Tools in project management: how to improve communication?

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We write a lot about communication, because we put much emphasis on it. We often highlight its important and downright key role in project management, but of course not only there. We’ve already pointed out the major problems connected with communication and the ways of solving them. However, we haven’t shown what kind of tools we’ve been using to improve communication.

It’s time to catch up.

All that we recommend, surely is neither the best nor the worst. However, we have already performed several various projects so that we know which tools are the optimum, in other words - what really works.

Below we present three key communication tools that make your everyday work easier, also the one connected with project management.

  • Slack

The tool that is an effective e-mail eliminator and the great area for teamwork development. It works perfectly well as the internal communicator both in a project and in a company.

It’s easy to use on the one hand, and very functional, on the other.

One of its main advantages is surely multithreading.  While using Slack you can create various topic channels and invite selected people. It works like Twitter where we use # for marking topics, and @ for persons.

Slack Tools Art Strategy Group

Source: Slack

Slack Tools Art Strategy Group

Source: Slack

This creates the internal multichats that are assigned to the specific topic or groups. In case we need that, we can also send a private message to a person or a group of people. We also have the possibility to attach files, photos, notes, and when we lose something, we can easily find it through the internal browser. The truth is that’s a real facilitation, taking into consideration the amount of time spent on searching our mailbox for the given data.

Slack Tools Art Strategy Group

Source: Slack

The tool is available for the mobile devices and Pcs, and what’s important, it’s compatible with Trello, Google Disc or Dropbox. In addition, it has the advanced notification system, enabling monitoring channels, groups, or particular words appearing in messages.

It’s all happening in the real time, the synchronisation is immediate, which is very important for keeping the work dynamics.

In the upgraded (paid) version, you can also share the screen and do the video talks.

In 2017 Slack exceeded over 6 million of users! I wonder if there were any research showing to which percent the number of e-mails sent internally in the organisations decreased after implementing the software.

As an alternative, we use Skype for Business, Face Time or WhatsApp, which saves us a lot of money in case of projects run beyond EU.

 

  • Droptask

Our key tool for project management. We’ve tested loads of them, and now we’re focused on this solution. Why? Because of its simplicity on the one hand, and the numerous practical solutions on the other. Droptask enables you to create projects as the main rings, and, tasks in their boundaries. You can assign tags, dates and people involved. And it’s all in a form of a user-friendly interface.

DropTask project management tool Art Strategy Group

Source: DropTask

Special attention should be paid to the possibility of setting the relations between the tasks. In this way we can prioritise tasks and design the current workflow.

In each created task we can mark progress and effort, discuss things (just like in Slack, using @ we select people to whom we address our message), and attach files. The tool has also the e-mail system of notifications and reports. They remind us which tasks are due today, in the future, or where the delays appear.

DropTask is easy to use, functional and eye-catching. It works perfectly well in most projects run by us. There are of course more complex tools, but our needs are not that big. We don’t want the style over substance, so we choose the optimal solutions.

  • Trello

The popular Trello is less advanced tool for project management than DropTask. We recommend it too. It works as a “to do” list. You can create the board for each project topic area, where the lists and then the cards of “to do” tasks can be created. These cards in turn can be prioritised, relocated freely between the lists, assigned to persons, tagged, scheduled.

Trello project management tools Art Strategy Group

Source: Trello

We can also send files and get notifications.  This solution is a simpler version of DropTask, but equally effective in case of smaller, less sophisticated projects. It also works perfectly in our everyday life thanks to the fast way of adding cards with “to do” tasks, so as not to forget about them ;)

Trello is available for both PCs and mobile devices, thanks to which we have it fully synchronised.

Beside all the above-mentioned life and work facilitators we also use one more advanced tool for project portfolio management - LYNX.  In a nutshell, it’s a system for planning and managing many projects that are run in the same team.  It shows who and to what extent is loaded with work, considering all the ongoing projects. This tool is extremely important for us, that’s why we’re working on the dedicated article describing its features. Look for it!

 

At the end, one more time, as we pointed out at the beginning, the tools presented by us might not be the best ones or the worst ones, they just work. If you haven’t been using any of these so far, try them out! They really make work easier!

Till our next reading!

author
KOMENTARZE