project management

Effective Project Management for Collaborative Projects

An idea is only as good as the people who work on it. So you go to work getting just the right people for your collaborative project.  It’s a great team.  But then you find out that having the right people on the team for your  collaborative project does not necessarily mean smooth sailing. 

 

Working with a diverse group of people, especially remotely, can lead to some setbacks if the team is unable to collaborate effectively.

 

Even when you are dealing with a previously established working structure or team it is still the case that different individuals mean different behaviours, work ethic, and even priorities. It is critical to your project that the team develop its own  best formula for successful project management. 

 

Importance of Effective Project Management

 

Effective project management increases team productivity and promotes innovation within it. It makes collaboration easier and more creative. And, of course, it is in the quality of the collaboration that the project’s success is determined.

 

There is no one-size-fits-all approach for team management. What works for an in-house team might not work for a remote team, and vice versa.

 

However, there are key aspects project managers can implement to ensure that they have a basic recipe for managing joint tasks within their team/s.

 

The Essential Ingredients of Successful Project Management.

 

1. A Clearly Defined and Written Project Scope

 

The project scope determines which aspects of a project the  project manager and the team  must concentrate when executing a project. It includes being aware of the scale, resources, and goals of the project.

 

The project scope determines the boundaries to establish the timelines and the best way in which to complete the project. 

 

Project Managers have to make sure that the project scope is clear and also leaves some room for unexpected situations that might delay the project.

 

There are tools you can use such as Gantt charts or Kanban boards to help you visualize the process, track and maximize efficiency. 

 

2. A Clear Understanding of Available Resources

 

Project resources include manpower, money, tools, electronics, facilities, and materials that the team will need to complete the project.

 

Project managers should be able to determine and clearly explain the ways in which the available resources might create bottlenecks for the team and ultimately the project.

 

This is by its nature difficult to manage since resources often come from clients, and sometimes the needed resources will not be available to all team members.

 

Project managers should have a backup plan in place to minimize the potential for delays.

 

3. A Standard for Quality Management

 

Having the resources and budget for a project does not always ensure that the project will run smoothly. It is also the project manager’s duty to ensure that the work achieved by virtual teams is of high quality.

 

Quality management should be  included in the planning, execution, management and monitoring processes. Proper planning is the key to maintaining good quality work delivered in all stages, with input from project managers who manage and deliver for the client according to their requirements.

 

4. A Clear Notion of the Time Needed

 

Project managers must be mindful of time restrictions and requirements, since these define the overall scope of project planning. 

 

This can embrace  many aspects of the project, including deadlines, task duration, and task buffers. One of the most important aspects of a project’s progress is planning the project’s path to ensure that it is completed within the time frame set.

 

5. A Practical Budget Document 

 

Successful budget management can be a real challenge. It can  also trigger delays to the tasks at hand if there is not budget enough or there are too many budget priorities. Managers are required to adhere to the client’s budget and manage the project within it as well as possible.

 

 

It is essential to ensure that every penny is accounted for and that acceptable outcomes are delivered.

 

6. Clear Internal Communication 

 

The most critical aspect of team management  is ensuring that teams have an open line of communication internally.

 

Aside from emails, there are a lot of communication tools that can be used for internal communication and inter-department messaging. Email is ideal for structured and lengthy communications, but it falls short on real-time interaction.

 

Messaging apps like Slack, WhatsApp, or any other chat app can ensure quick and real-time contact among teams. Zoom, Skype or Google Meet can be used for team meetings. 

 

Project managers can also encourage team building during these calls to keep the teamwork and collaboration strong within their remote team.

 

7. Project Management Tools that Work

 

When managing a remote team, it is of course hard to keep track of the team’s movements. This is why project management tools are extremely useful for tracking the remote team’s tasks to ensure that everything is completed on schedule, as well as for increasing accountability within the departments.

 

Benefits of using these management tools: 

 

  • Prioritize Tasks
  • Set Deadlines
  • Organize Multiple projects
  • Increase Productivity 
  • Ease of File Sharing 
  • Transparency

 

8. A Secure Cloud Storage for Collaboration 

 

A reliable cloud-based storage system is needed for a remote team to work effectively. It makes it simpler for the team to exchange and view files that are needed.

 

It keeps everything in one location and reduces data loss. It also saves time on revisions and prevents undue stress when a file is missing.

 

Virtual teams can use a range of cloud-based storage options, such as Google Drive, Dropbox, or iCloud, that are all safe enough to use.  For those with security and GDPR concerns, consider a self-hosted solution like NextCloud.

 

9. A Truly Collaborative Payment Solution

 

It is also the project manager’s duty to ensure that their staff is compensated. Sometimes conventional banking makes it difficult to keep track of who has been paid.

 

It also takes a long time to coordinate payments around the team without making any errors. As a result, managers need to ensure that payments are issued properly — this is also essential for the success of the project.

 

The easiest way to overcome this frustration is to use a collaborative payment solution. It can help with smooth transfers and it can handle international accounts. 

 

Velvet Platform is a safe and convenient online payment system designed for collaborative projects. Where you will have a single account to manage all of your tasks and receive payments in real time.

 

You can set the time frame for money distribution in advance with Velvet Platform to prevent conflicts and deliver payments to multiple members. And you can be sure that your funds are secure with Velvet’s AML/KYC checks.

 

“Project management is like juggling three balls: time, cost and quality. Program management is like a troupe of circus performers standing in a circle, each juggling three balls and swapping balls from time to time.”  – G. Reiss

 

There is no doubt that project management is no easy feat. And having the means and utilizing the means in the fullest can make your tasks easier and deliver a satisfactory result or even exceed your client’s expectations.

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