Businesses in the service industry often fail not because of lack of skill or resources, but because they struggle with organizing project management tasks effectively. A successful project requires a clear game plan for completing each task and phase — and that plan breaks down when unresolved issues from one phase spill into the next.

The companies that thrive are those that have their projects dialed in. They understand each step, anticipate potential problems, and account for variable costs before work even begins. Because of this, they can confidently offer firm, fixed pricing. Their experience and structured approach provide a built-in cushion for unexpected challenges, preventing costly delays or project overruns.

How to use a project management system?

Project management systems vary but we have found that the key elements to a good project management system is the ability for it send to clear and concise emails for a specific task to the client or the team member.

• Client Receives Emails
  • Updates, inquiries, and completion of tasks
• Service company receive emails about progress or completion
  • From client
  • From team leaders

Sooo many Emails in a project!!!

Obviously, communication can get muddled when there are so many threads of communications.  Ultimately, returning to the “client portal” for a reviewing or finding an update at specific phases or task is essential to moving the project forward.  The client portal is a website for where one or many projects in our project management system reside.  However, every platform has its weaknesses.  In Autotask Projects Manager case, the client portal is desperate need of an upgrade or overhaul.  Fortunately, the Autotask development team have begun to overhaul the engine for making this makeover.  In the meantime, work with what you got.  We have created a Autotask Project Consulting video to address questions concerning time entries and its related communication.

 

About Project Management Systems

 

They are many project management systems out there.  Some are pretty generic, of size fits all approach.  These systems include Asana, Basecamp, etc.  Our project system includes three major components:

• The project itself
  • The project phases.
    • The tasks in the phases.

Key Aspects to Making the Project Management System Work

• Organize your thoughts into specific tasks.
• Reign in the conversation if it bleeds out into other tasks and phases.

 

What does a project management system look like?

See below…

 

 

 

 

Organizing Project Management Tasks Summary

It’s a team effort but a successful project is possible if everyone knows where to locate the task at hand, communicate progress updates in that task, and does not respond outside the confines of that task.  Need help organizing project management tasks?  Our team deployed thousands of projects.  We get it done right the first time.