Successful project management does not come without its stress. To combat this we have compiled a list of 5 tips to help ease your load.
Time Management – Having a visual plan of your daily tasks can help you to keep track of where your time and focus are required. The options of ways to stay organized into today’s world are many.
Do you want just a personal, simple handwritten list? Or do you have a team of people that require you to let them know where they need to be focusing next? Are you one that loves to color code and break everything down into micro-tasks?
Whatever your needs may be there are hundreds of options available to help you stay on top of it all. We have chosen a few of our favourites that we have either tried or are currently still making use of.
Todoist – CHROME – ANDROID – IOS
Todoist allows you to sort your tasks according to date, time and even go so far as to color code them for keeping track of which belongs where. There is both a free and paid version of this app. As well as it is available across a wide range of platforms.
Trello – CHROME – ANDROID – IOS
Is an online project management system that I have had personal experience with. This program allows you to set up projects into color coded files. Where you can go even further and create lists inside those files, to further break down what is needed in order to complete the main project you are currently working on. The nice thing about Trello is it allows you to see all your projects in their color coded glory in a calendar layout. This way you can see what is coming up due an on what day and time you need to have it done by. 
As with Todoist there is both a paid and free version. The Free version allows you to set up unlimited boards with all your current projects. If you are looking for stricter privacy or more storage then paid may be an option you would like to consider. Either way Trello is a fantastic way to keep yourself and your team organized.
Google Keep – CHROME – ANDROID – IOS
Google Keep is a simple direct way to keep your thoughts and tasks close by and available across all of your devices. It is a to do list option created by Google and works closely with Google Drive (another one of my must have options for staying organized and connected to my team).
Google Keep is not a option friendly system but sometimes simple is the easier way to go. Especially if you are just looking for a quick way to get your thoughts down on paper without having to worry about whether or not you have a pen and paper. Or where that paper got to when you need to refer to it later on. Google keep has both a written and voice option for those on the go moments of thoughts raging through. Never forget another task with this easy to use option.
5 Ways To Get More Out Of Google Keep – https://youtu.be/mpwr6-Tgohg
Project management requires excellent time management skills because of the wide range in tasks that have a quick turnaround deadline factor. Having a clear to-do list at the ready will help with that flow.
Communication – One important part of your job as a project manager is to communicate. This includes not only with the trades, your superintendents and office staff but the client themselves. Keeping both the employee and client side apprised of any changes and ongoing concerns will work to keep the jobs progression flowing forward.
Communication means something different to each person. It is important to establish early on what that definition looks like with your client. They may like face to face interaction or be alright with online meetings in programs like Zoom.
Ask questions like:
How often do you want to be updated?
Is there a particular program you are more comfortable sharing files and information in?
Let clients know your comfort zones as well. Perhaps the programs or systems you have been using are ones they are unaware of. Communication is a two way street and for this reason both sides need to be upfront on what that looks like right from the beginning.
Teamwork – Building the right team is essential to any project management position. This starts with getting to know the people you work with and learn their strengths and weaknesses. This way you can allocate the right tasks to the correct people. Knowing your team inside and out will work to prevent jobs taking longer than they should. As well as getting them done right the first time around with little to no correction needed.
File Sharing – This is also another area where strong communication comes in handy. There are a multitude of options for sharing with a team such as:
File sharing online makes for less printing as well as eliminating the effort required to keep track of your paperwork manually. Sharing files online also allows for any one person on the team to gain access, add to and or edit items of importance from any device no matter where they are in the world. Whether you choose to use one of the 3 options we listed above or something entirely different you will open the door to working closely with your clients without having to be in the same room or even city on a daily basis.
Having everyone on the same page will definitely make your
project management position run a little smoother.
Money Management – As we all know projects cost big money. As the project manager you may not have full control over this part of the job but you will find yourself spending it on a daily basis.
Working hard to stay on top of what is going out financially is an important part of a project management position. Spreadsheets are a great way to keep track of invoices, quotes and estimates. Use them to plan 
out as well as keep track of what your project is costing.
Rolling With The Punches
Changes – Successful project managers understand that dealing with changes is part of the job. Having a system in place to deal with them as they arise helps to remove some of the stress that they bring.
When a change to the project comes across your desk, assess what exactly is entailed. This means considering how much work and cost is required to make the change possible. From there you need to decide whether or not the change is necessary for moving ahead or can you just continue as you were. After you have established all the above details, you will need to then discuss the options with your client before setting the new direction in motion. However small changes that are within your responsibility range can be done without conferring with the client first.
At the end of the day a project manager must excel in the areas of leadership, communication and organization. This is a high stress workload. Your strengths in these particular areas are what will keep you standing from the start to finish of a project.
What tips have you found to be most helpful as a project manager?
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what has or hasn’t worked for you.
