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The cursed legacy of Microsoft Project

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StrategyDriven Project Management Article |Project management tool|The cursed legacy of Microsoft ProjectThe idea of having a project management tool completely separated from your processes and task management is, or should be, a thing of the past. For some time now we’ve entered an era of having everything connected and if you’re still on the sidelines, this article is for you.

There are still thousands of companies using MS Project and other, similar tools for their project planning. I blame MSP for the current gap in the understanding of how important it is to connect both project and processes worlds. MSP never expanded beyond its own environment and very few people realized the missed potential. If you’re one of them, imagine this:

  • every task you plan can be immediately assigned to a person, who is notified about this,
  • the task assignee can start working on the task and change its status, thanks to which you get immediate info about the current status of all the tasks in your WBS,
  • the assignee can also report time spent on the task so that you also get instant and accurate info about the task’s progress,
  • all the data can be aggregated and reported,
  • everyone can have access to the project plan,
  • every member of the project team has a personal dashboard with all the upcoming tasks clearly listed.

Does that sound like a fantasy? Of course not! It’s the minimum you should have with the current market trends.

Jira – the most popular tool for handling your processes

Out of many tools available on the market, Jira is the one we recommend the most. With its cloud instance available within just a few clicks it’s probably the easiest one to start with. It’s really a matter of minutes and you can start creating your first Epics, User stories, Tasks, Sub-tasks, or whatever you need.

Jira also has very robust administration capabilities. It’s well designed with complexity on demand built into the tool. You can restrict data access, manage roles for people, group them and make sure that your data is secured on several different levels.

Talking about data, you also can create your own issue types, statuses, workflows, link types, and many more. When it comes to flexibility and accommodating your different needs, Jira is like no other. It’s definitely one of its strongest sides.

But pure Jira is just the beginning. For specific needs and broader applications of its functionalities, Jira also offers thousands of Apps that can be added to your core system. Those Apps allow you to extend the capabilities of Jira even further.

Some of these Apps allow you to extend your project management capabilities. We at Genius Gecko are experts in implementing project management solutions in Jira. We constantly analyze all the tools in this area, so that you don’t have to. We also have our favorites when it comes to creating reliable project management solutions.


BigPicture – a PPM solution for Agile, Waterfall, and Hybrid approaches

BigPicture has been available in Jira for many years now and it’s grown into the best tool out there.

It offers a unique way of organizing your projects into programs and portfolios with Boxes, which are its building blocks. Interestingly, you can also use Boxes to break projects into smaller pieces, like Program Increments, Iterations, Sprints, Teams, Phases, Quarters, Months, or whatever you may need.

If you’re working with a waterfall approach, BigPicture has a built-in Gantt chart that has you covered. It also comes with all of the important features like milestones, markers, data aggregation, data grouping, dependencies, unlimited hierarchy, what-if scenarios, and more.

If you’re agile, BigPicture has you covered too. It has a super-functional Board module which allows you to plan your sprints ahead of time for multiple teams at the same time, and later on of course also follow the progress of work, all in real-time.

And here is the best one – if you’re a Hybrid, somewhere in between Agile and Waterfall, BigPicture has you covered as well. It has several features that allow you to connect both worlds and still manage your projects in an effective and user-friendly way (and I mean both project teams and stakeholders).

That’s not all at all, though. BigPicture has a lot more to offer. Because it’s built on top of Jira, it’s reusing all the data that Jira has. Everything you’ll be planning in BigPicture either comes from Jira or will go to Jira (when you create it). This is exactly where the big difference lies. You no longer have a tool for just doing your project planning, you have a tool that seamlessly connects your projects with project teams, stakeholders, project sponsors, dev-ops, IT, marketing, sales, and anyone else involved. All the important information is in one place. You can always revisit it, see all the changes, and notify people when something important happens, or when a new task for John has been added.

You can also manage your resources through BigPicture, and make sure that you have enough people for the job, that they are not overbooked, that they have appropriate skills, and that their workload plans and holidays are taken into account.

You’ll also be able to easily manage risks for your project, create objectives and goals for everyone to follow, and build your own reports.

BigPicture training – a sure way to successful implementation

BigPicture is an amazing tool and it deserves to be looked after. We’ve been working with it from the beginning and based on our experience we can tell that if you want to get the most out of it, make it work seamlessly with your Jira environment, make sure that all the reports are doable, and climb to that next level of project management, it makes sense to have someone help you achieve it.

You’ll be able to:

  • get clarity on your goals,
  • ensure the proper flow of information,
  • make your teams more engaged,
  • manage your resources with short and long-term planning,
  • manage your project risks,
  • build informative and easy-to-read reports,
  • track time for your project items,
  • save time thanks to automation and templates.

We currently have almost 70 companies that we’ve successfully trained or guided through the implementation of BigPicture and we’re constantly getting new prospects interested in working together.

If you want to learn more about our awesome BigPicture training, or:

  • managing projects in Jira environment and have us help you find the best tool for your needs,
  • implementing processes and tools in Jira,
  • working with other PM tools like Structure, Advanced Roadmaps, or any other Jira App

Reach out to us and let’s have a chat!

Be extraordinary!

Tom Pabich

SEO of Genius Gecko

5 Innovative Software Systems For Your Business

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StrategyDriven Managing Your Business Article |Software Systems for Business|5 Innovative Software Systems For Your BusinessMany businesses fail because the owners often find themselves preoccupied with internal business processes instead of the actual business. Owners are thus encouraged to automate most of their internal processes, to prioritize their sales and marketing.

Businesses can automate their processes by implementing governance risk management and compliance (GRC) software to help them achieve their goals and objectives while robustly addressing risks.

An excellent example of a GRC is the Service Now GRC, which enables swift business transformation based on risk-informed business operations.

Software systems are perfect automation tools that businesses can eliminate unnecessary time spent on menial and repetitive internal processes.

These applications increase and measure productivity while performing other business functions accurately and efficiently.

Here are five innovative software systems for your business.

Accounting Or Payroll System

Accounting is by far the most tedious of all business processes. A business must keep track of its salary payments, tax calculations, and day-to-day bookkeeping records.

Although people can do all these operations, the high probability of human error is a significant risk leading to destructive financial and legal issues.

Project Management Software

Projects typically consist of many sub-tasks that are done concurrently or simultaneously. These subtasks have to be adequately monitored and managed through the project lifecycles. Usually, each task has its timeline, budget, and personnel.

Managing these tasks requires incredible transparency and oversight, which many businesses often struggle with. Implementing a project management system will consolidate sub-tasks into one central hub where the responsible parties will update each subtask’s progress, budget, and timeline.

This amalgamation of information will allow businesses to monitor the progress of each task closely and hence stipulate the overall budget and timeline of the project.

Communication Software

For a business to run operations smoothly, it must develop an open and direct line of communication between all involved parties. Without this direct line, a company may experience many omitted or incorrect flows of information, thus leading to poor productivity and outcomes.

With the rise of remote working amid the COVID-19 pandemic, businesses have had to figure out a way to keep their workers connected and informed about various operations.

As a result of this surge in demand, the use of video communication tools such as Zoom, Google Hangouts, and Skype have skyrocketed in the last two years. Along with messaging or chat-based apps such as Slack and Microsoft Teams.

Web Development Software

Another surge influenced by the pandemic is the demand for functional and visually appealing websites. Many blue-collar brick-and-mortar companies found themselves out of business due to the lockdowns. As a result, they had to pivot their business models to suit the new normal. Business owners had to get online to get to their customers.

Web development is not an easy skill to learn, and it is also very costly. In response to the demand, web development companies like WordPress made it easier for people to create their websites by creating a simplified drag and drop methodology that anyone with a computer can master.

Customer Relationship Management Software

Customer satisfaction is an essential aspect of driving sales and business growth. A customer relationship management (CRM) tool helps businesses establish and nurture long-lasting relations with their clientele.

The software allows direct and continuous communication with customers from the beginning to the end of their purchase. CRM provides support to customers even months after they have made their purchase.

Businesses can conduct email-based surveys and collect feedback on the buyer experience and service satisfaction.

Software systems are a practical approach to improve business processes, reduce lead times, and minimize overall costs. Businesses are highly encouraged to use these applications to avoid redundant tasks and solely focus on their core competencies.

Detailed Guide to Project Management Principles and Phases

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StrategyDriven Project Management Article |Project Management|Detailed Guide to Project Management Principles and PhasesProject management is a process that involves planning, executing, and managing a project to ensure successful project delivery. A project is a one-time activity that focuses on a particular goal, though sometimes it could be for a set of outcomes. Commonly, a project refers to developing a computer application, updating an application, etc. There are essential aspects of the project, such as scheduling, monitoring, and closing the project that is a part of the project manager’s responsibilities. The job of a project manager includes directing and managing project work, such as setting up project goals and objectives, identifying tasks, and allocating resources, as well as calculating budgets and deadlines.

A project manager often uses project management tools to make these tasks easier and more efficient. Further, every project has a set of principles and phases that help make the project workflow smoother. Let’s look at these principles and stages in detail.

Project Management Principles

While aiming for successful project management and delivery, following a set of principles can make the path to successful implementation easier. Below are some common project management principles that can be applied to any level of a project.

  • Project planning

A good starting point for developing any project is clearly defining the goals and vision of the project. This helps plan the project structure. The PM can include work packages to be assigned to the project team; the project workflow chart; and the project milestones.

  • Project structure

A clear project definition should be established at the beginning. This definition involves the entire project team at every step to facilitate smoother functions of the project.

  • Transparency

Maintaining a certain level of transparency through the project management lifecycle helps everyone stay updated on the project’s progress. Ensure that you present an overview of the project status to the client or stakeholders at each stage of the project.

  • Risk management

Risks are a part of any project, and it’s the role of a project manager to plan and budget for these risks. Also, keep in mind that every project is unique and has different goals, associated costs, appointments, and performance. Identifying these risks at the right time can help you address negative developments early on.

  • Managing project disturbances

Developing strategies to overcome risks and roadblocks will help you stick to the project timelines. Your experience, skill set, knowledge, and instincts will help you identify and address risks in time.

  • Project success

Project success can imply various things. Depending on the project goal and customer requirements, project success should be defined at the beginning of a project. It should include project terms and key measurable criteria for defining the project.

Project Management Phases

Almost every project management lifecycle goes through five phases. These project management lifecycle phases categorize what the project is about and how it will be carried out from the beginning to the end. Following are the five phases of project management:

  • Initiation

This is the beginning of any project. At this stage, the project value, feasibility, and goal are determined. Generally, a business case report and a feasibility study are created before the project is approved or rejected.

  1. The business case report justifies the need for the project and the return on investment.
  2. The feasibility study comprises the project goals, deadlines, and budget.
  • Planning

The next phase in the project management lifecycle is planning the project. This stage focuses on:

  1. Gathering a project team and creating workflow charts to meet project deadlines.
  2. Creating an accounting of the resources required, financing, and materials.
  3. Determining the risks associated with the project and how they’ll impact the project.
  • Execution

Once the project planning is complete, the project execution begins. This stage starts with assigning the team members their tasks and monitoring the progress of these tasks.

  • Monitor and Control

It is the project manager’s role to continuously monitor the project to ensure that it is progressing smoothly and as planned. This includes:

  1. Tracking the deliverables and ensuring that the planned quality of deliverables is met.
  2. Monitoring expenses and control cost changes.
  • Close

The final stage in project management is closing the project. This stage comes after the project goals and objectives are met. Project closing includes the following:

  1. Ensure all the deliverables are complete.
  2. Close outstanding contracts and archive the paperwork.

To Conclude

This is just a brief idea of what the project management process entails. To get a thorough understanding of the project management process and all its aspects, opt for a project management professional course. The delivery of a project is just one of the elements in project management. It also involves quality, discipline, and goal-orientation, all of which can be developed by taking a professional certification course in project management.

WorkFlow Optimization Begins with You: 3 Types of Software No Business Owner Should Forget to Implement

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Optimize the Workflow of any Business with Software Implementation

StrategyDriven Entrepreneurship Articles | WorkFlow Optimization | WorkFlow Optimization Begins with You: 3 Types of Software No Business Owner Should Forget to ImplementMost businesses are started because a person or a group of people have a particular passion, and they want to use that passion to drive their work. Bill Gates and Paul Allen shared a passion for computers and technology, and Microsoft is the result of their work. Steve Jobs had an interest in electronics and gadgetry and his vision was to put a computer in the hands of everyday people. While passion may be needed to get a business idea off the ground, there are several other aspects of a business that needs to be managed well for it to succeed. Workflow is something that needs to be organized and efficient, but it might not be the area of passion for most business owners. There are several types of software that can help optimize workflow and put businesses on a path to increase efficiency and overall success.

Project Management Software

The initial stage in a workflow process for most businesses is some sort of consultation, request, or order from a customer. Paper forms are still common in the business world, and these forms can cause a disruption in the workflow process. Paper forms can be misplaced, they can sit on a desk for long periods of time, and they represent a very inefficient way for employees to communicate with each other. Regardless of the size of a business, the communication between employees is critical to how efficient the business will run. Implementing an order management software system as part of an overall workflow solution can be a positive step toward making things run more smoothly. Project management software can create a proposal for a customer which can lead to a purchase order. The purchase leads to an invoice, and many systems have credit card processing built in to complete the transaction.

Accounting Software

Businesses need to manage money coming in as well as money going out. An accounting software like designdocs can help with paying bills, collecting money from customers and payroll for employees. One of the biggest advantages in an accounting software system is the ability to run specific reports that make the overall financial management more effective. Detailed proposals for customers can be generated quickly along with invoicing for those customers. Overall company financial reports and tax reporting documents can also be generated much more quickly and accurately with the help of a software program. The American Payroll Association concluded that companies not using software systems to help with workflow will spend twenty-five percent more time working on accounting tasks.

Communication Software

In the midst of all the work being done, there needs to be an easy to understand the system in place for all employees to know what needs to be completed, and when the work needs to be finished. This is critical when information needs to move between people in different departments that are all working on the same project. When there is a gap in communication between people, that can slow down or disrupt the flow of work. Having a system where everyone can access the same documents, reports and customer notes will encourage teamwork and promote a more cohesive environment.

Optimizing workflow with software has the immediate benefit of organizing the workload for employees in a way that makes it very neat and user-friendly. This puts employees on a path that is going to decrease the frustration and inefficiencies that can come with a paper system. In the long term, workflow optimization can increase inefficiencies and help businesses see more success.

Mobile, Native Apps and Project Management Software – What’s the Connection?

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Remote work is seeing a steady rise, and key to making it possible is cloud computing and the continuously rising mobile usage rate. You’ve heard of the BYOD (bring your own device) revolution, and whichever side of the BYOD fence you’re on, there’s no denying that mobile devices are becoming more and more ubiquitous in the workplace.

Enterprises of all shapes and sizes have chosen to embrace the mobile landscape, taking advantage of enterprise-specific mobile apps to keep their employees productive even when outside the office.

In the project management arena, it’s been established that projects are better carried out by teams, and teams nowadays can be dispersed geographically, hence, the growing prevalence of cloud-based project management software to keep these teams connected. Cloud-based also means the ability to access the project management application via any device – PC, laptop, tablet and smartphone.

How’s your mobile experience?

Now, step back for a moment and recall how using your phone to browse a site not optimized for mobile makes you feel. Does adjusting the text to a size that’s easy on the eyes, then swiping horizontally and vertically to read an article in its entirety put you off? What about Flash or Java and their effect on load time? Or pop-up windows, perhaps? If they do, it most certainly is the same story for a lot of other users.

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About the Author

Maricel Rivera writes content for Comindware, a business solutions provider whose project management software offering, Comindware Project, provides a whole suite of project management capabilities and comes with native apps for both the iOS and Android platforms. You may connect with her on Twitter.