What is Project Management? Before answering this let us understand “what is a Project?”
As defined by PMI - It's a temporary endeavor undertaken to create a unique product, service or result which has a defined beginning and end in time. Few basic examples of project are; developing a software, construction projects, manufacturing automobiles. All the above mentioned projects must be managed efficiently so that we can complete it on time and within the given budget. This is where Project Management makes an impact.
PMI defines Project management as the application of knowledge, skills, tools, and techniques of project activities to meet the project requirements. It has always been practiced informally, but began to emerge as a distinct profession in the mid-20th century.
With recent development in technology Project management is no longer limited to emails or file sharing platforms. For your project to be successful it is important that you have the right tools available at your disposal. Few years back the tools which were available only on papers have become a reality and are proving their worth in the project management field.
The following aspects allow for smoother operation, increased efficiencies, and a better overall collaborative experience:
Time Management: For a project to be successful it is very important that we meet all deadlines and complete the project on time. For this we should organize and plan, how long we are going to spend on specific activities, which in short refers to “Time Management”. In the pre-industrial era time tracking was vague and it depended on lot of factors. In the industrial era time management gained importance because we shifted from agricultural economy to industrial economy. In this era we focused on time tracking and which would help improve our productivity and speed. It is in this era of digital world we have different tools and apps that helps us focus on our core tasks. There are few apps which will send you weekly reports about your time spent on various activities. There free online tools available which generates to-do lists with priorities, so that it becomes easy for the user to track their progress.
Instant communication: Instant messaging helps you send information back and forth in real time. Few years’ back one didn’t had the option of using skype or other communication tools for instant messaging. Earlier all the requirements were gathered at one go and the internal team used to work as per the requirements gathered in those meetings. Some companies used to send their employees on-site, so that they can discuss the requirement with client and the project would move faster. Instant communication came to prominence with the rise in social media but soon business professionals realized its importance about how it can be used for business communication. Instant Messaging allows real time communication between two people working at different parts of the world without having to pay any charges. Shipping companies and freight brokering organizations benefit greatly from the reduced cost associated with using instant messaging. It gives you the flexibility to work from anywhere be it your home or whilst traveling.
Budget Tracking: Few years back excel was the primary tool to track business expenses. When it came to managing multiple varieties of expense, the length of the formulas in excel would increase and it was complicated for people to understand especially during handover of projects to a new member. Recent updates in project management tools and business budgeting programs have made life easy by automating the calculation.
Data Backup: One of the most important thing in any field is to have your data intact. We usually refer to archives while working on projects to get a better idea. Earlier we used to store data in magnetic tapes, HDD, CD-DVD and then Flash Drives. These devices helped you to store your data, but to access the data from these sources, you must have these devices handy. In recent years technology has made it possible to back all our data as and when you are working. You can store your data on cloud to access it from anywhere and you always have the option of External Hard Drives to back your data, just to make sure that your project doesn’t fail even if your computer does.
All the features mentioned above are good on their own but they will work best for you if you can collate them into one interactive program that manages all your project.
Thus we can see that, with the evolution of technology, project management has become much easier. With the right fit for your firm you can see drastic changes in your management style, which will definitely help you attain a better place in this competitive environment.
About Author:
Akash Poojary is a consultant in Systems Plus Pvt. Ltd. Within Systems Plus, he actively contributes to the areas of Technology and Information Security. He can be contacted at: akash.poojary@spluspl.com
