Managing Projects - How do you do that? Starters guide

Guest blog by Robert van DeSoftware-Compareer.nl

Managing a project is experienced by many people as tough and difficult. That is logical, since you have to deal with different interests, you always want to do it right and you often have to deal with other parties and other people. If you want to manage a project in the right way, the advice is actually to develop your own style. In this article we would like to give you some useful tips with which you can manage every project in the perfect way!

How can you best manage projects?

Are you on the eve of a major project? Then it is important to make the necessary preparations; only with the right preparations will you be able to start the project in the right way. The saying 'well begun is half done' absolutely applies to any project. To help you with this, we have compiled five tips for you.

With the help of the tips below, you will be able to manage each project correctly. Incidentally, it is not possible to indicate 'the best way'. As we said in the introduction to this article, it is important, for example, to develop your own style. Then follow the tips below and let every project start and proceed in the right way!

1. Map out which tasks must be done

What is a project without tasks? That's right, that doesn't exist. With every project you have to deal with the necessary tasks, where many tasks also overlap with each other. Before you can start the project in the right way, it is therefore important to map out all the tasks.

This is desirable for a large project that you will be working on with, for example, 20 people, but also for a project that you are working on alone. By clearly visualizing all tasks, you can make a realistic schedule. During the entire project you are then able to maintain an overview and - where necessary - make adjustments. 

2. Prioritize each task

Once you have clearly listed the tasks, you can start planning the different tasks. It is important to attach a certain label to each task; this label indicates the importance and priority of the respective task.

In this way you actually know how to create a hierarchy, so that you can get started with the tasks in a targeted manner. This allows you to perform the most important tasks first, after which the important tasks can be performed.

3. On a whiteboard or with online software?

In our previous tips we advised you to visualize all tasks and then give them a certain priority. If you want to do this, you can roughly choose between two options: you can work with a whiteboard with all kinds of post its, but you can also use project management software. We have listed the advantages and disadvantages of both options for you.

Whiteboard advantages & disadvantages

Benefits:

• You can work quickly
• You can quickly adjust things
• You can work with different colors

Cons:

• Only accessible from one place (only at the location where the whiteboard is hanging)
• Large margin of error
• You can easily lose post its

Online project management software advantages & disadvantages

Benefits:

• You can use this software with a large team
• You always know how to keep the perfect overview
• Assigning tasks is incredibly easy
• Anytime, anywhere access to the software

Cons:

• Requires a (small) investment
• May take some time to get used to

5. Divide the tasks

Once you have clearly mapped out all tasks, you are also able to divide the tasks. You can divide the tasks per person, but you can also choose to divide the tasks per department. As long as you know how to divide the tasks in the right way, everyone knows where they stand. This definitely contributes to the smooth running of the project.

Are you carrying out a project entirely on your own? Even then it is advisable to divide the tasks. It is logical that you will carry out all the tasks yourself, but you can divide the tasks per day or per week. In this way you ensure that the project continues to run in the desired way.

5. Track your hours and enter it with each task

When performing the tasks, it is also important to look carefully at the hours spent. The advice is to keep track of this time per task, so that you can make timely adjustments. This useful learning tool is also for the future; after all, there is a chance that you will also have to perform similar tasks in the (near) future. By keeping track of the time spent per task, you know how to prepare the next project even more efficiently and better.

What is the best way to keep track of these hours? You can use separate programs for this, but you may also be able to use the project management software. Many of these software programs offer the possibility to keep track of the time per task, so that you ultimately get a clear picture of the time spent on each task and on the entire project.

You can also directly send the invoice to the client on the basis of these hours spent. This is not only useful if you manage a project from a large company, but also if you manage your own projects. After all, invoices are the fuel of their survival for every independent entrepreneur. By keeping track of your hours per task, you make it all a bit easier for yourself!