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08 Dec 2023

All About Project Management and Task Tracking in your Business

All About Project Management and Task Tracking in your Business – Do you have problems keeping track of the projects that your teams develop? How can you control the tasks and guarantee their delivery on time?

The answer lies in the project management tools since they not only guarantee their success but also facilitate the management of resources, the profitability of any productive activity, the correct assignment of tasks, the fulfillment of deadlines, and the adjustment of efforts…

In this article, we will discuss project management and how to carry out effective task tracking.

What is a Project Management

It is planning, organizing, directing, and controlling the resources necessary to carry out a project or task successfully. These can be administrative, technological, research, product development, or others.

In any case, it is necessary to study the stability of its scope, the degree of uncertainty, the level of risk, the delivery time, the needs of the personnel, the necessary resources, the requirements of the client, the stages of development, the personnel to charge, etc.

In short, every business project, no matter how small, needs monitoring to quickly determine the budget and profitability and allow the team to do their job better. Without good management, the team will drift like a ship without a rudder.

We know that managing a project is not easy since it involves resource planning and monitoring in waterfall or agile methodologies for which we are not always prepared.

What is Task Tracking

It is the process of monitoring and evaluating the tasks assigned to employees to ensure they are being performed according to deadlines and expectations. Task tracking can also include identifying problems and establishing corrective actions to improve performance.

In the next paragraph, we have compiled the main contingencies in project management and task tracking.

Problems you can avoid with the practical project and task management

Drawbacks are inevitable in any project. And although it may seem that they are bad news, they are quite the opposite: it is an opportunity to improve the task at hand.

The first stage to do this is to know the most common in all execution of tasks:

  • Lack of planning. Many jobs fail because clear objectives have not been set, nor has a detailed plan drawn up for achieving them.
  • Little coordination. Another common problem is the lack of coordination between the teams and departments involved. They must be aligned and work in coordination to avoid errors and delays.
  • Change of requirements. Changing the customer’s mind about his wants or needs can lead to delays and increased costs. However, it is one of the biggest problems in project management.
  • Lack of control. It is essential to have mechanisms for monitoring progress and detecting problems in time.
  • High costs. Many projects are affected by high and unforeseen expenses, which can lead to a loss-making situation.

Do you know how to avoid these problems? Keep reading.

Tips for Managing Projects Successfully

Do you have difficulties controlling the resources required by the company’s projects? Do you feel you do not have enough knowledge of what is happening with the tasks of your teams? Are you allocating part of your investment to unprofitable projects in the long run?

These tips will help you face the execution and monitoring of your business tasks with an efficient perspective, as well as avoid unforeseen events that affect your business projects:

Plan in Detail.

Remember that the project’s development depends mainly on planning, so you must make the deadlines, objectives, and steps clear from the beginning. Here we leave you a succession of questions to help you plan: What does the project consist of?[What goals do you want to achieve?] What team is going to develop it? What tasks will be performed? Who will be responsible for each? How long will it take to do each thing? When will you receive feedback on the plan?

Establish a Detailed Project Plan.

Please make sure all team members understand and follow it. The plan should include all the necessary tasks, deadlines, and who is responsible for each.

Continuously Track Tasks.

To do this, it is advisable to establish regular checkpoints, maintain fluid communication with the development team, identify possible problems and make changes to the project when necessary without losing sight of resources and budget.

  • Communicate with the project team clearly and consistently. In addition, Make sure that all participants are aware of the progress and potential problems.
  • Use project management and task tracking tool. Get software that makes it easy to control daily tasks, expenses, hours, evolution, consumption, bottlenecks, critical path, consumption metrics, etc.
  • Manage your time and that of your team. The project leader must be able to manage time to ensure that the work is done on the agree date. This involves prioritizing tasks, conducting efficient meetings, and planning daily chores, among other things.

Have a Clear and Shared Vision of the Project.

All team members essential be aligner with the objectives and scope of the project, as well as be aware of its evolution at all times.

Make sure all Tasks have been Complete.

Before finishing the project, it is essential to ensure that all functions have been Carrie out correctly and that the product or service meets the establish requirements. To do this, you must evaluate the project and identify successes and areas for improvement.

  • Analyze results. Once the project is finish, it is essential to hold a retrospective meeting to analyze the lessons learn and share them with the team that has carri out the development (what has be done well, what has be done wrong, what can be improv, etc.).

Now, carrying out all these actions separately can make it challenging to develop a project, so we recommend using management and monitoring tools that facilitate the integration of all the work.

Key Features of a Task Tracking and Management Tool

The rise of new information technologies and the constant evolution of information technology have meant that many businesses do not have the project management system they need. But what functionalities should we look for in this type of solution?

We tell you:

  • So, oganization of projects and related tasks.
  • Record of hours performed and pending for each job.
  • Management of schedulable tasks and assignment to technical groups of those unplanned activities.
  • Approval of consumption made.
  • Availability of consumption metrics by task or activity.
  • Calculation of the critical path.
  • Kanban board layout.
  • Identification of bottlenecks.
  • Activity reports are based on project monitoring, resources, and the average workload per employee.

Enter this link to learn more about the functionalities of a fundamental tool. As a result of using these types of project management tools, your company will be able to facilitate resource planning and task tracking.

Improve your Management, Increase Your Income

Tools are more powerful the more integrated they are with your applications and systems. Now, you can have your project manager integrate it with the tools you already use in your company.

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