Effective project management is vital for the success of any organization. The ability to plan, execute, and deliver projects on time and within budget is critical for small businesses to large corporations. Even for seasoned professionals, navigating the complexities of project management can be a daunting task.  

This article delves into the 6 most frequently asked project management questions, shedding light on common challenges and providing practical insights to improve project success. We draw from the collective wisdom of experienced project managers and industry best practices. Understanding these fundamental questions can provide invaluable guidance for your projects, whether you’re an aspiring project manager, a team member working on a project, or a business owner looking to streamline operations.

The Most Frequently Asked Project Management Questions

By addressing these common queries, we aim to demystify project management and equip you with the knowledge and tools necessary to tackle your projects with confidence. So, if you’ve ever wondered, “What is the role of a project manager?” or “How can I effectively manage project risks?” then this article is for you. 

1. What Is Project Management?

Project management is a discipline and set of practices that entails planning, organizing, and controlling resources and activities in order to achieve specific goals within a specified scope, budget, and timeframe. It is a methodical approach to initiating, planning, executing, monitoring, and closing projects in order to achieve desired results.

In a nutshell, project management entails coordinating various elements, such as people, tasks, timelines, and resources, in order to complete a project successfully. It includes defining project objectives, developing a project plan, allocating resources, managing risks, communicating with stakeholders, and monitoring progress. 

Project management is useful in a wide range of industries and sectors, from construction to information technology to marketing and healthcare. It provides a structured framework for managing projects of varying sizes and complexities, ensuring their efficient and successful completion.  

Organizations can optimize resources, reduce risks, improve collaboration, and ultimately deliver projects that meet the expectations of stakeholders by employing project management principles and methodologies. It provides a systematic approach to project execution, allowing teams to achieve their objectives while maintaining control over the scope, budget, and timeline of the project. 

2. What Is the Role of a Project Manager? 

The role of a project manager in project management is multi-faceted and crucial for the success of any project. Project managers serve as the central point of coordination, overseeing all aspects of a project from initiation to completion. Their primary objective is to ensure that the project is delivered on time, within budget, and with the desired quality. 

Here are some key responsibilities and roles of a project manager: 

Planning:

Project managers play a pivotal role in project planning. They define project goals, scope, and deliverables, and create a comprehensive project plan that outlines the tasks, timelines, and resources required for successful project execution. This involves breaking down the project into manageable phases and setting realistic objectives. 

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Organizing and Resource Management:

Project managers coordinate resources, including human resources, equipment, materials, and finances. They allocate tasks to team members, ensure that resources are available when needed, and optimize their utilization to maximize efficiency. 

Leadership and Team Management:

Project managers lead and motivate project teams, fostering a collaborative and productive work environment. They assign roles and responsibilities, provide guidance, and facilitate effective communication among team members. They also monitor team performance, address conflicts, and ensure that everyone is working towards common project goals. 

Risk Management:

Project managers identify potential risks and develop strategies to mitigate or minimize their impact on the project. They conduct risk assessments, create contingency plans, and monitor risks throughout the project lifecycle. This proactive approach helps in anticipating and addressing challenges, ensuring project success. 

Monitoring and Control:

Project managers continuously monitor project progress, track milestones, and compare actual progress against the project plan. They identify deviations, analyze their causes, and take corrective actions to keep the project on track. Regular status updates and reporting to stakeholders are also part of their responsibility. 

Stakeholder Management:

Project managers engage with project stakeholders, including clients, team members, sponsors, and external parties. They ensure effective communication, manage expectations, and address stakeholder concerns. Building and maintaining positive relationships with stakeholders are crucial for project success. 

Quality Assurance:

Project managers are responsible for ensuring that project deliverables meet the required quality standards. They define quality parameters, establish quality control processes, and conduct regular reviews to verify adherence to quality requirements.

Project managers are therefore accountable for driving projects towards successful outcomes by effectively planning, organizing, leading, and controlling project activities. Their role encompasses a wide range of responsibilities, requiring strong leadership, communication, and problem-solving skills to navigate the complexities of project management and achieve project objectives.

3. What Are the 5 Stages of Project Management? 

The 5 stages of project management, commonly known as the project life cycle, provide a structured framework for managing projects from initiation to completion. While the specific terminology and processes may vary depending on the methodology used, the core stages typically include: 

1st Stage: Project Initiation

• Define the project’s objectives, scope, and stakeholders. 
• Conduct a feasibility study to assess the project’s viability. 
• Develop a project charter or initiation document that outlines the project’s high-level details. 

 2nd Stage: Project Planning

• Create a detailed project plan that includes tasks, milestones, timelines, and resource requirements. 
• Identify project dependencies, risks, and constraints. 
• Develop a communication plan and stakeholder engagement strategy. 
• Set project baselines for scope, schedule, and budget. 

3rd Stage: Project Execution

• Execute the project plan by assigning tasks to team members and allocating resources. 
• Manage and coordinate project activities, ensuring they are performed according to the defined schedule. 
• Monitor progress and track project milestones. 
• Manage changes and make necessary adjustments to keep the project on track. 

4th Stage: Project Monitoring and Control

• Continuously monitor project performance against the baselines. 
• Track and analyze project metrics, such as cost, schedule, and quality. 
• Identify and manage risks and issues that may arise during project execution. 
• Take corrective actions when deviations occur, and communicate updates to stakeholders. 

5th Stage: Project Closure

• Validate project deliverables against acceptance criteria. 
• Conduct a formal project review to assess project success and lessons learned. 
• Close financial accounts, finalize contracts, and complete administrative tasks. 
• Prepare a final project report and formally close the project. 

It’s important to note that these stages are not always strictly linear, and iterations or overlapping activities may occur depending on the project’s nature and methodology used. Nonetheless, the five stages provide a general framework that helps project managers and teams navigate the project life cycle, ensuring a systematic and organized approach to project management.

4. How to Effectively Manage Project Risks 

Effectively managing project risks is crucial for ensuring project success and minimizing the negative impact of unforeseen events. Here are some steps to help you manage project risks effectively: 

Identify Risks:

Begin by identifying potential risks that could impact your project. This involves brainstorming with your project team, stakeholders, and subject matter experts to identify all possible risks. Consider risks related to project scope, resources, timeline, technology, external factors, and any other relevant aspects. Document these risks in a risk register or risk log. 

Assess Risks:

Once risks are identified, assess their likelihood of occurring and their potential impact on the project’s objectives. Prioritize the risks based on their significance, using qualitative or quantitative assessment techniques. This will help you determine which risks require immediate attention and which ones can be managed or mitigated. 

Plan Risk Response:

Develop a risk response plan for each identified risk. This plan outlines specific actions to address and mitigate the risks. Consider various strategies such as avoidance (eliminating the risk), mitigation (reducing the likelihood or impact), transfer (shifting the risk to another party), or acceptance (acknowledging the risk and having a contingency plan in place). Assign responsibilities and allocate resources for implementing the risk response strategies. 

Monitor and Control:

Continuously monitor the identified risks throughout the project lifecycle. Regularly review and update the risk register to capture any new risks that may arise. Track the effectiveness of implemented risk response strategies and adjust as necessary. Maintain open communication channels to ensure that the project team remains aware of potential risks and can respond promptly. 

Establish Contingency Plans:

Develop contingency plans for high-priority risks that pose a significant impact on the project if they occur. Contingency plans outline specific actions to be taken if a risk materializes. Having predetermined alternative approaches or backup plans can help minimize the impact of unforeseen events and ensure the continuity of project progress. 

Engage Stakeholders:

Involve relevant stakeholders in the risk management process. Keep them informed about identified risks, mitigation strategies, and progress. Seek their input and support in addressing risks and obtaining necessary resources. Effective stakeholder engagement can help build a collaborative environment and enhance risk management effectiveness. 

Learn from Lessons:

Continuously learn from past projects and experiences. Capture lessons learned from risk management efforts and incorporate them into future projects. This helps improve risk identification, assessment, and response planning for subsequent projects.

Remember that risk management is an ongoing process, and risks may evolve and change throughout the project lifecycle. Regularly revisit and update your risk management strategies to ensure they remain relevant and effective. By proactively identifying, assessing, and managing project risks, you can minimize potential disruptions and increase the likelihood of project success.

5. What Are the Key Project Management Skills? 

Effective project management requires a combination of technical, interpersonal, and leadership skills. Here are some key project management skills that are essential for successful project execution: 

Communication:

Strong communication skills are crucial for project managers to effectively convey information, expectations, and instructions to team members, stakeholders, and clients. Clear and concise communication helps ensure everyone is on the same page, promotes collaboration, and minimizes misunderstandings. 

Leadership:

Project managers need to provide strong leadership to guide their teams towards project success. This includes inspiring and motivating team members, setting clear goals and expectations, making decisions, and resolving conflicts. Effective leadership encourages teamwork, fosters a positive work environment, and keeps the project on track. 

Organization and Time Management:

Project managers must possess excellent organizational and time management skills to handle multiple tasks, meet deadlines, and manage resources efficiently. Being able to prioritize activities, create realistic schedules, and effectively allocate resources helps maintain project progress and prevent delays. 

Risk Management:

The ability to identify, assess, and mitigate risks is crucial for project managers. They should be skilled in anticipating potential risks, analyzing their impact, and developing appropriate strategies to minimize or address them. Proactive risk management helps reduce the negative impact of unforeseen events on the project. 

Problem-Solving:

Project managers encounter challenges and obstacles throughout the project lifecycle. Strong problem-solving skills enable them to identify issues, analyze root causes, and develop creative solutions. The ability to think critically and make timely decisions helps keep the project moving forward and overcome roadblocks. 

Stakeholder Management:

Project managers need to effectively engage and manage various stakeholders, including clients, team members, sponsors, and external parties. Building and maintaining positive relationships, understanding stakeholders’ needs and expectations, and managing communication channels are vital for stakeholder satisfaction and project success. 

Adaptability:

Projects are subject to changes and uncertainties. Project managers should be adaptable and flexible in response to evolving circumstances. They need to be open to change, adjust project plans as necessary, and find alternative approaches when required. Adapting to unexpected situations helps maintain project momentum and deliver successful outcomes. 

Financial and Budget Management:

Understanding project finances and effectively managing budgets is essential for project managers. They should have a good grasp of financial concepts, be able to track and control project costs and make informed decisions to optimize resource allocation. 

Team Management:

Project managers are responsible for leading and managing project teams. This requires strong team management skills, including the ability to delegate tasks, provide guidance and support, foster collaboration, and recognize and leverage individual strengths.

Continuous Learning:

Project managers should have a mindset of continuous learning and improvement. Keeping up with industry trends, best practices, and emerging project management methodologies helps enhance their skills and adapt to evolving project management practices.

While this list provides a comprehensive overview, the specific skills required may vary depending on the project’s nature, industry, and organizational context. Developing and refining these skills can significantly enhance a project manager’s ability to navigate complex projects and deliver successful outcomes.

6. What Are Project Management Tools? 

Project management tools are software applications or platforms that assist project managers and teams in planning, organizing, tracking, and collaborating on projects. These tools help streamline project management processes, improve communication, and enhance overall project efficiency.

Here are some commonly used project management tools: 

Project Planning and Scheduling Tools: 

• Gantt Chart Tools: These tools, such as Microsoft Project or Zenkit Projects allow project managers to create visual timelines, assign tasks, set dependencies, and track progress using Gantt charts. 
• Kanban Boards: Tools like Jira or Zenkit Projects enable teams to manage and visualize tasks using a Kanban board layout, with cards representing individual tasks or work items. 

Collaboration and Communication Tools: 

• Communication Platforms: Tools like Slack, Microsoft Teams, or Zenchat facilitate real-time communication and collaboration among team members, allowing for efficient sharing of information, discussions, and file sharing. 
• Document Sharing and Collaboration Tools: Platforms such as Google Drive, SharePoint, or Dropbox provide a central location for teams to store, access, and collaborate on project-related documents, spreadsheets, and presentations. 

Task and Workflow Management Tools: 

• To-Do Lists and Task Managers: Tools like Any.do or Zenkit To Do help individuals and teams create and manage to-do lists, set deadlines, and track progress on tasks. 
• Workflow Automation Tools: Platforms like Zapier or IFTTT automate repetitive tasks by integrating various applications and triggering actions based on predefined rules. 

Time and Resource Management Tools: 

• Time Tracking Software: Tools such as Toggl, Harvest, or Clockify help track time spent on project tasks, providing insights into resource utilization, estimating project costs, and analyzing productivity. 
• Resource Planning Tools: These tools, such as ResourceGuru, Float, Teamdeck, or Zenkit Projects assist in scheduling and allocating resources, managing team availability, and avoiding over/underbooking of resources. 

Issue and Risk Management Tools: 

• Issue Tracking Systems: Tools like Jira, GitHub Issues, or Redmine allow project teams to report, track, and manage project issues, bugs, and feature requests, ensuring they are addressed and resolved efficiently. 
• Risk Management Software: Platforms such as RiskyProject, ProjectManager.com, or ActiveCollab provide features to identify, assess, track, and mitigate project risks, helping project managers proactively manage potential threats. 

Reporting and Analytics Tools: 

• Dashboard and Reporting Tools: Platforms like Microsoft Power BI, Tableau, or Google Data Studio help project managers visualize and present project data in the form of interactive dashboards and reports, facilitating data-driven decision-making. 
• Project Performance Analytics: Tools such as ProjectManager.com, Workfront, or Smartsheet offer built-in analytics capabilities to track project progress, monitor key performance indicators (KPIs), and generate performance reports. 

The selection of project management tools depends on the specific needs and requirements of the project, team size, budget, and preferences. It’s important to evaluate different tools and choose those that align with the project management approach, team collaboration needs, and overall project goals.

Final Thoughts

Project management is certainly a complex and multifaceted discipline that requires a diverse set of skills and knowledge. Hopefully, this article has provided valuable insights into the 6 most frequently asked project management questions. By understanding these key discussion points, individuals can navigate the challenges of project management more effectively and increase the chances of project success.

Whether you are an aspiring project manager or a seasoned professional, having a solid foundation in project management concepts and best practices is essential. By familiarizing yourself with the fundamental principles and applying them in your projects, you can improve your ability to plan, execute, and control projects, leading to better outcomes and stakeholder satisfaction. Additionally, staying updated with the latest trends, methodologies, and tools in project management can help you adapt to the evolving needs of the industry and continuously improve your project management skills.

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While marketing can be challenging for small companies with limited budgets and resources, implementing a clever marketing strategy can be cost-effective to achieve their goals and stand out. Building relationships with your customers, nurturing leads, or utilizing digital tools are great ways to start, but don’t stop there. We’ve assembled a list of creative features to strengthen your marketing strategy, but first, it’s important to understand the significance and role of creativity in marketing strategy.

How Can a Creative Marketing Strategy Benefit Your Business? 

Incorporating creativity into marketing strategy facilitates establishing a deeper and more meaningful connection with the target audience. It can be a game-changer for businesses looking to enhance customer value. It enhances brand awareness and recognition, resulting in a higher return on investment. The most significant advantage of creative marketing strategies is that they don’t have to break the bank. Even smaller companies can implement innovative, unique, memorable, and practical ideas as effectively as larger corporations.

6 Elements of Creative Marketing Strategy for Small Business

These are the key steps to developing a marketing strategy that’s unique to your business.

1. Develop a Unique Brand Identity

Establishing a distinctive brand identity is not merely an added advantage but a vital aspect of any successful marketing plan. Your website’s first impression on users can determine whether they stay or leave within seconds. Research has shown that it takes users as little as 0.05 seconds to form an opinion of your site. 

Your brand identity influences how customers perceive your business and their purchasing behavior. Therefore, developing a brand identity that is consistent, memorable, and emotionally resonant with your target audience is crucial and achievable even on a budget.  

Many inspiring brands claim you should have a clear vision that you’ll transform into all the parts of the branding— an eye-catching logo, a consistent and harmonious color palette, and fonts that convey a strong message. 

As your brand’s identity develops, launching new products will also become more manageable, even if they differ from your previous offerings. As a result, your brand will have a better chance to gain customer loyalty and interest with new products that align with your brand’s image.

2. Focus on Content Marketing

Content marketing provides many opportunities to develop and embrace creativity. Unlike traditional marketing methods that focus on pushing overtly promotional messages, content marketing involves creating content that educates, entertains, and informs the audience. Through creativity, businesses can reach more people, inspire them to take action and create a stronger connection with their brand.

Another advantage of content marketing is that it generates three times more leads than outbound marketing and is 62% cheaper than traditional marketing. 

While content marketing is a cost-effective way for companies to generate leads, it must be accompanied by relevant content that resonates with the audience. Companies often get caught up in the idea that top-tier, flawless content is the only way to stay ahead of the competition. Truth be told, it is more important to prioritize visually appealing, well-written content that is authentic, relatable, and transparent.

These qualities are set to become even more critical as businesses strive to engage customers and build trust. Brands willing to be transparent about their values and business approach are in greater consumer demand.

For example, if your target audience is Gen Z, consider three factors related to consumption:  

• Access over possession, 
• Individuality identity expression
• Ethical concerns

To cater to different audience preferences, create content in various formats, such as blog posts, infographics, videos, podcasts, and social media updates. Ensure your content is valuable, informative, and relevant to your target audience. Focus on answering questions and offering solutions to the problems. Show the personality, people behind your brand, your brand’s story, and industry-related stories for emotional connection. Emphasize storytelling to make your content more relatable and to demonstrate the value of your products or services.

3. Utilitize Email Marketing

Email marketing continues to be popular and successful, providing the highest ROI of all marketing channels at $42 for every dollar spent. The secret of email marketing success is based on customization and personalization. 

When done right, email marketing can be a powerful tool to help businesses connect with their customers on a deeper, more personal level. Companies can create targeted campaigns that resonate with their audience by analyzing customer behavior and preferences, driving higher engagement and conversions. This personalized approach also provides valuable insights that marketers can use to improve other areas of a company’s marketing strategy, making it an essential part of any modern business’s toolkit. 

To utilize email marketing, identify the target audience and understand their needs, interests, and preferences first. Use your email campaigns to encourage two-way communication with your audience, using captivating and personalized content that should focus on quality rather than quantity to ensure higher engagement. 

Seize the chance to experiment with different types of emails, such as newsletters, promotional emails, and event invitations, to determine what resonates best with the audience. Encourage recipients to open your emails with compelling subject lines and creative elements like eye-catching visuals, GIFs, or other interactive content. Set up automated welcome emails for new subscribers, cart abandonment reminders, and personalized product recommendations. 

Ensure emails are optimized for mobile devices, as many people check them on smartphones or tablets. Ask for feedback, opinions, or questions, and respond promptly to build trust and rapport. Keep up with the latest email marketing trends to see what works best for you

4. Implement a Multi-Channel Approach

Did you know that multi-channel shoppers spend three times more than single-channel shoppers? By offering customers different ways to purchase and communicate with the brand, businesses can reach a wider audience and convert more customers.

Businesses can build brand recognition and loyalty for their products and services by implementing different marketing channels. A good starting point for implementing a multi-channel approach is creating a visually appealing and easy-to-navigate website showcasing your products while sharing your brand’s story and values. Additionally, establishing a presence on well-known social media platforms can effectively showcase your business’s visual and personalized side. You can boost your email marketing efforts by building an email list of subscribers through website sign-ups and social media promotions.

Finding the right tool to manage different marketing teams effectively can be challenging for small businesses. This is where Zenkit’s flexible and customizable workspace allows teams to organize their marketing projects and day-to-day tasks in one centralized platform. 

5. Bet on Affiliate Marketing

In a highly competitive online marketplace, it can be challenging for businesses to distinguish themselves from their competitors and expand their reach into new markets. However, affiliate partnerships are one effective way businesses can boost their traffic and sales.

Affiliate marketing is a mutually beneficial relationship between a merchant and an affiliate. The affiliates use their marketing channels to advertise the merchant’s offerings and earn a commission for every sale they make.

Using affiliate marketing is easy even for beginners – here are some tips to get the most out of it: 

• Leverage your email list to send newsletters or promotional emails featuring links to your affiliate products or services. Make sure to personalize your email content and segment your list based on your subscribers’ interests to increase the chances of conversions.
• Write in-depth product reviews or comparisons highlighting the features, benefits, and drawbacks of the affiliate products or services. By helping your audience make informed decisions, you’ll establish yourself as an authority within the niche.
• Promote your affiliate products or services with contests or giveaways to create buzz around your brand and entice people to try them.
• Organize contests or giveaways featuring your affiliate products or services as prizes that can create buzz around your brand and entice more people to try out the products or services you are promoting.

6. Offer Discounts and Promotions

Good deals are win-win. Not only will your customers be happy to save their money, but you’ll also attract new ones looking for a great bargain. By providing attractive discounts and promotions, small businesses can incentivize potential customers to purchase and entice them to become repeat customers.

While it may involve some initial costs, offering discounts and promotions can increase sales and customer loyalty, making it a worthwhile investment for small businesses. Deals and promotions can take many forms, such as a percentage off the total purchase, free shipping, or a complimentary gift. 

Offering discounts and promotions as a part of a creative marketing strategy can also leverage word-of-mouth marketing, which consumers find trustworthy. Research states that 92% of consumers trust recommendations from friends, family, or people they know. Reward those who refer others to your business by offering a discount code for both the referrer and the referee. 

An online referral system can automate the process of tracking and rewarding successful referrals by providing a unique referral link or code. This streamlined approach allows customers to easily share the information with their network, leading to increased brand awareness and a higher likelihood of attracting new customers. 

Discounts and promotions can also create a sense of urgency among potential customers, encouraging them to buy before the discount or promotion expires. By doing this, a company can generate immediate sales and create a sense of excitement and anticipation surrounding its products. By tracking which promotions and discounts generate the most sales, small companies can better understand what their customers value and adjust their marketing strategy accordingly.

Final Thoughts

It’s essential to set clear objectives for each component of the marketing strategy and measure its success to determine what’s working and what needs to be adjusted. A successful creative marketing strategy combines the correct elements, creative content, and effective methods to get the message out. By being innovative, adaptable, and willing to take risks, small companies can create a powerful marketing strategy that can help them achieve long-term success.

About the Author: Natália Nálešníková is a member of the outreach and content team at LiveAgent. Outside of work, she enjoys reading books and planning low-cost trips, preferably in the mountains. She is also a coffee enthusiast and minimalist, finding joy in the simplicity of life.

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Project management is one of the most resource-demanding and time-consuming endeavors. Project managers are required to oversee a variety of aspects of the project. From managing the budget to ensuring the outcome meets the client’s needs, all this is a direct responsibility of a project manager. 

But how do they manage to stay on top of all this? How do they ensure the project stays within the budget and gets delivered on time? 

The answer is they use a project management pipeline. 

In this blog, we will reveal the concept of project pipeline management, discuss its best practices and answer some of the frequently asked questions. So, sit tight and read on.

What Is a Project Management Pipeline?

Project pipeline management is an approach PMs take when overseeing and tracking all recurrent projects. It allows PMs to gain an overview of all the projects and prioritize high-value projects and tasks while also handling challenging situations.

A project management pipeline helps managers oversee the team’s progress and timely address any issues that arise in the workflow. With a tool like this, project managers can ensure that project goals are met on time without exceeding the budget.

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Five Stages of Project Pipeline Management

Project pipeline management is a complex process consisting of multiple tasks. In order to effectively manage a project’s pipeline, it is essential to understand the five stages that constitute project pipeline management. Here they are.

1. Ideation

Ideation is the brainstorming phase where new ideas are generated. This phase is crucial to generating project proposals, which will further be deployed to produce high-quality projects. It is important to get insights from every team member during the ideation phase. You never know when a simple concept might turn out to be your best project, so do get everyone involved in this phase. 

Here are some additional suggestions to help you maximize the ideation phase:

• Rather than using sticky notes to jot down ideas, encourage your team to utilize project management software to effortlessly collaborate and exchange ideas with one another. 
• Maintain a record of crucial details about a concept, like its origin, the day it was formed, the criticism it received, and more.
• It’s crucial to get rid of ideas that don’t work well together or can’t be completed within a set time frame or realistic budget.

2. Idea Review and Analysis 

Only the most viable ideas reach this phase. This is where clients and/or stakeholders get a chance to review the project ideas and provide feedback. 

The next step is presenting your idea to the client and/or stakeholders. This is a phase of an active dialogue where aspects such as the project’s scope, the budget, and the desired results are discussed and feedback from the client is received. 

This stage is important as it acts as a starting point for the entire team ready to get to work. A project cannot reasonably be started only because you feel positive about its success. 

You’ll need consent from investors, business partners, industry experts, and even from your client if you want to get working on the new project.

3. Project Planning

After obtaining the client’s approval, it is time to sit down and do some planning. Planning enables you to divide your project into smaller tasks, distribute them to proper team members, and closely observe the team’s progress on every assignment.

Mapping out a project plan is a time and resource-consuming task, but project managers can simplify this process by following these steps:

• Create a team and assign each member jobs and responsibilities.
• Create tasks for the project and their sub-tasks.
• Set deadlines for each task.
• Schedule regular meetings to track progress and address issues. 

Share the plan with the entire team after it is finished to ensure everyone is on the same page. Each team member needs to be fully informed of their duties and the expectations of the company.

4. Project in Progress

The real work starts when projects enter the “In progress” phase. While this phase is the longest and most complicated of all, there are ways to navigate it and make this stressful stage an easy one.

Here they are:

• Update the status of tasks along with their due dates. This will help you stay on top of task progress. 
• To ensure that everyone is on the same page, hold regular team meetings. This will help the entire team stay up-to-date with the project’s progress. 
• Monitor key performance indicators (KPIs) and evaluate performance. This will allow you to ensure you are moving steadily and confidently toward the final project goal. 
• Determine the issues and fix them. This will help you stay on track and not go beyond the deadline. 
• Report progress to important stakeholders. Your clients will also want to be aware of the project’s progress, so do keep them informed. 

The Project in Progress phase takes up the most time and effort out of all the phases that make up a project pipeline. Constantly dealing with clients, other managers, and various team members on a daily basis is common for this project stage.

5. Completed Projects

After a project is finished and delivered to the client, it enters the Completed Projects stage.

You can now rejoice that the project has been completed. But don’t get too excited about celebrating. 

It’s crucial to evaluate your performance and resolve to some introspection to identify any areas where you could have done better.

And don’t forget about your team. Choose and reward the best workers who made finishing the project simple. After all, it is the team members who are the most valuable asset of any company and who bring the most value to the table.

Best Practices of Effective Project Pipeline Management

A properly maintained project pipeline is your roadmap to completing the project. It offers helpful information about the due dates, progress, and status of various projects. It also helps spot any hazards or bottlenecks that might prevent the project from progressing. Here are a few of the greatest techniques for managing your project pipeline efficiently.

1. Invest in a Project Management Tool

Project management tools allow you to expedite all project stages, from ideation through launch and everything in between. This type of task management software reduces cumbersome workflows and enables you to improve the entire project management process from start to finish task management, project visualization, communication, and reporting tools.

Zenkit is a project management software that helps project managers and teams manage their projects effectively and stay on schedule.

2. Present the Project Pipeline Visually

Visual representation is the most efficient approach to conveying detail-intensive information about the projects in your pipeline. You can make graphic stories about how the projects are being managed, tracked, and executed by using design templates to create high-level representations like roadmaps, timelines, bar charts, and sequential diagrams.

The tasks within your project management pipeline can be organized into categories like “to-do,” “in progress,” “done,” etc. allowing you to use this as your project dashboard to monitor project progress.

3. Thoroughly Assess the Resource Pool

The most important aspect to consider before beginning any project is to ensure that you have the resources to finish the assignments on time. Without evaluating the capability and competency of your team, making any commitments could ultimately thwart your efforts toward accomplishing the project goals. 

Assess your resource pool by gaining a general understanding of the organization’s capacity and skill set necessary to complete each task.

4. Make Accurate Estimations

The success of any project is directly impacted by how accurately project parameters are estimated. The timely completion of the project will be hampered if there is a discrepancy between your estimation of project resources and the actual resources required to execute the important tasks. 

So, in order to guarantee the timely and cost-free delivery of the results, the project managers must create accurate estimations of project deliverables during the planning stage. Project managers must first evaluate the project budget, potential hazards, goals, and profits in addition to the resourcing strategies, and only then can they get the project going. 

5. Create a Portfolio Roadmap

The portfolio roadmap is a powerful time-management tool that allows project managers to visualize all active projects against a timeline. This helps project managers see where certain projects are stuck and make any necessary changes in the workflow to help the project move forward. 

Project managers can add other important metadata, such as milestones, strategic goals, etc., on the roadmap in addition to the start and finish dates of the projects in the pipeline. That way PMs will be able to present the full project picture to the stakeholders.

Examples of a Project Management Pipeline

As discussed earlier in this article, the project management pipeline holds a crucial role in the project management process. It helps PMs oversee the entire project completion and resolve all bottlenecks before they grow into serious problems capable of compromising the entire project completion. While a project management pipeline can be used to manage almost any type of project, it is mostly used in marketing, sales and product development.

1. Marketing Pipeline

One of the best examples of applying best practices of project pipeline management is in marketing. Marketing managers use project management tools to manage tasks such as content creation, social media management, marketing strategy development etc. Teams can assign tasks statuses as simple as “in progress”, and “completed”, or expand upon them to include more details and re-assign tasks to other team members. Teams can also use the tool to communicate with each other and minimize any misunderstandings when it comes to defining who’s responsible for what. 

The functionalities of the project management tool in this capacity are almost limitless and can expand depending on the project’s progress.

2. Sales Pipeline

Sales are one of the areas where a project management pipeline is most frequently used. Pipelines are used by sales teams to track leads as they move through the sales cycle. Sales managers can be missing out on important information about how successful their sales process is and where their deals are at any one time if they aren’t using a sales pipeline.

Just like the project management pipeline, the sales pipeline consists of stages such as prospecting, qualifying, contacting, building relationships, closing and following up with cold leads. These stages help track the progress of the deal from prospecting to closing. Sales pipeline stages help sales managers smoothly track deals and activity if they are correctly implemented, managed, and updated.

3. Product Development Pipeline

Another common use of the project management pipeline is in product development. A pipeline can be used by product development teams to manage data, conduct tests, and handle delivery. It also helps facilitate effective communication and collaboration as team members use a single platform to stay connected and coordinated throughout the product development process. 

Final Thoughts

Project pipeline management allows PMs to visually follow a project’s progression through its many stages while adhering to time and budget limitations. It is a great project management practice that can help teams stay organized and focused on their goals. It is also a great way to keep clients and stakeholders up-to-date with the project’s progression. If you are looking for ways to improve your workflow and achieve goals faster, a project management pipeline is the go-to solution.

FAQs

1. What is a project pipeline tracker?

A project pipeline tracker is a tool PMs use to keep track of the project’s status, bugs, due dates, budget, etc. 

It allows PMs to effectively manage every aspect of their project, from the beginning to the end. It also offers a comprehensive analysis of the project’s progress which is extremely helpful in important decision-making.

A project pipeline tracker helps plan, monitor, and assess the advancement of a project. Additionally, it helps set efficient workflows and structured management procedures.

2. Why is pipeline management important?

The importance of pipeline management cannot be overstated. It provides a comprehensive view of all of your projects and helps with planning your project budgets and other resources. 

It also allows you to monitor the status of your projects and evaluate the performance of your team if you are a project manager. 

3. What is the difference between a project management pipeline and project portfolio management?

A project management pipeline should be looked at as one of the methods used for project portfolio management. A project portfolio can be managed using old-school methods such as files, folders and spreadsheets. Or, it can be managed by utilizing more innovative and digitized tools and strategies such as project pipeline management. 

The post Project Pipeline Management 101 appeared first on Zenkit.

When it comes to tackling workplace goals consistently and effectively, good project management is key. Through project management, every worker knows what to do, every employee knows his or her place, and every task gets completed on time.

But to accomplish strong project management, you need to know how to set goals and objectives correctly. After all, setting your goals properly is just as important as setting them in the first place. 

Let’s break down some key tips and techniques you can use to manage your company objectives successfully.

Why Are Goals Important in Project Management?

In a nutshell, goals are key for project management because they help teams tackle larger objectives step-by-step.

Imagine that you have a big, broad goal, like launching a new retail store for your organization. That’s a major undertaking, and it necessarily includes several subsidiary projects and steps, such as:

• Finding the location for the new store
• Negotiating a lease for the retail location
• Getting employees and products in place to staff and fill the new store
• Marketing the new store for a successful grand opening

While you could assign that broad project to a team, you’ll have much more success if you break it down into achievable chunks for your team members. By setting individual, achievable goals, it’s more likely that your team will succeed efficiently and cost-effectively across the board.

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Setting goals, in other words, makes projects manageable. Therefore, it’s only logical that it’s a major part of good project management.

But simply setting goals is not enough. You need to know how to set goals and how to break them down into manageable tasks.

How to Set and Achieve Good Project Goals

If you’re not sure where to start, keep reading. We’ll break down seven approaches or strategies you can use to set and achieve excellent project goals that result in long-term benefits for your brand.

Keep Your Goals Achievable with the SMART Approach

First, practice setting goals using the “SMART” approach:

• Specific – your goals should be specific rather than generalized, which will help your team members know exactly what they should be aiming for. For instance, if you have a chief compliance officer, they will be primarily responsible for ensuring compliance among other team members rather than completing the original work
• Measurable – Similarly, each SMART goal needs to be measurable with a KPI or key performance indicator (or several). That way, your team members know when they have reached their goal and when they need to step on the proverbial gas
• Attainable – each goal should be attainable. That’s important for team member motivation, as your team members will be less likely to give it their all if they feel like they will never complete their objectives
• Relevant – make sure each goal is tied toward your brand’s more significant focus or mission statement. That’s vital for team motivation, so your workers know exactly what each project accomplishes in the big picture
• Time-bound – put another way, each goal should have a deadline. That ensures your employees know how to pace themselves and how to spend their energy to make sure things get done on time and in full

Keep Objects Approachable with the CLEAR Approach

Another good way to set goals and objectives for your project management strategy is to use the “CLEAR” approach, broken down below:

• Collaborative – your team-based goals should be inherently collaborative and include opportunities for group work
• Limited – each goal needs to be somewhat limited to avoid scope creep (see more below) and so your team members don’t feel overwhelmed from the get-go
• Emotional – good goals have an emotional basis or inspiration. Make sure your workers know what they are accomplishing and what they should be proud of when they start a new project
• Appreciable – similarly, good goals need to be understandable and appreciated by your team members. No goal should feel useless or like busywork 
• Refinable – even the best goals may need to be iterated on or edited from time to time

By following both the SMART and CLEAR approaches, your project objectives will be much more understandable and feel more achievable to your team members.

Break Projects Down Into Tasks

It’s a good idea to break down larger projects into smaller, more manageable tasks. This is advisable because it enables you to assign work to individual team members or smaller subsidiary teams, plus it allows your team to celebrate hitting benchmarks.

Avoid Scope Creep

“Scope creep” describes the inadvertent tendency of projects to expand beyond their initial specifications or objectives. For instance, you might initially start with the goal of completing one project on time. But because of a combination of factors, your team gradually takes on other responsibilities and ends up having to complete three projects instead.

Scope creep is often disastrous for many teams and objectives. If left unchecked, it can cause you to spread your resources and personnel too thinly across too many focuses. This can also cause your budget to bloom. This is never a good thing for a project manager or company executive.

Plan Your Budget Accurately

The best projects are those that don’t go over budget. Thus, as you set objectives for an upcoming project or big initiative, make sure that you budget for it accordingly and accurately. One of the best strategies to ensure you budget properly and accurately is to keep track of your project income and expenses via easy-to-follow budgeting spreadsheet templates. If you don’t keep track of your budget in this manner, you could inadvertently spend much more money than you intend. This can spell disaster later down the road.

Require the Use of a Collaborative Platform

To facilitate good team communication, make sure everyone uses the same collaborative platform and project management software. Not only will this make it easier for you to keep track of smaller tasks and assign work to people as they complete subsidiary goals, but it will also ensure that everyone knows where to connect if they have a question, need to request assistance, etc.

Get Ahead of Team Conflicts

In any large team, some amount of conflict is inevitable. The mark of a good project manager or leader is their ability to stay ahead of conflicts. They must also negotiate cease-fires between the battling parties.

If two important team members are butting heads, for example, talk to them and help them come to an understanding. If necessary, you can reassign team members to ensure a smooth work experience for everyone involved.

Keep Yourself Accountable for Your Objectives

Above all else, make sure that you hold yourself accountable for the work and goals that you need to complete. As you set goals, make sure that you can accomplish them on time. As a leader or project manager, you are an example and inspiration for everyone working on the same project. If your objectives are completed on time, you can’t expect other work to get done by important deadlines, either.

Final Thoughts

As you can see, setting your goals smartly and wisely is key to ensuring they’re accomplished by your team. You should use these techniques in conjunction with top-tier project management software, like Zenkit Projects: the perfect solution for successful teams that juggle multiple projects all the time.

The post How to Set Project Management Goals and Objectives appeared first on Zenkit.

Flexibility in the workplace can be a great asset, allowing teams to adapt to changing conditions and make progress quickly. However, too much flexibility can lead to negative effects on the team, making it difficult for teams to stay on track and reach their goals. So how do you know when your team has reached the point of having too much flexibility?

In this article, we will explore some signs indicating when it might be time to rein in your team’s flexibility. Early recognition of these warning signs ensures that any necessary adjustments are made. This can help prevent things from spiralling out of control.

Lack of Accountability

It is important to remember that having a certain level of flexibility in the workplace is essential, but so is holding people accountable. If people are not held responsible for their actions, it can be a sign that this flexibility needs to be reined in. To ensure accountability and productivity, managers should set expectations for employees.

Without accountability, everything could quickly unravel as people begin disregarding work duties or deadlines without repercussions.

Establishing straightforward tasks and expectations can help ensure that everyone knows what their job is and that they will face the consequences should they fail to meet them. Adding more processes or even stricter guidelines to easily track performance may be necessary. Implementing those measures will make it more likely for teams to stay on track.

Accountability is essential for the success of any team. When it’s missing, people tend to become complacent, and their performance can suffer.

Poor Decision-Making Processes

Poor decision-making processes can be a significant warning sign that your team or workplace needs to have their flexibility tightened up. It’s important to review and improve the decision-making processes in order to improve the overall performance of the team or workplace. If someone isn’t taking the time to think through decisions or ensure they are sound, it could lead to more significant issues. Therefore, it is important to take the time to consider the potential consequences of decisions before taking action. To combat this, companies and teams should use critical thinking skills when making decisions.

These will help them weigh their options carefully and consider how these decisions will affect their goals in the future. By relying on robust decision-making processes, teams can ensure that their actions are productive and not wasteful.

Miscommunication Between Team Members

Miscommunication between team members can disrupt work, causing project management delays and potential financial loss. When miscommunication occurs more frequently, it’s a sign that a workplace or team needs to establish more structure and greater clarity between roles, responsibilities, and decision-making processes. This can help to prevent misunderstandings and improve overall communication within the team or workplace.

In addition, it might mean limiting certain team members from deviating too dramatically from their remit. It may also involve implementing more rigidity to reinforce the corporate culture.

Miscommunication is one of the biggest problems for any team. A lack of clarity can lead to misunderstandings and hamper progress. It’s thus important to make sure that everyone understands their roles, responsibilities, and shared goals.

Having clear guidelines in place helps build trust between members, encourages accountability, and ultimately supports increased efficiency to achieve the best results.

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Unclear Goals and Objectives

Setting clear and achievable goals and objectives is essential when it comes to achieving workplace success. Unfortunately, many teams fail to set (or stick to) these guidelines, leading to chaos and decreased productivity.

This lack of clarity regarding how the team will achieve their targets is a warning sign that their flexibility has become too great. The team may need to implement regulations to keep themselves focused on their desired outcomes. Effective management can help bring back structure, harness the team’s collective power, and see them make real progress toward their goals.

Low-Quality Work Outputs

Without discipline and focus, companies may find that the quality of their work plummets, leading them to make costly mistakes or produce lacklustre results that fall far short of customer expectations. This can have a dire effect on morale and profitability. Therefore, it’s important to recognize when low-quality work is becoming an issue and make the necessary changes quickly.

You can help ensure everyone stays focused on delivering high-performance outcomes by resetting the flexibility balance in your workplace or team.

It’s important to be flexible, but there has to be a balance. For example, if your team is producing low-quality work or experiencing miscommunication issues, it’s time to put more structure in place.

Increased Stress Levels Among Team Members

Increased stress levels among team members can be a sign that their current flexibility is too much. Overworking employees or expecting them to take on more than their fair share of work can lead to burnout, and teams should be aware of this.

They need to take a step back and consider their goals and how they can be achieved without causing undue strain on team members. This could mean that more structure must be put in place to ensure everyone is on the same page. Furthermore, it may be necessary to balance each person’s workload evenly.

It could also mean setting more realistic expectations and allowing employees to take breaks to stay motivated and productive. By accepting these simple steps, teams can help ensure their flexibility is balanced. This will ensure that their members have the space to work on their best projects.

It’s important to have flexibility in the workplace, but not at the expense of team morale. When stress levels rise and quality begins to suffer, it’s time to look at creating more structure and balance in the workplace.

Lower Productivity Levels

Too much flexibility allowed to creep into a workplace or team can also cause low productivity levels. This can lead to confusion, lack of focus, and poor decision-making. Team members need to take a long hard look at how they are delegating responsibilities to regain control over the situation. They should also assess how roles and decision-making processes can be more rigid.

This will help ensure that everyone is on the same page and that tasks are completed in an orderly, efficient manner. It might also be necessary to institute regular performance reviews or feedback sessions. This way, any issues can be identified and addressed quickly.

Decreased Morale and Motivation

Decreased morale and motivation can be a sign that teams are over-flexible. This could mean not having enough structure or discipline to keep everyone focused and motivated. To ensure that team members remain engaged and productive, management should take the time to provide clear direction and set achievable goals. Additionally, it is important to reward good performance.

It might also be necessary to provide team-building activities or introduce more socializing among members. Doing so can help create a sense of community and a renewed commitment to meeting goals set by the team.

Teams can take steps to ensure that they balance flexibility with structure and discipline by understanding when there is too much flexibility in the workplace. This will help them progress and achieve better outcomes while ensuring that team members remain motivated and productive. Keeping the flexibility balance in check is essential for any successful workplace or team.

Reduced Efficiency in Current Operations

Reduced efficiency in current operations can be another sign that teams are too flexible. This could mean not having the right processes in place or a lack of communication between team members. Take a step back and evaluate how tasks are being delegated and managed. Implement better planning structures to ensure everyone is on the same page.

Having flexibility in the workplace is important, but it’s equally important to have structure and organization. Team members should be given enough freedom to achieve their goals without compromising the efficiency of current operations.

Everyone should receive regular feedback and support. Collaboration should be encouraged to ensure efficient task completion and maintain team members’ motivation and productivity. These steps might be necessary to achieve this goal.

Overwhelming Sense of Chaos and Confusion

Finally, an overwhelming sense of chaos and confusion can signal that the team is too flexible. This could mean not having the proper structure or that processes are not followed correctly. To address this issue, team members must evaluate their current systems and ensure everyone is on the same page.

It might also be necessary to introduce more structure or discipline and regular performance reviews and feedback. Taking these steps can help teams ensure that they are working in an organized and efficient manner. This also gives team members the space to work on their best projects.

Final Thoughts

Overall, teams need to understand when flexibility in the workplace has become too much. Low productivity levels, decreased morale and motivation, reduced efficiency in current operations, and an overwhelming sense of chaos and confusion can all show that teams are too flexible. In such cases, it may be necessary to reevaluate the level of flexibility within the team.

However, by taking time to evaluate their systems, implement better planning structures, provide clear direction, set achievable goals, and reward good performance, teams can ensure that they remain productive and motivated while maintaining the right balance between flexibility and structure.

About the Author: Catherine is a Finance Editor at Crediful where she covers a wide range of business and investment topics with the aim to help people achieve financial freedom. Passionate about financial literacy and considers it one of the most important life skills.

The post Flexibility in the Workplace: When Is It Too Much? appeared first on Zenkit.

You don’t want to miss anything when you plan something – whether that’s a big trip, event, or launch. One little mishap can affect everything else, so you want every tiny little detail to go according to plan. Unfortunately, not all plans are winners. 

As research from the Project Management Institute indicates, the two biggest reasons why projects fail are poor requirements gathering and a lack of upfront planning. How can you ensure you got a winning project on your hands? 

Before executing any project, have your team create a business requirements document (BRD) to carefully align with all stakeholders on what needs to be achieved.

What Is a Business Requirements Document?

The business requirements document breaks down the project needs, objectives, and the various requirements for the project implementation. It acts as a checklist and a guide for everyone involved in the project. As a result, there will be a clear understanding of the overall goal and each person’s deliverables. 

A BRD is especially important when working with clients directly to implement a campaign or develop a curated product or service. An example of this is creating e-commerce websites for growing businesses without a tech or digital team that can create one.

In such cases, the BRD becomes a written agreement between you and your client on the final output. It will help all parties understand the project and what it hopes to achieve by the end. 

Key Features of a Business Requirements Document

Before sitting down and writing a Business Requirements Document, you must grasp the critical qualities of one. That will help condition how you write your BRD as you go through the steps provided in the next section. 

Structured Documentation

For starters, a BRD must be an organised document you can easily browse through when needed. Maintaining a structure with arranged sections highlighted parts, and enumerated processes can make your BRD more digestible. After all, it will be everyone’s reference once implementation begins. 

Comprehensive Plan

A BRD allows you to lay out the expectations of the project and the people involved. Then, it details everything you need to execute it with little to no issues. To do this, you must look at the project holistically and consider all factors, such as objectives, timeline, and assigned personnel. 

Easy to Understand

Your BDR is not meant just for you. Remember, your operations, product development, and many other teams will go through it eventually. Sometimes, even the clients will have to see BRD to check the project implementation progress. That’s why you must make the document simple, jargon-free, and easy to comprehend.

How to Write Your Business Requirements Document

A company should have a set template for its BRD to cover all the important parts, such as goals and objectives, timeline, and budget. However, keep in mind that some projects are different, so your template should have some flexibility.

Your BRD should cover all crucial facets of the project to ensure you get all the benefits. But you may need to specify certain parts or add sections necessary to the project. To help you and your team create well-written BRDs each time, follow this 5-step guide below:

Step 1: Align with Your Team

Before writing anything down, you and your team should know what the document is for and what it should accomplish by the end of it all. 

Go back to your business’s strategic direction and see how this project supports the trajectory of the business. That will help you recall and discuss your project’s goals and objectives. It will also make the project easier to interpret since everyone can understand how it contributes to your overall business goal.

Once the project overview is clear, the team should create a mind map. That will give more body to the ideas presented, making it easier to list the important requirements for each. Mind maps not only categorise all the information at hand, but they also allow everyone involved to contribute to the contents of the BRD. 

Step 2: Outline Document Sections

After pooling all ideas and setting a clear definition of the project, you’ll need to outline your document sections and identify the necessary attachments. If your company already has a template, you can follow it, but ensure it compiles everything needed for your BRD. 

To give you an idea of what a BRD should contain, below, you can find some of the sections your BRD document should 

• Executive summary: This is a quick summary of the whole document, written after completing the BRD, so readers can get a quick overview of the project and its requirements from the beginning. 
• The business needs: This answers why the project is needed in the first place. That gives the project a purpose and urgency. 
• Goals and objectives: Setting goals and objectives will give everyone a proper direction and defined targets throughout implementation.
• Scope of the project – This part should discuss the project’s scope and limitations so that all parties’ expectations are managed. 
• Key stakeholders: Who are the people involved in this project? Discussing who your key stakeholders are early on will help you identify the involvement of each one. That also pushes you to think about how each part or change in the project affects them. 
• Business requirements: This section should detail the various project milestones, persons in charge, and performance monitoring standards. It will serve as the main guide for all the people involved in the project to ensure a successful execution. 
• Timeline: As your objective and project are time-bound, it’s important to schedule target deadlines for everything. A timeline will keep the project moving and help monitor progress over time. 
• Costs & benefits: While a project may have its benefits, it will also entail costs. Understanding the costs and benefits before executing a project will allow you to prepare and gauge the budget needed beforehand. 

Step 3: Research and Collect Important Information

Now that you’ve defined the sections of your BRD, it’s time to collect the info for each one. You can already gather many details from the initial discussions and brainstorming with your team. 

However, it would be good to research some more and interview every stakeholder in the company to get a full grasp of the business scope requirements. Understanding the project from others’ perspectives will also ensure that you include accurate and feasible information.

To give more context, let’s use the example of creating an e-commerce website for a client again. When you create the BRD, you need to coordinate with the web development team about the project. 

That can include discussing the important assets needed for them to develop the website, the turnaround time it takes for each web page needed, and the practicality of the design requests from the client. 

Step 4: Write for Your Target Audience

When you already have all the necessary information, you can focus on completing your BRD. The key to writing it is to keep your target audience in mind. 

Usually, it’s best to keep your document simple and language relatively casual. If the people reading the document can grasp such technical terms, which would make the document much more understandable, you may opt to use that language. 

It would help if you remembered that a BRD holds much information, making everything as easy to understand as possible. If visual representations, tables, and graphs help get the idea across, then it’s better to utilise them. 

Step 5: Use Business Tools and Resources

Remember, your BDR must be easy to digest. Keep in mind that the average person needs to understand the information contained in it. 

You can make your BRD much more comprehensive with strategy analysis tools. These can help you identify the gaps in your project’s strategies so that you can plan on how to resolve them and fit such activities into your timeline. 

At the same time, making use of project management software can help you make your BRD more efficient and convenient. So feel free to explore tools that can help you craft a better BRD and power you through your project implementation.

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If you need support from people with years of experience in the business, consider getting a board of advisors to check your BRD and business plans. They can provide strategic advice on improving your business processes and help you scale up to success. 

Final Thoughts

When working on a project, things can get really complicated really fast if you don’t have an organised plan. A BRD can serve as your central document, guiding all stakeholders on what to expect from the project and how to move forward.

By aligning everyone’s goals and expectations, you can ensure everyone is on the same page and working towards the project’s success. And by following the five steps we outlined above, writing a Business Requirements Plan should be a breeze.

Author the Author: John Courtney is the Founder and Chief Executive of BoardroomAdvisors.co which provides part-time Executive Directors (Commercial/Operations/Managing Directors), Non-Executive Directors and paid Mentors to SMEs without either a recruitment fee or a long-term contract.

The post 5 Steps to Writing a Business Requirements Document appeared first on Zenkit.

After crafting the perfect product, the natural next step is to spread the news about it to the world, especially to your target customers. Pitching to the media is a great place to begin telling people about your product.

What Is a Media Pitch?

A media pitch is a brief elevator pitch sent via email, letter, or phone call to a journalist that is tailored to that journalist’s interest. So in this case, it is a summary of your product that you send to media outlets in the hopes that they will give you coverage. 

How to Write the Perfect Media Pitch

Let’s go over the four most important steps to get the attention of the media outlets you’re after:

1. Select the Right Prospect

Every journalist has a unique area of specialization known as a beat. Therefore, you’ll first need to do a bit of research to find out which media outlets are most likely to be interested in covering your product. 

You can easily create a Zenkit Collection, for example, indicating the media outlet, the relevant journalist’s name, and their contact details:

Once you’ve done this, create a list of relevant media outlets you can send the media pitch email or letter. If your product can be used by the general public, then you can reach out to general media outlets like Buzzfeed and HuffPost.

However, if your products can only be used by a specific demographic, then you’ll need to create a list of target industry-specific publications and influencers. It will also help you improve your productivity as you reach out to and follow up on your media contacts.

A pro tip is to look for media outlets with higher engagement than those with high traffic but little engagement. 

Ultimately, researching the beat of each journalist or media outlet helps you to knock on the right door. It increases your chances of getting that door opened to you and your product. This media list will come in handy in your subsequent product idea launches, too. 

It also helps you personalize your pitch, making it more effective than a general email pitch. Let’s talk more about personalization next.

2. Personalize Your Pitch

In answering the question “what is a media pitch,” personalization will always be part of that answer. According to Fractl, 42% of journalists receive about 11 to 100 pitch emails daily. 

Additionally, 80% of PR professionals say that customization, personalization, and relevant topics are the key to successful media pitches. Therefore, personalization is important when it comes to boosting your response rate. Below is a personalized pitch example.

I can tell you that journalists know a lack of alignment with the journalist’s beat is a sign that you are sending out emails without doing enough research. To effectively personalize your pitch, you can:

• Show that you are familiar with the media outlet in question
• Mention individual articles that the journalist has written previously
• Demonstrate an understanding of the journalist’s readers and their preferred topics
• Provide links to statistics and other relevant information from reputable sources. Ensure the statistics align with the journalist’s beat
• Provide your contacts details and make it easy for them to reach you (email address, phone number, and references)

Personalization allows you to show your target media outlet that you have done your research and have a product that is relevant to their audience. So for your current and subsequent product launches, take time to personalize each pitch to increase your chances of getting covered.

3. Create a Captivating Hook

Journalists are busy people. A great way to capture their attention is to use the hook of your story at the beginning of the pitch. Considering the sheer volume of pitches journalists get, a hook will help you grab their attention from the word go.

Journalists love to read new news stories about things happening within their areas of interest. So make sure to indicate how your product is going to revolutionize the industry you’re in. A captivating hook can take the form of;

• A controversial or interesting take on a topic the journalist covered from a reputable source
• Obscure newsworthy stories that are unique enough that the journalist may not have read them before
• Highly relevant story ideas related to their previous work. You may even reference a piece or two that they have created in the past

For instance, let’s say you’re a SaaS startup and you have a product that aligns with a current innovation within the tech industry. This can make for a great hook, especially if the journalist covered this innovation in one of their publications. 

If you can’t find something that can serve as your captivating hook, you can always ask for help from the experts. A digital PR agency, in particular, a retail PR agency, can help you find the product feature you should highlight in your media pitch to ensure media coverage. 

4. Follow Up

After writing a media pitch, you will rarely get an immediate response. So follow up with your prospects. A study by Backlinko found that you are two times more likely to get a response when you do this. Following up will help ensure your pitch gets the attention it deserves from your target journalists. 

Here’s an example of a follow-up email to a media pitch. The pitch isn’t for coverage of a product, but it has the same characteristics a pitch for product coverage should have–it’s straight to the point and refers to the original email sent:

You could use an excel sheet or Gantt chart view to keep track of your pitches and how many times you have followed up with each contact. If you didn’t get a response to your pitch after following up, it could mean:

• You did not choose the right journalist for the pitch
• You did not provide value 
• You did not develop a captivating hook 

Once you have the above points factored into your media pitch and have sent it out, follow up within the first week to boost your chances of getting a response.

A bonus tip is to use terminology management software to achieve brand consistency throughout your emails.

Final Thoughts

What is a media pitch? It’s something companies should know how to answer if they want to gain the maximum exposure for their brand. Companies must make use of media outlets and influencers to reach their target audiences. So being able to write a compelling media pitch is critical to the success of your product.

The first step to creating a successful pitch is to select the appropriate media outlet that would be interested in covering your product. Secondly, make your pitch personal and relevant to the media outlet or journalist you intend to send it to. Create a captivating hook to grab the journalist’s attention and finally follow up on your prospects after some time. Whether it is an email pitch or a pitch letter, taking these factors into consideration will help you get coverage for your products.

About the Author: Chris Norton, Founder of B2B PR agency Prohibition, former University lecturer, author of “Share This Too” and his social media training blog which is listed in the UK’s top 10 PR and social media marketing blogs.

The post How to Get Press Coverage for Your Product appeared first on Zenkit.

A project report is a handy tool for project managers as it helps them stay focused on tasks and keeps team members on track to achieving a successful project outcome. It also provides status updates at each key step of the project, so that project stakeholders, the management, and other relevant personnel can follow the progression of the entire project until completion. 

Key components of project management reports include an executive summary, the project’s progress, potential risks and risk management steps, the project budget, and project timelines. It may also be necessary to include the project team’s performance, resources allocated to the project, and a conclusion. 

Here are the steps you should take to write a project report:

1. Determine the Project Report’s Purpose

Before you can write a project report, you need to determine its goals and objectives. Knowing these helps you set the path the entire report will follow.

To identify the report’s purpose and goals, first, figure out why you’re writing the project report and what it hopes to achieve. For instance, does the project report aim to describe something to your upper management team, or does it aim to persuade the project sponsor to take action on something? 

Here are some typical business report objectives:

• Selecting the best investment proposal
• Approval of project
• Tracking
• Visibility
• Risk identification
• Cost management
• Financial assistance
• Test business soundness
• Reevaluating project cost values and budgets
• Performance evaluation to keep the project on track
• Providing status updates to verify the project’s progress

How well you understand your objectives determines how clear and descriptive the report will be and how easy it will be for readers to quickly grasp your points. The report objectives help to provide context for the project and ensure you touch on the essential aspects of the project that are necessary to achieve your project goals.

2. Know Your Audience

Good knowledge of your audience—who you’re writing for—helps you better understand how to write a project report excellently. Knowing your audience helps you determine the communication style for your report. It also helps you understand the type of information to include, whether you should write using plain language or in industry jargon, and whether you should use graphics, among other things. 

For instance, when writing a technical report for team members in a software development project, you may feel comfortable using your industry’s terms. If the report will also be shared with clients who are not in the tech field, you may consider writing plainly, in lay terms. 

Note, though, that there are instances your project report audience is a mix of different categories of individuals. Check out the diagram below:

In a scenario where your audience consists of key stakeholders who don’t know the industry jargon and your team who is familiar with the technical language, ensure that you use a universal or widely recognized style of report writing. For instance, if you really need to include technical concepts since there’s no other way to describe a concept, include a definition of the concept.

3. Specify the Report Type and Format

Before you write a project report, check to see which type of report will be the most suitable for the report. Again, you want every part of your project report to be clearly understood. You won’t be able to achieve that if your report is the wrong type.

Ultimately, your report type will depend on your report objective. Here are some examples of project reports you can have depending on your project report goal:

• Annual reports
• Project status updates
• Project health reports
• Project summary reports
• Weekly status reports
• Project risk reports
• Time-tracking reports
• Technical reports
• Financial reports, etc.

So, if you have to provide an overview of the results of your recently-concluded marketing campaign to upper management, project summary reports might be your best bet. If you need to provide weekly updates on the status of the company’s website redesign, then weekly status reports will do.

Once you’ve determined your project report type, you can easily determine its format. You can access report templates, like the one below, online. They come pre-structured for your use, so all you need to do is follow the flow when drafting your report.

If your organization uses a tool for project management, you can also check if the platform has a project report template you can use.

Your company’s preferred project management software can give your team real-time access to the report. Creating a QR code for a PDF document, meanwhile, may be a good way to distribute the report to those who have no access to the software. All they need to do is take a picture of the QR code, click on the link, and they’ll have access to the document.

4. Write the Report

Even if you already know your project report flow thanks to your project report template, it can still be difficult to determine what to write in each report’s section. 

What you need to remember is that report sections will vary depending on the project report type. However, all reports have four primary parts:

Executive Summary

This is the leading part of the report, but it can only be put together when you’ve finished writing the entire report. 

It should briefly summarize what your report is about. It may include the following critical elements enumerated above.

Introduction

When putting your project report together, the introduction comes beneath the summary. In your introduction, you provide the context within which the report was written. Unlike the executive summary which usually already incorporates some report conclusions, your introduction doesn’t include any of those.

This part of the report should be written in non-technical language, again for clarity for every audience category.

Body

Usually the lengthiest part of your project report, the body requires you to go into full, technical details, if necessary. To structure this section of the report, you must fully discuss the work and efforts exerted to complete the project up until the time of writing. It should contain your analysis, data, background info, and other relevant discussions.  

Conclusion

Here, you bring together all the elements of your report to a close. If there are any actions you want your audience to take after reading your report, this is a good place to state them.

Back up the content of your report with quality facts and data. Engaging and useful data helps readers believe your deductions and serves as evidence or proof that what you have said is true. They eliminate assumptions or guesses and help key stakeholders make informed decisions. 

In some cases, facts and data also help to measure the progress on the journey to achieving set project milestones. They highlight specific areas that require more attention, resources, organization, or research to ensure the success of the project.

Contrary to popular belief, data is not entirely the same as fact. Data is a recording of a fact or figure that is gathered for analysis or reference. A fact, on the other hand, is a piece of information that can be proven to be true by the use of evidence.

For documents like customer service reports that analyze a lot of numerical data, it’s best to present such data visually for the sake of clarity. 

You may present the numerical data in a pie graph or a bar chart, like in the customer service team report above, for instance. 

As you include visuals in your report, ensure that the key elements in the graphic representation are clear and readable. Individual elements of visuals should be distinct, regardless of the background color of the report document.

Lastly, it’s crucial to cite any sources you use in your report to make it credible and authoritative. 

5. Edit and Proofread

Like every piece of writing, there are bound to be errors and miscommunication in the report after the first draft. So, you must read and review your report a couple of times to ensure you spot and eliminate these. 

Break up long paragraphs of text with whitespace or visuals to improve readability. Correct spelling mistakes or grammatical issues. Also, make sure your language tone is consistent throughout the report.

You can ask a colleague to help you review the report for errors or employ editing services if you want a professional alternative. You can also use a grammar or spell-checker tool to help you identify mistakes.

Editing and proofreading the report are critical to ensuring you come up with a final document that achieves its purpose. So, don’t skip this critical step.

Final Thoughts

As a project manager, you will have to learn how to draft project reports for your team members, the management, and relevant project stakeholders. 

The good news is, writing a project report isn’t as hard as it sounds. 

Begin by gaining a good understanding of the purpose of the report. Then determine the audience you’re writing for and the type of report you want to write. Write the content of your report under the four main report elements. Incorporate facts and data to solidify your report. Lastly, edit and review your work for any errors you may have missed. 

Follow these tips and you’ll create an excellent project report that achieves its purpose. Good luck!

About the Author: James Westfield is the Marketing Manager for Writer, an AI writing platform designed for teams. He has over 10 years of experience in the industry. When James isn’t in the office, you can find him on the golf course.

The post How to Write a Great Project Report appeared first on Zenkit.

Whether you are a small business owner, a newly appointed project manager, or a seasoned professional, creating a project roadmap is an essential part of tackling your next initiative. Roadmaps provide focus and clarity, help to set expectations and ensure that everyone is on the same page.

The problem is, not all project roadmaps are created equal. To be effective in achieving your project goals, your roadmap must be well-designed and inspiring to your team.

But what exactly goes into a great project roadmap? And how can you make sure your team is invested in following it? Read on! This article will walk you through the step-by-step process of creating a project roadmap that works.

What Is a Project Roadmap?

A project roadmap is a visual, high-level overview of the major goals and milestones for a project. They can be used for anything from small personal projects to building a SAAS company. And they can be created using a variety of tools, including spreadsheets, project management software, or even just a simple whiteboard.

Project roadmaps are typically used to communicate the project manager’s vision for the project to the rest of the team, and to help keep everyone on track. However, unlike project plans, project roadmaps don’t go into great detail about how the project will be completed.

Instead, project roadmaps focus on what needs to be accomplished and when. This makes them especially useful for communicating with stakeholders who don’t need (or want) to know all the nitty-gritty details.

The Benefits of Project Roadmaps

Both in-person and remote teams can benefit from project roadmaps. While working asynchronously toward a common goal, your project roadmap will help with:

• Coordination: Create a shared understanding of the project that can be used to coordinate efforts across teams and facilitate communication.
• Alignment: Ensure that everyone on the team is working towards the same end goal. This is especially important on large projects with multiple teams working in parallel.
• Focus: Highlight the most important goals and milestones. This helps teams prioritize what’s most essential and avoid getting distracted.
• Visibility: Enable stakeholders, sponsors, management, and team members to see the big picture and track progress.
• Flexibility: Provide a framework that can be easily adjusted as the project, timeline, or goals evolve.
• Accountability: Hold team members and stakeholders accountable for meeting milestones and achieving results.

The Contents of an Effective Project Roadmap

No matter what form your project roadmap takes, there are a few key elements that should always be included:

• Goals: Get clear on your project’s objectives before you start creating a roadmap. What are you trying to achieve, build, or manage? Be specific and realistic so that you can communicate your vision with others.
• Milestones: Work backwards from your desired end-state and break your goals into more manageable sub-tasks. These milestones will help to keep the project moving forward and ensure that everyone knows what needs to be accomplished next.
• Deadlines: In addition to milestones, every goal and sub-task should have a deadline associated with it. This will prevent scope creep and keep the project on schedule.
• Contacts: Include the name, title, and contact information for every involved party. An org chart or simple list format can work well for this. These details will help to route questions or concerns to the right people.
• Resources: Any resources that are necessary for completing the project should be added here. This might include things like budget, content guidelines, or software.

How to Design an Inspiring Project Roadmap

Roadmaps provide clarity about where a project is headed and what needs to be done to get there. This shared vision can be used to inspire and motivate team members. And it can help to ensure that everyone is aligned and working toward a common goal.

But in order to create buy-in and excitement around your project, your roadmap needs to be concise, visually appealing, and easy to understand. So before starting your new software project, follow these 9 key steps to designing an effective roadmap:

1) Select a Format

Before you design your project roadmap, decide how you are going to create it and where it will ultimately be displayed. Here are a few popular formats that you can choose from:

• Spreadsheets: Project roadmaps can be created using spreadsheet software like Excel or Google Sheets. Spreadsheets can be less user-friendly than modern drag-and-drop solutions, but they are free.
• Slide decks: Project roadmaps can also be mocked up using slide-deck software like PowerPoint or Keynote. This can be a good option if you need to present your roadmap to stakeholders, but they are much more difficult to update over time.
• Kanban boards: Digital kanban boards are great for visualizing workflows and tracking progress in real-time. They can be used to dynamically adjust the project roadmap as your team progresses through milestones and priorities evolve.
• Gantt charts: Gantt charts are a type of bar chart that shows how tasks are related to one another over time. They are commonly used in project management and can be helpful for tracking dependencies.

2) Define Your Goals

Project roadmaps require a clear understanding of what you are trying to achieve. Rather than thinking one step ahead, take some time to envision the end-state that you are working towards. What does success look like? What does the finished product or service need to include?

After answering these high-level questions, dig a little deeper and apply the SMART framework. Each goal that you include in your product roadmap should be:

• Specific: Project goals should be simple and well-defined. They should not leave room for misinterpretation or misunderstanding.
• Measurable: Each goal should be quantifiable so that you can track progress and gauge success upon completion.
• Achievable: Strive to set goals that are ambitious yet realistic. Striking the right balance here can be difficult, but it’s important to consider what is actually possible given the resources and time frame that you have to work with.
• Relevant: How does this goal contribute to your overall vision for the project? If it doesn’t align, it might be worth rethinking.
• Time-bound: Project goals should always have a deadline associated with them. These will create natural opportunities to check in with team members, assess progress, and make necessary adjustments along the way.

3) Create Milestones

Once you have a handle on your project goals, separate them into smaller milestones. These will be the specific deliverables that need to be completed in order to move forward.

Again, it’s important to be as specific as possible when creating milestones. Rather than writing “Develop front-end,” try “Design and build out homepage.” This will make it much easier for team members to understand what is expected at each stage.

After outlining all of the necessary microtasks, order them chronologically and group them into phases. Then, estimate how long each task or phase will take and when you expect it to be finished.

Finally, set preliminary deadlines and assign each milestone to the appropriate team or team members. This process will give you an overview of the project timeline which can be helpful for identifying potential risks, dependencies, and resource conflicts.

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4) Adjust and Iterate

With the foundation of your project roadmap assembled, take a moment to reflect on what you have created. Does it accurately reflect your goals? Do the milestones make sense in terms of sequence and timing? Are there any potential risks or delays that you haven’t considered?

If so, adjust your roadmap accordingly. Oftentimes, the projected completion date exceeds the amount of time that is actually available. In these cases, it might be necessary to remove or consolidate some of the goals and milestones. Alternatively, you may need to reconsider the project’s resource allocation.

Refining your roadmap is an iterative process and it’s important to be flexible (within reason). Remember that project roadmaps are living documents and no matter how prepared you are, there will always be some degree of uncertainty.

So rather than creating the most efficient and streamlined process possible, plan for disruptions and allow yourself some wiggle room. The goal is to create a roadmap that can adapt to the project.

5)  Collaborate with Your Team

Drafting a project roadmap is only the beginning. In order for it to be effective, you need to share it with your team and get their thoughts.

After all, they are the ones who will be responsible for executing the plan and ensuring that everything runs smoothly. As such, they likely have a lot of insights and perspectives to share that can help you fine-tune your roadmap.

So open up the floor for discussion and ask team members questions like:

• Do the goals make sense?
• Are the milestones achievable?
• Do you see any potential risks or conflicts?
• How do you feel about the timeline?
• Is there anything that is missing?

Encourage honest and candid feedback, even if it isn’t what you want to hear. Facilitating open communication may require making additional revisions now, but it can avoid more costly disagreements down the line.

Plus, involving your team in the roadmap creation process also helps to establish buy-in and ownership. When they feel like they have a say in the project, they will be more likely to feel invested in the goals and work diligently to see them through.

6) Share the Roadmap

Now that your roadmap is complete and you have buy-in from your team, it’s time to share it with the rest of the company and any other stakeholders.

Depending on the size of your organization, this could be as simple as sharing the document via email or posting it in a shared folder. If you have a larger company, you might want to create a more formal presentation to discuss the roadmap in person.

Regardless of how you choose to share it, make sure that the roadmap is easily accessible to those who need it on an ongoing basis. This will make it much simpler for heavily involved parties to refer back to it and update it as the project progresses.

This is one of the many reasons that digital, “multi-player” roadmaps are so popular. Offline project roadmaps (like Excel or Powerpoint) only allow one person to work on the document at a time and then have to be re-shared every time there is an update.

With a digital roadmap, on the other hand, everyone involved in the project can access the same live document and make real-time changes as they complete assignments.

7) Update the Roadmap Regularly

As the project moves forward, it’s important to keep the roadmap up-to-date. This means adding new tasks, reassigning deadlines, and removing any completed milestones.

Not only does this help to ensure that everyone is on the same page, but it also allows you to track your team’s progress and identify any potential issues early on. For example, if you notice that a task is taking longer than expected, you may need to remove or consolidate upcoming milestones to meet the final deadline.

Alternatively, you may need to reconsider the project’s timeline and push back the end date. By making these changes in a timely manner, you can avoid any major disruptions or surprises down the line. 

8) Celebrate Successes

Achieving milestones is a big deal and should be celebrated as such. This not only helps to keep morale high but also serves as a reminder that the project is progressing as planned.

Recognizing these successes also helps to keep everyone focused and motivated to continue working hard. When team members see the fruits of their labour being acknowledged and celebrated, they are more likely to stay engaged and invested in the project.

So take the time to recognize your team’s accomplishments, no matter how big or small. This could be as simple as sending out an email congratulating them on a job well done or taking everyone out for lunch to celebrate a major milestone. Whatever you do, make sure that your team knows that their hard work is appreciated.

9) Learn from Your Mistakes

No project is perfect, and there will inevitably be some bumps along the road. But that’s okay! These challenges provide an opportunity to learn and grow as a team.

When something goes wrong, take the time to sit down with your team and figure out what caused the issue and how it can be avoided in the future. This might mean making changes to the way you work or adding new processes to the project roadmap.

Whatever the case may be, use these hiccups to improve your project management skills and make your team even stronger. Even if it sets you back in the current project, these learning experiences will pay off in the long run.

Final Thoughts

Designing a project roadmap may seem like a daunting task, but it doesn’t have to be. By following these 9 simple steps, you can create a roadmap that will inspire your team to come together and achieve your most ambitious project goals.

But remember, project roadmaps are not an exact science. You are looking for the right balance of structured yet flexible, and ambitious yet realistic. It takes experience to find this sweet spot, so don’t be afraid to experiment until you find what works for you and your team. With a little trial and error, you will be leading your team to success in no time.

About the Author: Daniel Anderson is a marketing expert who writes about entrepreneurship, business, and personal finance. Learn how to launch a business, scale your team, and plan for financial freedom with step-by-step guides at TheMoneyManiac.com.

The post How to Design a Project Roadmap That Inspires Your Team appeared first on Zenkit.

Have you ever fallen victim to procrastination? Or maybe started out a project with so much zeal just to get crushed by daunting deadlines? The truth is, very few people start out a project intending to finish late or extend time limits. Still, somehow, time finds a way to get the best out of even some of the most competent project managers.

Timeboxing is one innovative way to maximize results while sticking to a schedule. When using agile or scrum practices, timeboxing can help reduce long planning hours. It should also reduce procrastination, boost productivity, and give your team enough time to complete tasks. But first…

What Is Timeboxing?

Timeboxing is a practical time management strategy that helps you organize tasks in a fixed yet realistic timeframe. The term was coined by James Martin, the celebrated author of the book “Rapid Application Development.” It was part of agile’s software development and has since caught on as more than a fancy word.

Rather than taking on tasks one at a time, timeboxing allows project managers to shift the focus from tasks to time. To timebox, you have to schedule specific minutes or hours for each activity. You are only allowed to use this allocated time to complete each task. It’s a time-efficient way to manage the daily workload, especially when using agile and scrum approaches.

Advantages of Timeboxing

The ultimate goal of timeboxing is to ensure you have manageable chunks of tasks completed in a realistic scale of time. It’s one life hack professionals have employed in their personal lives. Yet, it works even better as a productivity tool for teams that love getting both larger tasks and mini-tasks done on time.

Additionally, productivity experts have stated that tasks are better managed when completed in consecutive time bits. Doing this reduces the total time spent on the said task. Take, for instance, the Pomodoro technique, which is part of timeboxing. You could choose to engage your team for 25–30 minutes, then take a five-minute break before continuing the task.

Other major advantages of timeboxing include:

• Enhanced focus: It’s always easier to focus on completing one task at a time. That way, project managers would be more confident about the full attention given to each task.
• Scope: Working on well-defined goals helps you see how much each task compliments the entire project.
• Clarity: Just like to-do lists, timeboxing techniques give clarity to the project manager and the team at large. It draws out a practical sketch of the project deliverables and outcomes, and their deadlines. 

Ultimately, timeboxing helps you save time and increase productivity.

4 Steps to Timeboxing

Now that you know the benefits of timeboxing, the next question is this: How exactly do you implement this time management technique? 

Here are the steps you need to follow:

1. Set Goals

It’s always better to set attainable goals before using the timeboxing approach. This will help you visualize the entire project before breaking it down into bits. Don’t worry. It’s not as complicated as it sounds. Simply decide on the tasks, think about how to accomplish them, and how much time should be allotted to each.

The first stage is usually determining what the long-term goal is, and then deciding the major steps it will take from start to completion. This will help you realistically schedule the time for each assignment. Setting goals also keeps your team informed on what they need to do at every point in time. For example, they wouldn’t schedule private meetings or come up with other matters during scheduled focus time.

When running an agile or hyper-agile team, it’s equally crucial to set SMART goals. So, your goals should be specific, measurable, actionable, realistic, and timely.

When you use SMART goals during the planning process, you can create a straightforward roadmap to reach them. 

2. Identify Tasks 

Identifying one task per time slot helps you gain control of your schedule. This is very crucial, as good control boosts positive thinking during tasks. When interruptions abound, it’s very easy to feel less confident about the progress of the project. 

That’s why timeboxing is an essential technique for product managers. It helps you prioritize tasks, and one way to do this is by taking them on one by one. 

You should base your tasks on your goals. Let’s say you’re starting a business in Montana. To achieve that goal, your tasks would be:

• to pick a business name
• get a registered legal counsel in Montana
• obtain an Employee Identification Number (EIN)

However, it’s up to you to take out any distracting tasks from the calendar to ensure a task-focused timebox. One such task can be to check on the progress of your team members. This is where project monitoring becomes crucial. Instead of following up with everyone, use progress-tracking software to see where your team stands. This will help you free up your time for more important tasks. 

You should also check whether there are tasks you can lump together so you can allot less time to completing them. For instance, one of your tasks might be to create a business card, another might be to make copies, and another might be to distribute these cards physically. 

To save time, you could distribute a single digital business card to your contacts instead. What is a digital business card? It’s an online file that stores your contact details. It helps you save a lot of time since you can distribute it to many people with just one click.

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3. Allocate Time

Once the initial planning stage is completed and you have chosen your tasks, the next step is to schedule the time to complete each task. If you are familiar with time blocking, allocating time is slightly the same as the second step in this time-management technique. 

The difference between time blocking and timeboxing is the number of tasks. A time block assigns a certain amount of time to a set of tasks. On the other hand, timeboxing involves assigning time to each task with short time bursts for each one.

To put it simply, the allocated time determines when you start working on a specific task and when to stop. It’s always better to mark the start and stop times to stay efficient and disciplined throughout the workday.

The tasks you have little to no motivation to work on should come first on your timetable. These tasks are usually a lot more daunting than the regular ones. It may be smart to get them out of the way before dealing with the less overwhelming ones.

Let’s say there’s an important ad or blog post that needs to be completed before the end of the week. It’s easy to procrastinate and avoid doing that task, especially if it’s a demanding one. However, timeboxing it as one of the first tasks and placing time limits on your calendar ensures it’s completed on time. 

It’s also important to input a realistic and strict limit. This keeps you disciplined and subsequently enhances your workflow. For example, in the image above, the individual is allocating about two hours to work on the writing part of the medium post. Also, notice how the calendar has a good mix of serious work and recreational activities as well.

4. Work and Evaluate Results

Once you have properly planned and scheduled the necessary tasks on the calendar, it’s time to start working on them. Just ensure you diligently start from the first task, adhere to the time limits, and work your way down.

Also, consider setting alarms or reminders so your team can work within the allotted time frame. There are two types of time boxing—hard timeboxing and soft timeboxing. These terms explain how a team or individual handles the time limits of a timebox. Do you stop immediately after the stipulated time? Or allow for extra time so the team can finish up the task?

As the name implies, hard timeboxing requires a lot of discipline, as the team leader must ensure that time boxes end immediately after the time limit is reached. Soft timeboxing, on the other hand, is an approach that allows some adjustments beyond the stipulated period of time. 

So, if the goal was to spend two hours writing a post, once that time elapses, stop and then assess your results. You can do this by taking notes, recording voice notes, and using other metrics to track productivity. Then based on what you find, make the necessary adjustments. For instance, if you see the time allocated to a specific task wasn’t realistic, make changes to your initial timetable. 

Final Thoughts

Timeboxing is valuable for people who take efficiency and consistency seriously. It’s even more useful to project management teams that want to stay on the same page throughout the project’s lifecycle. 

You learned the steps to proper timeboxing. Set goals, identify your tasks, allocate time, and work and assess your results. You should also make changes where necessary based on your initial assessment of your team’s performance.

If you follow these tips, you and your team will reap the benefits.

About the author: Jon Morgan is the founder of two successful e-commerce and SaaS businesses. He’s passionate about sharing what he has learned from working with business owners through Venture Smarter.

The post What Is Timeboxing? appeared first on Zenkit.