Project Tracking Tools to Make Your Team Move Faster
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Project Tracking is important in ensuring the success of your projects. This presentation gives a basic overview of tools you can use to make your team more efficient and accountable. It also provides insights into how existing tools can be used more efficiently.
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Project Tracking Tools to Make Your Team Move Faster
- 1. Project Tracking Tools To Make Your Team Move Faster Akinbobola Akinola
- 2. My Profile Project Manager at INITS Limited in Lagos Experience in Technology Project Management, Program Management and Business Analysis
- 3. Table of Contents Paper Notepad To-Do Lists Email Calls / SMS / OTT Services Kanban Boards Issue Trackers
- 4. Project Tracking Tools Tool / Phase Conception Initiation Delivery Support Paper Notepad Yes No Yes No To-Do Lists Yes No Yes Yes Calls / SMS / OTT Yes Yes Yes Yes
- 5. Project Tracking Tools Tool / Phase Conception Initiation Delivery Support Email Yes Yes Yes Yes Kanban Boards No No Yes Yes Issue Tracker No No Yes Yes
- 6. Paper Notepad Very useful for requirements gathering. Can always be referred to without having to charge a device or access the internet. Deeply personal Also useful for meeting notes during the course of project delivery.
- 7. To-Do Lists Useful for tracking individual tasks and Subtasks Helps Measure Level of Completeness for Tasks. Can be physical or software (Web app / Mobile App) Examples: todoist.com, Google Tasks (embedded in Gmail), Google Keep, Wunderlist
- 8. Calls / SMS / OTT Services Useful to provide general updates and to communicate urgent details to client. In order of reliability 1. Calls 2. SMS 3. OTT OTT most flexible
- 9. Kanban Boards Kanban - japanese word meaning “visual signal / card” Kanban Technique first used by Toyota in the 1950s Used to communicate and track project status, progress and issues Ensures everyone sees the entire project at a glance
- 10. What Kanban Boards do for Teams Kanban Boards help teams to Visualize and optimize workflow. identify Blockers and Dependencies Provides transparency to all stakeholders
- 11. Kanban Boards Types Physical Board Physical sticky notes with different colors used to denote category or segment or type of task. Color strips used to denote status
- 12. Kanban Boards Types Software Board Modern version Mobile Apps available Flexibility Innovative Features
- 13. Example Kanban Board (Physical) Image © LeanKit.co m
- 14. Example Kanban Board (Software) Image © The Firehose Project
- 15. Email Useful for tracking conversations around issues Email trail can be used to keep either party in a project accountable Not very good at tracking tasks An Examples of task based email service - Google Inbox
- 16. Issue Trackers Used to collate and monitor problems that are reported by customers Has different names in different industries Some examples of Issue Trackers: Sifter, Jira Bug Tracker, FogBugz, Remedy, Bugzilla
- 17. Conclusion Project Tracking helps teams to Become more efficient Track costs Complete projects on time Identify issues early and fix them
Editor's Notes
- Today we are going to talk about project tracking tools that can make your team move faster. Not knowing what is going on at any point in time slows down projects and makes them harder to manage.
- Paper Notepad - requirements gathering, meeting note taking To-do lists - task tracking Email - ensuring that there is evidence of what has been discussed Calls / SMS / OTT Services - for asking urgent questions Kanban Board - Workflow
- There are four different phases to every project: Conception, Initiation, Delivery and Support. And each of these tools play a role in each phase. These tools are used in different phases of the project (some in multiple phases)
- Deeply personal - because you can add in your own notes and observations beside everything that is written Can also be cleaned up and transferred to documents online
- Constant Communication is very important, it can make or break a project OTT - WhatsApp, Google Hangout, Skype etc Calls - require only airtime SMS - might not deliver in time OTT - requires good internet OTT flexible because you can share images, video, code / document snippets, screen etc depending on software being used.
- Toyota introduced and refined the use of kanban in a relay system to standardize the flow of parts in their just-in-time (JIT) production lines in the 1950s.
- Map out workflow - figure out the process used in their day to day operations. Every team has its process for completing work Blockers - issues that cause work to stop on the project Dependencies - what is required for the project to continue Transparency - everyone knows who is assigned to what, how long it’s going to take and how much work has been done.
- Color strips - red for “to do”, yellow for “in progress”, green for “done” Software Board Mobile Apps available - Sometimes available as Mobile Apps for tracking on the go Flexibility - Allows the kanban board to be flexible and customizable to fit specific team needs. Customizations include card colors, list names, labels, background colors Innovative Features - Has additional features that make the project accessible to team members. Additional features include checklists, subtasks, attachments, search, time tracking, recurrent tasks (repetitive), intuitive reports. Examples of software used to create Kanban Boards: Kanban Flow, Trello (https://www.trello.com), Jira (https://www.atlassian.com/software/jira)
- Color strips - red for “to do”, yellow for “in progress”, green for “done” Software Board Mobile Apps available - Sometimes available as Mobile Apps for tracking on the go Flexibility - Allows the kanban board to be flexible and customizable to fit specific team needs. Customizations include card colors, list names, labels, background colors Innovative Features - Has additional features that make the project accessible to team members. Additional features include checklists, subtasks, attachments, search, time tracking, recurrent tasks (repetitive), intuitive reports. Examples of software used to create Kanban Boards: Kanban Flow, Trello (https://www.trello.com), Jira (https://www.atlassian.com/software/jira)
- Useful for tracking conversations - email threading By default, Email is not very good at tracking tasks so you’re never sure if you’ve resolved the issue mentioned in the email or not.
- Can serve a general purpose or can target a specific industry (IT Support, Software Development) Different names for Issue Tracker: Bug Tracker, Issue Tracker, Incident Tracker etc
- Update slides with documentation later - v2