3 Daily Headaches a Smart PPM tool Can Save You

If you had to describe modern portfolio management in one word, I think the gamut would range from “challenging” and “rewarding” to “headache”.

Simply put, projects and portfolios have a lot of moving parts, with many lines of communication and many potential risks that can thwart the end goal. There is also pressure on the manager to be agile, innovative and effective - so mix these complexities with added project administration, and the headaches associated with our job sometimes outweigh the celebrations.

In addition to being familiar with all the technical details, project and portfolio managers also need to deal with the social and corporate aspects, usually juggling several projects at once.

Naturally, all this complexity is fertile breeding ground for a host of problems. Here are three major headaches nearly every project manager faces, along with some practical suggestions.


Headache 1. Multitasking

Multitasking is hugely unproductive, and can cause delays. A setback in one area will inevitably cause a snowball effect for any linked tasks, which bottlenecks most of the team’s activity.

Suggestion: Even if you have multiple projects in your portfolio, try to keep no more than a third running simultaneously to result in high quality work and make your job much easier with fewer projects screaming for your time and attention simultaneously.

Also, take advantage of good project management software that can automate a large portion of your reporting, tracking and monitoring.


Headache 2. Project schedule updates

A project schedule is senseless unless the teams involved use it to track progress and check off milestones and commitment dates. The project manager is typically burdened with updating the schedule and preparing the status reports, creating an administrative burden that becomes a time drain from other, more valuable, project deliverables.

Suggestion: Project status and project schedule updates should be automatic outputs from performing the work. Use a collaboration and work management tool like Sciforma where team members work the tasks and complete the work. By completing the work and simply marking the task complete, the entire schedule is updated like magic.


Headache 3. Document and workflow management

How do you keep track of the most up-to-date version of documents, or know who made the last changes and when? A project usually involves meetings where you go back and forth between the project team to organise meeting dates that suit all. From there, you must providing the correct skills and quantity of resources for the job at hand taking into account the costs and the timescales so that each project remains ‘profitable’. This becomes tedious and repetitive, not to mention error prone.

Suggestion: Good project management software achieves automation and continuity in your administrative tasks, allowing you to manage projects, on time, in budget and with the correct resources. Software like Sciforma will store all information with regard to project team resources such as who will be needed, how many and the cost of each resource, updating data according to requirements.

Project management is a highly complex and complicated job. Because there are so many factors that come into play during every single project, project managers must not only be versatile and skilled, but supported with the right systems.

Using PPM software, you’ll be able to plan and execute your projects better, and allow yourself and your team to function more productively, under less stress. You want to get started ? Check our guide on "How to find the best PPM tool for you ?". And if you're already seduced by Sciforma Portfolio Management Tool, why don't you book a free demonstration ?