PROJECT Management explored

If you're looking into free project management software at the moment and are keen to ensure that your project is nothing but a resounding success, then you've come to the right blog post. Read on to find five essential tips for ensuring your project gets off the ground immediately.

1. Write it out in full

Before you even start, make sure that you put pen to paper and detail your entire project, including a full timeline and the budget that you expect to work with. It may be that you have to change certain elements as you go but make sure you stay in control and know if the project starts to differ radically from your original outline.

2. Delegate

Know that you can't do everything yourself. The key to being a good leader is to know which tasks to pass on and who to pass them on to. But make sure you're there to lend support if required.

3. Risk assessment

When planning your project, you're sure to have carried out a full risk assessment so you know what's likely to crop up. You need to be able to identify risks before they happen and take the necessary action to prevent them.

4. Project milestones

You need to identify your project's defining moments so you can put forward a life cycle of the project through four main phases - initiation, planning, execution and closure. Evaluate each phase at the end of each one.

5. Don't micro manage

Don't get too involved in the detail of the work involved. Trust that you've chosen the right people for the job in question and know that they'll be able to do it satisfactorily.

The right project management software can provide significant benefits for your business. Unfortunately, without the correct training, even the best software can't perform to maximum effect.

Organisations must therefore invest in the appropriate training and support for their staff to ensure they are fully aware of the features, functions and methodologies that comprise the software.

Here are three available training options you may wish to consider:

1. Self-taught

Businesses can choose to train their employees themselves using the materials and product information provided with their solution. This approach is cost-effective and allows you to offer training via a very flexible schedule of your own devising.

However, third-party training suppliers often provide a more comprehensive service that tackles all the pain points a company could encounter.

2. On-site

Classroom training enables your workers to receive dedicated support in a familiar environment from external project management software experts. As the trainers come to you, this minimises costs and allows the sessions to be tailored to your needs.

The training can even be centred on an existing project with which you may be struggling, ensuring you receive hands-on practical advice for optimal results.

3. Online

A classroom-based learning environment is not suitable for everyone, so why not use online training to fill in any gaps in the workforce? Web-based software training allows users to work directly with a seasoned tutor, ask them questions and perform practical tasks.

These sessions are ideal for one-to-one training for specific individuals, such as administrators or new employees. They can also be scheduled with very short notice.

Businessmen and women looking into free project management software at the moment may want to consider offering a remote project management service at work as it can prove more effective than other strategies in this regard.

For example, by working remotely you’re able to take advantage of top talent from anywhere in the world and there’s no need for them to relocate in order to work for you. The only potential issue you may have to work around is time differences but that’s not hard to overcome – all it takes is a bit of preparation and organisation on your part.

You’ll also be able to work more flexibly if you do so remotely, which means you’re likely to be more productive and deliver a more successful project outcome. Not having to commute to and from the office also means you have more time to devote to delivering the project in the first place – another key benefit.

Cost savings is another key point to bear in mind when considering remote project management. Meetings are typically more efficient when held virtually, since people don’t have to travel and they can all be connected a lot more easily – so everyone will save money in the long run.

Remote working can be a lot more productive than being in an office, not least because there’s no chance of people wandering into your office to sit down and have a chat. If you want your next project to be nothing but a resounding success, this might be the way to go.

Projects in controlled environments (PRINCE) is a popular methodology that professionals use to boost project management requirements. Launched in 1996, PRINCE2 is the second version of the method, and it remains one of the leading ways to control and organise a project.

But why should businesses choose the PRINCE2 methodology over other project management options? Here is a list of just some of the benefits you could experience by following the system.

1. Widely implemented

PRINCE2 is a well-established methodology that many organisations are familiar with. This ensures project management teams can enjoy a common vocabulary and a shared understanding of processes.

2. Clearly defined framework

Under PRINCE2, every member of the team is allocated a role and is aware of their own and others' responsibilities. The result is a more cohesive, accountable workforce that continually strives towards the same objective.

3. Highly compatible

People who gain a PRINCE2 qualification will find the methodology is compatible with other project management teachings. As such, PRINCE2 can usually be tailored to fit with an organisation's existing structures and processes.

4. Greater resource control

The PRINCE2 approach relies on structured progression, which allows organisations to better monitor and utilise resources. Furthermore, regular reviews of the project's progress against the plan ensure resources continue to be used appropriately.

5. Fully scalable

Projects of all sizes can benefit from PRINCE2, although some organisations incorrectly believe the methodology is unsuitable for very small tasks. Nevertheless, with the correct implementation, PRINCE2 offers even the shortest of projects more structure and control.

As a business, investing in and understanding risk management software is an absolute must. Risk is all around us at any given time and if it is effectively managed, then you can achieve absolute greatness. It’s all about minimising the threats and maximising the potential that these risks present to us.

But what is risk management and what does it mean to you as a company? Essentially, it’s the understanding and analysing of any potential risks to ensure that you are able to achieve your ultimate goals and objectives.

Those working in risk management have a very diverse and interesting job, since risk can be found in all areas of business. You could find yourself working in engineering, health and safety, insurance, corporate governance… the list is basically endless.

Various standards have been developed over the years to help companies implement their risk management strategies effectively. These include ISO 31000 2009 (risk management principles and guidelines), ISO/IEC 31010:2009 (Risk management – risk assessment techniques), COSO 2004 (enterprise risk management – integrated framework) and OCEG Red Book 2.0:2009 (a governance, risk and compliance capability model).

Here at PROJECT in a box, we provide all sorts of different software options to help businesses and individuals deliver their projects consistently and successfully. We’re working business and project managers ourselves so know full well the challenges that you face daily – so you know that we’re perfectly placed to help you no matter what you need.

Together, we have more than 30 years’ experience of project management, as well as 25 years of software experience so you know you can trust us to meet your business needs.