Best Project Management Techniques to Boost your Team Productivity

Project Management Techniques

Many tools and apps help you to manage your projects and allow you to complete them on time. 

However, tools and apps are not enough for managing projects effectively; you should have some specific methods or techniques to complete your projects.

Every organization has a different technique to complete its project; your project management technique can vary from your competitors. Your project management technique also depends on the size of your organization. 

Your team productivity also depends on how well you manage your project and its technique to manage your projects.

Several techniques boost your team productivity; some of them are:

Waterfall Method

The waterfall method is also known as the liner project management technique. It is suitable for those types of projects whose requirements do not change frequently.

Project Management Techniques

In this type of project, work is divided into different stages, and without completing the first stage, you cannot move to the second stage. 

Here, first of all, you should divide your work into different phases and set goals for each phase. Also, you can set deadlines for the stages. 

If there are any changes in the project, you can’t go backward, i.e., you can’t go back to the previous phase directly; you have to start from the beginning. Hence it is one of the drawbacks of this method.

However, if you have a small project and the requirement is static, you can use this method.  

One of the best things about this technique is that it gives you a clear picture of your workflow and can determine your work outcome.

Advantage of Waterfall Method:

  • Sime and easy to understand.
  • Best for the small project whose requirement does not change.
  • Provides a clear picture of the outcome based on the result of each stage.
  • Ensure the quality of the product as there is a quality assurance test in each phase.

Agile Method

The agile method is one of the most popular project management techniques, where you break your project into manageable tasks.

Once you break your project into small tasks, you create a sprint cycle for each job and complete the sprint cycle tasks. This makes the work process faster, and you can quickly adapt to requirement changes.

If your project requirements keep changing, and you need to keep improving the project, this project management technique is best. 

One of the benefits of this method is high customer engagement during project development and ensuring customer satisfaction. This method is also suitable when you have to deliver a project quickly.

How does Agile Method Works

First of all, you need to collect user requirements, and then you can decide on tasks that need to be done to complete the project. 

You divide your project tasks into different phases, and sprint planning is done. Once you develop the product, you can give it to the customer for testing and then continue to improve the product as per their feedback.

Advantage of Agile Method

  • Ensure customer satisfaction.
  • Continuous improvement of the project.
  • Improves team communication and collaboration.
  • Provides project transparency.
  • Involvement of customers during project development.

Scrum

Scrum is a type of Agile project management technique that consists of 7-9 members of a team known as the scrum team.

The scrum team is led by a scrum master, responsible for solving work issues and obstacles during project development. 

Its process is similar to agile project management, where you break the project into a manageable task and create a sprint cycle. Here sprint cycle is usually 2-3 weeks.

As a scrum master, you should hold daily standup to know work progress and let your team know tasks that need to be completed for the day.

This project management technique is suitable for the project’s requirements keeps changing.

This technique is suitable only if your team members are experienced and are committed to the project.

How does Scrum Method Works

Here, you divide your project into small tasks and create a product backlog that shows the list of tasks that need to be completed during the project. 

You need to create a sprint cycle that shows tasks that need to be completed during the sprint period, usually 2-3 weeks. 

You should also organize daily scrum meetings or daily standups to discuss tasks to be completed for a day.

Discuss the issues that come during the development of projects. Also, make sure that the meeting is no more than 15 minutes. 

Lastly, when the sprint cycle ends, the scrum review is done, where work was done during the sprint cycle is reviewed.

Advantage of Scrum

  • Suitable for large projects.
  • Deliver work faster.
  • Keeps stakeholders and customers in the loop.
  • Increase project profitability.
  • Suitable for projects whose requirement keeps changing.

Work Breakdown Structure (WBS)

Another technique you can use to manage your project is breaking down your project into manageable tasks.

It is a great way to reduce complexity, make work faster, and increase team productivity. 

Before starting the project, you need to make a plan, schedule the project, and create a budget. 

You should make sure that every team member can understand your WBS; also, you should estimate the time and cost required to complete your project. It should be flexible, and you should measure the progress.

Work Breakdown Structure is of two types which are: Deliverable-Based and Phase-Based.

If you are new to the concept, it can be unclear to you at first.

Advantage of Work Breakdown Structure

  • Simplifies the work process.
  • Easier to manage the project.
  • Helps you to track your schedule.
  • Help you to budget your tasks.
  • Suitable for the iterative and incremental project.

Critical Path Project Management (CPM)

Critical Path Project Management is a project management technique that helps schedule project activities. You can quickly complete your task on time by focusing on crucial tasks using this technique.  

In this technique, you must identify the most crucial task and dependencies between tasks and determine their impact. 

Once you identify the critical and non-critical tasks, you need to determine the time required to complete the tasks. It is beneficial for increasing task efficiency and productivity, also saves costs.

However, if you have a big project, you need to create a big diagram for the CPM, which can be complicated. 

How does Critical Path Project Management Works

First, you need to list tasks during the project and then break them based on hierarchy. 

Now you need to estimate the time required to complete each task. Don’t forget to determine task dependency.

If there is task dependency, you should complete the task sequentially; you cannot move to the second task without completing your first task. 

Advantage of Critical Path Project Management 

  • Better task management.
  • Help to meet deadlines.
  • Make sure that the project is within the budget.
  • Shows project progress in a graph.
  • Provide a clear view of task dependency.

Kanban 

Kanban is a project management technique that allows you to manage your task on columns and cards. With this technique, you can break tasks, manage them, view your work progress, and provide project transparency.

Project Management Techniques

Toyota first used this method in the 1940s; it is becoming one of the popular project management techniques. One of its increasing popularity is its suitability for all the project sizes.

You can see your team’s progress using this technique and deliver the project quickly. Many apps like Trello, Blossom, MeisterTask, Kanban Tool, and more provide Kanban features.

But, sometimes, this technique might not be suitable when the project requirement keeps changing.

How does Kanban work

In the Kanban technique, you need to anticipate the task needed in the project. Then create a kanban board that works like a whiteboard, and in the kanban board, you can paste kanban cards. You can use different colors in the card to represent the status of the tasks. 

There are three columns on the board, which are “to-do,” “doing,” and “done,” where you can place your card based on the status of the task. 

Advantage of Kanban

  • Reduce the work burden.
  • Enhance team productivity.
  • Provide work transparency.
  • Faster project delivery.
  • Lessen resources waste 

Gantt Chart 

Gantt chart is a project management tool suitable for all sizes of businesses to manage their project.

You can visualize your tasks in the horizontal bar, their due date, a task that needs to be done simultaneously, and overlapping tasks. 

You can view the start date and deadline for your project, the length of each task, who is working for specific tasks, and help you follow the work schedule.

However, if your team cannot continually update the chart, the chart may not be as helpful as it could be.

One of the charts’ advantages is that you can view your progress in the timeline and determine the project’s time.

Many apps provide Gantt Chart, with some of them are Proofhub, Instagantt, TeamGantt, Wrike, and more. 

How does Gantt Chart Works

Here you have to assign tasks for each team member to complete the project and set a deadline for each task. It even sends a notification to team members once you give a task to them. 

You can view the milestone of tasks and compare the estimated time and actual time to complete the project.

Advantage of Gantt Chart

  • Can view your team progress.
  • Show project status.
  • Efficient in time management.
  • Enhance team productivity.
  • Can complete the project before the deadline.

Six Sigma

Six Sigma is a business methodology that helps manage the project and improve work efficiency. This method is suitable for large projects that require continuous improvement.

Six Sigma works on the concept is based on DMAIC, which stands for Define, Measure, Analyze, Improve, Control. 

Here you need to define project requirements before starting any project. In this process, you can also determine problems that are likely to occur during the project.

Once you are done with the first step, you can start your project and measure your work progress and effectiveness.

You can calculate your actual work with the planned work and analyze areas of improvement. 

Lastly, you can improve your work and control your errors and blockade on the way to the project. 

Advantage of Six Sigma:

  • Helps to complete the task faster. 
  • Eliminate unnecessary costs.
  • Provides customer satisfaction. 
  • Improves workflow.
  • Reduces error.

Tips for  Project Management 

Besides project management techniques, you should also focus on the following tips:

Monitor Progress and Productivity 

When you work in a team, you need to monitor your teamwork progress and work productivity. It increases accountability and helps to hit the deadline of the project.

You should keep track of the time spent by each team member on the project. And for this, you can use time tracking apps like timeTracko that monitor time spent on projects and enhance productivity.

To ensure everyone is on the same page, you can use collaboration tools like Google DocsProofhub, Trello, and more. Using these apps, you can share your work progress, documents related to the project.

Clarify Goal

Before you start any project, you need to understand the project’s goal clearly. Without knowing the goal, you will find it challenging to work on the project. You also need to make sure that your team members are familiar with the goal.

Sometimes when team members are not aware of the project goal, there might be work issues while performing their tasks. If there is a failure in the project due to unclear goals, no one will be accountable. 

Therefore you must communicate with your team about the goal of the project.

Encourage Open Communication

As we know that “communication is the key to success.” The more you communicate with your team members, the more work and increased work efficiency. 

If you have a remote team, it is always better to use communication tools to stay connected with team members.

Having open communication allow team members to express their ideas and viewpoint freely. If there is any issue, you can quickly solve it when there is open communication. 

Similarly, whenever there is a difference of opinion, you can solve the difference quickly.

Provide Feedback

Feedback helps to improve performance and motivates you to do better. If you make some errors while performing tasks, your leader and team’s feedback helps to improve your tasks.

During the project, you need to perform multiple tasks, and in most cases, your tasks are interrelated.  If you make any error in the first task, it can affect upcoming tasks. 

Therefore, once you complete your task, it is always better to take feedback from the team before moving to the next one.

This practice can improve in better project management and also helps to enhance team productivity.

Organize Daily Standup

Organizing daily standups is beneficial for the team to keep all the team members on the same page.

Whether you are in the office or working with a remote team while working on a project, you need to update your team’s progress.

The daily standup helps minimize blockage that is likely to appear while working on the project. Also, help to reduce risk and improve the quality of work.

It is relatively easy to organize daily standup when working from the office, but it may be challenging to work remotely if you don’t use the right communication tools.

Ensure that your daily standup is no more than 15 minutes and should only discuss the project.

Set Deadlines 

When you start any project, you need to set deadlines while dividing tasks among team members. Deadlines help you stay on the schedule and stop you from delaying your work. 

When you set deadlines, it pushes you to do better and enhances your productivity. Moreover, it motivates you to do better and helps you complete the task before.

Some apps like Asana, Any. do, Basecamp, and more allow you to set deadlines for your projects. 

Identify Team Member Strength and Weakness

It is always better to identify your team members’ strengths and weaknesses for effective project management. Once you identify team strengths and weaknesses, you can divide tasks accordingly.

When you cannot identify what your team members are best at, you may assign them tasks that they may not be good at. 

There will be difficulty completing your project when you mismatch your ability and the assigned task.

Likewise, sometimes you may be reluctant to perform tasks less knowledgeable or less interested in.

Create a Healthy Working Environment

A good working environment is a prerequisite for anyone to enhance productivity and improve work quality.

Having the right working environment motivates the team to do better and improves team morale at the same time. Also, it helps build trust among team members and helps to enhance communication. 

Hence, a good working environment helps increase productivity and complete your work faster.

Conclusion:

Depending on project management, apps and tools are not enough to manage your project. You need to have some techniques and methods that help you enhance productivity and manage teamwork simultaneously.

Here are some techniques that can help you manage your project and enhance your team’s productivity. Also, don’t forget to mention the techniques you use to manage your project in the comment section below.

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