Project Management Tools: Definition, Objectives, Benefits, Stages and MORE

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The Project management tools they are extremely useful. Of course, as their name implies, they are defined as a set of methodologies that allow the streamlining, planning and appropriate management of certain projects.

If you have no idea what this topic is about, We invite you to discover it!In this article we will mention all the relevant information about what are the tools to manage your projects and what benefits you can obtain from this.

Keep reading! This may interest you.

What is project management?

For starters, a basic concept of the Projects management is: it is defined as the discipline in charge of studying the planning, organization and control of resources available to an organization, in order to achieve a objective.

In this sense, such management is made up of all those actions that must be carried out to fulfill a certain task. The fulfillment of the objective must be in a fixed period of time during which adequate and necessary tools are applied.

Likewise, the tools have a defined cost that must be taken into account when making the budget. In general terms, through these tools, final products are obtained that must correspond to the initial objectives.

Now, in business administration, the Projects management focuses on achieving certain pre-established objectives to generate profits for the company. In such a way that, the objectives can be translated into results, consequences, benefits or strategic objectives.

objectives

Project management focuses on the estimation, fulfillment and administration of specific objectives. Which must be measurable and realistic to carry out tasks within an organization.

Thus, the objectives of this methodical approach are the following:

  1. Manage and solve unforeseen events that may arise during the project’s trajectory.
  2. Manage the start-up and evolution of projects.
  3. Facilitate project completion and approval tasks.

Profits

When you decide to manage a project, you will not only gain knowledge about what tools and strategies you can apply to make it successful. If not, they will also benefit your company in different areas, therefore, the accomplishment of assigned tasks and business objectives is facilitated.

Now, having a good project management you will have a quick reaction to the various demands of the market. In this sense, the reaction capacity of employees increases, which allows achieving objectives at a lower cost and thus providing added value and quality.

Obviously with a good project management, an improvement in the company communication and at the same time, a better transfer of information is generated between the different departments of the organization. In such a way that, priorities are set more easily.

On the other hand, the Projects management offers a vision that focuses on the customer. At the same time, it ensures quality, since it allows us to provide the customer with a product that meets their requirements. Once they offer quality to customers, the brand image and business opportunities are generated for the company.

Here is a list of the benefits of project management.

  • Achieve pre-established goals.
  • Act in a predictable way.
  • Have more control over the project.
  • Meet the expectations of the stakeholders.
  • Carry out a correct delivery of the product.
  • Facilitate the resolution of problems and incidents.
  • Increase your chances of success.
  • React to risks optimally.
  • Improve optimization and use of resources.
  • Balance the influence of the influential elements in the project.
  • Execute good change management.

Stages of Project Management

Project management incorporates processes, process groups, and certain knowledge areas that enable project management and scope, communication, budget, risk, time, and integration.

Of course, when managing a project, you must have the tools, methods and strategies adequate that facilitate the execution of the previously stated objectives. Therefore, if you want your project to be successful, you must know what are the stages of the Projects management.

Planning

It is important to mention that the planning is the first stage In the management of a project, therefore, it is developed prior to its development. In this phase you must define what is the duration of the project and what activities should be carried out.

Simply put, planning is the task management stage. That is, tasks are set and assigned to people who are responsible for their execution. In turn, the dependency of the tasks must be established and prioritized as the case may be.

In addition to this, this phase helps to determine what are the necessary resources that contribute to the successful development of the project.

Programming

Known as the second stage of the Projects management. In short, it is responsible for generating the project execution calendar, where the start and end dates are reflected, as well as the dates on which each part that makes up the project will be done.

Likewise, this phase together with the planning phase are previous at the beginning of the project.

Project monitoring and control

Let’s say that it is the only phase that encompasses all the management that is done during the project, of course, it consists of monitoring and controlling its development. In such a way that, it allows obtaining data about its evolution and also, taking appropriate measures in case of being necessary in the presence of something unforeseen.

In other words, when planning a project, you will always need to make changes to solve problems. In addition to facilitating the work of the employees involved. Likewise, flexibility and responsiveness are essential elements for a good Projects management.

Therefore, the capacity to adapt and manage when changeThey are also two important components that we must take into account if we want to be successful.

Analysis and evolution

On the other hand, the analysis and evolution correspond to the last stage of project management, which occurs once the project is finished. It consists of comparing the expected results of what was anticipated at the beginning of the project and the actual results obtained.

Generally speaking, these results are measured on the planned budget and the actual cost. It is important to note that this stage allows observe the errors that were committed throughout the project process and thus incorporate improvements in future projects.

What are Project Management Tools for?

As we already know, project management tools serve to provide control and the formation of a structure to workers so that they can organize themselves efficiently.

With regard to companies that work on projects, they must have adequate tools that also provide an internal communication gesture. This is quite useful to streamline communication between team members.

Project management tools

At present, the Projects management It relies on certain tools that are known as three essential techniques that help minimize or avoid errors and thus increase productivity. These instruments are: Gantt Chart, Pert / CPM and Critical Chain.

Gantt diagram

It is a tool made up of two coordinate axes where they are stored all activities corresponding to the project in question. Also, the different stages are limited to identify important events.

It is easy to visualize the reality of the project only if it is updated periodically. However, this tool is not recommended for projects that are flexible to change, or for projects that are very simple.

Pert / CRM

It is a tool used to recognize the activities within the project, their dependencies and the time it takes for each of them. That is, in order to apply a probability strategy that calculates the total execution time.

In another vein, Pert / CRM is very useful when carrying out complete projects that contain simultaneous and sequential tasks.

Critical chain

On the other hand, this tool is extremely useful when you decide to execute very complex projects. In fact, it makes it possible to simplify the monitoring and control stages. In this sense, the priority activities for the project can be identified and become critical activities.

In such a way that, the critical chain allows to reduce the estimated terms of the activities related to the project and that time is used in strategic areas.

If you want to know more about the tools of project management and how to have a good development of such management. We invite you to enter the following link! There you will find a web page with reviews about the 2nd best books for project managers.

Of course, it is a good way of instruction to learn about this topic. You just have to do click here.

Thank you for reading! We hope to have provided you with information of interest about the tools for project management.

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