The first Monday of each month, I dust off a favorite post from the Bennis Inc Blog archives and give you another chance to enjoy the wit and wisdom that’s been shared. Enjoy this month’s treasure – and if it inspires you – be sure to share it with family and friends!
This might seem like a complicated process. When you consider I handle 30-50 different projects for clients any given month, you might assume I have a long list of sophisticated (and expensive) project management tools at my disposal that help me keep my head on straight.
But you would be quite wrong.
I’m not living under a rock. I’m well aware that technology has provided us with some great tools, especially those that aim to streamline and simplify project management. In fact, I’ve tried out many of these tools before. However, time and time again I’ve been disappointed to find that although they boast some pretty “cool” features, cool didn’t equate to simplicity. Rather, I found myself losing efficiency (and patience) as I tried to learn the ins and outs of these tools – all in an effort to complete tasks that were pretty simple to complete without this technology in the first place.
Maybe you’ve found some tools that have become absolute lifesavers to your work organization and efficiency. That’s great – keep using it! But in this article, I want to examine how sometimes we can fall victim to using new technology just for the sake of using new technology.
In which case I say, let’s stop and be smart for a second.
If a boss or a client is asking you to use a special platform or task management system that is, well…whack, don’t be afraid to push back. Take a closer look at my own experience with project management tools and why I continue to use some of the simplest (as well as most cost-effective) tools out there – and how they work just fine when it comes to keeping a bustling business functioning with ease.
What I Don’t Use
Tools that take up more of my time. The first time I test out a new project management tool, it has to feel intuitive to me. I’m a quick judge of character (or in this case quality). If it feels clunky and complicated, or causes redundancy in my process, there’s no way I will continue to use it long-term.
Tools that charge more than a reasonable fee. With so many low-cost and no-cost tools available, a project management tool must really offer some cool features I can’t find elsewhere if they expect me to pay for them. Only in rare instances has this occurred, and usually only when I know the efficiency I’ll gain will offset this expense exponentially.
Tools that clients don’t want to use. If I expect clients to use a project management tool, it better feel effortless. In the past, I have worked with a few contractors who tried to impose their project management tool on me and my clients. The result? We wouldn’t use the tool and would just email them. I know…I’m part of the problem. But really, the tools were clunky and sending an email was SO much easier…for everyone. The solution was obvious.
Tools that take more effort to explain than use. The last thing I need to add to my inbox is an influx of emails from clients who can’t figure out how to use a tool or technology I’m asking them to use for a project. I’d rather just have them email me their question or piece of the work – it would be a lot more seamless that way. If a tool adds extra steps or induces more questions, I can certainly do without it.
Tools that could potentially backfire or cause more harm than good. Call me a skeptic, but I don’t blindly trust technology. You can ask nearly any business owner and they will have a horror story of how some type of technology they were using either broke, malfunctioned, or exposed sensitive data to the world. For this reason alone, I like my simple tools that really can’t mess things up, even for clients who you might swear are trying very, very hard to do so. I like resilient technology, and yes, sometimes this equates to the more simple technology.
What I Do Use
- Google Docs – For collaboration and sharing.
- Google VoiceGoogle Voice – For free phone lines in different area codes, and customized voicemails all from one cell phone.
- Gmail – For email that is clean, simple and intuitive.
- Boomerang – For scheduling emails to go out at a later date, so I don’t have to remember everything.
- Doodle – For scheduling a meeting with multiple people – and busy schedules.
- Microsoft Sticky Notes – For easy and accessible list-making that doesn’t require yet one more login, or internet access.
- QuickBooks – For the sanity of my tax attorney. But really QB makes sure nothing falls through the cracks.
- DropBox – For file keeping and sharing. I’ve been using it since day 1 of starting my business.
- Hootsuite – For the most reasonably priced social media scheduling and monitoring platform that allows me to post on behalf of all my clients, even when I’m on vacation.
- FreeConferenceCall.com – For a free, dedicated conference call line that makes me look like a boss….even when I’m calling in from my couch.
Yes…that’s really it. And I pay about $250 per year for everything.
The bottom line is that you need to find out what works for you. There’s no harm in exploring new technology and other options that might offer you something additional that you need beyond these free or low-cost resources. However, when it comes to the type of tools you use for project management, don’t be a sheep. Just because someone else suggested it or another company is using it, doesn’t mean it will be of equal help to you. Always do your own research and come to your own conclusion.
What type of tools have you found most useful for organization and project management? Are they fancy and sophisticated or simple and low-cost?
Share your thoughts by leaving a comment below!
