improve project delivery with free collaboration tools

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

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


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


Asana


Simple 2-Level Outline

Lighting Fast Task Entry

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


Email Reminders

asdf


• 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

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


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 [email protected]://www.tacticalprojectmanagement.com


improve project delivery with free collaboration tools

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