Your All-In-One Web Based Project Management Tool

Connectivity is of utmost importance in today’s project management world. The more we can connect, not only with others, but within our personal office environment, the better. For example, having a web based project management tool that connects to email and allows file sharing is a much better option than one that doesn’t network with the rest of your computer.

Because businesses depend heavily on the use of email to communicate, a web based project management tool that sends alerts via email is almost a requirement. Instead of having to log into the tool and search for the latest updates, changes and other project information are sent directly to email and are brought to the users attention as soon as it occurs. When it comes to running a project smoothly, visibility is one of the  most important factors. The more everyone can operate on the same page, the better.

File upload abilities built-in to a project management tool is also extremely convenient. While files can be emailed, it is much better to keep associated files attached and connected to the rest of the project information. For example, with SantexQ, if you recently set up a task, you can attach a file or to that specific task on The Q and it won’t get lost among the myriad of emails we receive each day.

Project management tools are also great for sharing contact information or other reference materials. By posting online in one central space, all users can access it any time without having to search through their own computer or bothering another team member.

Lastly, project communication can be improved by using message boards. Built-in message boards are a useful way to communicate not only with your project team but with clients. Web based project management tools that include this function are convenient because project information and all the discussion that follows can be posted and automatically sent, by email, to all the desired parties. This type of communication is useful even for those who don’t necessarily need to participate in the discussion, as it helps with general project visibility.

With the undeniable power of the Internet and the rise of social media, it’s no surprise that connectivity is key. Being able to connect with people in the next office just as easily as someone on the other side of the world is something we are always looking to improve. Onward!

You’ve heard it over and over again: one of the biggest project management problems is poor communication. How can something so basic and obvious be so difficult to overcome? It’s true, the road to improved communication may be a difficult one, but it is not impossible! Here are a few simple ways to improve project communication on a day-to-day basis. Review this list every once and a while to remind yourself that even small adjustments can make a big difference:

• Be available. Let team members know you are available and invite feedback and questions.  Suggest the best time or way to reach you, or set aside particular times for them. Letting people know their opinions and thoughts are welcome is key.
• Ask the right questions. Learn how to form questions that will guide work and bring clarity. It is easy to write questions that you understand, but remember that others may not have all the information, visibility or insight that you do.  A poorly constructed question can add confusion or create misunderstandings.
• Interpret and clarify policies and procedures and follow up with your team members or clients so that everyone is on the same page. Misunderstandings in these areas can greatly contribute to project management snags.
  
• Be thoughtful and responsive to project team members and employees at all levels.
• Use appropriate mediums, and use them well. Establish one primary communication method in your office - perhaps email - and stick to that as best you can. Consistency is very helpful and keeps things better organized. For clients, ask them what their preferred method is.
• Send information that can be easily used and interpreted, not just straight data (unless it is truly useful or necessary to do so).
• Take your time. While many of us are always in a rush, plunking out speedy messages on our iPhones as we dash between meetings isn’t the best way to communicate. Between typos and hurried requests that inspire a league of questions, you’re bound to come upon a misunderstanding. If you really don’t have time and need to respond right away, mention in your message that you will follow up shortly with more detailed information.

In short, good communication is providing the right information at the right time in the right amount to the right person. Easy, right? What are your tips for improving project communication? Share them in the comments!

Most web based project management tools are designed to accommodate any type of project management, whether you are designing a website, developing a product or building a bridge. However, these different areas do have differences that require tools with different features.

Features such as PDF invoice creation and punch clock may be useful to some but not to others. One sign of a good web based project management tool is if can be adapted to fit your needs. Tools that have too many features can actual hinder organization and progress, not to mention they come with a big price tag. Ultimately, the purpose of using an online project management tool is to better organize your work flow and maximize communication efficiency. If the tool that you are using does not accomplish this, then perhaps you aren’t using the right tool for your business.

To find what features are the best fit for your particular company, think about what area you’d most like to improve. If you are looking to improve communication, choose a tool that has a message board and/or one that sends email reminders to its users when changes have been made. If keeping an accurate record of billable hours is your focus, choose a tool that excels in task tracking and, better yet, one that can turn recorded hours into an invoice.

Whatever type of projects you are handling, the right web based tool can make all the difference. What industry do you work in and what tool is the best fit for your company’s needs? Feel free to share your thoughts in the comments!

Getting a printer to print is just one of the many office equipment hassles we have to deal with in the workplace. Thankfully, many offices these days actually operate mostly online, using email and file sharing to disseminate information rather than the ol’ “hard copy”. Using an online project management tool like SantexQ also saves you the hassle of printing documents and wasting paper. Because all the information is easily accessible by team members online, you don’t need to print things out in order for everyone to get a copy.

So be smart, go green and go online! And remember to ask yourself- hopefully before you delve into the treacherous realms of evil uncooperative printer land - do I really need to print this?

Source: blog.indezine.com

It’s mid-February already? How did this happen!? For many, by this time in the new year, New Year’s Resolutions have already lost most of their steam. Now (and often!) is a good time to review your goals for the new year, track progress and refresh your sense of ambition. New Year’s Resolutions are often hard to keep, but it wouldn’t be as sweet of a victory if you didn’t have to work hard to get there!

Just like successful project management, achieving your goals requires organization, realistic expectations and a positive attitude. Here are a few tips on how to keep your New Year’s Resolutions going all year long:

Be realistic. While being ambitious can be a good thing, setting the bar too high is a resolution killer. For example, instead of eliminating your favorite not-so-healthy food altogether, resolve to eat it less often. Have a realistic view of yourself and your abilities and go from there. If you strive for a goal that is truly attainable, it will be!

Make an announcement. Telling supportive friends and family members about your resolutions will make it official. Not only this, but friends and family can help you stay on track. You can even find someone you know who shares your New Year’s resolution and work to motivate each other.

Make a Plan. Instead of saying you’d like to lose a certain amount of weight by the end of the year, make smaller monthly goals. Decide how you will deal with those days when you just don’t want to go to the gym. Take one step at a time and think of ways to stay encouraged, such as having a set list of reminders of why you have this resolution in place.

Track your progress. Even small successes towards your goal should be accounted for. Make short term goals and keep track of them using an online project management tool, or even a diary. Staying on track and seeing your progress will keep you motivated.

Don’t be so hard on yourself. Keeping up with resolutions is challenging, and there will be the occasional slip. Make an effort not to dwell on mistakes and don’t criticize yourself too much over them. Even if you do fall off the wagon, it’s never too late to start achieving your goals.

It takes commitment to turn a new year’s resolution into a habit. Keep with it, and eventually your resolutions will become positive life changes that are just another part of your wonderful personality!

It’s the last few days before Christmas and while we always strive to keep things calm and under control during the holidays, the final stretch can be quite stressful. Shopping, planning, cooking, traveling - it really adds up! The best way to stay organized during the holidays is the tried and true method of creating a to-do list. Take it a step further and plan our these last few days with a schedule.

Much like using the SantexQ online project management tool to create tasks and allot time for each, you can plan your holiday “projects” piece by piece. This way, you can factor in how much time you have along with how much time needs to be spent buying those last few things, wrapping presents, or packing for your trip. It can be as simple as writing out a little list at the beginning of your day.

Holiday planning has some qualities that are quite similar to project management forecasting. When making your list, write down realistic time goals and remember to expect a few bumps in the road and changes to the schedule.

Keeping track of what needs to be done along with how long each task should take will make it easier to handle all the little things that you want to do on a schedule that makes sense. Staying organized during the holidays will reduce stress so that when you’re finally done, you can truly enjoy the good food, friends and family! Have a happy holiday!

Did you know? You can take SantexQ online project management tool for a test drive by taking advantage of our free basic account. Just sign up and you can have your first project up and running in less than 15 minutes. Once you’ve tried it, you can easily upgrade to a Premium Account with the full set of features for a flat fee of $9.95/month.

Premium Accounts include unlimited users and unlimited projects plus key features including file uploads, invoice generation, a punch clock and more.

See the full list of SantexQ features

If you’re still searching for that perfect project management solution, definitely try out SantexQ with a free Basic Account. You’ll be glad you did.

Online project management tools speak for themselves. Take ten minutes with one and you’ll see how easily they can help you organize, track and report on your projects, all while keeping the important information you need right at your fingertips. Still need convincing? Here are 6 Reasons Why You Should Use an Online Project Management Tool:

• Constant communication: Online project management tools keep everyone on the project team informed and updated. All team members need to do is log on and they can easily view projects and tasks they are assigned to, update project information, and see whether or not a task is billable.
• Tracking: Easily monitor time, view due dates, find out project status and see who’s doing what in a clean and organized way.
• Central Repository: Upload and share relevant files and store FTP, contact and various project information all in one, easy to access place. No more scraps of paper lying around - by using project management software, you can stay focused on the tasks at hand, rather than hunting for bits of info.
• Reporting: Project management tools like SantexQ allow you to take project data and turn it into Excel spreadsheets. This information can be very valuable for sharing with clients, looking at team performance and forecasting for future projects.
• Billing and Invoicing: For those businesses that run on billable hours, you know that keeping track of hours spent on a project is essential. The right online PM tools can help you keep track of billable hours and turn them into invoices with just a few clicks.
• Anytime Access - Online project management tools allow you to access your project information from any computer that’s connected to the Internet. Now with smart phones, you can take it further and easily share information and stay in the loop, even on the go!

Don’t take our word for it, try SantexQ yourself! Basic accounts are free, so what are you waiting for? Sign Up Here and see what all the talk is about.

When it comes to the workplace, meetings can swallow up time like a blackhole. What you think is going to be a short and concise discussion on the day’s goals can turn into a lengthy panel on the effects of small business in the corporate world.

The most important element of effective and efficient meetings is staying on track. Have a goal in mind for what you want to accomplish during your meeting and create an agenda that you can stick to. If related issues come up, jot them down and save it for later discussion.  In many cases, tangential topics need mulling over and are better suited for discussion once they have been thought out. Summarize periodically to keep things on track.

Preparation for meetings is also key. If everyone has full knowledge of the project you plan to discuss, you don’t have to waste time explaining things during the meeting. If possible, give out the meeting agenda beforehand, along with anything else that needs to be read to prepare for the meeting. Use your online project management tool to review project progress, so you know where things stand before you get to the meeting.

Remember that meetings should do one of three things: brainstorm, solve a problem or make a decision. Before you send out that event reminder think about whether a meeting is really needed, and if you can accomplish the same goal by communicating in other ways. If you simply want to convey information, perhaps sending an email or voice mail would be just as effective.

Lastly, don’t finish any discussion without deciding how the group will act on it. Meetings are about accomplishing things and making decisions, and there’s nothing more frustrating than ending a meeting in the same place you started. Have someone keep track of what was decided and who is supposed to do what as a result. Review it at the end of the meeting and follow up with an email.

Do you have any other meeting advice? Share it in the comments!