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There are a huge number of methodologies that can be employed to help make sure a project is successful, and people often invent their own ways of doing things that are unique to a particular team. On this page we'll consider the most important factors in using digital tools to support project management, regardless of how you are working. Then on subsequent pages we'll explore specific tools that might be helpful for different aspects of the project.
Make sure people can find all the things they need to do their jobThis may seem obvious but that doesn't make it any less true. How can everyone involved find the information they need? For instance, the notion of a project intranet really pays for itself when a new team member joins your project.
Have conversations with your team about how you want to workWhich ways of working are effective and which aren't? The Email Charter is a prime example of this notion in practice. It was the result of a discussion about the best way of communicating via email, and there are some good ideas in there that only work if everyone understands the consensual conventions.
A team at York, whilst discussing email, decided together to move the activity of sharing interesting links out of email and into a different tool. The result was that people were more inclined to share more links in this way, reducing email spam and improving knowledge sharing (whilst also accidentally creating a useful knowledgebase).
Human and humane ideas can be hugely beneficial to everyone involved.
Don't set yourself up for failureMake the things that have to be done as easy as possible to do so that they do get done. For example, if you need to gather data, often a Google Form is better than a Google Doc or a Google Sheet because you can validate the data to make sure that what you collect is usable later. Automating certain tasks, such as automatically adding calendar events for important deadlines (possible with a few lines of Apps Script) can help you to not miss what you need to get done.
People can use almost anything to help with project management, from knotted string or pen and paper to the most sophisticated computer technology. Success is not assured by having the flashiest kit: if a system is too complicated, people just won't be able to use it. How you go about things should therefore be a negotiation between yourself and your team.
On the rest of this guide we'll explore a few tools and approaches. Some you may be aware of, some will be new, and some may even surprise you. But all could potentially be integrated into your next project.
The University has produced a range of project management resources including help pages, spreadsheet templates and Google Docs. While created for staff projects at York, the resources are open for anyone in the world to make a copy. There are banks of resources and advice for delivering projects and change and delivering IT projects.
Our Being organised guide brings together some tips on how to find the right ways of being organised for you, including time management, planning, and prioritisation:
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