Introduction
Technology tools are fundamental in project management since they can automate or utilize their core functions to track, monitor, and manage activities. In this regard, the project management for WeyFerry requires PMIS tools that will simplify processes, as well as scope management. Project managers require programs that enable effective management of time and resources, hence the need for the software that can be used to develop WBS, Gantt chart, financial reports, and communication platforms. In the bid to protect private information, as well as patent rights, it is crucial to ensure that information systems security for project management is free from breaching. On the other hand, the users should be in a position to operate the tools, thus the necessity for user-friendly tools. The following tools: Wrike, Trello, JIRA, and Smartsheet, effectively achieve some of the core project management goals.
Terminologies
Agile refers to the development approaches, which entail iterations, incremental improvements, and sprints with the aim of meeting customer requirements through standardized processes.
Activity list is a term in project management referring to a document detailing all the activities required to accomplish the project. The list entails identification and the description of the tasks.
Gantt chart is a diagram showing all the tasks constituting all the tasks in the project. It outlines time and tasks in horizontal and vertical axes, respectively.
The 3 Project Management Concepts
Communication Plan
Communication planning is central to the project’s success, given the diverse teams involved in the entire process. In essence, the project manager ought to design an effective framework for communicating with the stakeholders, focusing on the frequency and deliverables. It is, therefore, needful to identify the role of each stakeholder in realizing collective goals for the project. The exchange of information should be aligned to the project metrics, including occurrence within the schedule, resource allocation, and budget. The communication matrix is developed in line with project constraints whereas project teams contacts are provided based on roles, hierarchies, and escalation processes.
Strategic Planning
The selected software is among the most effective programs for project management, as they create an environment for accomplishing most of the functions—they are smart tools for strategic planning in complex portfolio projects. They enable the project managers to streamline workflows, measure progress, eliminate silos, and align activities with project goals and timelines. In project planning and scheduling, the tools enhance collaboration by standardizing fundamental elements for working teams, as well as ensuring that individual work preferences are taken into consideration. They also assist in following and adjusting necessary metrics in the project plans, schedules, and charts.
Resource Management
Scope and resource management enable the project team members to be accountable for their daily activities by improving priority setting and corresponding visualization, as well as enabling stakeholders to have centralized access for activities’ progress. Another crucial function of the programs is providing rollups, which are crucial for real-time tracking, summarizing progress, and generating reports that inspire stakeholders’ confidence. On this note, the ability to track progress and workforce productivity guarantees real-time updates essential for stakeholders’ engagement. The tools integrate planning tools, ensure resource management is straightforward, guarantee that agile teams have a functional platform for setting the necessary priorities, and allow smooth workflows. These technologies have the capabilities to track actual and baseline costs. Concerning strategic planning, they assist in aligning timelines, empowering people, and progressing the vision among the stakeholders, particularly the project team.
3 Common Features and Functions
Gantt Chart and Scheduling
The strategic planning and scheduling entail charts, which outline the execution metrics of the various project phases. The manager can utilize the dashboard to examine the corresponding initiatives, tasks their processes. The Gantt chart feature found in all the software, namely Trello, Smart sheet, Wrike, and Jira, helps derive work breakdown structure, duration, and milestones. In all the tools, this function ensures the project manager can establish a chart to indicate the phases, timelines, and the overall time required to complete the project. This strategic planning feature informs tracking and milestone targets and assists in predicting the completion timeframe.
Communication Feature
Communication is integral in project management, hence the need for communication features. Smartsheet integrates this feature with the communication window, departments and responsibilities, and the involved teams. Therefore, it assists in executing all the project phases, as well as achieving resource and time-based targets. Additionally, it offers contact information, which is crucial for both the management and team members to achieve collective goals. In the Trello communication feature, attributes, such as SendBoard, Advanced Comments Acute, Agile Card, Advanced Voting System, Alerts, Agile Cards, Approvals, BlueJeans Meetings, contact list, among others, are identified. These features are used for communication, as well as fostering collaboration. Wrike communication feature focuses on the departmental and team-based exchange of information, hence members can exchange folders and have access to tasks. Wrike also powers the comments function so that the users can communicate effectively. Other details displayed on the window include the date for starting and finishing the various segments, status, and information owner details. Jira, on the other hand, employs team chat for communication, which is presumed to improve productivity.
Task Tracking
The task tracking feature consists of columns, which are used in the management of tasks. The task statuses are classified as follows: Done, Review, In Progress, and To Do in Smartsheet and JIRA, while Wrike consists of In Progress, Completed, Duplicate, Cancelled, and Deferred. Wrike also contains the option of changing the tasks workflow. Trello accounts for task tracking and management by providing functionalities for adding To Do, Doing, Done, and backlog statuses. This feature offers the most fundamental options and functionalities for ensuring project success, given time, budget, and workforce constraints. The tools also offer insights regarding team members and their associated tasks. It also shows the extent to which assigned tasks are completed in terms of percentage. Additionally, this resource is crucial for benchmarking as it can be used to show targets. Importantly, this attribute shows not only dates and progress but also team members’ involvement and targets. In terms of project management, it assists in scope management and work management.
Conclusion
The efficient completion of the WeyFerry project requires proper tracking of time, resources, and tasks. In this regard, the schedule of activity timelines is crucial to the process’s overall success. With regard to project work management, it is crucial to consider task tracking in line with deadlines, targets, and resources. Additionally, stakeholders should communicate effectively throughout the project lifecycle, hence the need for a relevant plan. Wrike, Trello, JIRA, and Smartsheet are some of the most efficient tools for communication, strategic planning, and project work management. They contain crucial information-sharing features, a Gantt chart, and task tracking capability central to WeyFerry project management.