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Maximizing Project Management Efficiency with Software Solutions

Learn the six essential views of Project Management software and considerations when choosing the right package for your organization. Explore tools for planning, task management, collaboration, issue tracking, and time tracking. Discover popular software options and the pros and cons of cloud-based solutions.

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Maximizing Project Management Efficiency with Software Solutions

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  1. Moving from Strategy to Project Project Management Software Joseph F. McLaughlin jfmclaugh@gmail.com www.nonproftech.info

  2. Agenda • A. “Six Views of PM (Project Management) Software" • Techsoup.org (http://tinyurl.com/c3noeec) • B. Some considerations • C. Software packages/vids

  3. Agenda • A. “Six Views of PM (Project Management) Software" • Techsoup.org (http://tinyurl.com/c3noeec) • B. Some considerations • C. Software packages/vids

  4. A. 6 views of PM software • Planning projects • Managing tasks • Sharing/collaborating on documents • Sharing calendars/contact lists • Managing issues/bugs • Tracking time

  5. A. 6 views of PM software1. Planning projects • What planner must do: • define project schedule • understand critical path • assess/allocate resources

  6. A. 6 views of PM software1. Planning projects • What software must do for tasks: • details • assignments • time estimate: Gantt charts • links between tasks: visual maps

  7. A. 6 views of PM software1. Planning projects • Considerations: • high-level planning • probably requires dedicated staff • maybe not good for smaller orgs • TechSoup found no software that did it all • Possible software : • MS (Microsoft) Project (generally true for #1-6) • DreamTeam (SalesForce)

  8. A. 6 views of PM software1. Planning projects • Possible software : • MS (Microsoft) Project (generally true for #1-6) • DreamTeam (SalesForce)

  9. A. 6 views of PM software • Planning projects • Managing tasks • Sharing/collaborating on documents • Sharing calendars/contact lists • Managing issues/bugs • Tracking time

  10. A. 6 views of PM software2. Managing tasks • What staff must do for task: • define • assign • create deadline • track to completion • Most common approach/need

  11. A. 6 views of PM software2. Managing tasks • Considerations: • lower-level than 1. Planning Projects • typically a collaborative process • Possible software: • Basecamp • Remember The Milk

  12. A. 6 views of PM software • Planning projects • Managing tasks • Sharing/collaborating on documents • Sharing calendars/contact lists • Managing issues/bugs • Tracking time

  13. A. 6 views of PM software3&4. Sharing/collaborating • What staff must do: • share/collaborate on files, calendars, contacts, etc. • keep track of revisions and attachments • possibly work from different locations • collaboration  planning

  14. A. 6 views of PM software3&4. Sharing/collaborating • Possible software: • MS: Office 365, Outlook, Exchange, SharePoint, etc. • Google: docs, spreadsheets, calendars, Google+, groups, sites, etc. • DropBox

  15. Agenda • A. “Six Views of PM (Project Management) Software" • Techsoup.org (http://tinyurl.com/c3noeec) • B. Some considerations • C. Software packages/vids

  16. B. Some considerations • Email: probably a poor choice for communications in planning • everything else has learning curve • Spreadsheets: a poor choice for storing/manipulating info • databases- steepest learning curve of all

  17. B. Some considerations • Spreadsheets: often a poor choice for storing/manipulating info • databases- steepest learning curve of all

  18. B. Some considerations • “To cloud” or “not to cloud”: • “cloud-based”= “web/browser-based” • no installation req • otherwise on your server(s) • security issues: • web companies’ reputations based on security • stuff happens • if you have IT staff, maybe use server-based • home office/ remote login may create security threat

  19. B. Some considerations • “To cloud” or “not to cloud”: • security issues: • web companies’ reputations based on security • stuff happens • if you have IT staff, maybe use server-based • home office/ remote login may create security threat

  20. B. Some considerations • $$: • limited free (small), open-source • www.techsoup.org/stock: software for admin $$ to qualifying NPOs • even most $$ software probably affordable for most

  21. Agenda • A. “Six Views of PM (Project Management) Software" • Techsoup.org (http://tinyurl.com/c3noeec) • B. Some considerations • C. Software packages/vids

  22. C. Software packages • MS Project: • MANY features/ steep learning curve • develop the plans up-front • requires dedicated planner • best if already MS-based (Office, Outlook, etc.) • probably gold-standard of planning • may be overkill for smaller orgs

  23. C. Software packages • Basecamp: • cloud-based • smaller teams, less complex planning • no calendars or Gantt charts, poor task management • good file management/sharing • focused on dispersed teams • “Basecamp is built first and foremost for speed.”

  24. C. Software packages • DreamTeam (SalesForce) • free for NPOs (10 licenses) • one notch down from MS Project

  25. C. Software packages • Google collaboration:

  26. C. Software packages • Google: • Gold standard of (free) online collaboration • Apps free for NPOs: Google services on steroids • If you don’t see what you need, check back tomorrow…… • Useful for planning: • Google groups are wiki-like- use instead of email • Google sites are a weak point • Gantt charts for spreadsheets • GroupCamp for Apps

  27. C. Software packages • Google: • Gold standard of (free) online collaboration • Apps free for NPOs: Google services on steroids • If you don’t see what you need, check back tomorrow…… • Useful for planning: • Google groups are wiki-like- use instead of email • Google sites are a weak point • Gantt charts for spreadsheets • GroupCamp for Apps • Google docs upgraded collaboration tools

  28. C. Software package vids • MS Project7 min • Basecamp: • easy participation2 • peoples’ pages2 • calendar2.5 • drag & drop1 • DreamTeam2 • Google: • Gantt chart4.5 • real-time collaboration2 • GroupCamp3

  29. Other Links • MS Project: www.microsoft.com/project/en-us/project-management.aspx • Basecamp: basecamp.com • DreamTeam: www.dreamfactory.com • Remember The Milk: http://www.rememberthemilk.com/ • Dropbox: https://www.dropbox.com/home • Google Apps for NPOs: www.google.com/apps/intl/en/nonprofit/index.html

  30. Thanks for attending! Project Management Software Joseph F. McLaughlin jfmclaugh@gmail.com www.nonproftech.info

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