What is a project and project management?
So, organizations (large and small) all have “projects” going on all the time. I put the word projects in quotes because people define the word project differently and what one person calls a project, another would call a task or operations. The Project Management Institute (PMI) states that a project is a temporary group activity designed to produce a unique product, service or result. They go on to define project management as the application of knowledge, skills and techniques to execute projects effectively and efficiently.
So a project is something like designing and implementing a new course management system or renovating a building. Something that you do on a daily basis, like changing backup tapes, is an operation not a project. And according to PMI, there are distinct phases of the project management:
- Initiating
- Planning
- Executing
- Monitoring and Controlling
- Closing
So, I’d like to take each phase and talk a little bit about how technology can help. I know a lot of people use Microsoft Project, but I wanted to explore some other options.
Initiating
This is when people get together and discuss ideas and that idea for the project is considered, explored and elaborated upon. Ultimately, the goal of this phase is to determine the feasibility of the project. So what technologies can be used here? I’m thinking this is a great please for Google Docs and some type of brainstorming tool.
Google Docs would allow this initial informal group to collaborate on documents and spreadsheets to gather data and information to support the overall project. Multiple users can simultaneously edit a document that could be the start of a project proposal.
As for brainstorming, I would suggest a tool like MindMeister. This tool allows you to create diagrams of how various parts and pieces of your project will be connected together.
Planning
Probably the most important phase of the process. Here you will establish a project manager and setup a project team and write your formal project plan. One suggestion for a technology tool here might be the Zoho suite of tools that allows you manage processes like tasks, calendars, documents, reports and issues all within a single free tool.
Executing
Here the project manager coordinates all of the different activities that are going on and makes sure they are all on time and on budget. Here I think continuing to use the Zoho suite will work fine. Project managers could also look into services like Remember the Milk or ToDoIst to keep track of items. In addition to this, mangers could use a program like Skype to keep in touch with project managers.
Monitoring and Controlling
In addition to continuing to use the Zoho suite and / or Remember the Milk or ToDoIst to keep track of items, project managers may need to connect with the team virtually. Here I’d recommend AnyMeeting or ooVoo for a quick free way to have a video web conference with the team.
Closing
Here you are wrapping up the project and celebrating your success. Why not head on over to ThinkGeek and buy your team some cool gifts.
So, these are some ideas. What do you use for project management? Let me know.