For any business to be successful and gain respect and popularity in the market, it must have a robust management system. How can you create such a system? With the help of project portfolio management tools. There are many complex tasks that one has to handle while managing a project, and with the right tools at hand, you can overcome hurdles easily.
Today’s world provides you with a plethora of task management tools. So much so that you might find it challenging to decide which tools might suit you. No matter which tools you choose, these are meant to help increase productivity one way or the other. This article will inform you how task management tools help increase productivity.
Features helping in team collaboration
Your aim as a project manager should be to search for project portfolio management tools that help in effective team communication and collaboration. All project members need to be on the same page to be able to work towards the same goal. Therefore, the software or tools you choose must be able to create complete transparency, so every member knows what is going on. Task management tools provide teams with a central platform where everyone can manage the tasks, and the progress is easy to track.
Try to use tools or software that come with features that facilitate chatting with other members to solve problems effectively. Clovine is one such platform that is beneficial for all the members of a particular project.
File sharing and storage
Finding files stored inside computers while you are away from the computer can be a problem. However, what to do when the boss or client requires access to a file immediately, but you are nowhere near the computer where you stored it?
Task management software is a blessing in disguise during such times. It is one place for all your storage, task tracker, communication medium, and more.
With project portfolio management tools you can easily store important files in one section and access them from any device, even your smartphone. Some of the best tools will not even require manual reporting as they will automatically do the reporting for you. Thus, task management tools increase productivity by saving time.
Creates a degree of accountability
Any business and the projects handled by the company require a degree of accountability towards the goals and tasks of the project at hand. Project portfolio management tools help maintain that accountability. These softwares provide a single platform with complete transparency towards who is where with certain tasks, milestones, and goals. Team members can themselves track their own as well as others’ progress on the software.
How can you track this? Every member has to simply log into their profile created on the software, and the names of other members will be displayed with the tasks assigned to them. The design and pattern of this might differ from one software to another, but the principle of most task management tools is the same.
Task management features
Make sure that the software you use is easy to navigate and user-friendly. Complicated designs and systems make it time-consuming and frustrating to work on a particular task.
Look for software that allows you to create to-do lists along with set alarms for managing deadlines and many other helpful features like these. Checklists are simple but a very powerful task management tool motivates members to finish the tasks within a given deadline, and others can track these checklists as well.
Mobile applications
Project management tools that were initially introduced only for computers are now available on mobile phones. Technology is advancing to meet the needs of people who require their software on the go. Carrying around a laptop or computer everywhere is not possible, and hence, many software has versions that can be easily downloaded on smartphones. This makes them portable, and you can access all the tasks and files no matter where you are.
Security
In this age of digital hacking and duplication, you need to be very careful about security. The moment you create a profile on any software, a lot of your details automatically enter their database. If the software is not safe and protected, this information can be easily hacked, and this can cause you a lot of trouble, sometimes leading to serious offenses.
No matter which project portfolio management tool you use, never ignore the safety factor. Do a thorough check. Ask people who have used it earlier. Do adequate research and only then start using the software for task management.
Summing up
The factors mentioned above are ways in which management tools help increase productivity. There are many more such factors that you will come across once you start using a task management tool. The experience will speak for itself. Smart project portfolio management tools are a great way to streamline your business processes. We hope this article gives you an idea about how it happens.
