In executing a project, a project manager plays a crucial role in managing the project from planning, execution, monitoring, control, to project closure. This is not an easy task for a project manager, as there are many challenges to be faced during project management. However, with the advancement of technology, project management applications have become increasingly sophisticated, providing a new breakthrough for project management that can be utilized by business/project stakeholders in a company. These applications facilitate various project tasks, ensuring more efficient project management. But, is it still necessary for a company to use project management applications even when all project activities are controlled by a project manager? Let's discuss this through this article.
What is Project Management?
Before understanding Project Management, let's briefly discuss the definition of a project. A project is a unique, temporary work undertaken to achieve planned targets, produce expected results, and provide benefits. According to the Project Management Institute, Project Management is the application of knowledge, skills, tools, and techniques to deliver something of value to people. This project management is carried out directly by a project manager responsible for project management.
Why is Project Management Important?
Quoting from alinea.id, project management applications are crucial for the success of a project. Some reasons supporting this include:
1. Creating focused and clear goals
Project management ensures thorough planning to achieve specific goals. Without clear goals, team members may lose focus, lack a clear objective, and not understand what needs to be done. Breaking down the project into tasks helps team members focus on achieving those goals to reach the larger overall goal.
2. Creating agreed-upon and realistic schedules and plans
Scheduling helps avoid project mishandling or delays and establishes plans for everyone involved in the project. Project management is essential for setting realistic expectations about what needs to be achieved, when, and how much. Without careful planning, budget and time estimates, the project can become too ambitious, leading to delays and exceeding the budget.
3. Maximizing existing resources
Project management can track and manage project risks, ensuring all resources are used effectively and efficiently.
4. Quality control
Project management helps identify, manage, and maintain quality. Clear processes allow the team to assess the quality of output at each project stage. Good quality satisfies the client.
5. Risk management
Project management is crucial to ensuring project risks are well-managed and mitigated to avoid problems in the future. Project managers should analyze all potential project risks, create mitigation plans, and plan for these risks. Risks should be assessed based on likelihood and impact. With risk management, the project can adapt more easily to changes.
6. Creating a smooth process
Project management ensures the right people do the right things at the right time. Clear planning and processes help identify each team member's role, streamline processes and inputs, anticipate risks, and create checks and balances to ensure the project aligns with the established strategy.
7. Learning from success and failure
Projects may go smoothly, but sometimes they may fail. Nevertheless, we can learn from past experiences and avoid past mistakes in the future. Project management ensures this learning is applied through retrospectives to see what worked and what didn't, and what changes need to be made for the next project.
The Importance of Project Management Applications
Answering the previous question, why are project management applications important? There are several reasons:
1. Cloud-based solutions
Currently, solutions using cloud technology are the preferred choice in business. As project team scales increase, cloud-based technology is necessary to facilitate easy collaboration among teams. These solutions are not only user-friendly but also provide higher flexibility.
2. Integration of workflows in one platform
Sometimes, executing various functions requires the use of different tools. By using project management software, all functions, including communication, task management, and file sharing, can be done on one platform. This allows better focus on project aspects such as project planning, task management, and time tracking.
3. Maintaining team responsibility
Team productivity depends on understanding who is responsible for a specific task. Collaborating through project management software allows team members to continuously update task status without needing to find out who is doing what. Information such as deadlines, task goals, and progress towards project targets is readily available. Project managers can assign tasks and deadlines to ensure team responsibility is maintained.
4. Easy progress monitoring
In a project, predicting possible events and tracking team progress is essential. With project management software, you can focus on existing tasks to see the overall productivity level of the team. This allows monitoring the progress of each team member clearly, providing an overview of the project timeline.
With these important reasons, project management implementation can be made easier with the support of project management applications, especially in the current era where remote work is common. The use of applications to manage projects will further ease your business operations.
Introducing Tomps Project Management Application
Tomps Project is a digital product from Telkom Indonesia that provides project management services for real-time planning, control, and monitoring. This application facilitates all project management needs by offering integrated services for the entire project management process. Therefore, by utilizing this application, you can maximize project management performance and efficiency for easy monitoring by all project stakeholders.
Interesting Features of Tomps Project
Tomps provides various interesting features that can help manage your project efficiently. Some features offered by Tomps include:
1. Dashboard Project Monitoring
This feature allows you to monitor project status and progress in real-time. You can view project progress, target achievements, project categories, budgets, payment terms, and identify potential issues.
2. Cost Planning
This feature helps you plan and manage project budgets. You can create and monitor project budgets in detail, including cost allocations for various project components.
3. Geographic Information System (GIS)
This section displays project information in the form of a geographic map. You can see the total number of projects, the total value of accumulated projects, and the number of issues in a specific area, such as a particular district or city.
4. Deliverables
This feature provides a complete list of work or activities to be done in the project. You can view information related to the schedule, weight, progress percentage, progress status, and approval of work or activities.
5. Gantt Chart
A Gantt Chart is a graph that displays the project schedule over a specific period. It includes a list of activities, task names, planned start and end dates, total planning duration, and task weight percentage.
6. S-Curve
This feature allows you to see a comparison of project implementation progress with previous plans in the form of a graph. You can select monthly, weekly, or yearly period filters to view project progress.
7. Project Report
This feature provides project-related reports, including achievement reports, project scale reports, project budget reports, payment term reports, document directory reports, stakeholder reports (customers and partners), and issue reports that may arise during the project.
Benefits of Using Tomps Project for Your Company
The use of Tomps as a project management application has many benefits for your company. Some of these benefits include:
1. Increased Efficiency and Productivity
With the features provided by Tomps, you can optimize resource usage, reduce wasted time, and increase the productivity of your project team.
2. Increased Transparency
Tomps allows you to view and monitor project progress in real-time. This provides better visibility into your project, ensuring that all team members have equal access to project information.
3. Better Collaboration
Tomps facilitates collaboration among project team members. You can share information, organize tasks, and communicate effectively through the Tomps platform. This can improve collaboration and coordination among project teams.
4. Faster Decision-Making
With automated project reports and better visibility into the project, you can make faster and more accurate decisions. This can reduce risks and ensure that your project is on track.
Schedule a Tomps Project Demo Now!
If you are interested in trying Tomps Project and seeing firsthand the features it offers, you can schedule a demo now, for free! Our team will be happy to give a presentation and answer all the questions you have. To schedule a demo, you can contact us through our official website at www.tomps.id or click here. Don't miss this opportunity and find the best solution for your project management with Tomps Project!
Reference
Alinea ID. (2022, November 17). Apa itu project management? Dan apa itu aplikasi manajemen proyek? Https://Www.alinea.id/; Alinea ID. https://www.alinea.id/gaya-hidup/apa-itu-project-management-apa-aplikasi-manajemen-proyek-b2ftK9IqH#:~:text=Aplikasi%20manajemen%20proyek%20atau%20software,berbagai%20jenis%20dan%20ukuran%20bisnis
Project Management Institute. (2023). What is Project Management | PMI. Pmi.org. https://www.pmi.org/about/learn-about-pmi/what-is-project-management
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