Digital Project Management - Tools of the time trade
As I recently wrote about time management, I thought it might be an idea to follow up and cover some tools I've used to help me with time management in projects.
While I think tools can be very helpful, especially during times of heavy work load (when things might get forgotten), they are only designed to assist you with time and project management and will not manage the project for you.
Remember The Milk
I started using Remember The Milk several months ago and have mentioned the app before in my The Little People post.
I really like the simplicity of the application, it lets you to record a list of tasks you need to complete, allocating the tasks to various categories, applying deadlines, attaching notes etc.
With its online presence, you login in and update your tasks from wherever you are (as long you can get online), which I find helpful, as I use it to remind me of personal tasks all the time.
I don't own an iPhone, but if you do, you can download Remember the Milk for your iPhone as well, ensuring you never have an excuse for forgetting the milk.
Gmail Tasks
If I am honest, I've only used Gmail tasks briefly, but I've heard they are very good for simple task management.Running from the increasing popular Google Mail interface they enable you manage time deadlines of simple tasks.
Enabled in your Gmail account from the Settings menu, then inside the Labs tab, simply click on the enable radio button and save your settings. Tasks should now appear on the left hand navigation menu.
The tasks appear in the bottom right corner of your mail account, similar to messages. They can be edited here, or if you want to edit something you've already entered, press "Shift" + "Enter".
To turn and e-mail into a task, select one or more messages and go to More Actions and then Add to Tasks. Or if you turn on keyboard shortcuts and you can use "Shift" + "t".
Outlook Tasks
It might seem odd to include an item like Outlook Tasks in a list of project management tools, or not. But I find Outlook Tasks (or similar tools mentioned above) far more productive, when it comes to the daily tasks of managing projects, than larger scale project management software.
Simple reminders of work load, deadlines tied into a calendar system. Prompting to remind you of tasks that need completed on a specific project.
Klok
I started using Klok while I was freelancing after being introduced to it via a friend. It's a good little time planning app that uses Adobe Air.
I still believe the user interface needs some more usability testing, I find completing certain tasks on the app slightly laborious.
It is very good if you are required to keep track of specific hours spent on various projects for your clients to assist with timesheets etc.
For me, I often need to look at an overview of work I currently have on. Klok doesn't really help me with this. Having to edit each time entry in a tab of the Project View is not the most functional way of editing the calendar view.
I know Klok were improving the user interface the last time I used it. Since then I've been quite busy at work, and have found myself using simpler task based tools to ensure I am on top of all work I need to complete or manage.
Concept Draw Project
Like Klok, I started using Concept Draw while I was first freelancing in digital media project management. I wanted to be able to produce project plans when needed, working on an Apple Mac in my home office, using Microsoft products on Apple's has never been something either company has encouraged.
Concept Draw produce a whole suite of tools for project management, a number of them specifically aimed at the creative industries.
Their Project tool has a very similar functionality to its Microsoft alternative, but I seemed to find it more friendly.
It allows you to a plan multiple projects, adding tasks, milestones, key deliverables, manage resources by name and many other tasks you'd expect from a complete project management tool.
I like the reporting functionality the software comes with and its overview of all ongoing projects.
It also integrates with all of the other suite products such as the Mind Mapping software, and exports in standard file formats should you be required to work on another application elsewhere.
Basecamp
Like Gmail Tasks, I've only played with basecamp a few times, but from what I've seen, and heard, its a good product.
Developed by the deservedly well known 37 Signals, the app is a fully functioning project management tool that is based online.
The app has a dashboard that allows you to view multiple projects at one time, with a pending tasks calendar and upcoming milestones.
You can view details of specific projects, share the information with other project team members, manage resources, create plans etc. You can also, due to its online nature, invite other external members to view progress.
I really like the concept of Basecamp, and my brief experiences of using it, mainly on collaborative projects, have been rewarding. I suspect I would have used the service whilst freelancing were it free.
I'm sure I'll get the opportunity to work with Basecamp again.
Microsoft Project
Probably the most common/popular tool within the industry, Microsoft Project. I've used MS Project on and off for over a decade, its usability has improved over that time, but it is still effectively the same software.
I use MS Project usually when a project requires a Gannt chart, which is less often in digital media than it was in IT project management. I don't find MS Project that useful for micro managing time and resources on a day to day basis, it's more helpful for overall project planning at initial stages.
It serves it's purpose well when needed, but it doesn't really set the world on fire, but then I don't suppose it was ever expected to!
We all have our own preferred methods of working at tasks, what's comfortable for one person, could painful for another. I still often find myself writing project details on scraps of paper and workbooks, then pulling them together at a later stage.
What's important is finding what works for you to ensure you deliver projects on time.
If you've got other tools you use that you'd like to share with me, please feel free to do so via the comments. I hope you find some of the above applications useful for your time management.
Related Links:
Have you got time? - Digital Signals http://www.digital-constructions.com/blog/2009/04/have-you-got-time-project-managing-time.html
Google official blog on tasks - http://gmailblog.blogspot.com/2008/12/new-in-labs-tasks.html
Digital Project Management - Episode 1 - Digital Signals http://www.digital-constructions.com/blog/2008/12/digital-project-management-episode-1.html
Digital Project Management - Episode 2 - Digital Signals http://www.digital-constructions.com/blog/2009/02/digital-project-management-episode-2.html
While I think tools can be very helpful, especially during times of heavy work load (when things might get forgotten), they are only designed to assist you with time and project management and will not manage the project for you.
Remember The Milk
I started using Remember The Milk several months ago and have mentioned the app before in my The Little People post.
I really like the simplicity of the application, it lets you to record a list of tasks you need to complete, allocating the tasks to various categories, applying deadlines, attaching notes etc.
With its online presence, you login in and update your tasks from wherever you are (as long you can get online), which I find helpful, as I use it to remind me of personal tasks all the time.
I don't own an iPhone, but if you do, you can download Remember the Milk for your iPhone as well, ensuring you never have an excuse for forgetting the milk.
Gmail Tasks
If I am honest, I've only used Gmail tasks briefly, but I've heard they are very good for simple task management.Running from the increasing popular Google Mail interface they enable you manage time deadlines of simple tasks.
Enabled in your Gmail account from the Settings menu, then inside the Labs tab, simply click on the enable radio button and save your settings. Tasks should now appear on the left hand navigation menu.
The tasks appear in the bottom right corner of your mail account, similar to messages. They can be edited here, or if you want to edit something you've already entered, press "Shift" + "Enter".
To turn and e-mail into a task, select one or more messages and go to More Actions and then Add to Tasks. Or if you turn on keyboard shortcuts and you can use "Shift" + "t".
Outlook Tasks
It might seem odd to include an item like Outlook Tasks in a list of project management tools, or not. But I find Outlook Tasks (or similar tools mentioned above) far more productive, when it comes to the daily tasks of managing projects, than larger scale project management software.
Simple reminders of work load, deadlines tied into a calendar system. Prompting to remind you of tasks that need completed on a specific project.
Klok
I started using Klok while I was freelancing after being introduced to it via a friend. It's a good little time planning app that uses Adobe Air.
I still believe the user interface needs some more usability testing, I find completing certain tasks on the app slightly laborious.
It is very good if you are required to keep track of specific hours spent on various projects for your clients to assist with timesheets etc.
For me, I often need to look at an overview of work I currently have on. Klok doesn't really help me with this. Having to edit each time entry in a tab of the Project View is not the most functional way of editing the calendar view.
I know Klok were improving the user interface the last time I used it. Since then I've been quite busy at work, and have found myself using simpler task based tools to ensure I am on top of all work I need to complete or manage.
Concept Draw Project
Like Klok, I started using Concept Draw while I was first freelancing in digital media project management. I wanted to be able to produce project plans when needed, working on an Apple Mac in my home office, using Microsoft products on Apple's has never been something either company has encouraged.
Concept Draw produce a whole suite of tools for project management, a number of them specifically aimed at the creative industries.
Their Project tool has a very similar functionality to its Microsoft alternative, but I seemed to find it more friendly.
It allows you to a plan multiple projects, adding tasks, milestones, key deliverables, manage resources by name and many other tasks you'd expect from a complete project management tool.
I like the reporting functionality the software comes with and its overview of all ongoing projects.
It also integrates with all of the other suite products such as the Mind Mapping software, and exports in standard file formats should you be required to work on another application elsewhere.
Basecamp
Like Gmail Tasks, I've only played with basecamp a few times, but from what I've seen, and heard, its a good product.
Developed by the deservedly well known 37 Signals, the app is a fully functioning project management tool that is based online.
The app has a dashboard that allows you to view multiple projects at one time, with a pending tasks calendar and upcoming milestones.
You can view details of specific projects, share the information with other project team members, manage resources, create plans etc. You can also, due to its online nature, invite other external members to view progress.
I really like the concept of Basecamp, and my brief experiences of using it, mainly on collaborative projects, have been rewarding. I suspect I would have used the service whilst freelancing were it free.
I'm sure I'll get the opportunity to work with Basecamp again.
Microsoft Project
Probably the most common/popular tool within the industry, Microsoft Project. I've used MS Project on and off for over a decade, its usability has improved over that time, but it is still effectively the same software.
I use MS Project usually when a project requires a Gannt chart, which is less often in digital media than it was in IT project management. I don't find MS Project that useful for micro managing time and resources on a day to day basis, it's more helpful for overall project planning at initial stages.
It serves it's purpose well when needed, but it doesn't really set the world on fire, but then I don't suppose it was ever expected to!
We all have our own preferred methods of working at tasks, what's comfortable for one person, could painful for another. I still often find myself writing project details on scraps of paper and workbooks, then pulling them together at a later stage.
What's important is finding what works for you to ensure you deliver projects on time.
If you've got other tools you use that you'd like to share with me, please feel free to do so via the comments. I hope you find some of the above applications useful for your time management.
Related Links:
Have you got time? - Digital Signals http://www.digital-constructions.com/blog/2009/04/have-you-got-time-project-managing-time.html
Google official blog on tasks - http://gmailblog.blogspot.com/2008/12/new-in-labs-tasks.html
Digital Project Management - Episode 1 - Digital Signals http://www.digital-constructions.com/blog/2008/12/digital-project-management-episode-1.html
Digital Project Management - Episode 2 - Digital Signals http://www.digital-constructions.com/blog/2009/02/digital-project-management-episode-2.html
Labels: digital project management, project management software, time management, web apps
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posted by Ed Richardson at
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