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Breaking Down Project Management Systems

September 21, 2022

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I'm Court —online systems educator for coaches. I'm here to help you love your business again.

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Project management systems are non-negotiable to run and SCALE a business successfully. Today we are talking all about project management systems. This includes the basics of project management systems, benefits of having a project management system, and our tech recommendations.. We are also going to go over the 5 phases of project management and our top tips for your project management system!

 

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The Basics Of Project Management Systems

Overall, a project management system refers to all of the processes, procedures, workflows, tools, and people needed to manage and complete projects. However, project management systems also include the technological aspect of managing projects. For example, this includes platforms and tools used, like ClickUp. 

Check Out ClickUp Here! (and use code SYSTEMSUP to get 30% off the Unlimited Plan or 15% off Business Plan)

Project management systems provide a framework for managing expectations, delegating responsibilities, and creating procedures. In other words, this will be your central place where projects, details, tasks, statuses, and assignments can be sorted out. 

 

Benefits Of Project Management Systems

A project management system streamlines your communication and overall business management to give you seamless day-to-day operations for running your business.

It will give you improved clarity, accountability, efficiency, and transparency as well as keep everyone accountable. In addition, with a project management software tool, you can see exactly what each person is working on, what the next steps are, and identify any bottlenecks or hangups.

Overall, by having a centralized place for management, you will be able to standardize processes and procedures to ensure clarity across your entire team!

 

Tech Recs For Your Project Management System

The main platform you will need is a project management tool. From there, depending on how intricate you need to get with formulas in your business, you might need a Database platform like Airtable. You also will want to look into an automation platform like Zapier so you can integrate your other business platforms with your project management tool.

Specifically talking about project management tools, when choosing a project management tool, you want to ensure that you choose a scaleable platform. Our recommendation is ClickUp! ClickUp is a do-it-all project management tool with endless features and capabilities.

We recommend ClickUp because it is a scaleable tool and when it come comes to systems, we want them to support our business growth! 

If you’re interested, you can check out our ClickUp platform review we did on the podcast a while back!

 

5 Phases Of Project Management

Understanding the 5 phases of project management will help you develop a process for project management in your business.

Phase 1: Project Initiation

During project initiation, you’ll dive into whether the particular project is possible for your team at this exact time. If the project is a go, you’ll name it and broadly define the plan.

Phase 2: Project Planning

In this phase, you’ll consider multiple smaller elements of the project such as communication, resources, cost, duration, quality, scope, and risks. 

Phase 3: Project Execution

In this phase, you will facilitate communication, follow up on deadlines, celebrate milestones, and handle challenges that arise.

Phase 4: Project Monitoring 

The project monitoring runs parallel with the execution phase. You can typically break the workflow up into three key performance indicators to make tasks easy to follow.

  1. Project goals: You’ll want to track your schedule and budget to ensure the project meets your goals.
  2. Task completion: You’ll want to follow specific tasks of the project to ensure each is being completed.
  3. Project performance: You’ll want to monitor how the project changes due to timing or budgetary issues that arise unexpectedly. Part of this tracking should be how quickly your team reacts and what measures are taken to address the issue. 

Phase 5: Project Closure

When your team is ready to deliver the project, you’re stepping into the project closure phase. 

You’ll want to hold a post-project meeting to debrief on goals hit or not hit, the team wins, and improvements to be made for the next project.  In addition, this is an incredible opportunity to get your team’s insights on overall project performance.

 

Top Tips For Your Project Management System

1. Develop consistent routines in your business

This includes daily, weekly, monthly, quarterly, etc. tasks and internal best practices. You want to develop consistent routines to ensure your project management system remains organized and streamlined.

2. Ensure your team is aware of all of the moving pieces of your project management system

This includes ensuring they have access to all necessary platforms and they understand how each platform functions in your business. This also includes ensuring they are clear on communication expectations within each platform.

3. Create project management templates in ClickUp for different types of projects.

Instead of reinventing the wheel every time, create project templates in ClickUp for an easy rinse and repeat process. Although this takes time, investing more time in the beginning, will make for an easier, quicker process moving forward

Overall, having a project management system in your business is non-negotiable. Your project management system provides a solid foundation for the rest of your business operations. If you’re interested in learning more about systemizing your business, check out our course Elevate!

 

LINKS MENTIONED

How To Plan A Quarterly Meeting Podcast Episode

ClickUp Platform Review Podcast Episode

Check Out Our ClickUp Template Shop

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Join Our Mighty Networks Community

 

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