Why Project Management Techniques Are Key
When you’re juggling 15 clients at once, something is bound to go wrong if you don’t have someone keeping all your projects organized and on time. Between your designers, content team, and account managers, there are so many different projects to keep track of that it’s impossible for them to know exactly what’s going on with each project at any given time. This is why the role of the project manager is key. Here are the many ways that project management techniques can improve your team’s efficiency.
1.) Keep the Team On-Track
A PM can help your team keep their project goals aligned. With specific deadlines attached to each project, there won’t be any questions about when the designer needs to have a CTA completed, or when a content creator needs to have an offer written. This will also stop them from spending their time on a project that isn’t as urgent or important. With concrete information about what needs to be done and when, your team’s attentions will be focused in exactly the right place.
2.) Manage Changes Better
Even with an organized system to help you keep track of things, you can’t avoid requests for changes to the project. Someone on your team may want more time to work on something. The client may want to take the project in a different direction. If several different people are trying to change the face of the project, accommodating each of them could be time-consuming and costly. With a PM to step back and look at what’s on the agency’s plate as a whole, you can control the project so that it doesn’t get too delayed or expensive, and your other projects don’t fall to the wayside.
3.) Improved Communication
A project manager will keep a finger on the pulse of the project. If something is delayed, he or she will communicate this through the PM software. Everyone can see the status of the project, which means that each person can adjust priorities accordingly. For example, say one person can’t complete their part of the project before certain steps are completed first. Knowing this, they set aside a block of time for that project on a certain day, assuming that it will progress on schedule. If it turns out that it doesn’t, however, the PM can communicate the delay immediately and suggest other tasks that need their focus. Instead of sitting around with nothing to do, the team member can focus their energies on other things until the other project can be passed into their court.
4.) Improved Performance
Even if a project does progress without any delays, that doesn’t mean that the process is the best it could be. A PM can evaluate past projects, observe the good and the bad, and use past experiences to suggest how the team can improve its overall performance in the future. Think of project management as a form of quality assurance. While your team members are focusing on the trees, a PM will see the whole forest.
5.) Better Organization
Things change, and those changes aren’t always communicated to the right people at the right time. For this reason, sharing documents via Google Drive is helpful, but it can only take you so far. With the right software, a PM can keep an up-to-date database of the status of each project. Doing so will prevent the confusion of creating various documents about a project and forgetting to share them with the right team members. Instead of experiencing a disconnect between what they think should be happening and what actually is happening, your team members will all be on the same page.
6.) Better Allocation of Resources
If one team member has a lot of work to get done, the PM can assess what other members are doing and re-assign tasks to help clear the pipeline. If a content creator has a handful of blogs and two offers to write, for example, the PM can communicate with a team member with a lighter workload and have him or her take something off the overburdened writer’s to-do list. Team members may be so focused on their individual tasks that they don’t even realize a co-worker needs help, and this is where the project manager is critical.
As your company expands, your techniques for being efficient and organized should improve accordingly. A project manager can help you accomplish this. They’ll be a gatekeeper to watch out for possible problems and put out fires when they pop up, meaning your company will continue to produce the same great results with 15 clients as it did when it only had five. Otherwise, all the time you’d spend on your clients’ projects will be spent doing damage control because of bad organization and poor communication.
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