Empowering teams to become better at delivering projects on time

“It had been four projects in a row. We were constantly failing to deliver projects on time. And, it was not something which we were really proud of.

The pressure cooker situation was taking its toll on the entire team. We had to find out some way or the other to ensure that we were able to meet the deadlines on a constant basis.”

This was the conversation I had with Sam almost six months back. Sam is one of my college mates whom I was meeting for the first time since I graduated. He was really stressed, and desperately looking for something that could bring his team on the right track.

So I shared with him about how we carry out things here at ProofHub.

Here’s how -

Break it down

Rome wasn’t built in a day. Right? It took years of meticulous planning and effort. Take a look at any of the big projects in the world, and you will find out that one common thing between all of them was they were all broken down into small phases.

And, an IT project is no different. So one of the first things that a manager needs to do, as soon as a project is assigned, is to break it down in phases and mark each phase as a milestone. Based on this distribution, and the number of resources available, the manager ought to set a time-frame in which the milestone needs to be achieved.

*while setting the estimated time for each milestone, don’t forget to add cushion time (the extra time in case there are any delays in work).

Keep a bird’s eye view on everything

You’ve broken down the project into phases and set a milestone for each phase. Is that enough to meet the deadlines? Certainly not!

As important as it is to break down the project into smaller phases, it is even more important to keep an eye on how things are moving. This is where reporting comes in handy.

If you have well documented reports of your projects while it is in progress, then you can easily monitor its progress. Whether it is moving in the right direction, at the right pace, or not? This is important, as it allows you to identify the problem, if there is any, at an early stage and take the remediation measures before it becomes too big to eventually kill the project.

*make sure that project data is updated from time to time, otherwise keeping an eye of everything is of use.

Know where your resources are being spent

And, by resources I’m not talking about only the financial resources. You ought to know about which resources are spending how much time on which tasks.

Also, identify the areas which are consuming maximum resources and yielding minimum results. So that you can plan your strategy for future projects. Also, this will help you to analyze whether the monetary benefits that you are gaining from the project are worth the resources being spent on it or not?

At ProofHub, we have these insightful reports which provide a complete breakdown of the entire project data as well as resource utilization data. So, we don’t have to stress out while compiling our numbers. Everything is present at one place, organized systematically and seamlessly.

*make sure to assign the right people to the right task, or else you can forget about meeting the deadlines

Make the most of your time

Meeting deadlines is all about getting things done on time. That’s why it is always advisable to set an estimated time for each phase of the task (like I mentioned in the first point here).

But, where to maintain a record for it? While maintaining an excel sheet for all this is the first thing that comes to mind, but at ProofHub we’ve got these neat timesheets in which you can record all the data. Plus, there is an automatic timer which we use to keep track of every second that the task has consumed. Everything is documented.

So, at the end of the day we can easily figure out how many hours did the task consume, which resource spent how much time on a particular task, and how did we deviate from the set time-frame. Timer and timesheets also help us to speed-up the process, when we see that the tasks are consuming more than estimated number of hours.

*don’t forget that time is more important than money. After all, you can get more money, but you cannot get more time.

Once we were finished with discussing all this stuff, I could see that Kevin had a smile on his face. And, he was so intrigued during the entire conversation that he did not even finish his drink.

For me, I was glad simply to see the look of relief on Sam’s face. He’s been using ProofHub for quite some time now. And, since the time his team has moved on to ProofHub they’ve been able to successfully deliver projects on time (they have delivered four out five projects on time during this period).

And, don’t forget to hit the green heart ❤ below and spread the love.

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