At the core of their egos, most like to believe they possess the experience and brain power to multi-task, foresee and navigate through even the most complex undertakings. Most are, after all, in business of a chosen field because they are experts, perhaps the best. History, even that predating information systems, tells a very different story. Ample evidence exists that endeavors requiring more than a few simple steps, or multiple projects no matter how simple each, are completed far more efficiently when a project management system is implemented. In our computer age, this means Project Management Software like Clickup (see Zeb Evans).
1, 2 & 3: Foresight, Sequencing and Resources
The primary value of a “Project Management” system, particularly as it evolves through common-type applications, is the development of focused and thorough foresight of required tasks. It stands to reason that the oversight of details during past endeavors should lend to more effective future planning. Project management software implemented correctly incorporates past experiences to create ever improving task planning. Additionally, most software packages also provide for task sequencing, greatly reducing errors that require back-tracking and keep the horse before the cart. If your drywall contractor shows up before your plumbing “rough-in” is complete, the project’s profitability sees major decline. Finally, BOTH a thorough inclusion of tasks and an effective plan for sequencing them, lead to a realistic dedication of resources, equipment and personnel. Whether customers have accepted a bid, pay a flat rate or a cost-plus type contract, this clear view of the true project requirements keep providers profitable and clients satisfied.
4 & 5: Progress and Completion
Where the rubber hits the road is often the most important contribution of a project management system. Having properly charted a course, addressing it regularly clearly illuminates how the actual progress matches the plan. Milestones met or missed effectively direct management personnel when to accelerate progress, or perhaps divert resources to another project in need. Significant costs savings are often realized by adjusting resources to match the needs of a project, and are unveiled by reviewing the “roadmap” in light of current progress. Alternately, last-minute panic expenses, often the most costly, can be avoided when prior weeks or months are utilized to get back on track. Lastly, one sneaky and often overlooked advantage to proper project management is crossing the finish line. Routinely the lions share of tasks are completed smoothly, while critical completion items run off the tracks. Close-out tasks, inspections, certificates and the like, when they are foreseen, can be pre-planned and executed properly to effectively “button up” the loose ends of a project.
Project managers often think their value is “A-to-Z” knowledge of the needs of a given undertaking. The simple truth is, those who wisely employ the power of a Project Management System, particularly in the computer age, demonstrate a greater dedication to the effective planning and completion of their projects.