Project Management Systems: Keeping Your Business on Track

A handy system you want to have in place is a project management system.

Project management plays a crucial role in the success of your business because, in reality, everything is a project. A project management system helps keep you organised, on track, and efficient in getting things done and achieving your business goals.

When looking at how to set up project management systems, there are a wide range of tools and methodologies to choose from.

Software such as Asana, Trello, or ClickUp can help you organise your tasks, stay on top of everything you have to do, and track progress. Additionally, they allow you to collaborate with your staff in bringing together assignments and progress tracking.

Heptabase is my favourite and one which use personally and which brings together all of my reference material for these Notes. But choosing a project management app is a very personal decision. You need something that makes sense for you like to work. So I always recommend trying a range of tools apps before committing to a final choice and embedding its use into your company workflow.

Once you have your fundamental toolbox in place it’s time to look at some tips for organising tasks and setting deadlines.

Start by creating a comprehensive task list for each project. Break down the project into smaller, actionable tasks. This helps ensure that nothing falls through the cracks, and it keeps you on track.

Next, prioritise those tasks, taking into account the fundamental importance to the project along with any dependencies where one task cannot be carried out until an earlier one is complete.

Figure out what is important and absolutely must be done. I also identify the “nice-to-haves.” Prioritising helps you focus on the critical actions and avoids you feeling overwhelmed.

When it comes to setting deadlines, be realistic. And build in some contingency time for unexpected delays or challenges – because they often occur. But do set some sort of deadline structure, because that maintains the sense of urgency to keep your projects moving forward.

And finally, keep in mind that project management isn’t just about getting things done. It’s also about continuously improving the process of project management in itself. Take time to evaluate what’s working, learn from your past projects, and then refine your approach. That way, you’re always getting better.

The most important take away from this Note, is that no matter what type of project you are embarking on whether just a few simple steps or a long-term and complex logistical challenge, by always approaching in exactly the same way you quickly fall into a routine where the project management itself becomes a natural process, moving away from focusing on the nuts and bolts of actually managing the project in favour of completing the necessary action steps to deliver the final project outcome as efficiently as possible.