee shop
• Formal or casual culture
• Proactive or reactive
• Simple or complex
• Micro-manage or hands-off

16. What does it take to !
be successful? !
(at project management)

17. What does it take to be successful? !
(at project management)
• Setup the system as it makes sense for your situation
• Assigning tasks, due dates, and responsibilities
• Teaching everyone how to use the system
• Manage project changes and update the plan
• Consistently reminding everyone to use the system
• Create status report templates and set calendar
reminders for when they are due.
• Accountability and actually using the system
• Follow-up, follow-up, follow-up
• Communication, communication, communication

18. Comparing Project !
Management Software

19. Basecamp
www.basecamp.com

20. Basecamp
www.basecamp.com/pricing
Pricing as of July 2014

21. Asana
www.asana.com

22. Asana
www.asana.com/pricing
Pricing as of July 2014

23. TeamworkPM
www.teamwork.com

24. TeamworkPM
www.teamwork.com/pricing
Pricing as of July 2014

25. Smartsheet
www.smartsheet.com

26. www.smartsheet.com/pricing
Smartsheet
Pricing as of July 2014

27. Trello
www.trello.com

28. Trello
www.trello.com/pricing
Pricing as of July 2014

29. Flow
www.getflow.com

30. Flow
www.getflow.com/pricing
Pricing as of July 2014

31. Other project management software products:
Genius Project
On-Demand
AtTask Liquid Planner
www.robohead.net
Robohead
Workzone
Wrike
Jira
Sharepoint
dotProject
Huddle
AceProject
Zoho Projects
www.workzone.com
www.wrike.com
www.attask.com
www.attask.com
www.microsoft.com/sharepoint
www.dotproject.net
www.huddle.com
www.aceproject.com
www.zoho.com
www.liquidplanner.com
www.geniusproject.com

32. Summary: Remember these things
• Your team has to use it.
• Communication and follow-up are key.
• It takes time to adapt to new processes.
• The end result will be worthwhile

33. Experience Your Business, Transformed.
Rachel Kersten, CEO!
rachel@quantifying.com
Presented by
For more information: www.quantifying.com