Improve Project Delivery With Free Collaboration Tools

Dr. Andrew Makar
andy@tacticalprojectmanagement.com

Twitter: @andymakar

Feel free to tweet using hashtag #pmtool

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

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 collaboration
Demonstrate useful solutions
Provide free resources to get stuff done


Collaboration
How do you define collaboration?


How do your teams collaborate
today?
Co-location
Mobility Support
File Server
Web-Based Repository
Instant Messaging
Text Messaging
WebEx / Teleconferencing


Do these tools really help facilitate
collaboration?
I put it on the file server
I put it on the website

I left you a voicemail
Didn’t you get my text?

I sent you an email
I sent you an email

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?


Is Technology an Excuse?

Are we using technology as an excuse for not really
working together?


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 emails
The task would contain
Threaded discussion
Required document


Simpler Task Management
The schedule is updated as a bi-product
of DOING the work
Shared visibility and understanding
James changes the date then the team knows
without having ANOTHER meeting


Collaboration Solutions
Mindjet Connect and
Connect Action

Trello

Task List Project
Management with Asana

And they are free!


Go from Work Breakdown Structure to Working

MINDJET CONNECT
AND CONNECT
ACTION


How do you determine scope
today?
PMBOK answer
Develop a scope statement
Develop a WBS
PM in Practice
Create a list of your customer’s “brain dump”
Needs
Wants
Must Haves
Good ideas and bad ideas


What’s the Scope?
Generated via Brainstorming
Mind maps are excellent tools to
brainstorm


Brainstorming Project Scope
Sticky notes and index cards work well

Check out
Mindjet
Connect!

Mind maps are better tools for recording
a brainstorming solution

Usually constrained by a single user
capturing mind mapping notes


Mindjet Connect
http://connect.mindjet.com
Brainstorm Project Scope
Capture and organize in a mind map
Remote 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 Twitter
Instant Email
integration with
specific tasks
Instant task
notification


Unique Task Priority Features
Weighted Task Priority function
As 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


Project Status At a Glance

TRELLO


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


Task List Management Made Easy

ASANA


Your Daily Task List
Not necessarily stored in a project
schedule
Sticky notes
Notepad
Random Scraps of Paper

No more! Put it in Asana


Asana Simple
2-Level Outline


Lighting Fast Task Entry
Prioritize Tasks
as Today,
Upcoming and
Later
Add followers
to tasks
Tag Tasks
Activity Feeds


Email Reminders

asdf

• Email integration and email reminders for tasks


Mobility Support
iPhone / iPad
Mindjet
Asana
Trello
Android
Asana
Mindjet


What tool to do I use?

PROJECTS


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
Security
Solutions leverage security best
practices
Secure encryption protocol
SAS70 certifications
Data 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 blocking
Lacks true critical path analysis
Favor “pick a date” project management


Caveats
Shared Service
The tools are free
Provide email support but no dedicated
phone support
At some point, these tools need to move
to a paid model


Go ahead and get started
Use 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 keyboards
Close the Instant Messenger
Get up from the desk
Meet your team member in person for a
coffee or a beer
Start communicating


Resources
http://connect.mindjet.com

http://www.cohuman.com

http://www.asana.com

http://www.trello.com


Questions


For More Information
Andy Makar
andy@tacticalprojectmanagement.com
http://www.tacticalprojectmanagement.com


Improve Project Delivery With Free Collaboration Tools

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