Of course, the most useful management systems will be for company managers, because thanks to them they will be able to learn everything about the work of their firm and even control the productivity of each employee. However, it is not only managers who need a PMS.
For managers of states and divisions, it is just as necessary and useful tool that helps with the solution of many problems. With the help of the management system, an executor is selected who will accurately cope with the tasks assigned to him, or the motivation of employees is improved due to the fact that they are shown the efficiency of their labor. In addition, it is very easy to monitor the quality of employees’ work.
Ordinary workers also benefit from management systems. They are given a tool that frees them from routine activities such as paperwork and reports. Most of the PMSs have made these functions automated. Among other things, management systems make it easier to interact with contractors and clients because all the necessary information is in the database.
If you had to work on a large project in the company, then you should know about such a service as Trello. It is a cloud-based control scheduling system. To work in Trello, the first thing you need to do is to create a board that will show the whole project: stages, specific tasks, deadline for each task, employees assigned to its fulfillment.
For example, project phases are organized into columns, and certain tasks are organized into cards that are moved from one column to another as the work progresses.
If the project is a group project, each participant should have access to Trello so that everyone can track progress. Added users can be assigned to cards. To make it easier to navigate through such a large amount of data, the service has labels for cards. For example, for developers to quickly find cards with tasks intended for them, they can be given a different color. This is also done for other participants.
If one task is performed by several employees, you need to create the necessary tags in the card and add a checklist. After completing his part of the work, a person will be able to put a mark on the corresponding checkbox.
In order to control the deadlines of the tasks, each card has its own deadline, which will be visible on the calendar.
A lot depends on the person, and no one is immune to mistakes. It can happen that an employee forgets about some task and because of this the project will not be delivered on time. To prevent this from happening, in the card settings create a reminder for the attached employee and specify the date when it should be sent to his mail. This way, the person will remember that he/she needs to complete the task and will be on time by the deadline.
Professional project management systems work almost as well, but, often, they are not cloud servers, but programs that can work with other enterprise platforms. And if this capability is not available, this can easily be changed.
Required features of a project management system
Every project management system should have features such as:
- Electronic document management.
- Multidimensional analysis and reporting.
- B2B services for interaction with subcontractors.
- Advanced project control through various methods.
- Registration and work with bids.
- Description of stages and nuances of project tasks.
- Providing resource and cost information.
- Creating and adding individual checklists.
- Creating automatic recurring requests based on a template.
- Availability of Gantt chart and employee employment.
It is for this reason that you need to explore different systems and tools to find what is right for your company.