What defines the ideal project management solution? For us, it’s a place where everyone can come together and focus on the things that really matter. Over the years we’ve created several tools that can take you part way towards this goal, however none so far have solely been focused on project management…

Until now. Zenkit Projects is built to facilitate project management, whether you use classical or Agile methodologies. It’s powerful and flexible enough to enable real progress in your team – no matter how many projects you have, no matter how big your challenges are.

Over the 5 years since we first launched Zenkit, we’ve had a lot of feedback from you about using Zenkit for project management, so we implemented our 5 key learnings: It is super easy-to-use, has a 360-degree dashboard, a global kanban, resource management, and dedicated reporting.

Now onto the good stuff. What exactly does Zenkit Projects have to offer?

Dashboard

One of our most highly requested features over the years has been a project dashboard. Zenkit Projects goes above and beyond, with a dashboard that shows you your tasks, your team’s tasks, and progress across all projects all in one place. Best of all, you can work on any task without even leaving the dashboard! Let’s dig in…

Your Tasks’ Progress

The top of the screen is reserved for tasks assigned to you from across all projects. These rings show the completeness of all your tasks across projects. “My Day” shows everything due today (or overdue!), “My Week” shows all tasks for this week, and “My Tasks” shows all tasks assigned to you, including those without a due date, and those that aren’t due today or this week.

To view the tasks that match any of these, simply click the circle icon to open a filtered Tasks panel on the right-hand side:

Click on a task to open it and view or work on the task details.

All Tasks’ Progress

The next row of circles shows the completeness of all tasks across all projects, whether they’re assigned to you, to someone else, or just not assigned to anyone. They function the same way as your tasks, just click on one to open the filtered task panel to the right and access the tasks.

From the task panel on the right, you can also add tasks to any project. Tasks added here will match the filter that was set (e.g. if you’ve clicked “Today” it will add today’s due date to the new task, if you’ve clicked “This week”, it will add a due date at the end of the week).

Project Progress

The rest of the dashboard gives you a really clear overview of the progress of all of your projects. It displays each project as a bar, divided into sections that show how many tasks are in each stage of the project. Click on any of these sections to open the task panel to show tasks related to that section.

For example, in this screenshot, it’s showing all tasks in the “To Do” stage in the project “Product Launch”.

As with each of the previous sections, you can click on any task here to open and work on it or add new tasks to the project.

Global Smart Views

The next major feature is the smart views. For a multi-project solution, global task views are like magic: You don’t need to switch between projects anymore! These are global views that you can use to keep an eye on all tasks from across all projects, and they include:

• Global Kanban board
• Global calendar
• Global task list
• All done tasks
• All assigned tasks
• Today
• Week

It can be overwhelming to see everything all at once, so you can use a range of grouping, sorting, and filter functions to quickly find the information you need. Once you set up the grouping, sorting, and filtering settings, those will stay that way until you change them.

This means that if you close the app, change to a different view, or open a project, you’ll always go back to the settings you had. This also means that you can create multiple of the same type of smart view (e.g. a global task list) to perform different functions, simply by using different group, sort, and filter settings.

For example, a global task list grouped by project, sorted by date, and filtered not to include completed tasks will float the most urgent tasks in each project to the top of each section. Meanwhile, a global task list grouped by assigned to, sorted by workload, and filtered to exclude completed tasks can show a list of everyone’s most time-intensive tasks.

Both of these views serve an important, but still completely different function, which is why you can have as many smart views as you like!

Resource Management

A truly powerful project management app is meaningless without a way to quickly assess how well tasks are distributed amongst your team. That’s why Projects also has integrated resource management, shown under any Gantt chart and available as a global view, too!

With resource management you can easily find the optimal schedule for all team members across all your projects and thus improve the efficiency of your organization. This feature enables you to see at a glance which team members may be overbooked, and who you can transfer tasks in order to alleviate the strain.

Put plainly: The global resource planning view enables you to see the workload of each member, shown as a red or green bar with the number of hours they’re scheduled to work on a daily, weekly, monthly, quarterly, or yearly basis.

The bar is shown as green if the person is scheduled to do 8 or fewer hours of work per day, and will go red when that number is exceeded. This max “load” can be adjusted, depending on your typical schedule, but is set to 8 by default due to the 40h work week that most companies adhere to.

Clicking on someone’s name will open a menu showing all their tasks, grouped by project, and of course, clicking on a task will open it to the right-hand side.

Reports

Another very highly requested feature is reporting. Now, this is of course partially covered by the smart views, however, you can also create 2 specific reports: Bar or Sunburst. These reports visualize the workload of each team member and can be modified to display the information you need.

These two reports, combined with all the different report settings, enable you to create no fewer than 720 custom reports to gain important insights. Risks, opportunities, and challenges can be easily recognized and used to optimize your projects.

Projects

Last but not least, it would be a bit silly to write all this without mentioning the projects themselves! I’ll try to keep it brief.

When you create a project, it’ll automatically create a Kanban board, however, just like in Base, you have the option to choose from multiple views: Kanban, Gantt, List, Calendar, Hierarchy, Table, and Mindmap. The Gantt chart also supports all the important instruments of classical project management: all 4 dependency types, lead & lag, critical paths, resource management, and subtasks.

This means that whether you use Agile, Hyper Agile, Kanban, Waterfall, or whatever other methodology you prefer, you will always have the right tool at hand, and be able to switch between them at any time to get the best of every approach.

Other Updates Throughout the Suite

You may also have noticed some changes to all your other apps…

The biggest change is that there is now a sidebar to the left of your screen, which is where you can access your app and account settings and easily switch between apps. You now access your Zenkit profile and app settings from the same dialogue, too. Navigation within each app is also still accessible from the panel, as it always has been.

The panel means that things like settings, notifications, folders, and activities are kept separate from where you actually work. It’s a cleaner, more structured design that gives you more space for you to be productive without distraction. A nice added bonus is that this new side panel is much faster and more performant than the old one!

Other improvements throughout the Zenkit Suite include:

• The resource planning function we built for Projects has also been added to the Gantt view in Base.
• You can now use filters in Base’s three global views: Calendar, Favorites & Team
• You can also use filters in all lists, including smart lists, in To Do
• You can sort tasks in To Do’s “Week” and “All” smart lists
• You can group tasks in the “All” smart list
• Last but not least, the Markdown rendering library in Hypernotes is now twice as fast!

Change can be hard, I know! It may take a little while to get used to the new layout (I still head to the top right corner to access settings!) but after a couple of days, it’ll feel like it was always that way. I’m particularly a huge fan of the new app switching area, and the combined profile & app settings!

What Does This Mean for Base?

Many of you likely already use Base for all your project management needs, and over the years we’ve received many requests for features and improvements to the app that would push it further in the direction of project management.

In the end, it made a lot more sense to create a specialized app that will be 100% focused on project management, rather than to add all the necessary components to Base. Adding all that extra stuff to Base would simply make it too cluttered, too confusing, and ultimately not as helpful or easy to use as it should be. Projects alone is able to provide nearly every PM feature that’s been requested over the years, packaged in a fun-to-use, clear & simple app.

We’re confident that the new Projects app will meet the needs of the majority of our users, as most of you already use Zenkit for project management. This will leave Base open for a radical evolution into an app-builder with automation, actions & triggers, and a way to manage processes as well as projects.

Want to Transfer from Base to Projects?

If you use Base and want to make the switch over to Projects, all you need to do is connect it with Projects via the Suite. Additionally, if you already have a subscription to Base, we are happy to transfer your subscription to Projects, free of charge! If you’d like us to do this, please get in touch with our team (billing@zenkit.com).

What do you think? We’re so proud of Projects and we’re sure you’re going to love it, too! We’d love to hear your feedback about Projects, the new layout, and the added features in Base and To Do… what’s your favourite feature? Is one of your own requests now fulfilled?

Cheers,
Siobhan and the Zenkit Team

The post World, Meet Zenkit Projects appeared first on Zenkit.

With a new year comes new opportunities, and for Zenkit enthusiasts keen to pocket some extra cash, this one’s for you…

How does affiliate marketing work?

Affiliate marketing has become a key source of income for many digital influencing professionals. It falls under the performance-based marketing category where rewards are granted based on measurable results. This means that those who sign up to become Zenkit affiliates can earn a percentage of the sales made from their referred customers when plugging our product.

The beauty of affiliate marketing is that you don’t have to be actively selling all the time to make money. Because it’s a passive income that you will be earning, the amount of time and effort you put into promoting is entirely up to you. You get to work at your own pace.

Working with Zenkit means you’ll be giving your customers the solution to their organizational woes. Whether it’s tracking a project’s progress, scheduling meetings, or crunching numbers, our project management tool is the adaptable platform that will change the way they work.

As a growing company, we’re eager to reach new and different audiences. Our affiliate program enables us to connect with people who are as ardent as we are to spread our product, far and wide.

So, if you’re a blogger, reviewer, or social media pro visit our affiliate program page or contact affiliate@zenkit.com for more info.

We look forward to working with you!

Cheers,

The Zenkit Team

The post Introducing Zenkit’s Affiliate Program appeared first on Zenkit.

Hosting the perfect Thanksgiving dinner is a monumental task, and if you don’t have a few miracles up your sleeves, then you’ll have to make do with a bunch of planning and preparation. And being the planning aficionados that we are, in this article, I’ll show you how it can all get done with Zenkit by your side.

As you all know, our project management tool is not only great for managing team projects and day-to-day business operations, but it’s also superb for meal planning. The visual aspect of the different views on offer makes it ideal for organizing recipes and putting together shopping lists. And since the food is Thanksgiving’s main attraction, it makes sense to coordinate it all with Zenkit. Here’s how you can do it.

Creating Your Schedule

Your first step is to create a game plan that includes all the tasks you need to do before the big day. Getting as much done as possible prior will not only alleviate stress on the day but will also enable you to actually spend time with family and friends instead of being stuck in the kitchen.

The perks of planning include being able to make well-informed decisions and preventing unwanted predicaments from happening. For example, the last thing you want to happen is to show up to the grocery store the night before only to find out that they’ve run out of cranberries. And what is Thanksgiving without cranberries? Planning ahead will allow you to come up with a list of backup stores so that you don’t miss out on any ingredients.

Having a calendar schedule will allow you to visualize the days you planned out. It can also serve as a countdown, notifying you on what things are left to do as you get nearer to the day. Zenkit’s My Calendar feature is great for this. Not only can you customize it to your liking, but it can also be integrated with familiar apps such as Google Calendar so that you can sync it with your regular tasks and appointments.

And Now, the Menu…

Because Thanksgiving is a holiday full of traditions, you won’t have to do much recipe research as you’ll already have an idea of the kind of dishes you are going to serve. My recommendation is to stick to the classics—especially if this is your first time hosting—and the recipes that have been tried and tested. Save the experimentation for another dinner party.

Every menu will slightly differ depending on family and regional recipes. However, traditionally speaking, it will generally consist of the turkey as the pièce de résistance, a few favourite sides, and pie for dessert. Once you have your guest list numbers and dietary requirements confirmed, it’s time to plan your menu.

The most practical way to manage your recipes and plan the big meal is to use Zenkit’s Kanban view. This feature will allow you to visualize which dishes are served and when, and give you easy access to the recipes.

The beauty of using Zenkit is that you get to take advantage of its Custom Fields. These are features that add a new level of function, formality, and context to your tasks which range from text to labels to checklists. For instance, when putting together the recipes for your menu, you can add information that highlights who is responsible for making which dish, as well as outline the ingredients and method.

A great hack is to delegate a few dishes to some family and friends. Just because you’re hosting, there’s no rule that states you can’t ask for a bit of help. Besides, most people would be more than happy to contribute to the dinner.

Don’t Forget Your Shopping List!

No matter how photographic your memory might be, when it comes to shopping for Thanksgiving dinner, you’re bound to forget something. As this is definitely not the time to be doing that, creating a shopping list is a must.

A common approach is to create two shopping lists, one for a list of non-perishable items that you can buy days in advance and then a list of perishable items which you purchase a day or so before Thanksgiving. When creating your shopping list with Zenkit’s list view, you can use the Custom Field label feature to categorize your grocery items which saves you from having to create two lists. Custom Fields can also be used to identify where each item can be purchased and which dish they belong to.

The best thing about using this task list feature is that once you tick an item off your list, the list rearranges itself so that the items that require action are shifted to the top.

Turkey Day Tips

1. Check that you have all the necessary equipment such as a thermometer, carving knives, and serving platters. If you fall short, ask your family and friends if you can borrow theirs before you go spend more money.
2. Before serving up the food, label each dish and utensil with the food they will be used for. This will help to ensure that you have a place for everything.
3. Be conscious of your kitchen space. If you have a small oven, opt for side dishes that you can either make on a stovetop or in advance and then reheat just before the meal.
4. When figuring out when to start defrosting your turkey, don’t forget that for every four pounds, you need a day’s worth of thawing. Also, don’t forget to add an extra day if you’re going to bring it.
5. While not every dish is doable days in advance, you can still prep for those that aren’t by peeling and chopping up the vegetables, and making broths and marinades the night before.

Final Thoughts

Despite having a foolproof plan of attack in place, just remember that things can still go wrong. C’est la vie. Try not to stress about it too much and keep in mind that the purpose of Thanksgiving is to spend time with loved ones and appreciate what you have. Your guests will be thankful for the effort you’ve gone through and so what difference does it really make if the gravy is served out of a beer stein instead of a gravy boat?

Cheers,

Dinnie and the Zenkit Team

The post How to Plan the Perfect Thanksgiving Feast with Zenkit appeared first on Zenkit.

CRMs are an important tool for every business. But we understand that not every business can afford to splurge on their systems. Here’s how you can create a cost-effective CRM using Zenkit’s templates.

CRM stands for customer relationship management and it refers to the tools and practices that are used to manage customer interactions and data throughout the customer lifecycle. The purpose of CRM is to fuel business development by improving existing customer relationships, establishing new ones, and even trying to win back former customers.

The Importance of CRM

It’s a no-brainer that customers are at the core of your company’s success. Without them, there is no revenue, and without revenue… you kind of don’t have a business. Here’s how a CRM can benefit your business:

Monitor Customer Interactions

Having a CRM strategy in place allows you to track and analyze information relating to your customers. There is a fine line between ignoring your customers and bombarding them, and being able to track interactions will make all communication a smoother experience.

Uncover Potential

A CRM’s goal is to not only manage existing relationships, but to also generate new leads, and possibly win back former customers. With a CRM strategy and system in place, you may have a better chance of targeting the right people at the right time.

Store and Organise Data

We live in a world where data is worth its weight in gold (make sure you are dealing with it properly!) and when you have such precious data, you need a nice place to store it. Using a CRM tool can provide you with a single customer view that’ll make analyzing behaviours and interactions an easier thing to do.

Customer Relationship Management Tools

Designed to assist in customer retention and drive sales growth, a CRM tool is essentially a platform that allows you to manage your contact and communication with existing and potential customers.

There are a plethora of CRM tools available on the market that come with various bells and whistles to suit any and every business’s needs. The tool that a fully-fledged corporate enterprise uses would presumably look quite different to that of a startup’s or a freelancer’s.

What you essentially want from a tool, however, is one that can track the activity of customer interactions, monitor deals, manage resources, and store and organize contacts.

How to Create a CRM with Zenkit

We get it, not everyone can afford to splurge on their CRM system. The good news for businesses who have to tighten their purse strings is that your favourite project management tool can be used to create a CRM system at absolutely no extra cost! Here’s how:

Deal Tracker

Step 1: Create a new collection and select the spreadsheet option. Label it ‘Deal Tracker’ and hit the create button.

Step 2: The layout of how a business tracks its deals may vary from each company. However, here are the 13 fields we’ve gone for:

• Title
• Stage
• Notes
• Date
• Company
• Products
• Quantity
• Deal probability in %
• Item value
• Order total
• Final invoice
• Interactions
• Products

The cool thing about Zenkit is that there are 11 types of field properties to choose from. This means you can use special functions, such as formulas and functions, to present your information.

Once you’ve implemented all the necessary fields, your Deal Tracker template is complete!

Interactions

One of the most important things to keep track of when it comes to customer relationship management is the interaction between your business and customers—both existing and potential.

Creating your Interactions template involves the same steps as the Deal Tracker template. However, of course, it will require a different collection name and different fields. Here are the eight we’ve gone for:

• Deal Tracker
• Title
• Type
• Date
• Contact
• Related Deal
• Notes
• Client Contact

Products

Businesses usually either sell products or services, and if yours falls into the former category, then this next collection is something you’d want to include in your CRM.

Creating your Products template involves the same steps as the first two collections you created. Here are the fields ours comprised of:

• Deal Tracker
• Product Name
• Product Description
• Contracts
• Type
• List Price
• Product Photos

The post Create a Cost-Effective CRM in Zenkit appeared first on Zenkit.

I have a love/hate relationship with to-do lists. I love creating them and the sense of accomplishment they can bring when a task is crossed off, however, I hate when I find myself not completing all the tasks on the list.

Using a to-do list can lift the weight of carrying around tasks in our heads and alleviate the stress of having to remember what needs to be done. It is also a great organisational tool that can be used for just about any aspect of life. However, a lot of the time I find myself struggling to utilize them to their full potential—and I know I’m not alone.

In this article, we’ll take a look at why to-do lists fail and whether an online solution is a way to go.

To-Do Lists and Productivity

To-do list software is a-plenty. All you have to do is type in “to-do list” into Google, and you’ll be inundated with about a gazillion products with various bells and whistles announcing how their tool is the tool that can make you more productive and keep your life organized AF.

With Zenkit’s list view combined with the task-list add-on, it makes a great Wunderlist alternative for Wunderlist users looking for a new app come May!

But can a to-do list app really make you productive?

In short, yes. Yes, they can, but they can’t do it alone. Improving your productivity can be greatly assisted with an online to-do list, but the fundamental factor of it all is you — the user.

To-do list software is designed to make you become more productive, but you have to be proactive and willing to do what it takes to milk the most value out of it.

Don't let your to-do list management be a headache.
Get started with our easy-to-use project management software for free today!

Think of it this way, simply owning a baseball bat doesn’t make you the next Babe Ruth, nor does it even make you an eager baseball player. All it says is that you’re the owner of a baseball bat.

The same can be said for having a to-do list app. Without input and effort, you’re not going to hit a productivity home run.

Why To-Do Lists Fail

There are many reasons why a to-do list can fail to deliver us the sense of accomplishment we expect from it. After all, no matter how much we meticulously schedule task time or allocate time buffers, the unavoidable interruptions of life are inevitable. In saying that, however, there are also preventable factors that could contribute to to-do list failure, such as:

Items are not being prioritized properly

Prioritizing the items or tasks on your list is an imperative step towards efficiency. Without doing so, you are not maximizing your to-do list’s productivity value. The best practice is to order your list with the most important item on top. Using this system will bring to your attention what needs prompt action, enabling you to complete that first.

Seeing all the items listed can be overwhelming

A lengthy list doesn’t equal a good list. If you experience this, then your to-do list may have one too many tasks on it. Try a strategy, such as the 1–3–5 rule as recommended by The Muse’s Alex Cavoulacos, where you include on your list one big thing, three medium things, and five little things to achieve in one day. By setting yourself up with a realistic goal, you are more likely to achieve everything on it.

Tasks are being added without existing ones being completed

Prioritizing and following a strategy can stop your list from turning into something formidable. Avoid adding tasks without completing existing ones and this may stop you from walking away from them.

Projects are being confused with tasks

An item on your to-do list that requires more than one step should be broken down into something smaller. Don’t confuse tasks with projects. Tasks should be specific, preferably starting with a verb, and actionable in one go.

Your to-do list isn’t flexible enough

If you’ve gone down the pen and paper route, then perhaps you’re relinquishing your to-do list because it’s not adaptable enough. Online to-do lists are more forgiving when it comes to editing and updating tasks. They also include features that can streamline your productivity experience.

Online To-Do Lists vs. Pen and Paper

Many companies have spent years trying to reinvent the to-do list (guilty) in hopes of finding a solution to our productivity woes. While incorporating fancy features such as notifications and task delegation may work for some, there are those who may find them overbearing.

To-do list software nowadays can do more than just list out the items of a task list, they can remind you when something is due, or even integrate with other apps. But remember, the more your online to-do list can do, the more attention it will demand.

Favoured by many, using a pen and piece of paper is another way to create a to-do list. It is a timeless approach that just about anyone can take on board. It’s also inexpensive and requires little to no instruction. While I can understand the reason why many people prefer this method, I myself find it a little restrictive.

The biggest selling point (in my opinion) of an online to-do list is that they can be available on various platforms, which means they’re accessible wherever you go, whether at home, in the office, or casually strolling around town.

(Sure, there’s the argument that a pen and paper can do the same thing, but come on, how many of us really carry around a piece of paper and pen with us wherever we go?)

Choosing an Online To-Do List That Works for You

Selecting which to-do list software to use is crucial. So much so that it could potentially make or break your productivity habits.

When it comes to productivity software of any kind, there is no one-size-fits-all. A to-do list app that works wonders for your friend or colleague may not have the same effect on you. So, what you need to do is find an online to-do list that not only meets your requirements but also compliments your capabilities.

Prior to doing your research, make sure you write down the reasons why you want/need an online to-do list, as well as what you expect from the tool. These lists will prove handy when reading reviews and articles or getting recommendations from friends or colleagues.

Don’t forget to trial products. As well as free trial periods, there are many free to-do list apps. It wouldn’t hurt to sign up to a few of the ones that match what you’re looking for best and to have a play around with it. Take advantage of the tutorials and how-to guides as well. Understanding the product and knowing how to actually use it will make for a higher chance of not abandoning it.

Further Tips for Boosting Productivity

If you find that you need to up the ante on your productivity habits, you could try one of these three techniques along with your online to-do list.

1. Getting things done

Getting Things Done, or GTD for short is a framework for organizing and tracking tasks. Created by David Allen, a leading authority in the fields of organizational and personal productivity, it forces you to add both context and structure to tasks so that the items on your online to-do list are really the things you need to do.

“Your mind is for having ideas, not holding them” — David Allen

To implement GTD, you need to capture and process the ‘stuff’ that enters your life, following a workflow of five steps. More info can be found here.

2. Time blocking

Time blocking is a technique that can help us tackle the tasks on our list. It is the practice of scheduling certain periods of time in which to tackle specific tasks. During these time blocks, you focus on only one task at a time. The emphasis is on the word ‘focus’. This method won’t work if you allow interruptions or distractions.

It also won’t work if you schedule unrealistic time blocks. Remember to include time for rest and relaxation by scheduling breaks, and to also include a little buffer time just in case!

3. Eat that frog

This doesn’t involve the consumption of amphibians, rather, it’s a technique that encourages you to tackle your biggest task first as a way to avoid procrastinating.

‘The frog’ refers to the terrible, horrible, no good, very bad task that you just don’t want to do, but know you have to do because it holds the most consequence if you don’t complete it. The idea is that once that task is out of the way, it will give you the biggest feeling of accomplishment and will set the ball rolling for the rest of your tasks for the day.

Final Thoughts

Using an online to-do list really can make you productive, but it requires some user input and effort. Once you’ve selected your app, my advice is to start learning how to navigate it and then apply some of the tips mentioned above if you were interested in taking it one step further.

A good online to-do list app shouldn’t take you too long to understand. If it does, then perhaps it’s a little too fickle for you.

Zenkit’s online to-do list is incredibly user-friendly and comes with a delightful feature where the task you’ve crossed off automatically moves to the bottom of the list! Oh, and it’s free to use for single users forever.

So, why not give it a go? Register for a free account and start building your online to-do list today!

Cheers,

Dinnie and The Zenkit Team

The post Can an Online To-Do List Really Make You Productive? appeared first on Zenkit.

Being in charge of a team can be a rewarding gig, but it doesn’t come easy. Imagine being responsible for a group of people you’ve never met before and then being accountable for their development, achievements, and performance — pretty daunting, huh? To make it a less intimidating experience, I’ve put together a few pointers on how you can best achieve effective team management.

The Importance of Team Management

Every business or organization requires team management in order to get things done. Team management refers to the organizing and coordinating of a group of individuals who have a shared objective in completing a task or project. It also involves mitigating risks, problem-solving, and conflict resolution. So, you can imagine that without it, things can go awry.

The importance of effective team management comes as no surprise to anyone whose job it is to manage a team. Not only is it crucial for employee engagement, but it can also improve productivity, which ultimately contributes to business growth and economic benefits.

Team management requires you to bind your team together so that collective goals can be achieved efficiently, and in most cases, more enjoyably. It requires a combination of getting to know the individuals in your team and managing the different personalities and skill sets, and figuring out the best ways targets can be achieved, while keeping in mind the company’s objectives.

What Does Effective Team Management Take?

It takes good management and leadership for effective team management to work. But a team leader can only be as good as their team members, so there really needs to be equal input from both parties.

It’s your job as leader of the team to not only manage your team’s tasks and coordinate the schedule so that deadlines are met, but if you really want to manage your team effectively, you have to also provide guidance and direction.

You also have to strengthen the bonds between the individuals on your team. To do this, you can organize team-building activities and exercises. Organizing team-building activities is a worthwhile investment as it can result in enhanced business skills such as collaboration, communication, and creative problem-solving.

There is an array of activities and exercises to choose from, from sports tournaments to scavenger hunts to simply having lunch together. Whichever activity you do decide to organize, ensure you consider the following tips:

• Set a goal and explain to your team what it is and how it relates to the activity they are about to partake in.
• Schedule the activity during work hours, because it’s something that will benefit the company at the end of the day.
• Consider the capabilities (physical, and psychological) of the participants and make sure you select an activity that accommodates everyone.
• Friendly competition should be encouraged, but remind your team that the experience is more about developing collaboration and communication skills.
• Collect feedback once the activity is over. This will be useful information that will advise you on how successful the experience was and what to do for your next team-building day.

Effective Team Management Strategies

Rounding up your team and then telling them what to do one by one could possibly work (emphasis on the word ‘possibly’), but it isn’t the most practical way to get things done. For anyone who wishes to apply effective team management, you’ll need a strategy in place.

Different teams will require different strategies. If you’re managing a team of 50 individuals in a corporate enterprise, your strategy is going to look a little different to someone who’s managing a small team of five in a startup company. Whatever your end goal is, your role as the team leader is to essentially motivate your team to work together to achieve the goal in a timely manner. How you get your team motivated and to work together is where the difference in strategies lies.

A strategy doesn’t have to be convoluted or complex, all it is is a plan of action, tailored to achieving a specific goal or set objectives. But while strategies will differ depending on the company and the team, they should at least cover the following three elements:

• Invest in team development through training and team building.
• Encourage a communicative culture so that information is transparent and everyone is kept in the loop.
• Reward employees who do outstanding work and also display exceptional behaviour.

When creating the strategy, remember to include your team. Sharing the ability to contribute ideas and opinions toward the team’s overall purpose is a good start to achieving effective team management. It will make your team members feel valued and that their position within the team is appreciated.

How to Improve Team Management Skills

Your job as a team leader is to not only ensure your team meet their goals and objectives within the required criteria and time frame but to also ensure that you’re accommodating the needs of the different individuals involved so that they can do the best job that they can. It can be a tough gig, so to help make things a little easier, here are 7 tips that can help you to improve your team management skills:

1. Develop relationships

Effective team management relies a lot on teamwork and collaboration, and these two things stem from having good relationships with members of your team. The fact that you all have to work with each other closely on a regular basis is reason enough to have to get along, but implementing methods for successful collaboration is important for the team to sustain.

Getting to know the different characters in your team and how they are wired will greatly assist you in knowing how to motivate them, the things to avoid, and what will bring out the best in them.

2. Foster team unity

Not only should you establish relationships with your team members, but you should also encourage them to do so with each other. While they don’t have to be best friends, it is worthwhile for them to get to know each other on a more casual and personal level. People who get along and have respect for each other will generally work better together. And if there is cohesion within your team, it will make your job as a team manager a lot easier.

3. Use team management tools

A team is only as good as its resources. No matter the profession, every worker needs the right tools in order to do the best job. Tools such as task and project management software and chat apps can streamline collaboration and communication and result in more effective team management. You have an array of options to choose from, from single-focused software to all-in-one solutions. These tools are designed so that you can share work with your colleagues easily, communicate instantaneously, and track the progress of your tasks so that you are on time to meet deadlines.

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4. Know how to keep good employees

Keeping your best employees is something every manager should know how to do. If a highly talented employee knows that there’s a better offer out there, there’s a high chance they’re going to take it. Ensure they’re not being underpaid. Give them the salary they deserve. Money is a sure-fire incentive for making employees stay with a company and if they’re excelling at their job, then the amount of their pay should be justified.

Another way to keep your good team members is to ensure they’re being challenged. Being stagnant is the stuff of nightmares for hard-working and motivated individuals, so to keep them stimulated and interested, make sure the work stretches their skills and abilities.

5. Admit your mistakes

Making mistakes is an inevitable part of being human and your team are aware of that. Instead of trying to cover up a mishap, it’s always best to admit when you’ve done something wrong.  Not only will it make rectifying the situation easier, but your team will appreciate the humility and respect you even more. Lastly, it can also influence them to do the same should they find themselves in a similar situation.

6. Set an example

Regardless of your position, everyone should conduct themselves courteously and with dignity at work. But when you’re in a position of authority, you are more in the spotlight so it becomes more imperative to behave accordingly. Setting an example is one of the best ways to communicate your expectations of how you want your team to act. So it goes without saying that you should be conscious of how you interact with people and how you conduct yourself in the office because there will be people around you that may take a cue from your behaviour and think it’s appropriate.

7. Learn from others

A good leader doesn’t just shell out orders and assert their agendas. Instead, they give their team the chance to communicate their ideas and suggestions. Listening to what your team have to say gives you the opportunity to learn from them as you’ll be exposed to all different kinds of viewpoints and insights. Instead of constantly telling your team how to do things, creating a space for idea exchange and discussion allows them to come up with various solutions and enhance their problem-solving skills. Plus, you may acquire knowledge that you would’ve never thought of yourself!

Team Management Tips: What Not to Do

Now that you know how to improve team management skills and what it takes to lead a team effectively, here are some tips on what not to do:

Don’t micromanage

Micromanaging is one of the most detrimental habits a manager can have and a big fat no for effective team management. It is best practice to trust your team to do their job. Leaving your team to do their job without you constantly hovering over their shoulder will not only highlight your confidence in them to do a good job, but it will also give you time to complete your own tasks — a win-win for everyone really. Also, having that level of trust established will enhance the working relationships between you and your team members.

Don’t be unapproachable

One of the worst atrocities you could possibly perform as a manager is not creating an open dialogue with your team. Communication is vital for obvious reasons, but welcoming a two-way conversation where feedback is discussed can do wonders for your team’s development and for yours as well as it’s another way to solidify trust. Creating a transparent environment can make your team feel more at ease.

Don’t stick to one managing style

Remember you’ll have different personalities in your team, so how you deal with one person may not be the best way to approach another. For example, there will be individuals who may not take constructive criticism as well as others, so adapt your approach when providing feedback. Applying diversity to your managing style is the key to tackling this. You have to be consistent while using different approaches.

Don’t forget to organize fun activities

Once the whole getting-to-know-everyone period in the beginning ends, that doesn’t mean the fun activities have to. Remember that team bonding is a constant exercise, and arranging activities for your team to do together from time to time can boost team morale. Having happier employees is something that will benefit everyone, not only will your team members enjoy coming to work, but studies have shown that we are inclined to work harder when we are happy.

Final Thoughts

Effective team management is no easy feat, but it is certainly achievable. You have to appreciate the importance of team management, have a strategy in place, improve on your team management skills, and remember the things not to do. You also have to keep in mind that a leader is as good as their team and vice versa.

If yours is a team that is taking it that one step further and collaborating with another team, here are some tips on how you can make it work.

Cheers,

Dinnie and the Zenkit team

The post The Art of Effective Team Management appeared first on Zenkit.

Two of the main software development methodologies are Agile and Waterfall. Despite their similar popularity, the Agile and Waterfall methodologies offer two very different ways to deliver a project. The main difference between Agile and Waterfall lies in the structure of the approach.

Projects following the Waterfall methodology are completed sequentially, whereas projects following the Agile methodology are completed iteratively in a cycle. Of course, deciding which methodology is best for your projects wholly depends on the scope of your project and what it entails. Let’s look further into the Agile vs Waterfall debate, shall we?

Considering the number of product and project development methods that are employed in business today, it certainly takes good acumen and understanding of each approach to choosing the best method for your projects. While each approach has its individual advantages and disadvantages, and some are best suited for specific projects, the aim of all project management methodologies is to aid your team’s work processes and streamline the completion of projects.

Agile vs. Waterfall: Key Differences

• Process structure
• Customer involvement
• Team collaboration
• Flexibility to change
• Time frame
• Budget

One of the most notable differences between the Agile methodology and the Waterfall methodology is the level of flexibility involved in each. Where Agile prides itself on being an approach that is flexible and continuously evolving, Waterfall is known to be more rigid and stricter in terms of process structure.

So, which approach would work best for you and your team when it comes to Agile vs Waterfall project management?

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Agile Methodology

The Agile methodology is a type of project management process that is mainly used for software development, where requirements and solutions evolve through the collaborative effort of self-organizing and cross-functional teams and their customers. It is also gaining traction in other industries due to its flexibility and adaptiveness, as well as its focus on collaboration, continuous improvement, and high-quality results.

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Emerging from the values and principles of the Agile Manifesto, it was created as a response to the shortfalls of the Waterfall method. Developers realized they needed something different to the linear, sequential approach of the traditional Waterfall methodology in order to keep up with the improving and innovative culture of the constantly-developing software industry.

The Agile methodology principally is a mindset and a way of thinking rather than just a standard structure and process to follow in business. Agile uses six main deliverables to create the product and to track progress: 

1. Product vision statement
2. Product roadmap
3. Product backlog
4. Release plan
5. Spring backlog
6. Software increment 

 

Agile also uses visual tools such as a Kanban board and a burndown chart to help with the progress tracking and to keep within deadlines.

Agile project management uses frameworks to develop and deliver a product. One of the most popular frameworks is Scrum. Scrum is heavily attached to Agile, but it’s important to note that while Scrum is Agile, Agile is not Scrum. The ideas behind the Agile methodology are implemented by using Scrum which aims to develop, deliver, and sustain complex products through collaboration, accountability, and iterative progress. 

Using this framework can influence a higher quality product as it encourages collaborative decision-making and constructive feedback from customers.

Agile projects encourage teamwork, self-organization, and accountability. Thus, Agile is an effective process for teams looking for an adaptable approach to product development. Due to the approach’s focus on conducting frequent inspection and adaptation cycles, Agile allows for rapid delivery of high-quality projects. It also provides teams with a solution to handle the common issues of project management such as cost, scope, and schedule.

Now, to aid you with your Agile vs Waterfall decision, here’s a list of pros and cons for you to peruse:

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The Pros and Cons of the Agile Methodology

Pros:

• Customer feedback and involvement are prioritized throughout the entire process. The development process is often more user-focused, which means if you’re delivering a project your customer expects to be heavily involved in, then Agile may be the methodology for you. It’s a process that requires customer input and feedback not just at the beginning of the project, but throughout the entirety of the delivery.

• Synchronized product testing and product building. Because testing starts from day one, this could result in a higher quality product. Through testing and the reviews conducted during each iteration, issues and defects can be identified and rectified as early as possible.

• Agile is agile, embracing and encouraging flexibility and adaptability to change. The iterative and incremental structure of Agile makes it feasible for changes to be made throughout the development process. Items in the product backlog can be refined and rearranged with changes or new ideas planned for the next iteration.

Cons:

• Practicality and necessity of team and company commitment and collaboration. The most notable disadvantage of Agile is perhaps that while it is great in theory, it is actually harder to achieve in practice. Agile is a practice that requires full commitment from the right group of people who can work naturally and flawlessly together in order to deliver successfully.

• Can be costly to implement. It is also a costly and time-consuming venture for companies who want to adopt this process of development for the first time – think about the resources and education required in order to fully train every employee in your company. It’s not unusual to not get it on the first go.

• Teamwork is needed to make the dream work. Close working relationships are needed for Agile to truly work. This means that not only do the development team need to get along, but also everyone else involved in the project such as stakeholders and senior management. Having everyone in the same space and trying to harmonize all involved is not an impossible feat, however, will require a lot of time and effort. Using project management software such as Zenkit can help close the gap.

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Waterfall Methodology

The Waterfall methodology is one of the more traditional project management methodologies. It is a linear, sequential design approach where progress flows downwards in one direction — like a waterfall. The methodology asserts that moving to the next phase of development can only happen after the current phase has been completed, and each phase must occur in the following order:

1. System and software requirements
2. Analysis
3. Design
4. Coding
5. Testing
6. Operations

The Waterfall methodology is a process known for its stringent process structure that leaves little room for design changes in the early stages of development. The reason for this is because the methodology stemmed from the manufacturing and construction industries, wherein any changes made to its structured physical environments would have resulted in exuberant costs. As an early attempt to provide structure, guidance, and regulation to the development of large and complex application systems, problem-solving using the Waterfall methodology improved processes by having clearly defined structures in place.

Another thing it is known for is its emphasis on documentation. Recording information is strongly promoted within the Waterfall methodology and seen as a byproduct of the development process, rather than an afterthought. This is due to the idea that human work should always be verified and prepared for unexpected modification. For example, if a worker was to leave during the development process, their replacement can start where they left off by familiarizing themselves with the information provided through the documentation.

Now to add the Waterfall pros and cons to the Agile vs Waterfall debate:

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The Pros and Cons of Waterfall

Pros:

• The Waterfall methodology is great for measuring, analyzing, and tracking your project’s progress. Measuring progress can be easier with the Waterfall methodology as each stage of the development process has clearly defined start and end points, and because the full scope of work is known in advance. System and design requirements are defined at the beginning of the project, allowing for minimal resource wastage, and ensuring everyone involved is aware of the expectations.

• Follow the instructions in order. Compared to other project management methodologies, Waterfall is a rather intuitive methodology with a structure that is simple to follow. All projects follow the six aforementioned phases in the subsequent manner, which makes it easier for first-timers to adopt. The emphasis on documentation also allows for newcomers to ease into the process.

Cons:

• Leaving everything until the last minute (or so it feels). The technical risk can be high, due to the fact that testing the product’s design or architecture happens towards the end of the development process. On top of that, because most changes don’t occur until the very late stages—if they happen at all—there may also be product risks.

• Form over function. Speaking of changes, one of Waterfall’s biggest pitfalls is its rigidness towards changes in the development of the product and the process itself. It makes it almost impossible for new ideas to be included and can jeopardize customer satisfaction, as well as the quality of the final product.

• Customer involvement is not a possibility with Waterfall. Unlike Agile, Waterfall does not require a huge deal of customer involvement. While this may not seem like a disadvantage to every client, there are certain industries where customer involvement such as providing feedback and clarifying requirements is an imperative factor of the project.

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Agile vs Waterfall: And the Winner Is …?

As you can see, both methodologies have their fair share of advantages and disadvantages. Deciding which method truly is best for your projects wholly depends on the criteria and objective of your project. If you have high amounts of team collaboration and are constantly adapting your processes, then the Agile approach is for you. Alternatively, the Waterfall approach is the method for your project if documentation and clearly defined structures improve your project delivery.

If you still can’t decide between Agile vs Waterfall for your projects, here is a quick summary of the key differences between Agile vs Waterfall:

• The Waterfall methodology is arguably best suited for large teams with big projects that have a maximum time frame of a year.
• Employing Agile processes requires a flexible, adaptable, and agile-thinking team.
• You’ll never lose data with the constant step-by-step documentation of your development process using Waterfall.
• Agile is about quick turnovers, experimenting, and innovating throughout the project development.

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Final Thoughts

So, to conclude the end of the Agile vs Waterfall debate, which methodology takes the cake?

The answer, of course, lies within the scope, requirements, and nature of your project. There is no such thing as a one-size-fits-all methodology, and both include features that are beneficial in their own right. Due to the flexible and adaptive nature of Agile, projects that would benefit from using it are ones that require a level of complexity and uncertainty, such as developing a product or service that hasn’t yet been built by the team. On the other side, projects that require maintaining stringent phases and deadlines, or projects that have been done various times over where chances of surprises during the development process are relatively low, should perhaps consider implementing the Waterfall methodology.

And, if neither Agile nor Waterfall works for you and your team, there are other project management methodologies that could be best suited—there is more to the project management world than Agile vs Waterfall.

Don’t forget to let us know which methodology works best for you!

Cheers,

Dinnie and the Zenkit team

The post Agile vs Waterfall: The Best Methodology for Your Project appeared first on Zenkit.

When working on a project, it’s sometimes easy to get so involved in the work that you forget to keep an eye on the time and how everything else is tracking along. Thankfully, there are visual tools within the project management world that can assist in ensuring we’re on track to deliver the project within the required timeframe — like a burndown chart.

What Is a Burndown Chart?

A burndown chart is a visual representation of how quickly you and your team are working through — or “burning” through — your work. A handy tool for estimating when work will be completed, it is thoroughly used in the Agile methodology Scrum, but can also be used in other endeavours where progress is measurable over time.

Scrum, as we all know, is an Agile framework that aims to develop, deliver, and sustain complex products through collaboration, accountability, and iterative progress. The project management methodology encourages collaborative decision-making and constructive feedback so that a higher-quality product can be delivered efficiently. A burndown chart is a tool that can help achieve that.

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Within the Scrum universe, there are two types of variants:

• Sprint burndown: the amount graphed is for the work remaining in the iteration
• Product burndown: the amount graphed is for the entire project

How Does a Burndown Chart Work?

The chart represents the work left to do versus time. The vertical axis often shows the outstanding work, or backlog, shown in whatever unit you desire (sprints, story points etc), and the horizontal highlights time. The idea is that the chart starts off with the greatest amount of outstanding work, and then it lessens throughout the project until it eventually burns down to nothing.

Creating a burndown chart isn’t a difficult task. Even if you’re not using a program that includes a burndown chart generator, it is fairly straightforward to create on Excel. And once you’ve created your burndown chart on Excel or another type of spreadsheet, you can, of course, import the data onto your Zenkit account and continue with the rest of your project.

Burndown chart for a completed iteration example and how to read it (thanks to Wikipedia):

• Vertical axis: The outstanding work that needs to be completed for the project.
• Horizontal axis: The iteration timeline
• Start icon: The project start point that takes place on day 0 of the iteration. It’s located on the farthest left of the chart.
• End icon: The predicted last day of the iteration and located farthest right of the chart.
• Efficiency factor and the number of workers: This chart shows that there is an estimated 28 days of work to be done, with two developers working on the project who work at an efficiency of 70%. According to this, (28 ÷ 2) ÷ 0.7 = 20 the work should be accomplished in 20 days.
• Blue line: This represents the ideal work remaining. The start point shows the sum of the estimates for all the tasks that need to be done, and at the endpoint, the ideal line intercepts the vertical axis highlighting that there is no more work to be completed.
• Red line: This represents the actual work remaining. As you can see, while it starts off the same as the ideal work, the line fluctuates over time depending on the discrepancy between estimates and how effective the team is.

It is worth keeping in mind that the purpose of a burndown chart is to exhibit progress towards the end of the project and to predict the likelihood of when it will be completed. So, the above example is exactly that, an example, which is based on calculations that are founded on estimates.

Benefits of Using a Burndown Chart

When it gets updated regularly, using a burndown chart offers your team an up-to-date status of the project. Having this kind of transparency means that any issues that may arise can be dealt with quickly, and being swift to rectify small issues can prevent greater problems from emerging later on in the project.

Like other agile visual tools such as a Kanban board, using a burndown chart gives you a visual depiction of the progress of your work, and can highlight whether your team is on track to complete the project on time. Having visual aids in the workplace can help us retain information better, as well as illustrate a point more effectively.

What you must remember is that a burndown chart cannot provide explicit details such as which product backlog items have been accomplished or where any changes that occurred within the scope of work had happened. They act as only an indicator of trends that is happening within your project.

Final Thoughts

Using a burndown chart offers a way for us to keep track of the progress of a project we’re working on so as to ensure we are on course to completing it within the required timeframe. As mentioned before, although unique to Scrum, it is not exclusive to it, so if you have any project on hand where progress is measurable over time, why not give a burndown chart a go? And if you do, don’t forget to tell us all about it.

Cheers,

Dinnie and the Zenkit Team

The post Keep Track of Your Scrum Project with a Burndown Chart appeared first on Zenkit.

Change is inevitable when it comes to project management. That’s why many project managers are electing to use agile methodologies wherever possible. Agile project management doesn’t just accept changes, it embraces them, making it more than ideal for tracking the delivery of a project.

In this article, we’ll show you how to create new agile projects and apply agile views to Microsoft Project.

Here are some of the things you’ll learn:

• The benefits of using Agile project management
• How Agile project management works in Microsoft Project
• 4 quick steps to creating an Agile schedule and tracking it in Microsoft Project
• The easy way to apply Agile view to non-Agile projects
• 4 steps to Agile management in Zenkit

A Bit of Microsoft Project Background Info

Microsoft Project is a project management software product designed to assist project managers in their project endeavours. It includes features that can help with developing a plan, assigning resources to tasks, tracking progress, managing budgets, and analyzing workloads. First released in 1984, it is available in two editions, Standard and Professional. Its most recent version is Project 2016 and it’s where agile features were first introduced.

Why Agile?

Agile project management is a methodology that adheres to the values and principles conveyed in the Agile manifesto and follows the idea of short development cycles being the most effective way to deliver a product or service as it allows for continuous improvement and is susceptible to change. Mainly used in software development, it has gained traction in many other industries due to its emphasis on collaboration, flexibility, continuous improvement, and high-quality results. It uses popular project management frameworks such as Scrum — where development is delivered in incremental and iterative progress — and Kanban — a highly visual scheduling system — to carry out a project.

Created as a response to the inadequacies of the linear, sequential method of Waterfall methodology, the demands and solutions of agile methodology evolve through the collaborative effort of self-organizing and cross-functional teams and their customers. Agile is a great project management method for teams looking for adaptiveness, clear and measurable deliverables, and a flexible approach to working.

Agile in Microsoft Project

If you’re a Project Online Professional or Project Online Premium subscriber, you get to enjoy the perks of creating Agile projects or applying Agile views to existing projects. The feature operates with Project standalone .mpp files and with Project Online.

Using Agile in Microsoft Project allows you to track your projects in Project Online Desktop Client. Not only will you be able to create new agile projects or implement agile views to existing Waterfall projects, but you’ll also be able to create backlogs, track sprints, and view reports on agile statistics.

How to Create an Agile Schedule with MS Project and Track Your Project

Tracking a project needs to be visual, and there’s no better visual project management tool that enables you to design, manage, and improve workflow systems than a Kanban board. Here’s how you can create one on MS Project.

Step 1: Choose a template

Once you’ve opened MS Project, you’ll be presented with a list of templates — select the Kanban Project option.

Step 2: Add tasks to the backlog

Go to your Kanban tab and in the Views group choose Backlog, and then Backlog Board.

The first column in this instance will be Backlog for Kanban, then you click on New Task, write down a task name, and then select Add or press Enter.

Next, add details to your task by double-clicking the task and then the Task Information dialogue box should pop up. Add details such as resources, delegations, and task summaries.

Step 3: Create the Kanban board that will visualize the project’s workflow

Select Backlog Board which is located under Backlog in the Views group under the Kanban tab.

To start off with, MS Project will then present you with three columns titled Next up, In progress, and Done. As you go along, you can always add more columns and rename them:

• Each column can be renamed by right-clicking on the column name, then selecting Rename, and once you’ve typed in the desired name, press Enter.
• More columns can be added by selecting Add New Column which is found on the right of the last column, then typing in a name, and then pressing Enter.

Step 4: Track progress by shifting tasks across the board

Once all your columns have been added, you can then drag and drop tasks into the column that best represents their progress status.

How to Apply Agile Views to Existing Non-Agile Projects on MS Project

The agile features on MS Project aren’t solely for creating new agile projects, they also allow you to apply agile views to existing non-agile projects or Waterfall projects as they’re also known. Here’s how:

Step 1:

Select the Project tab in your existing non-agile project, and then in the Properties section, click on Agile.

Step 2:

When the Agile Methodology dialogue box pops up, select either Scrum or Kanban, and then hit OK.

Having the option to view your project in an agile format is a great feature to have on your project management software. Zenkit includes agile data views like a Kanban board which is literally created in one click.

Agile Project Management in Zenkit

The Kanban view is one of Zenkit’s renowned features. So much so that it’s set as the default which means you’ve already saved yourself a step when creating an agile project. Now, here is the rest:

Step 1:

Create a new collection and open the Kanban view. Start off by creating three lists or columns called “To-Do”, “Doing”, and “Done” (of course this is just a guide, you can add as many as you want!).

Step 2:

Create an item for each task on your To-Do list, and add any extra visual aids you might need. Labels to show priority is a good example.

Step 3:

Set your WIP limit number (for now this will have to be on your honour as there isn’t a direct WIP setting yet). When you start working on a task, move it along to the “Doing” list. Make sure that you never go over the number of items you set in your WIP limit.

Step 4:

When a task is complete, drag it over to the “Done” list, and move another task from “To-Do” into “Doing”.

Just like how agile project management works in Microsoft Project, Zenkit also enables you to continue working from any view instantly. All you have to do it switch the view using the menu found on the top right-hand corner of your screen.

Final Thoughts

Having a project management tool that enables you to track your project with ease but also includes all the bells and whistles necessary to get the job done as efficiently as possible is a product worth investing in. So, whether it be Microsoft Project or Zenkit, ensure yours is a project management tool that includes agile features because, let’s face it, every project manager wants to be best prepared for inevitable changes, right?

Let us know how you keep on top of your agile projects!

The post Keep Track of Your Project the Agile Way Using Microsoft Project appeared first on Zenkit.

Checklists are underrated. They are often overlooked and don’t get the snaps they deserve for being an imperative organization and task management tool. Not only are they super practical for learning or remembering set processes, but did you know that they can also help save lives?

With an aim to reduce error by making up for the restrictions of human memory, checklists are a handy tool that can assist in many everyday situations, whether at work, school or at home. Simple to create and even more simple to follow, using one entails following the required steps that have been developed for a particular recurring process, and then checking off an item as you complete it.

Using a Checklist to Optimize Efficiency

The first thing I do when setting out to write a new article, like many other blog writers out there, is to create a pre-writing checklist. Although writing a blog article is something that I’ve done many-a-time, following a checklist helps to ensure that I don’t leave out any vital bit of info, or skip a step in the process (I can hear my editor say to me, “did you include this keyword, and how about that link?”). Along with making sure I don’t forget anything, following a checklist also provides structure, boosts my organization game, and improves productivity.

It doesn’t require much to construct a checklist. In fact, the bare minimum is just a piece of paper and a pen. While there’s absolutely nothing wrong with the old-school method, why limit yourself to one method when there are plenty of other tricks for you to try? For instance, creating an online checklist with Google Sheets.

Creating a Google Sheets Checklist

Google Sheets is a cloud-based spreadsheet offered as part of Google’s Google Drive service along with Google Docs and Google Slides. It is free to use and requires no installation — all you need is an internet connection and a web browser.

Like any other spreadsheet, Google Sheets simulates a paper worksheet by holding data in a tabular format as an electronic document. It also includes features that allow you to catalogue your data in pretty nifty ways. One of those features is a checkbox. By inserting a checkbox beside each of your checklist items, it allows you to create a checklist. Here’s how…

Step 1:

First thing’s first, list the steps/items that are required in the process on a new Sheet. Then highlight the rows on the column to the right of your list of steps/items where you’d like to insert the Google Sheet checkbox feature.

Step 2:

Once the chosen cells are highlighted, click on Data validation, which is found under Data on your toolbox.

Step 3:

Under Data validation, select ‘List of items’ under the Criteria, and then copy/paste the check and cross characters (we copied the characters from the ‘special characters’ found in Google Docs). Remember to separate the characters with a comma!

Step 4:

Once the settings are saved, a checkbox will appear on the column beside your list for every step. When you click on the dropdown arrow, it will give you the option to select a check or cross character.

Voila! There’s your Google Sheets checklist.

Creating a checklist on Google Sheet is ideal for simple lists. While it works visually, and it does allow you to check off each item as you go along, it is not the most intuitive software if you wanted to create a more complex checklist.

Let’s face it, when writing down the steps of a process, there will be times when you have to rearrange the order, either by intent or accident and when you do so, don’t you want an easier way to do it all rather than having to delete and re-write the list then individually add each checkbox beside it again?

Update: Since this article was originally published, a Google Sheets checkbox feature has been introduced in their Google Sheets service. It can be found under the ‘Insert’ tab.

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The Alternative Solution…

Creating a checklist with Zenkit allows you to track progress visually and mark things off as they’re completed taking little to no steps to do so.

Simply create a new Collection, give it a checklist title, and start listing the steps/items that aren’t to be forgotten. The recommended view, of course, is the ‘List view’, however, the beauty of using Zenkit is that every view — bar the table view — can be turned into a checklist!

To make any Zenkit collection into a checklist, just enable the ‘Task List’ add-on. (Here’s how.)

Checking things off will be a breeze as the feature enables you to tick a box beside the item to mark it as ‘checked’, and then it will automatically move that item down the list — how’s that for prioritizing?

Google Sheets Checklist Template Alternative:

Another cool thing to note is that you can use the checklist collection you set up in Zenkit as a template. Keep a list you’re happy with and use the Clone Collection function to duplicate it whenever you need a new checklist.

Final Thoughts

Using a checklist not only allows you to complete your tasks quicker and accomplish more, but they also allow you to be more creative as having the important steps written down will make room for more creative brain power to be utilized.

So, whether you create a Google Sheets checklist, one on Zenkit, or even use a piece of paper and a pen, it can be a foolproof way to ensure that the task you set out to do gets completed correctly and efficiently.

What do you use a checklist for?

Cheers,

Dinnie and the Zenkit team

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