How To Manage A Project with Team Management Software

team-management-softwareProject System is team management software that imposes a structure on project team activity. If you’re managing a project without team management software (where everyone collaborates online) you cannot hope to match the detail and precision of a system like this. This basic concept of organizing work efficiently within a team is pretty basic. What you need is a place to keep detailed contact data including documents, notes, and work history. You need a way to access your entire team into the system and keep them organized by security level. Thirdly you need a task system where tasks can be assigned and watched. When these functions under your belt you can begin to run your project like a symphony. Here is a quick overview of how to organize your project team using Project System online software.

Step One: Enter Your Project Team Members and Project Contacts

Entering your team members is simply a matter of opening the “Add Team Member” screen as shown here. Note that the Status is set to Active and the Security Level is set to five. You can add as many team members as your need. There is no additional charge.

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After you’ve added your team, the next step is to add contacts. Project system is based on a Contact Management System similar to ACT, the popular Windows program. Shown above is the main contact screen. Simply fill in this screen and click “Add Contact.” You should add all your vendors, clients, and support people to the contact database. You should rely on Project System completely is your go-to source for contact information regarding your project.

Step Two: With Your Contact and Team Members in Your System, It’s Time To Start Adding Tasks

The “Task” is the heart of the system and a key organizational tool. In this day-and-age it may not be “cool” to assign a task to someone but project system makes the process easy. Having team members doing specific tasks is critical to running an organized and efficient project. In my experience people will take project task that come from the computer much more readily than projects that come from a superior person. The built-in resentment just isn’t there. So if you’re the project Administrator your job is to start assigning task to your team.

This is the task screen. It isn’t complicated. Simply fill in this screen. Note that:

1. This is the contact you are doing the work for. This is a drop-down list of the contacts in the system.
2. This is the team member the task is assigned to. This is a drop-down list of the team members in the system.
3. This is a description of the task.

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The assigned team member will see this task in the system.

Step Three: Manage the Entire Operation By Monitoring Tasks Assigned In The System

As Tasks are assigned in Project System it builds what is called “A Master Task List.” The screems below show are moderately complicated project. All the tasks listed are active tasks and are ranked in priority order.

The tasks shown in blue are open tasks (in work/not done). The red tasks have a status of complete. Everything in the Master Job List is linked for easy access. For example:

1. If you click the blue ball (on left) you can review and edit the individual task.
2. If you click the linked client name (third column) you get the client screen with all the client information).
3. If you click the team member (right column) you get that worker’s job queue to see all the open tasks assigned to that person.

You can see from this screen alone how much control you gain over the work of an entire team. The illustration below shows the various screen that are directly accessible from the “Master Job List.”

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Team members only see their job queue not everyone’s job queue. Their view of the project is the task assigned directly to them. Tasks are present to them in priority order, with the most urgent job on top. Team members work from the top of their task queue down. The team member’s job queue is their marching orders sent down from above. It gives them specific instructions how to perform within the project structure in the most positive way. Team members welcome specific instruction because they know exactly what to do. As Project Manager you know instantly what is getting done. Project System is a great yet easy way to run an organization. There is no gray areas. There is no winging it. No dropped balls. No meandering workers. Everything is on task all the time.

Project System handles difficult projects in stride. Project System records every task, description, and what was done, by who, on what date. It records detailed information without imposing a heavy structure on your team. Instead of being burdened by details your actually accelerated by it. Impress your clients with attention to detail and your dedication to their cause. Project System is the best way to mange a complicated workplace. Get organized now. The thirty day free trial is absolutely free with no strings attached.