improve project delivery with free collaboration tools
DESCRIPTION
Dr. Andrew Makar\'s 2012 Great Lakes PMI Symposium Presentation on Free Project Collaboration Tools That Rock - featuring Asana, Trello, Mindjet Action and Mindjet VisionTRANSCRIPT
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Dr. Andrew [email protected]
Twitter: @andymakar
Feel free to tweet using hashtag #pmtool
A Technical Study in Human Performance Factors using Collaboration Technology in a Distributed Environment
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Free Project Collaboration Tools that Rock!Dr. Andrew Makar
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The Talk
Challenges with collaborationDemonstrate useful solutionsProvide free resources to get stuff done
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CollaborationHow do you define collaboration?
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How do your teams collaborate today?
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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
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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
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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
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Challenges with Current Solutions
Are we really collaborating?
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Are we using technology as an excuse for not really working together?
Is Technology an Excuse?
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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?
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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
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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
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Collaboration SolutionsMindjet Connect and Connect Action
Trello
Task List Project Management with Asana
And they are free!
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MINDJET CONNECT AND CONNECT ACTION
Go from Work Breakdown Structure to Working
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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
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What’s the Scope?
Generated via BrainstormingMind maps are excellent tools to brainstorm
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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
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Check outMindjetConnect!
Mindjet Connect
http://connect.mindjet.comBrainstorm Project ScopeCapture and organize in a mind mapRemote participants collaborate REAL-TIME in the map
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What about the WBS?
One click of the button
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Assign People and Dates to Tasks
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Send to Mindjet Connect Action
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Connect Action
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Task Detail
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Mindjet Connect Action Features
Task Management meets TwitterInstant Email integration with specific tasksInstant task notification
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Unique Task Priority Features
Weighted Task Priority functionAs due date approaches, task appears higher in priority
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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
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TRELLOProject Status At a Glance
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How much time do you spend preparing status reports?
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What if status was self generated?
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Trello
http://www.trello.com
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Tasks on a Board
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Every Task is a Card
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Threaded Discussions
All comments are tracked against the card as comments
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Checklist Deliverables
Handle subtasks as checklist deliverables
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Project Status at a Glance
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Manage a Product Backlog
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ASANATask List Management Made Easy
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Your Daily Task List
Not necessarily stored in a project scheduleSticky notesNotepadRandom Scraps of Paper
No more! Put it in Asana
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Asana
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Simple 2-Level Outline
Lighting Fast Task Entry
Prioritize Tasks as Today, Upcoming and LaterAdd followers to tasksTag TasksActivity Feeds
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Email Reminders
asdf
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• Email integration and email reminders for tasks
Mobility Support
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iPhone / iPadMindjetAsanaTrello
AndroidAsanaMindjet
PROJECTSWhat tool to do I use?
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Project Types
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Project Application
Scope Definition Mindjet Connect
Agile Project Trello
Asana
Small Project Mindjet Action
Trello
Asana
Freelance Projects Mindjet Action
Trello
Asana
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
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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
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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
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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
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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
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Resourceshttp://connect.mindjet.com
http://www.cohuman.com
http://www.asana.com
http://www.trello.com
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Questions
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For More Information
Andy [email protected]://www.tacticalprojectmanagement.com
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