How to manage projects like a pro

Managing a project is a hard job. And as you’re here on this page we bet you’re looking for a way to ease it down. Then, let’s dive into our project management guide and see how Planyway can help you streamline your work process and run projects like a pro.

1. Create a project board

Get off the ground by creating a board for your project. Depending on how sophisticated your work process is, you can choose to split it between multiple boards or have it all on one.

Сreate board

2. Make a plan of work

Think of what you have to do to reach the goals of your project and requirements from all stakeholders. Now that you have the project outlined, list out the series of tasks right on the board and prioritize work items according to their urgency.

Pipeline

Split your board into lists for a better structure. For example, you may follow the Kanban method, which will make it easier for you to coordinate task statuses further. Alternatively, you may divide it into different areas or types of tasks.

3. Build a project roadmap

For each task, determine the amount of time it’ll take and schedule it on the timeline according to your estimations. It will allow you to visualize the work process step by step and align dates in order to hit final deadlines.

Don’t miss a chance to explore timeline views. They will make it possible to have a look at the project from various angles.

Label lanes

4. Highlight key points

Major phases and interim deadlines help break up the project to see whether you’re moving in the right direction. Make them visible on the project timeline for the whole team with Milestones which is a good way to see check-in points throughout the project.

Highlight key points

5. Set dependencies

When planning a project it might be important to define dependencies between tasks, so that the team sees tasks that need to be completed before other tasks begin. After you set up dependencies, they show up as grey lines. In case the sequence is broken, the lines are highlighted in red.

Dependencies

6. Switch from high-level to details

Easily switch from high-level tasks to a more granular level with the help of checklists. For any task you could create checklist items and, if needed, visualize them as subtasks on the timeline by adding dates.

Switch from high level to details

View settings allow you to choose whether you want to see parent cards alone or together with subtasks.

View settings checklist items checked

7. Manage team workload

Now, it’s time to allocate resources and make your teammates know what part of the project they are responsible for. The timeline grouped by members will give you clarity on your team workload and help you distribute work accordingly.

Multi board view members

Provide your teammates with access to Planyway, so that everyone can see their plan to follow. Moreover, you can exchange project documentation right in the task cards and leave questions or feedback there as well. It’s a great help to avoid miscommunication and save time on searching for the information you need.

Card attachments and comments

8. Visualize your project portfolio

No matter how many teams and projects you are managing at a time, we know how to make it smooth. To coordinate several projects together, all you need to do is just connect the required boards. After that, you will see cards from multiple boards on one screen. For a better overview, group the timeline by boards and see each connected board in a separate lane.

Multi board view members

9. Keep the project on track

Control how the project is progressing from stage to stage by moving tasks from one list to another or by using labels. Once the task is done, mark it as complete, so everyone is aware of it.

statuses

You can choose whether you’d like to or not visualize completed and archived cards on the timeline in the view settings.

View settings incompleted cards checked

10. Take the budget under control

It’s important to make sure that your project stays within the budget. Motivate your team to track the time they spend on each task in the time tracking mode and collect this data right inside the card. Then, easily export time entries in Excel, CSV, or .JSON format to analyze productivity and keep track of the budget. Moreover, you can monitor spent time compared to the allocation to adjust further estimations.

Time tracking view

Tracked time and estimates could be visualized on the outside of any card as well. It’ll help you see all necessary details straight away on the timeline without even opening a card.

Estimation and time tracking fields
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