Being organized in the workplace is an integral component of
a company’s productivity and profitability. Missed deadlines irritate clients
which can result in loss of business. Late work makes a company appear
overwhelmed and incapable. However, keeping a streamlined process in place to
deliver projects on time and within budget satisfies both clients and
employees. Below are some project management tips to improve efficiency in your
company.
Utilize a project
management software system:
Various platforms exist that provide companies with job
tracking, reporting capabilities, timesheets, and even invoicing, and most are
accessible through the internet to allow for remote working. The system best
suited for a company varies depending on the functionality desired. At Furia
Rubel Communications we use Basecamp for all of our marketing, public
relations, crisis communications, graphic design and website development
projects. Every project is created and named, and a calendar is generated to
schedule the milestones for each job. Milestones for every task that need to be
completed are assigned a date and team member. Once each task is finished it is
checked off and, as long as each agency representative completes work on time,
the project stays on schedule.
Create a project
naming system:
Keeping the workplace organized is more than filing cabinets
and inboxes. With work being done on the cloud and remotely via the internet,
organizing has taken a digital turn and a naming system is essential. Clearly
labelling jobs allows every team member to be on the same page and easily
access a project in the future. Oftentimes project management software systems
will help organize this process by numbering jobs or prompting a job name
field. Still, the company needs to determine a naming convention to be used
internally. Acronyms for clients work well along with project titles and dates
created. For instance, a 300 x 250 web banner created for ABC Corporation’s
August website might be labeled: ABC_300x250WebBanner_8_2016. This would then be filed alphabetically by
the client on a server. In two years, if the client wanted to re-run that web
banner, it could easily be found.
Break out a project
into tasks:
Looking at a large campaign or assignment can be
overwhelming, but organizing the job into tasks that can be completed and
checked off gives a feeling of accomplishment along the way. A builder who
undertakes an addition onto a house doesn’t just dive in. The builder begins with
a plan that may begin with blueprints, then demolition and removal of debris,
followed by each individual step that needs to occur from adding plumbing to
final coats of paint. Whether laid out on paper or in the experienced mind of
the builder, a job has a sequence of events that occurs. The same holds true at
any company. Every project has a succession of tasks that can be mapped out and
completed by one or various team members. In a marketing and public relations
firm, for instance, we might break out an e-Newsletter into steps from drafting
content, editing, or proofreading, to obtaining client approval, adding web
links, and scheduling distribution. These project tasks can also be added to your
project management software as templates which leads to greater efficiencies
and productivity.
Maintain Schedules:
How happy would a client be if a firm did excellent work but
missed its deadlines? A press release announcing an event that gets distributed
too late is no good to the client no matter how well-written. Staying on
schedule is imperative to the long-term success of a company. Work backwards
from the final due date and break the job into tasks. Each task should fill the
calendar up to the final due date (and be sure to give your team some leeway
whenever possible). Assign these tasks and due dates to appropriate team
members, and track any missed deadlines. Once a milestone is overdue, the
schedule needs to be adjusted appropriately to ensure the job stays on track.
Organization is essential to project workflow. Keeping jobs
on track not only maintains client satisfaction that can lead to referrals and
future business, but also promotes a healthy workplace of employees who feel
proud to have accomplished goals and be a part of the company’s success.
