The Right Project Management Tools to Make You Savvy and Smart

1. Initiation DocumentThis is the most important tool and first step of project management—the paper agreement. Here you are defining the project, making sure that everyone is aligned in work and objectives. This document must address the What, Why, How, Who, and When of the project, including the following items: * Project’s Objective * Scope of Work * Deliverables * Timeline and Budget * Assumptions2. Project PlanDepending on the scope of the project, this can be in the form of a simple text document, excel spread sheet, or Gantt chart. If it’s a large project, the plan should take different forms according to different phases. The text document is sufficient for showing main deliverables, dependencies, and a general timeline. The Gantt chart provides a more thorough representation of the project’s process. Other things to consider: * Plan milestones * Also break your milestones into items that can be delivered every 2-3 days * Make clear assignments of tasks to each team member3. Risk Management PlanRisks are everywhere, so it is essential that you acknowledge its existence and possibility of occurrences when managing a project. As a team— * Identify risks * Rank them by likelihood and severity * Brainstorm solutionsAlso, don’t keep people in the dark. Along with the project plan, your risk management plan is something you should share with your client so that when issues do occur, they don’t see it as the first signs of project failure. In fact, they will see your risk management plan as a meticulous approach to the project. 4. Progress UpdatesIt is important to inform people of the project’s overall progress. Keep it succinct. The progress report should show the following points: * Overall status * Issues * Delays * On/Off Track * Milestones/AchievementsTalk with the client to see which method of update they prefer—casual email, formal documentation, telephone—as well as the frequency. 5. Project Management SoftwarePM Software exists to help your team be on schedule, keep track of budget, and collaborate effectively. Do your research and find one that is easy to use and fits your needs.

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