Google Drive Is An Integrated Project Management Tool

Image courtesy of:  FreeDigitalPhotos.net

For my latest project, I was looking for a cloud based service that I can use together with my colleagues as our project management collaboration tool.

I have been using the TeamLab services for a time. It has somewhat served me and my previous colleagues' needs, however, I was also looking for something that is easier to manage and use. Also some member of the team I previously worked with impressed in me that they cannot follow everything posted in the site. Another thing is I was looking for something that I can manage all the tools within only one web service which TeamLab has failed to satisfy. (This does not mean I have given up on TeamLab, it is still a great project management tool offered as a cloud service and improvements are ongoing. But my own set of criteria for the moment tells me I have to.)

Fortunately, I didn't have to look far and wide, I have discovered that Google Drive can satisfy my and my team's needs for a collaboration tool. Aside from being a files cloud storage, it has some additional web applications that can be useful as a tool for my profession and services. And what I experienced was truly amazing. In the course of finding useful tools, I discovered four cloud project management services that can be integrated with all of my Google services.

The application I've integrated with my Google Drive were:
1. Gantter Work Schedule. This is a cloud based service that works like Microsoft Project. It can even import files done with MS Project or saved as an mpp file. The WBS file you have created can even be shared to your co-workers either through the Gantter services or if you preferred to save the file in your Google Drive, then share the generated link directly. Even saving the file in Google Drive, you have to install in your Chrome browser an application to open and edit the file. There is no need to download the application to your computer as working in Chrome browser is also fine. The service is offered free and the browser application works only for Chrome, though the service platform is available for all browsers.

2. Mindjet Project and Task Management. I find this task management tool a better alternative or a complimentary service to Google Calendar's task management. Each task can be categorized as personal or  a project management task. The best feature is it can be integrated with your Google Calendar and can use Google's reminder facility like sending a SMS message. Though I like very much the Mindjet's email service that sends you a daily reminder.

For project management use, create a project folder, add members and assign tasks. Project members can view or create tasks. A report can also be generated to monitor status of the project and each tasks.

Another feature of this service is its mind mapping tool which is a great way to record ideas and concepts. This tool is very versatile as it can also be used for charting. Files created within the service can be directly saved to or opened from your Google Drive.

3. LucidChart. Another valuable tool that can be integrated for charting or mapping processes, organization, and other charting needs of projects. The service is not completely free. Number of pages or objects are limited for each file created on a free account. If you decide to buy a service, then the limitations are nil. Files created in the service are interchangeable with MS Visio.

4. Yam Labs. Having a meeting? This is another invaluable tool which everyone in your project can view and follow while the meeting is being conducted . What ever is being discussed are recorded and can be viewed instantly by everyone on their own devices. Within the service, there are many tools useful in any meeting. The meeting's minutes, the discussions, action plans and ideas generated are instantly recorded. All of these can be accessed by every attendee in the meeting and can be sent to anyone immediately right after the meeting ended. Talk about speed, huh.

These four cloud based services which I integrated with my Google Drive did the job as I expected. I will appreciate if you can recommend some more which you have experienced.

Create a Valuable Project Portfolio

This is a blog written by Mr. Michael Kaplan. In managing project portfolio, prioritize those that builds better business values for the organization.

Growing up: From Engaging the Business to Coping with Change

Project prioritization remains one of the PMO’s key opportunities to generate business value.

The PMO remains under real pressure to generate business value within the limits of modest budget growth. To manage with this challenge, PMOs need to ensure the business project portfolio reflects a balance of projects that maximizes benefits for the enterprise.

The challenges PMOs face in balancing project portfolios include:

• Understanding project value and generating consensus 
• Keeping up with changing business needs 
• Aligning the project portfolio with business’ priorities 

These challenges were mirrored in a finding from a Forrester Research survey of PMOs, who listed poor sponsorship, politics, project coordination, misalignment between business strategy and the investment pool as the key hindrances to project prioritization.

Continue reading:  SoftPMO™ Social Project Management: Create a Valuable Project Portfolio

What You Choose Is What Matters

Saturday night and there was nothing much to do at home. Left with grown up kids at home who have their own things to do, I was left with no choice but to decide how I would spend my night away.

At first I seem can't decide what to do, either watch a movie or read a book. I opted for the first. After a hard day's work I needed the rest and respite. Yes, Saturday and I was still working. I have a project to do and meet deadlines on the work I have set out for myself.

I needed something light, I thought... something really entertaining. The list of videos I have contains some heavy stuff, luckily I found something - Kung Fu Panda 2.

It was really a nice sequel to the original with the story revolving how the identity of Po came about. Where he came from and how he end up being a son of a goose up to the point he understood what happened to his real parents. The realization of what his life is meant to be.

There is a  moral lesson I picked up from the movie. It may be made for children and the young ones, but thinking deeper, it really have some moral teachings you can pick up.

"Your story may not have a happy beginning, but what matters is the rest of your story." This is a very strong statement. The choice always falls on our shoulder how we intend to finish each stories in our life. In every day we live we can choose how we end up our day - winning or losing.

Every instance of our day is a story on its own that keeps on adding to the big picture that is our life. Always there is a chance and the hope to attain a happy ending, in spite of a sad beginning.

"Your story may not have a happy beginning, but what matters is the rest of your story." How you choose the ending of your story is what really matters.

--()--

Image: courtesy of digitalart

Are Your Team Members Ready To Take On the Responsibilities?

Most of the time the people we worked with have the capability and ability to go through with us in any given project. Sadly, in reality this is not always true.

There will always be delays in deadlines. Worse, tasks will not be done as expected of the person assigned to it. Then a problem arises that can have an impact on the progress of the project.

Frustrating, isn't it? As a project manager, we surely will do an assessment of what have happened and the things that have been done to mitigate or solve the problem that arose. We often focus on the event, but we seldom focus on the role factor of each members of the team.

The symptoms could be overlooked upon. The person has been missing deadlines or could be finger pointing and not accepting responsibilities or blaming others for every mistakes. These are the causes that must be looked into as soon as possible every time such an instance arises. After finding out the who then immediately find out the why.

There could be a lot of reasons why the person is not performing well as expected - personal, career, emotional, psychological problem. Actually the reasons could be endless including any shortcoming of the project leader himself.

Most of the reasons mentioned may be out of the control of the project manager but there are ways that they can be somehow be avoided or mitigated.

Disseminate the roles and responsibilities of each member clearly. The first thing to do is to communicate the roles and responsibilities of each member of the team. Try to give a very detailed job description for each. If possible create a Responsibility Matrix that everyone can reference upon.

For me, I am more comfortable in creating a work process flowchart. This is what I usually do and show to my team member so they would easily see how the process flows and who is responsible to what task needs to be accomplished in every instance of each processes.

Whether you use the Responsibility Matrix or a flowchart, if everyone knows what each person is supposed to do, then everything will flow smoothly and seamlessly. Know everyone you are working with, their strengths and weaknesses. This way you can have a clear picture of what tasks to be given for each of your member.

Engage and empower the team member with the main objective of the project. At this stage, everyone knows what each is supposed to do on the project. But not everyone's heart could be into the project. As the project leader, it is prudent to share your enthusiasm with your team. It is but natural for you to know the importance of the project, what it means for you, what it means for the major stakeholders, what it means for the project sponsor, and most importantly, what it means for the company.

In my previous work for a non-profit organization, aside from my regular job in IT and managing IT projects, I am also involved in every event that that organization holds. Not as the leader but as a member, assigned in the documentation. Not everyone shares the same personal values, but what we commonly share in doing the project is the belief that what we are doing we do for the Lord. This is what bonds us together, our faith and belief.

In the secular world we work in, this may not hold. But what I mean is as a project leader, we have to find a common cause that will bond the whole team together for the success of the project. One of the most common is the main objective of the project and its benefit for the company. The project leader must be able to clearly and objectively present this to the team so that all shall have a common cause to work for. Working for a cause is a unifying factor and a good motivator.

Delegate decisively and help your people take the helm within the area of his responsibility. It is a cardinal rule in project management not to micro-manage. Create committees and assign persons to handle or manage the deliverables. Remember that as a leader, it is our foremost duty to create leaders not followers. If you got to know who you are working with, it will be easy for you to pinpoint persons that you can delegate to. Allow the persons you have chosen to show what he or she's capable of. This is also called motivation. Any person that is trusted to do something that is meaningful and with a purpose can do even the most difficult task passionately. Sometimes even more than what the project leader can give.

Lastly, as any good manager will do, try to give praise - to the team, to each member, to the performer. Show them your appreciation for doing their tasks diligently. Remember that for every success each member of the team makes, is definitely a success for the project manager. You cannot be expected to do everything, but what is expected of you is to work with and lead the team for the success of the project.

Any project will only be as good as the team that worked for its success.

--()--

Reference:
Image: FreeDigitalPhotos.net

An Advent Reflection

I decided to update this blog to give it a more profound meaning as I believe this reflection is very appropriate for Advent , the season of expectations. Updated today 08 December 2011.

Image courtesy of Koratmember of freedigitalphotos.net

Expectation is one of our most profound habit in life. Whether we accept it or not, we always expect something to be given back to us - loyalty from our friends, a bonus or a promotion as reward from our work, complete obedience from our children. In everything we do expect something that must be in accord with what we want whether it is reasonable or otherwise.

In my morning prayer today, I read a book of a selection of homilies given by Fr. Johnny Go in his book 50 Something. I found a very apt reflection for this season of Advent. In the Gospel of St. Matthew 11, we were being invited to reflect and learn about St. John the Baptist's own expectation of the Lord. As Fr. Go said, "They were reasonable expectations especially with what he had done for the Lord. But as it turns out, even prophets don't always get what they expect."

The beauty of this reading is not on what was written but on what was not written - the message intended by the author of the gospel.

There are two main things to consider: First, John the Baptist had openly declared Jesus as the Lamb of God when he saw him approaching the river where he was preaching. Second, he even told his disciples that the one more worthy of him is Jesus whom two of his followers, Andrew and John, accepted and had followed Jesus as a result. This is also what he preaches and he is very clear on his mission - that he's only to prepare for the coming of the Messiah.

If John the Baptist is so convicted of his mission and he knows who Jesus was, then why does he have to send messengers to ask Jesus "Are you the One who is to come or do we have to wait for another?" Such a strange question from a man who is very sure of what he preached.

Or then, maybe, what John sent Jesus was a very subtle message of what he expects from the Lord to do for him since he is languishing in prison at the time. Does he expects that the Lord will set him free? We all know that this is not what happened. His expectation was not what he got. God has other plans for him, which, maybe he had not understood at the time.

In the world we live in, always things will not turn out the way we always expect it to be. Even with people whom we relate to. We must not expect too much but try to learn to appreciate whatever or however things may turn out to be. Most often our prayers are not answered the way we want them to be answered.

As an old saying goes, "Let go and let God." Even without understanding.

--()--

Reading: Matthew 11:2-11
Fr. Johnny Go's Website: www.jcgosj.com 

Image: FreeDigitalPhoto.net