Central to productivity is keeping tasks ordered and planned. Managing several projects at the same time can be challenging. However, through a few project management tools, we can save time and avoid miscommunications within the team.
Most KONUX team members use the online task manager Asana. It offers the organization of group projects, progress reports and, most importantly, a comment function to discuss specific tasks on the spot. What do they say? Tidy to-do-list, tidy mind? It helps us not lose sight of our tasks. Adding subtasks, working on them one by one , and checking them off improves both our project and time management.
If projects require several people to contribute, we break tasks down to smaller pieces, assign them to different people and check their progress instantly. If we are not sure of how to complete a task, we can always add colleagues as followers and discuss the issues directly. This makes us complete projects more efficiently with a collaborative effort.
Asana makes it easy to achieve interconnectivity in the team. We can attach documents to specific tasks, exchange ideas and keep up to date with everyone’s deadlines. We won’t hear: “What’s the status of this?” ever again. Asana helps us be transparent and improve our productivity through a structured communication.
This is another great discovery, which our marketing and design teams like to use. Trello is a collaboration tool that gives us a visual overview of our projects by organising them in so-called ‘boards’. We can easily manage our teamwork by pinning down tasks that need to be completed and assigning them to the right person. We can ensure that everyone is working on specific tasks and that the entire project gets finished in time. Dividing the board into separate sections further helps us track our progress:
1. Backlog - this is where any team member can contribute ideas. We will go back to these ideas later on if we want to develop the project further.
2. In progress - These are the tasks that we are currently working on.
3. In review - These tasks need to be approved by a supervisor or need further iterations.
4. Done - Once tasks are approved and fully completed, we move them to this section of the board.
We can also invite outside members, such as freelancers, to participate in our Trello boards. For example, if we work with freelance designers we can easily involve them in the project, assign tasks and check their progress. All of us can upload ideas or first drafts, add comments and make iterations. That way we won’t lose important information regarding a project. Trello helps us visualize our projects and simplifies our teamwork.
Both Asana and Trello are great real-time team collaboration tools. Depending on the project’s nature we use either of them and let our teams decide which one they prefer.
Efficient teamwork would not be possible without having all documents stored in one place. Google Drive allows us to keep track of all content we produce or compile within the company and make sure that important documentation won’t get lost.
In order to quickly divide our work, assign tasks and share knowledge we use Google Docs and Google Sheets. They allow for multiple people to edit the same document, making it easier for us to work together. We also use them in meetings, as they are a convenient tool for taking notes simultaneously and having all the information in one place. At the same time, we can give feedback directly in the document and make suggestions on how to improve our work. This saves us time and we can make our work faster. Another option we use to share relevant notes instantly, before they are added to an official template, is Google Keep.
Tricks for successful project management
1. Use Asana and Trello to pin down any details connected to new projects. They can be your basis for successful teamwork.
2. Sync tasks from Asana with your calendar. This way you can keep track of your deadlines and manage your time management.
3. Turn on Trello notifications in order to keep up-to-date with any changes that are made in your project.
4. Activate the offline editing modus for Google documents to efficiently use the time travelling to a meeting or an event for last minute preparations.
Applying the tools above helps us stay productive, keep on top of our work and banish those “but I don’t know what to do next” thoughts that used to hold us back.