WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 2

Table of Contents

Introduction ..................................................................................................................................... 3

What is ICT? ............................................................................................................................... 3

Describe a problem or opportunity for growth in an organization .............................................. 5

Select a possible solution using information communication technology: ................................. 5

Technology ..................................................................................................................................... 6

Describe the Technology ............................................................................................................. 6

Explain how it could solve the problem ...................................................................................... 7

Determine future enhancements in the technology ..................................................................... 9

Analyze the potential of the technology ...................................................................................... 9

Impact Analysis ............................................................................................................................ 10

Economical ............................................................................................................................ 10

Sociological ........................................................................................................................... 11

Psychological ......................................................................................................................... 11

Environmental ....................................................................................................................... 11

Political .................................................................................................................................. 12

Recommendation .......................................................................................................................... 13

Bibliography ................................................................................................................................. 15

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 3

Introduction What is ICT? Information Communication Technology, also known as ICT, is an umbrella term encompassing

a variety of technologies used for gathering, storing, retrieving, processing, analyzing and

transmitting information. ICT is similar to Information Technology (IT), but has a stronger

emphasis on communication technologies, such as the Internet, wireless networks, and cell

phones (Christensson, 2010).

The World Bank defines Information and Communication Technology as:

Hardware, software, networks, and media for the collection, storage, processing,

transmission and presentation of information (voice, data, text, images), as well as related

services (The World Bank).

ICT can be further broken down to define technology, information, and communication. Each of

these pieces has a distinct importance related to the success of ICT.

Technology is considered to be one of the most used, yet most confused, words in today’s

society. Technological work is motivated by a problem or opportunity, uses methods, tools, and

skills characteristics of invention, and produces technological products, systems, and

systematized rules.

Next, the terms information, data and knowledge are oftentimes used interchangeably, however

there are nuanced differences among each of the terms:

This progression starts in chaos where there is no discernible pattern or organization, and

where the bytes of information are fragmented, and unable to be processed readily by

human or machine. Data occurs where the symbols have been processed in such a way

that they conform to the requirements of a transmission channel, such as a modem. Data

is a quantity rather than the quality. Information on the other hand refers to data

organized into meaningful chunks-specifically, chunks that have meaning to humans

rather than machine applications. Information becomes knowledge when it has been

successfully communicated to and understood by, the now more knowledgeable recipient.

Knowledge is the product of information plus thought and ideas used to inform

communication and action. It implies a value judgment because knowledge marks the

processing by a human of useful and relevant information. Wisdom is the final stage of

the continuum. Here there are two sets of value judgments: first in terms of the transition

from information to knowledge; the second in terms of the knowledge being used in

making sound judgments (Green, 2001 p. 82).

Finally, communication is known as a process that can be viewed from both a scientific and a

humanistic viewpoint. The scientific approach for communication states that it is a transmission

and reception process, while the humanistic approach looks at communication from the point of

creating meaning. (Griffin, 1997). Communication is made up of three categories, which

includes written communications, oral communications and non-verbal communications. Written

communications are typically in the form of emails, letters, reports, memos and a variety of other

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 4

documents. Oral communications are typically face-to-face or over the phone/video

conferencing. Finally, nonverbal communications are generally made up of gestures or simply

body movements that are made that send various signals to the other party. One of the earliest

models of communication was introduced by Claude Shannon in 1949. This model laid down the

foundation for the variety of communication models that are used today.

The Shannon-Weaver Mathematical Model illustrates how communication takes place and also

helps to determine what could go wrong. In this model, the information source generally refers to

a person who then sends a message with the use of a transmitter. This transmitter could be any

instrument, from phones to computers and other devices. The signals that are sent and received

can vary depending on the actual method of communication. A ‘noise’ refers to any signals that

may interfere with the message being carried. The receiver is the tool or the person on the other

side that receives the message. Shannon’s model helps business organizations and users to

understand how communication works, how messages are transmitted, how messages are

received by the other user, and ultimately how the message is both interpreted and understood

(Tutorials Point).

Then in 1954, Wilber Schramm developed a model that emphasized that both the sender and the

receiver take turns playing the role of the encoder and the decoder in terms of communication.

He emphasized that communication is incomplete unless and until the sender receives feedback

from the recipient. Schramm believed that communication is a two-way process between the first

party and the second party (Tutorials Point).

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 5

Communication management is vital for any organization regardless of its size. An effective

communication process within the organization will lead to an increase in profits, higher

employee satisfaction and better overall brand recognition (Tutorials Point).

Describe a problem or opportunity for growth in an organization In today’s society, technologies are rapidly changing and growing, meaning that both businesses

and consumers must keep up or will need to catch up in order to continue being successful. For

decades, people have relied on different methods to help stay organized and create

communication within the workplace.

A common communication-related complaint from managers today is that too much time is spent

gathering task updates from employees. If a schedule is not easily accessible, it is difficult for

managers to determine whether projects should be aided, salvaged, or cancelled. Conversely,

team members are also having a difficult time determining the discrete tasks, and their order and

priority in accomplishing critical work in a timely and profitable fashion (Project Insight).

Almost invariably, the success of a project is highly correlated to the quality of initial planning

and monitoring stages. Project plans are typically written at the beginning of the project life

cycle, yet often filed away and seldom updated. Companies strive to deliver projects on time and

under budget. When there are multiple, possibly highly complex projects occurring

simultaneously, organizations need help keeping track of all of the pieces (Duffy, 2015). In some

instances companies post their schedules on the network or email files to team members.

Unfortunately, version control becomes an issue with this process. Quite often there is time

wasted due to discord in project plans among participants (Project Insight).

Without a proper system in place, it can be difficult to determine dependencies,

interrelationships, and contingencies within a project plan. Collaboration and project

management each play a key role in the growth of a business, but an inadequate system of

communication and control can lead to chaos and uncertainty.

Select a possible solution using information communication technology In an effort to solve some of the issues found with communication, both project management and

collaboration systems are becoming the top choice for many entrepreneurs, as well as small- and

medium-sized businesses. Central to innovation, project management systems can be

implemented as web applications accessed through an intranet or extranet, or the Internet itself

utilizing a web browser (Mohamed, 2015). The best project management systems should help

teams to embrace change and turn ideas into reality, as technology is meant to allow companies

to be able to scale and grow.

While using Microsoft Excel as a project management tool might have worked in the past, once

there are multiple projects being juggled, interrupted schedules, and shared resources,

maintaining a project in a spreadsheet can become a cumbersome task. Excel was not originally

designed to be a project management tool, and it lacks integrated version control, communication

capabilities and utilities found in more comprehensive tools (Project Insight). Today’s real time

expectation of always having up-to-date and always-available information has created a need for

a more technologically advanced system. These systems are primarily web- and cloud-based,

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 6

opposed to using Excel and manually updating spreadsheets or even having someone with the

job title of “Project Manager”.

Implementing a high-quality web- or cloud-based project management system can help

companies deliver the required product, service, or result both on time and within budget.

Consistent in their delivery, these systems typically follow the same pattern of definition,

planning, execution, control and closure (Khan, 2011). Ultimately, both team collaboration and

communication can be improved by utilizing project management software. Collaboration is

critical to making projects work, but multiple communication methods for sharing information

and feedback can instead splinter project knowledge. Project management systems provide

structure that clearly communicate and measure sub-tasks, while tracking the overall project

objectives and progress (Chinyio, 2012).

Technology Describe the Technology Automated project management systems originated on mainframe computer systems in the late

1960s and early 1970s in an effort to help manage large projects in the military, the construction

industry, and in the development of complex equipment prototypes (Goldstein, 1987). Today,

project management can be considered very broad at the surface level. However, it is used by

many disciplines, demonstrating that its principles, concepts and theory are applicable to a

variety of business types, showcasing multi-disciplinary usage (Chinyio, 2012). Information

systems that utilize information and communication technologies can help to empower workers

by allowing them to be more productive and by giving them a better level of task control

(Avison, 2009).

At the most basic level, project management systems are intended to help an organization

manage projects from start to finish and allow users to have the ability to share their input with

others (Goldstein, 1987). Web based or on-demand project management tools provide teams with

one centralized location for all projects, files, assets and communications. This solves the sharing

issue that is commonly experienced. These programs allow for the allocated members to create,

access, edit and update projects and tasks from any browser or mobile device (Project Insight).

Project management software provides both small and large businesses a solution that keeps

them organized. There are a wide variety of project management applications available,

including web-based that are accessible from any location. Each system boasts its own set of

features, but they all share common benefits businesses can appreciate. Employees are

frequently assigned individual tasks that are part of a larger team project. Project management

software gives employees a way to collaborate on projects by sharing documents, timelines and

status updates (Brookins, 2015).

In addition to web- and cloud-based systems, many programs also have an application that can

be downloaded to a mobile device. This allows users to stay in sync with their team and track

projects wherever they go. Some of the key features include task management, a dashboard and

workload, interactive timelines, real-time newsfeed, email integration, live editor and document

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 7

sharing. Employees can stay in the loop and never miss an important update again when out of

the office with sleek mobile iPhone, iPad, and Android apps. Likewise, cloud-based project

management systems allow for teams to have greater real-time insight into project requirements

(Kahn, 2011).

Project management software systems enable businesses to share and collaborate with clients and

vendors in addition to employees. Companies using project management software can provide

their clients with usernames and passwords giving them secure access to project files. Clients can

give feedback, make edits and review progress. CNN Money asserts that, because businesses

need to be connected to vendors and clients project management technology is essential.

Explain how it could solve the problem Determining which web- or cloud-based tool is the best fit for an organization can be

challenging. However, a well selected and implemented system, including the education and

process definition required for effective use, can significantly improve a work teams’ level of

efficiency and productivity (Liquid Planner).

Project management systems are intended to provide users with simple and effective means for

creating project plans and managing the project according to the plan (Goldstein, 1986). It is

important to start a project by identifying team members, determining what access they have, and

defining specifics down to the finest detail. Utilizing strong resourcing tools in order to

determine which team members can take on specific projects is ideal. Managers have the ability

to gain immediate visibility into team utilization and productivity, which allows them to

effectively and efficiently assign resources to particular projects (Mavenlink).

Task management, or the ability to define a task, assign it to someone, create a deadline and

track completion, is generally the most desired and universal feature in both cloud- and web-

based project-management systems (Quinn, 2010). It is important to organize everything and

centralize it in one easy-to access location. Larger tasks and goals should be further broken down

into more manageable pieces with files and due dates attached. The subtasks created by this

break-down can be assigned to others easily. Setting expectations before projects get underway

by designating who is on the project, which resources are performing which roles, and how

scheduling will work helps for a more successful implementation of the system (Mavenlink).

Creating a central hub for task management and improved planning helps empower a team to

keep projects on task and on time. Project management systems can provide valuable insights

into team performance, such as evaluating trends, strategically allocating work, and identifying

at-risk initiatives early on. Web- and cloud-based systems are fairly simple to use and easy to

install.

Teams need an efficient and effective way to allocate projects, work things out quickly, make big

announcements, keep discussions on-topic, store and organize key files and assets, lay out

milestones and deadlines, and have regular check-ins to make sure everything is working

properly. Having a well-managed calendar and contact list can be key to project productivity.

Therefore, scheduling a meeting with several different team members and having access to each

of their calendars can save a significant amount of time (Quinn, 2010). Project management

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systems, both web- and cloud-based, commonly offer communication tools that can assist teams

in discussing issues, ideas, and suggestions in real time. This allows for each team member to be

kept up-to-date, allowing them the ability to deal with issues as they arise (Hooks, 2013).

A great project communication strategy begins with a comprehensive understanding of each of

the project stakeholders and team members. When planning a project’s communication strategy,

it is important to consider multiple ‘pull’ based communication channels (O’Halloran, 2013).

Technology pull is the clear demand for a specific technological solution. Technology push is the

“autonomous process of developing knowledge and technology resulting in technologies that are

useful and will be adopted and used.” This allows project team members to pull information

when they want or need it (Bouwman, 2005).

An idea is only great when it is shared, so utilizing interactive message boards to post topics,

spark conversations, and increase collaboration is a great way to get started. Unlike e-mails,

everyone can participate in the discussion, and put threads in distinct folders for easy access.

Conversations can be turned into actionable tasks, allowing the next step to be taken to turn ideas

into a reality.

Projects are dynamic by nature; feedback can get behind, a team member may be out sick, or

project scope is altered for unanticipated reasons. Because of unplanned occurrences like these,

having the ability to adjust a timeline as needed, as well as the tools necessary to record those

changes for posterity are required. With a web- or cloud-based project management system,

managers have the ability to see progress for any project without scheduling a status meeting or

sending an email to get confirmation. One of the challenges faced by project team members is

the lack of knowing how to proceed. During the planning process, the project team determines

what tasks need to be completed. The planning process provides direction for the team and its

members (McIntosh, 2015).

The project manager and the project team assign the responsibility for completing each task to

specific employees during the initial planning process. One of the most important project

management activities is the establishment of the project plan, which describes the schedule of

the project’s phases, activities and tasks (Goldstein, 1986). The team benefits since a designated

employee holds responsibility for each task and can be held accountable. When a user realizes

they reap the rewards or endure consequences based on completing a designated task, there is a

higher priority placed on fulfilling the requirement. Assigned project tasks can be measured and

tracked within the company performance appraisal process, reinforcing accountability

(McIntosh, 2015).

Time is one of the most critical business assets. Without time-based task completion goals, a

project runs a significant risk of avoidable delays or cost overruns. Some project management

systems have a milestone feature which allows projects to take shape by assigning end dates and

due dates for the tasks within them. The user can determine when each detail should be

completed in an effort to manage the project rather than have the project manage the user. If

there are recurring tasks on a defined time-frame, the burden of creating and editing tasks that

repeat on regular schedules can be greatly reduced. Tasks are the foundation of collaborative

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 9

project management software. With drag-and-drop prioritization, assignment capabilities, and an

extremely visual workspace, tasks are organized and can be easily managed (Mavenlink).

Web- and cloud-based project management systems help users stay organized and share all files

related to projects in once place. Every file is centrally stored and organized, so every user is

always informed. This ‘version control’ feature minimizes the risk that project participants will

be using stale or obsolete plans, files, and documents vital to a project’s success. With all of a

team’s files linked to project conversations and tasks, keeping track of important documents and

determining which copy is the lasted iteration is simpler. Files and conversations can be quickly

sorted and filtered by project, user, message and more.

Project management systems offer complete control with total simplicity to keep work

organized. Centralized access to every project allows users to know what needs to be done,

when, and by whom. Everything stays on the schedule that has been set while the quality of work

remains intact. For projects that require documentation, many of the project management

systems have sharing tools that allow users to edit, update the status of report and create systems

that allow for transparency and communication in near real-time. Administrators can configure

permissions for the entire company, workspace, particular users or guests to help share, edit and

retrieve content securely from the cloud. Users can change permissions for folders, tasks, data

records and even fields to create an even more secured data location (Zoho).

Determine future enhancements in the technology Many project management systems are beginning to integrate with the tools people already use.

Users can upload and easily share virtually any type of file in the workspace, such as photos,

documents and PDFs. This means less time scouring through email to find missing files.

Switching from software project management systems to the ‘Cloud’ means no infrastructure or

installation needed, plus no IT department to maintain servers. The application handles the data,

backs up the information, updates the application with new features, as well as deals with all of

the logistics. No matter where you are, there’s no need for projects to be slowed down. Users can

access activity feeds and make updates whether on the web or out and about on a mobile device.

While there is an increasing number of cloud-based systems on the market, businesses need to be

willing to take the plunge and switch. Along with functionality, security should be a top

requirement when selecting an appropriate cloud-based project management solution.

Today people utilize virtual meetings and presentations with Go-To Meetings and Go-To

Webinars. Project meetings and presentations are a critical element to most project

communication strategies. Having the ability to record a live ‘webinar’ presentation and put it up

on a project workspace is a great way to boost project communication effectiveness (O’Halloran,

2013).

Analyze the potential of the technology Project management deals with the planning and oversight of the tasks necessary to achieve a

goal. These goals can include implementing a new software system, merging two departments or

analyzing the purchase of a subsidiary. The project manager along with their employees create a

project team. Together, the team creates a plan for completing the project (McIntosh, 2015).

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 10

When project team members plan together, they learn which employees have the skills necessary

to complete various tasks. These skills may not appear on the employee’s work history but still

contain value for the company. Without planning each task, the company may never realize these

skills.

Work anywhere, host anywhere. All of a project team’s documents and tasks can be stored

online in one easy-to-access location. This means freedom for a team to work anywhere since

they can share ideas on-the-go, review documents during a meeting, or assign urgent tasks that

come up. Simplify the approval workflow from first draft to finished product with a proper

project management system in place.

Some of the best project management platforms also have smart features that automatically

adjust project schedules to accommodate changes. These platforms also allow managers to have

a better insight into what their employees are doing and whether they are overworked. It helps

everyone use resources more effectively (Duffy, 2015). This can potentially help managers

prevent burn-out of their employees. While it’s not a ‘fix-all,’ force load capabilities are built

into many project management solutions.

Trust is key to collaboration, which means teams need project management applications that

have appropriate security controls in place to protect important project information, such as

financial data and team communications. Managers and users can control permissions and

specific access by choosing private or public when posting. When collaborators trust that their

information is safe, secure, and visible only to those who need it, project collaboration is most

successful.

Impact Analysis Small businesses and large enterprises have very different needs. The easiest way to determine

the difference between a project management solution that is fit for a small business and one

better suited for a large corporation is price. Implementing a web- or cloud-based project

management system provides a data warehouse of past, present, and future projects that will help

the whole team organize, learn and grow (Liquid Planner).

Economical There are numerous versions and variations of project management systems on the market today,

and their costs and functionality can vary widely depending on the scope and scale required by

various businesses. Managing a business is not a simple or straightforward task, and keeping

track of everything is often one of the toughest parts of operating a successful business. Web-

and cloud-based project management systems can be implemented to facilitate communication

with employees and clients, as well as share files and track the status of projects and

assignments. Overall effectiveness of a project management system is directly related to the

effort taken in selecting an appropriate product. It is important to take time during the

implementation to document processes, educate users and set clear expectations for its use.

Managers should know how to communicate and be able to clearly delegate project

responsibilities to team members in order to have an efficient system in place (Ghioca, 2011).

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 11

Innovation is said to rely on project management. Regardless of whether the innovation deals

with a new product, process, or a contribution to pure science, implementing a better project

management system can result in a more successful, outcome, consuming fewer resources

(Wheatley). Project management systems can assist in improving a company’s financial

management. This is due to better project definition, better estimating, more formal budgeting

and better tracking of a project’s actual costs against the budget (Ten Step).

Every business undertakes projects to some capacity, but some take on more than others. Project

management systems allow managers an ability to delegate tasks easily. By assigning roles in the

system, each user has access to the information they need to successfully keep tasks on time and

in-budget. Adding a start and expected completion date to projects and tasks helps users to

manage their time in meeting projected deadlines (Brookins, 2015). Managing scope can be a

difficult task, which may result in additional cost and effort to the project if not handled

appropriately (Ten Step).

Sociological When training new team members and introducing them to projects, project management

software provides a snapshot to help get the new user up-to-speed. The snapshot ultimately

allows users to see projects from start to finish, providing background information and showing

users how the project can move forward (Brookins, 2015).

Effective project management systems help to build improved work environments. When

projects are more successful, there are additional intangible benefits for the project team. People

on successful projects tend to feel better about their jobs and themselves where as people that

work on projects with problems tend to be unhappy. An increase in quality goes hand-in-hand

with enhanced effectiveness, which also leads to an increase in quantity of work. Ultimately,

implementing a project management system allows businesses to narrow their focus, reach

desired goals and achieve them within specific time and cost perimeters (Ten Step).

Psychological Projects are unique and so are project managers. The success or failure of a project may be due

in part to the psychology of the individual working on it, since the human aspect has a vital

impact on the way that projects are managed. Psychological aspects of users, such as perception

and emotions, differ from individual to individual, yet play a key role in many processes like

problem solving and decision making. This affects the way that projects are handled, for example

if the same project is given to two individuals it will most likely be managed in two different

ways (IBM). Ultimately, selecting the correct project manager can be crucial to the success, or

failure, of a project.

Environmental Monitoring environmental impacts gives both project managers and communities critical

information on project performance. The monitoring of environmental impacts can be built into

the overall process (Pallen, 1997).

There are several benefits to local communities when businesses use web- or cloud-based project

management systems, including:

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 12

A healthier local environment.

Improved human health

Decreased resource use

Fewer conflicts over natural resource use

Increase efficiency of project execution

When properly managed, information will greatly augment environmental management capacity.

Ultimately, the importance of building and managing information should not be undervalued.

New information and communication technologies have a significant potential to enable rapid

changes in economic culture at a community level. Promoting these new technological changes

is the most direct way to eliminate environmental problems. The goal is to promote cleaner

production, which is the “continuous application of an integrated preventative environmental

strategy to processes and products so as to reduce risk to humans and the environment.”

Ultimately, cleaner production means more efficient production for businesses (Pallen, 1997).

Efficient project management systems eliminate unnecessary costs associated with the project,

making the work as cost-effective as possible. Technology allows for faster processing of data,

easier retrieval of information, and makes it easier to keep information up-to-date. There are a

large variety of web- and cloud-based project management systems available, which eliminate

the need for paper-based files and calendars. Ultimately technology can help a business’s

maximize efficiency and productivity, as well as decreases expenses and increase profitability

(Dragon, 2015).

Political Organizations are by nature political, and as long as people are involved, project managers will

have to deal with politics. In an effort to be successful, project management systems should

directly link project managers and users to the understanding of the importance of organizational

politics and how to make them work (Pinto, 1998).

The larger a project is, the more political issues there may be. Politics is all about interacting

with people and impelling them to get things accomplished. Depending on the tactics utilized by

managers, this can be a good thing, bad thing, or both. Dealing with office politics is not a

standard project management process, however political issues are considered people-related and

situational. Project success is dependent on how the project manager is managing the scope,

delivering the project on time, keeping the project on budget, and the quality of the project that is

accepted by the customer. During the process, the project manager must be aware of cultural,

social and political elements, and also understand them. Knowing a projects environment is the

key to success, while awareness of the project will help project teams prepared for issues, plan

for risks and better understand factors at work that are around, or against, the project (Pedro,

2013).

Ultimately, assessing the environment, rethinking attitudes towards power and politics, and

developing an effective political plan are the basic steps to successful project management

systems. These help to address the power structure, identify critical stakeholder levels of trust

and agreement, develop a guiding coalition and determine areas of focus (Englund, 2011).

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 13

Recommendation There is no reason why a team of any size, even if they have little to no budget, cannot web-

enable their project management systems. These systems provide the ability to simplify

everything across internal and external teams with dashboard views, tasks and administrative

controls (Project Insight). The ultimate goal of project management systems is to achieve the

success of the project under the condition of the shortest creation period, the lowest cost and the

maximization of the benefits (Xu, 2013).

Managing projects has never been a simple task, but thanks to the development and

implementation of web- and cloud-based project management systems, things have become

easier. Whether it is a small team working on a single project or a large team scheduling a group

project, these affordable systems provide leeway to businesses of all sizes to keep their projects

on task (Dholakiya, 2015). Online project management systems help teams increase efficiency

by streamlining processes, managing risks and increasing collaboration. In addition, these

solutions help project managers provide the insight and communication tools that stakeholders

often require (Stevens, 2015).

To accommodate a varying set of needs, there are several web-enabled or on demand solutions

available to businesses to assist with solving the communication problem within teams. These

include low end task management and project tools, mid-market project management software

solutions, and high-end portfolio and project management systems (Project Insight). The best

online project management applications help companies manage multiple projects, from the

initial request to the final invoicing, simultaneously. Most of these services feature mobile tools

and social network-like interfaces for time entry, expense tracking, status updates and secure

team collaboration. Additionally, these solutions are cross-platform compatible so they can

support teams on any computer, tablet or mobile device seamlessly (Stevens, 2015).

Combining workflow tools with the ability to work seamlessly across devices and virtual teams

allows companies to unify project tasks, content, approvals and team communication within a

single dashboard. Good web- or cloud-based project management systems can help companies

do the following:

Centralize all projects in their portfolio

Share documents, files, designs, and images with your team and clients at any time and

from anywhere.

Create collaborative boards for specific projects and organize it with lists and cards

Visualize and track performance of employees

Create task lists, file storage, task creation and view unassigned and overdue tasks. You

can even add task owners and due dates and instantly see what is getting done

View workload to determine who is overloaded with tasks and who has availability.

Eliminate the need for messy emails chains as messages can be posted directly to the

correct project board

Before selecting which particular project management application to implement, a business

should do research and be patient. Rushing into a new system without adequate preparation can

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 14

be an expensive mistake in terms of time, money, and opportunities lost. To get a team or

company as a whole to adopt a project management system, it must be easy to use and contain

convenience features, such as project templates, customization options, import tools, and

automated functions. The service provider should also offer ample training through webinars,

documentation, videos and even one-on-one training to help your team learn how to use the tools

quickly (Stevens, 2015). All top-shelf project management systems offer most of the basics, such

as project planning and task management tools, but it’s important to ask manufacturers about

specific tools to help with specific processes and team dynamics that are relevant to your

business. Additionally, it is imperative that company leadership support and promote the use of

a modern project management solution, and that its use be incorporated into corporate and team

performance management objectives.

WEB- AND CLOUD-BASED PROJECT MANAGEMENT SYSTEMS 15

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