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Project Management System and Maximizing Productivity

As an entrepreneur and event marketing strategist, I work with different people globally in different projects and time zones. And being organized and being efficient with my time is critical to my productivity. Project management tool has kept me organized, be more efficient with my time, and boost my productivity. I use it to have one platform for these five key areas:

Tasks and Priorities
Projects and Events
Collaboration
Processes and Templates
Tools and Integration

If you’re an entrepreneur, event planner or someone looking for tips on how to manage projects or maybe looking for the best tool to use for project management, I would love to share some ideas. There are a couple of key things that you should look for when choosing the right project management tool for your projects. One is user interface. Second, customer service, and third integration with other tools so you can effectively manage these five key areas:

Tasks and Priorities[06:00]

List out all your to-do’s first and then prioritize them by urgency or importance. Know the difference between IMPORTANT and URGENT. All your to-dos might be important, however, only some are urgent. You would want to complete the tasks that are urgent first before you dive into other tasks.

If you’re working on multiple tasks, categorize them by projects so you won’t get confused. If you’re working with a team inside your organization, it is extremely important that everyone is aware with the priorities and when it needs to be delivered and make sure to keep track of the task progress daily or weekly.

Projects and Events
Whether you have a designated team to work full time on a specific project or a team who works on multiple projects, it is important that everyone knows and understands the project requirements before the project starts. You can do this by having a kick-off meeting with everyone involved in the project so you could discuss the project plan and requirements including the workflow and individual roles.

Collaboration
Internal and client communication is critical to project success and so clients or internal management requires weekly check-ins to discuss priorities, progress, and issues.

Many project management teams use communication tools such as hangouts, slack, and emails, zoom, and skype.

Processes and Templates
Define your project or event workflow and then create a workflow template that you can repurpose for similar projects or checklists creates efficiency and consistency.

Tools and Integration
Find a project management tool that allows you to gather all resources in one place, import/export projects or tasks as excel file, customize tasks by list category or project board, receive notifications about the project and collaborate with your team.

I personally like Asana for my business as it allows me to manage all these five key areas. It’s a great tool that I recommend entrepreneurs and event planners to use as it allows you to have one place for everything and it can be integrated with other platforms such as emails, Google, Slack, etc.