Online Project Management Tool: A Brief Overview

Project management is not a very easy task. People who are into it will tell you what hardships they have to undergo. Most project managers who are working with team members across the globe have several problems in coordination and getting the tasks done. As a project manager, you will ideally want to drive the project and get the work done on or before time. If you are a project manager working out of Los Angeles and you have your team members located in the UK or India, you will have a harrowing time in managing the team members.

Ideally, most project managers have regular communications with his or her team members and this happens on a daily basis. When project teams are located at various locations, getting the project rolled out is a great challenge. In addition, they have to manage the tasks at regular intervals. Some tasks are dependent on other tasks so getting the first task is very important. To help these managers do their managing efficiently and effectively, many software companies have developed software that also help in task management.

These software have all the features that help the project manager do his or her job. When you have a team that is close to you, you can manage them and the tasks with any good software. However, if the team is located at some other place, managers have to use some kind of online tool that can help them track the project and the tasks. The manager can use the online project management tool to assign tasks and close tasks.

The project manager can also get an up-to-date status of the ongoing tasks using the online management tools. If you feel that the online management tools are used only by them, then you are completely wrong. In fact, the online management tools are also used by team members. Team members need to update their status of the work and then using the online management tool, they can update their status. Project managers will always want to keep a track of the projects in which work in is going on.

A good feature in the software is the alert feature. Many times it is seen that managers miss out on important meetings or events. The software have instant alerts that help remind the manager about the meetings or other events. During the project life cycle, has to create realistic project schedules by adding tasks in a priority order. The project manager needs to analyze project performance.

Apart from execution of the project, he has to ensure that the project is completed on time. Time management is very important for any project. They need to meet their deadlines in a timely manner. During the project life cycle, they need to keep the team members informed about the latest deadlines or milestones. This is usually sent as an email. When working cross location, the manager needs some tool that he or she can use to share the timelines.

Online management software or tools can be used as dashboard software that tells a lot about the project. If you are a manager and you are struggling to manage recourses who are spread across the globe, you should surely purchase some online management software that can be used to keep total control on the resources. When you are planning to purchase a new software, you will need some training on that software. Such training is generally provided by the software company that develops that software.

However, these days, most software are very intuitive and easy to understand. Project managers would generally have some self training on the software and then start of with it. There are several things that managers have to learn when they work on any new software. They have the responsibility to explain the features of the software to the team members who are going to use that software. These training sessions can be either hands-on or instructor-led.

Difference Between Online Project Management Software and Offline Project Management Software

Online Project Management Software is the collection of details, programs and information that is used to execute various phases of a project and that is available on the Internet. It includes processes such as scheduling, calculating, building time sheets, managing resources, controlling documents etc. Each of these alters can be controlled through project management software. The services of collaboration software can help your team collaboration and it stay on task, remain on budget and succeed at your project.

Effective online project management software supports your company and handles the complex projects without delays. It also lets you collaborate with project resources, analyze risks, assign tasks, coordinate schedules and make your project accomplish and successful at anytime from anywhere in the world. Web based Management Software for your clients are easy and comfortable to track project state and progress online anytime, anywhere. You can also see nearest milestones and review, comments of project deliverable online at any accessible and convenient moment. This Management Software for project manager is one centralize storage to accumulate all projects in an organized manner. Project manager can easily link to tasks, pages, discussions and results. Online management software facilitates and analyzes the process needed to get your project done on time.

Offline Project Management is a transverse as well as a vertical activity. It has different items, such as mass storage or visualization that are flourished according to the user requirement and condition by few experts and that are seen as internal offline activities. The natural and clear distribution of the offline project is characterized the main concentrate on framework development, central co-ordination and release control distribution. In offline, the group develops the global infra-structure and the agents of the different projects will examine on the software of the project. It finds and coordinates the necessary resources within the project to meet the agreed milestones. It provides front line support for off-line users in the project and filters trivial problems, and reporting to the others of offline project.

The main difference between Online and Offline Project Management is that work being done does not require an active internet connection full time. In Online, you work online through Internet Connection and in Offline Project Management; you work offline without using Internet Connection. Many companies and individuals outsource have offline data because of its capability in cutting costs and the time they desire to accomplish their task. Workers who work on these projects accommodates quality work, work under no supervision and delivers work on agreed time. Offline entails entering raw data into the spreadsheet, database management program according to specification without utilizing the internet.

As there are many types of employers including those from educational institutions, financial and accounting etc. To accomplish this goal, the offline project needs a different management structure from the other projects. The structure of online and offline project management software is totally different and both are contrary in their use.

Important Aspects of Online Project Management Software

Project Management and task management software has one logical aim is to manage the projects in an effectual way to achieve their objectives. For individual point of view, the aim is to deliver the projected results with in stipulated time period, budget and most important as per excellence. However, for those who manage multiple projects, their expectation from online project management software is far more. It should provide the benefits like Task Management, Resource Management, Time Tracking, Collaboration tool, Real time chat, and in fact, Real time management. It should be easy to use and have centralized data facility. Now companies are more interested in having online management service so that their team members, clients as well as stake holders have access to information and data from any location. A software which can provide up-to-date information and generate a customize reports for all of them. Through which all log in member can view, communicate, discuss, and work freely. Moreover things like file sharing and proofing become effortless.

So, if these are the requirement, how can online web based project management software deliver such benefits consistently?

1. Data requirements for Decisions making.

Project management software achieves it aims and objectives quite simply, by providing relevant information to key stakeholders and project managers which they can trust upon. Information can be share or view by generating customized reports which can be helpful in making decisions rapidly and aptly. Good quality reporting requires accurate data and an effective means of processing and presenting it as significant information. While it means that providing the information is important, generating and maintaining centralized data is basic to the successful use of online management software; unless the project data is total, reliable and up to date, the project management software risks never gaining credibility.

2. Real time chat, file Sharing and proofing for team collaboration.

There are always a lot of discussions held constantly about the projects. For that, lots of meetings are organized among the team, project managers and even with management. It not only increases the project cost but throw away the precious time of team. Project management software efficiently helps in reducing the time and budget wastage. Real time chat is prominently used tool in online web based software. You can interact with the clients as well as team simultaneously from any location. The only thing required is an internet connection. Proofing tools and file sharing let the team know about the updating required by clients. Team can also share and maintain the files online. Project Managers and team instantly know the new updates through dashboards and email notifications. It increases the collaboration and time management among team members. Real time chats and file sharing becomes the important aspects of any online web based project management software.

3. Project Tracking and Time Tracking.

Online Project management software has two important aspects for this. Time-sheets must be delivered in the decided time-frames, and project managers must compile progress updates at the fixed dates. These need disciplined updating procedures that must be thoroughly adhered to by all project managers. By comparing real efforts achieved against the project finances, it provides the effective performance measurement and timely cautions against the shock of poor performance. Deep analysis and earned value dimension explain these aspects and good online project management software will give relevant information, often prominently marked, to catch management attention to the problem areas, in time for remedial action to have the desired impact.

The Benefits Of Online Project Management

Amid increasing popularity of online project management you might ponder over whether or not you should invest in the same. The reason why we talk about investment despite there being many free project software is because the freebies don’t always give you the best. No matter who the developer is or if the software is an open source solution, you would be craving for more with free software. But the affordability of project software has made financial constraints a thing of the past.

There was a time when online software or any such solution would cost a small fortune. That has changed. Today, such software is affordable and you get access to a ton of tools. Even if you were to use standalone tools by buying or subscribing to each of them online, you would be paying much more than what you would for one system. In other words, if you are wondering about the costs then you can certainly let that aside and plan ahead to inculcate online project management in your modus operandi.

Here are some of the benefits of online project management.

· Online management software is easy to use. You don’t need any infrastructure, you don’t have to invest in any development or technical solution, you don’t need programmers or managers who would be deft at coding, you don’t have to handle multiple tools or get accustomed with myriad interfaces. Your online management software will have one standardized or uniform interface and that would allow you to do all the normal tasks and some special ones without delving into the algorithms, math or programming behind it.

· These important tools cater to a seamless and consistent workflow. Everyone working on a project would be well aware of their roles and would be able to check the progress of the project. When the whole team gets to see the overall progress, the minute problems and the recommended solutions, the workflow is seamlessly consistent. Problems can be discussed across teams and departments and even with clients, teams can chip in subject to their abilities to speed up the project timeline or attend to certain impending tasks as highlighted by the manager. Amazingly enough, all the teams get to work as one unit with online project management.

Making Online Project Management Simpler

There are many ways to manage a project at work. One of the easiest and most effective is through online apps or services. Rendering printed task lists and white boards obsolete, moving project management online can reduce waste, increase communication, and bring about the successful completion of a project sooner then predicted. Lets take a look at online project management, along with a few ways that it can make managing your next project simpler.

1. Everyone is on the Same Page

One of the best things about organizing a project online is that everyone is on the same page. Everyone has a profile, the ability to communicate, the ability to report on their progress, and much more. With everyone using the same set of apps, there is no chance of incompatibilities, and failed communication. The amount of time wasted do to technical problems are also greatly diminished.

2. Ease of Use

A well built online project management system will have everything you need to organize and effectively carry out the completion of a project. Being online, anyone with a computer, smart phone, or electronic device can check on the progress of the project as a whole. In addition, this allows for people outside the office to check and update as required, allowing for information to flow quickly and effectively to everyone involved. As a final note, a well built online project management app will be simple to understand, and easy to master. Whether it is dragging and dropping files into a conversation or checking for updates regarding preset goals, not stumbling about while using the technology is a must.

3. Apps

An online project management system is made simpler through the apps that comprise the system. For example, an app describing everything having to do with the project for today would be an excellent source for immediate information relevant for the rest of the day. A calendar app would list tasks further off in the distance, while a separate app for tickets will help track any problems individuals have found while completing their assigned tasks. In addition, having an app for notes will allow you to record important information while being wieldy enough to quickly change or send to others. Finally, being able to manage contacts in regards to the specific project can make tracking down a particular individual a breeze. Together, these apps form the core functionality of any good online project management system

Online Project Management Allows You To See Your Progress In Real Time

In the world of project management, the Gantt Chart is considered a very important tool. But one of the limitations used to be that changes in the Gantt Chart would take days to execute in the field. Online project management is helping to change all of that and it is allowing project owners to become more efficient. Every manager knows that efficiency saves money and it can also reduce injuries as well.

One of the very helpful things about online projects is that everything is done in real time. That means that if something was meant to be done by 1:00 pm on a given day, then there can be reminders and alarms set to make sure that it gets done. Time is always kept on the Internet and that is something that project owners need to use to their advantage. You can start timing various tasks as well, just to use that information in creating future project schedules.

If there is one thing that you need to know about online management, it is that the Internet allows for instant and comprehensive communication. When you find the right Internet collaboration tool, then you will have the email addresses of every principle party loaded into the project template and that allows for instant messages to be sent manually and automatically. The online database can send a notification directly to the project manager when the task is supposed to be completed to help the project stay on schedule.

Another convenient feature of online project management is the ability to generate and print project reports from the field. In the days before online collaboration, project managers had to drive all the way back to the office just to get printouts of important information from a project template. With Internet access, those reports can instantly be generated and printed in the project trailer. The supervisor can have all of the information he needs at his fingertips and it can make the entire project go a lot smoother.

If you are planning a project, then now is the time to get involved with Internet project tools. You can run your entire project from one central location, which will offer you the highest level of security that the Internet has to offer. You and your supervisors can always be on the same page and you can have changes in the project data in the hands of the people that need those changes instantly.