Project Management Software Without Breaking the Bank

Posted on March 11, 2010 by GuestPost
Categories: Software

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This is a guest post by Elmer blogs primarily at ThinkingSerious.com which focuses on programming, design, business and productivity content for tech entrepreneurs living in a 2.0 world. That is, when he is not tickling his entrepreneur itch at ATLInnovations.com or consulting. If you want to guest post on this blog, check out the guidelines here.

When I first began to use computers, multi-tasking didn’t exist. You opened a computer program to solve a problem or accomplish a task, and then you closed it. Much like a typewriter-you only have one sheet of paper, one document, in the typewriter at a time. With today’s operating systems running on today’s computers, multi-tasking is a given, even when we don’t want it. I get some of my most productive writing done when I don’t have access to the internet (like at 39,000 feet) precisely because I can focus and don’t have to multi-task.

The key to successful multi-tasking is some form of project management-the ability to keep track of and press ahead on a number of tasks or projects all at the same time, without losing track of progress made or approaching deadlines. Because of the collaborative nature of most work these days, seldom are we able simply to press ahead with our own tasks, from conception to completion, without needing to interface, connect, consult or communicate with others. You can think of a project under management as a combination of tasks, handoffs, meetings, and processes.

Tasks: these can be discrete tasks, like “make coffee,” or more complex projects like “Create Newsletter” which may have a number of discrete subtasks.

Handoffs: sending a document from one person to another, or from an individual to a group, is a handoff. Collaborative work is often tracked and document changes should be cumulative, with each document version improving upon the one before, but not irreversibly.

Meetings: another form of handoff, where updates and reports are given, feedback is received, and decisions are made.

Processes: Many larger projects combine well marked paths with new approaches or content. The well marked path is often a process, itself the product of previous projects under management. Processes such as annual reviews, customer surveys, monthly newsletter production, budget approvals or contract closings help to guide collaborative projects and to link the specific project into the larger corporate context, where necessary.

The key to a successful project management software tool is that it is as simple as possible, but not simpler than required. If you are not coordinating groups of people or multiple teams, you probably will only need a simple task manager and to-do list. If your most complex management requirement is the need to schedule meetings with others, a simple scheduler or calendar program may be sufficient. Below is a list of free or low-cost (less than $50) tools to get you on your way, depending on the level of need and complexity. Almost all of the tools below work through the cloud, and are operated wholly or at least in part as web applications.

Tasks:

• Ta-da List is a very simple web-based task list, more appropriate for quick and easy lists than any kind of project management. No deadlines, no priorities: just lists that can be checked off. Intuitive to use, but of limited functionality.
• Remember The Milk (RTM) is a web-based task list, with a set of three main lists (personal, work, study). There are limited collaboration options for multiple projects, but you can send tasks to others who are also using RTM.

Handoffs:

• Google Docs allows you to edit documents on-line and never worry about data loss. You can share documents and spreadsheets in a variety of ways, through inviting people to the document or sharing the link. There is limited formatting,, but documents created/edited in MS Word can be uploaded to Google Docs.
• Dropbox is helpful for storing or sharing large files or for remote backup and usage for teams that work via the cloud. If your team needs a “single view of truth” and is often losing track of the latest document version, view Dropbox as your shared server, especially for large projects with multiple large files.

Meetings:

• Tungle and Timebridge offer meeting scheduling solutions that are simple, elegant, and free at the basic level of service. Though their collaboration models are different, they both help you to communicate with people who use a different calendar program than your own.
• Google Calendar and ClearSync offer collaboration functionality by sharing calendars with colleagues, teammates, friends and family. Google uses a sharing model that allows you to share one or more calendars with individuals, while ClearSync offers the flexibility to allow you to share your calendars with groups and to be subscribed to by a group of related project or team calendars. Both offer calendar publishing and notification capabilities.

Processes and overall project management:

• ProcessMaker is an open-source business process management tool that allows you to document your business processes in a simple and intuitive way. Any repetitive, standardized or critical process can be documented and outlined simply.
• Excel-Based Project Management is a solution that involves no purchase of new software. Rather, this is an MS Excel template that you can get cheap. It has the advantage of being based on a familiar software tool, and it requires little time to get up to speed. For most simple project management needs, this will get you started.

If you actually need a full project management software package, you will probably need to buy one. But for many people, getting their start at project management, one or more of the above solutions will enable you to increase productivity, manage complexity, and keep costs down. A three-way winning solution!

What are your favorite tools? Do you use an all-in-one solution or do you prefer to combine “best of breed” tools into a custom solution? Or have you rolled out your own in-house all-in-one solution? Please share your experiences with us in the comments section below. Thanks!

Note: The author of this article has no affiliation with any of the programs mentioned.

Photo by hill.josh

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