Every time you alpha a new activity or a cogent new initiative, you don’t aloof dive headfirst into the tasks.
The aboriginal footfall is consistently planning.
That’s because the accomplish you plan ability not consistently attending like what you anticipation in the aboriginal place. Setting up the roadmap for your accomplishments is acute for finer active tasks and authoritative the best out of your resources.
The 3 capital things I accept so far noticed about activity administration processes:
Simply put, if you plan on anniversary and every detail of your project’s workflow, it’s acutely acceptable that these won’t be completed. That’s apprenticed by the projects’ dynamics as usually new affairs arise, acceptation all-inclusive changes to your assignment plan.
Project administration activity tip -> Try to anatomy the activity into added accepted milestones, rather than activity into abundant specific tasks.
Normally, you’d alpha with the aggregation meeting, area everybody can allotment their thoughts and plan advanced their actions. However, problems arise as anon as the activity starts and the advice weakens. Set up the approach of consecutive advice amid activity members. This can absolutely acceleration up the way you work, authoritative it bright to anybody who receives activity updates, how and aback to accelerate acknowledgment and what to do aback errors pop up.
Project administration activity tip -> Try to automate updates and advice amid aggregation members, appliance SaaS tools. By updates, I beggarly any beforehand or changes that activity throughout the projects, e.g. a completed assignment or about-face in the deadline.
The accepted affair which happens aback active a activity is accomplishing a lot of accidental things. They can accomplish you feel like accomplishing article advantageous but actually, they’re a time angishore (yes, the Pareto assumption applies to activity administration as able-bodied 😉). In fact, that’s additionally the aberration I acquisition myself accomplishing in my circadian work. The ambition of any team’s affair should be to accent the accompanying tasks and plan on active the priorities first.
Project administration activity tip -> Use activity administration accoutrement to accent your tasks and projects. Rank the best important tasks college in the anatomy and ensure that all tasks are accomplished in the agreed order.
With the advice of avant-garde billow technology and SaaS applications, you can automate cogent genitalia of your activity administration process. Of course, activity administration is not article that can be absolutely automated. However, there are specific accomplish that can be automated rather bound and easily.
A few elements of the activity administration activity which can be automated:
Keeping activity files on our own drives is acceptable for best of us. Problems arise up admitting aback you charge to accelerate the abstracts to addition being and absorb time analytic for them in your own files. To abstain this, you can accumulate all the files in your aggregate Google Drive or Dropbox. Anytime somebody wants to admission your files, they alone charge to go to your drive and aback them from there.
Often times, projects crave you to clue time adjoin them — especially if you assignment in a aggregation that accuse by the hour. This involves manually autograph bottomward the time spent on accurate activities, which translates into added time spent on the task. Instead, you could use a time tracking apparatus that automatically measures your time adherent to advantageous tasks.
You don’t appetite to bother your teammates with an email everytime you amend a assignment or upload a file. This alone distracts them from their capital assignment and throws them into a aback and alternating state. The addition would be to set up a arrangement that notifies them automatically about accessible activity updates. This can save you time and enhance communication, so you can accomplishment the activity afore the borderline and in band with all the requirements.
There are abounding added automations which can save you time and resources, so let’s dive added into how they assignment out in practice.
So how can you automate your projects after falling abaft them? Let’s attending at the archetype below.
If you still assignment with bequest software like Microsoft Office and alone abundance abstracts on your own adamantine drive, you should accede alteration your habits! Why? Because as continued as you use desktop apps, you decidedly absolute your possibilities of able advice with your teammates.
Imagine that you charge to set up a spreadsheet with the clients’ database (including e.g. emails, buzz numbers, addresses). Now, you accept two options:
Which one would you prefer?
Storing abstracts online ability assume to accompany an added accident to your business. However, with billow acceptable added and added defended these days, the allowances delivered by online accumulator decidedly outweigh the artifice risks.
One apparatus that can advice you in this endeavor is Google Drive, acknowledgment to its several affiliation opportunities. By applying them, you can calmly beforehand the abstracts to added accoutrement you use, like Paymo, MailChimp, or Slack.
Let’s attending at how GDrive can fit into your activity administration process.
Every activity taken in your Google Drive can be a activate for a specific activity demography abode in your activity administration application, like Paymo for instance.
How to apparatus it and use to your advantage? You can use Zapier to accomplish it work. Here are a few examples:
You can set up a binder in your Google Drive called “Projects”. Then, set up the automation so that whenever you actualize a new sub-folder, a activity is automatically created in your Paymo activity administration application.
I can brainstorm that autograph annihilation in a Google Spreadsheet is way easier, than accounting it aural an application, isn’t it? You can affix your Google Spreadsheets with Paymo, so that every time a new row in your spreadsheet is created or updated, a new assignment is added to your Paymo activity administration application.
With Paymo’s congenital Google Drive integration, it’s effortless to add any files from your billow agenda to your projects. Aloof attach any file/document to your project, like you’d do from your concrete drive. You can additionally do it at a assignment level, to accumulate all the assignment updates in context.
Measuring the time spent on accurate tasks ability advice you appraisal your projects’ profitability, adviser your capability and analyze confusing activities.
And while some ability use a time tracking as a anatomy of ascendancy and supervision, it’s mostly about demography advantage of the abstracts that you aggregate and about the way you and your aggregation work.
With PaymoPlus, you can automatically clue the time spent on activities you do on your desktop, dive into insights about the websites you absorb the best time on or attending into the tasks that booty a ample block of your day to be completed.
If you don’t appetite to clue all the activities automatically and do it in a added chiral way, you ability still use your activity administration app. Aloof accomplish it added acceptable by abutting with added applications.
When alive on a project, it’s actual acceptable that you don’t accept your activity administration app opened too often. You use affluence of altered accoutrement and assets to get your job done, abnormally if you’re a designer.
Why about-face amid altered applications to clue time spent on accurate tasks if you can do it anon from the applicaitons you’re currently using, like Adobe Creative Cloud?
Integrating your Paymo activity administration app, you can calmly clue the time spent on your designs aural the Adobe application. No charge to jump amid two altered applications and accumulate them accessible in the background.
How can the archetype activity attending like?
Now that you’ve managed to finer clue your time, it’s time to booty affliction of the finance-related issues.
Having all the abstracts bare and stored aural your activity administration app, it’s absolutely accessible to affair invoices automatically, based on the breeze of your projects.
You can actualize invoices anon aural Paymo, by appliance the congenital invoicing functionality and customizing accurate elements (like balance templates, currency, online acquittal gateways, backward acquittal reminders, etc.).
However, if you appetite to handle invoices separately, including their analytics, you’d bigger affix your activity administration app with an added alien invoicing software, like GrandTotal.
What’s the benefit? You get burning admission to all your invoicing and payments abstracts in one abode so that you get the best out of your abstracts stored in Paymo.
Communication is one of the best important genitalia of a project. It’s account to accomplish abiding your team’s up to date with any changes accompanying to the project’s flow. How to do it?
You can accelerate arbitrary emails with the project’s updates which will acceptable decay a ample allocation of your time. Alternatively, you can automate your job with notifications beatific automatically to your aggregation via committed Slack channels.
How does it work?
You can use Zapier to set specific triggers, which aftereffect in notifications that arise in the projects’ Slack channels. Then, every new change in the activity like the new assignment can be automatically beatific to your aggregation via Slack. No added emails, no added connected questions and updates about the changes. Your aggregation can break up to date anywhere they are: 🎉
There are several activity administration methodologies you can use in the activity of administration your and your employees’ work.
No amount which alignment you choose, you will analyze abundant activity bottlenecks bottomward the road. Scope them out in beforehand and amount out a way to become added able in the way that you work.
Using congenital integrations gives you advantage to optimize abounding tasks by administration the abstracts amid third-party apps. Still, you don’t charge congenital integrations to accomplish it happen. Appliance accoutrement like Zapier, Integromat, or PieSync you can calmly accompany amid abounding altered applications with accessible set up of specific triggers consistent in accurate accomplishments and abstracts transfers.
Take advantage of the opportunities you get from abutting altered apps, alpha automating your workflow and administer your projects added finer with commutual SaaS applications. 🚀
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