Project Management and Communications - Any Advice?

[Andy Bassett]

One of the company i work with is currently drowning is meeting protocolls and has guess what ....?yes a communication problem.

There are many underlying reasons to this problem, some of which relate to;
1. A lack of discipline
2. A need to cover ones bottom. (Im too polite to say arse)
3. People with capabilities not matched to the positions they are filling.
4. Too many ill-conceived projects.
etc etc

None of this detracts from the fact that they need a better communication/project managent tool than simple Word Meeting minutes that are circulated to every man and his dog.

Does a relatively simple tool exist that satisfies the same objectives. I would really like to be able to use Outlook in some way as all the employees are familiar with its operation.

I have personnally used large expensive project management software tools, but most of the ones i have seen are over the top for this application.

The trick would be to find a tool that
A. Informs specific people that they have a task to do.
B. Follows up that this taks is completed.
C. Informs SPECIFIC personnel when a SPECIFIC taks has been completed.

Any suggestions gratefully received.

Regards

 

[Al Dyer]

Andy,

I really think you answered your own question when you mentioned MS Outlook. If used on a network it can be esily tailored to fit your exact needs.

 

[Andy Bassett]

Thanks for that Al. Do you have any experience of using Outlook for this purpose? Can it be made to work?

 

[Al Dyer]

I sure do, I have used it for years. Most people think of it as just a mail program, but it is also a good scheduling and tracking tool. If you want to get into specifics you can e-mail me any time you want.

As a tip though, make sure Outlook is in the start-up sequence so that nobody can say they didddn't get the "message".

Like I said, feel free

 

[Claes Gefvenberg]

Ms Outlook will can manage all you asked for

Hi Andy,

Al is right. Outlook is perfectly suited for what you asked for. I have used it since it came out, and it really is a good and surprisingly simple to use tool.

/Claes

 

[barb butrym]

oops...lost the post so here i go again......

Have not gotten into Outlook myself, although I know I should. have done some MS project stuff, but its too complex for most ......

I use a "management action log".....simple table/spreadsheet with assigned #s. Some meetings can skip the minutes, some supplement it depending on your needs then reference the Assigned # in them. You can post it on the intranet for updates (protected with revisions turned on), or hard copy.

Headings include:#, date assigned; Source (meeting, audit, complaint etc.) Assigned by, to; action; date due, date closed; comments/update

Get fancy and use a data base if you want, have done that and it works well...but most just want a hard copy table. Even use it for management review actions instead of a formal CA form

 

[Randy Stewart]

Andy,
Look at Project Central. It operates in Outlook, it uses MS Project, it is server based so not everyone needs the software loaded on their computer, etc.
www.microsoft.com/office/project

It works well and is user friendly.

 

[Marc]

The best resource I have found for project management solutions is http://www.pmi.org

 

[walteradams]

The best tool that suited my needs to being able to work in Microsoft Project 2007 turned out to be valleyspeak project server.

I did not have to buy the expensive Microsoft Project Server yet got similar functionality with valleyspeak to manage my geographically dispersed teams.

 

[Murphys Law]

Andy - my experience is that is doesn't matter whatever IT tools are used to manage a project or programs, the key to success is a good PM who is a good leader.

If the 'team' (I used that as a quotation as the team needs to understand the goals and buy into them and are not just a group of individuals) needs to follow that lead.

The PM needs to monitor resource and cost conflicts. Too often, the 'team' is spread across multiple projects so cannot service them all correctly.

In this event, the PM director or PM office should monitor what is realistic. It may be nothing to do with the PM but simply not enough resource.