improve project delivery with free collaboration tools

04/24/2012 http://www.tacticalprojectmanagement.com 1

Dr. Andrew Makarandy@tacticalprojectmanagement.com

Twitter: @andymakar

Feel free to tweet using hashtag #pmtool

A Technical Study in Human Performance Factors using Collaboration Technology in a Distributed Environment

Free Project Collaboration Tools that Rock!Dr. Andrew Makar

The Talk

Challenges with collaborationDemonstrate useful solutionsProvide free resources to get stuff done

CollaborationHow do you define collaboration?

How do your teams collaborate today?

Co-locationMobility SupportFile ServerWeb-Based RepositoryInstant MessagingText MessagingWebEx / Teleconferencing

Do these tools really help facilitate collaboration?

I sent you an emailI sent you an email

I put it on the file serverI put it on the website

I left you a voicemailDidn’t you get my text?

Challenges with Current Solutions

I currently have 512 unread email messages in my inbox

What is the probability I’ll find the email you sent me in a timely manner?

I put it on the fileserver

Putting a file on a file server or a web-repository is still the equivalent of finding a digital needle in a digital haystack

Challenges with Current Solutions

Are we really collaborating?

Are we using technology as an excuse for not really working together?

Is Technology an Excuse?

Better Productivity?Did we replace the file server with web-based tools claiming better productivity?

How many of you have “sent an email” rather than pick up the phone or go see someone to resolve the issue?

There has to be a better way!

What if…Integrate communication and documents with the project tasks

No more hunting through emailsThe task would contain

Threaded discussionRequired document

Simpler Task Management

The schedule is updated as a bi-product of DOING the workShared visibility and understanding

James changes the date then the team knows without having ANOTHER meeting

Collaboration SolutionsMindjet Connect and Connect Action

Trello

Task List Project Management with Asana

And they are free!

MINDJET CONNECT AND CONNECT ACTION

Go from Work Breakdown Structure to Working

How do you determine scope today?

PMBOK answerDevelop a scope statement Develop a WBS

PM in PracticeCreate a list of your customer’s “brain dump”

NeedsWantsMust HavesGood ideas and bad ideas

What’s the Scope?

Generated via BrainstormingMind maps are excellent tools to brainstorm

Brainstorming Project ScopeSticky notes and index cards work well

Mind maps are better tools for recording a brainstorming solution

Usually constrained by a single user capturing mind mapping notes

Check outMindjetConnect!

Mindjet Connect

http://connect.mindjet.comBrainstorm Project ScopeCapture and organize in a mind mapRemote participants collaborate REAL-TIME in the map

What about the WBS?

One click of the button

Assign People and Dates to Tasks

Send to Mindjet Connect Action

Connect Action

Task Detail

Mindjet Connect Action Features

Task Management meets TwitterInstant Email integration with specific tasksInstant task notification

Unique Task Priority Features

Weighted Task Priority functionAs due date approaches, task appears higher in priority

End User Task Prioritization

Each resource can reprioritize the task list with immediate updates:

Project View User View

Changes the classic “command and control”model

TRELLOProject Status At a Glance

How much time do you spend preparing status reports?

What if status was self generated?

Trello

http://www.trello.com

Tasks on a Board

Every Task is a Card

Threaded Discussions

All comments are tracked against the card as comments

Checklist Deliverables

Handle subtasks as checklist deliverables

Project Status at a Glance

Manage a Product Backlog

ASANATask List Management Made Easy

Your Daily Task List

Not necessarily stored in a project scheduleSticky notesNotepadRandom Scraps of Paper

No more! Put it in Asana

Simple 2-Level Outline

Lighting Fast Task Entry

Prioritize Tasks as Today, Upcoming and LaterAdd followers to tasksTag TasksActivity Feeds

Email Reminders

• Email integration and email reminders for tasks

Mobility Support

iPhone / iPadMindjetAsanaTrello

AndroidAsanaMindjet

PROJECTSWhat tool to do I use?

Project Types

Project Application

Scope Definition Mindjet Connect

Agile Project Trello

Small Project Mindjet Action

Trello

Freelance Projects Mindjet Action

Trello

Workflow Management Trello

Caveats

SecuritySolutions leverage security best practices

Secure encryption protocolSAS70 certificationsData backup

Before storing corporate data check with your organization’s Information Security policy

Caveats

What about scheduling?All three tools lack a true scheduling engine

Mindjet Connect Action uses task blockingLacks true critical path analysis

Favor “pick a date” project management

Caveats

Shared ServiceThe tools are freeProvide email support but no dedicated phone support

At some point, these tools need to move to a paid model

Go ahead and get startedUse Mindjet Connect to brainstorm scope

Use Asana for a personal to-do list

Use Trello to implement an Agile iteration or develop a product backlog

Consultants and freelancers can easily engage their customers with these tools

Start Communicating

Tools are only as good as the people touching the keyboardsClose the Instant MessengerGet up from the deskMeet your team member in person for a coffee or a beerStart communicating

Resourceshttp://connect.mindjet.com

http://www.cohuman.com

http://www.asana.com

http://www.trello.com

Questions

For More Information

Andy Makarandy@tacticalprojectmanagement.comhttp://www.tacticalprojectmanagement.com

improve project delivery with free collaboration tools

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