Digital project management
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- 2. 2 Table of content 1. Background………………………………………………………………...Pg#4 2. Introduction………………………………………………………………..Pg#4 3. Planning in digital project management…………………………………...Pg#5 4. Digital project management and planning………………………………....Pg#5 5. Skills required for digital project management…………………………….Pg#6 6. Methodology for digital project management……………………………... Pg#7 7. Digital project manager……………………………………………………..Pg#7 8. Skills for digital project manager…………………………………………...Pg#7 9. Role of digital project manager……………………………………………..Pg#8 10. Job description of digital project manager………………………………...Pg#9 11. Digital project management tools…………………………………………Pg#9 12. Features of digital project management tools……………………………..Pg#10 13. Some important tool………………………………………………………Pg#11 13.1. Monday………………………………………………………….Pg#11 13.2. Jira software……………………………………………………..Pg#11 13.3. Podio…………………………………………………………….Pg#12 13.4. Trello……………………………………………………………Pg#12 14. Benefits of digital project management…………………………………Pg#13 15. Ways to Improve Digital Project Management…………………………Pg#14
- 4. 4 1. Background We live in a digital world, and much of the work we do now is digital. Therefore, when managing a digital project, it can help to employ a digital project manager who knows the online business landscape, is adept at managing a computer savvy workforce and is familiar with modern online project management tools. With the growth of online marketing and e-commerce, there is an equally expanding need for digital project managers to meet that need. Nearly 90% of Americans use the Internet, and 77% have a smartphone in their pocket. More people than ever can access, build, and manage digital products. The most successful companies are taking advantage of that massive audience and capability. Today's project managers are moving their teams and processes online to keep up with the competition and deliver at a faster pace than ever before. Using online project management, collaboration software and cloud file storage systems, work is getting done efficiently and with better results. These digital project managers are the new faces of project management. 2. Introduction Digital project management is a streamlined process of managing online projects from concept to completion, within budget and using a certain amount of resources. It involves planning, delegating, tracking, reviewing, and measuring results usually all done using a project management software. The goal of every project is different, but the objective is to grow business and see valuable return on investment from the project. Types of projects can range from events to digital content projects. Digital projects come in all shapes and sizes. They can include: • Websites • Mobile apps • Content • E-commerce • Social media • Advertising • Search engine optimization
- 5. 5 3. Planning in digital project management Planning is the critical step to take a project from an intangible theory to a tangible result. To bring a project to fruition, the project manager will need to assemble a project plan. The project plan describes the cost, scope, and schedule for the project. It lays out exactly what activities and tasks will be required, as well as the resources needed, from personnel to equipment to financing, and where they can be acquired. Good project planning also factors in risk and how to manage it, including contingency plans, and details a communication strategy to keep all stakeholders up to date and on board. 4. Digital project management and planning Planning the project typically involves the following steps Initiation: This step typically occurs before the project is greenlighted. It usually involves putting together a business-case document that explains the need for the project, followed by a feasibility study to determine the viability of the project in terms of its cost and projected benefits. Stakeholder involvement: Identify your project sponsors and key stakeholders. To ensure the success of the project, meet with them to discuss their needs and expectations. Map out the project scope, budget, and timeline with them, and make sure to get their complete buy-in. Prioritizing goals: A project — and a team — can only do so much. Prioritize your goals to make fulfilling them clearer and easier. Identifying deliverables: What are the specific deliverables that you and your team are expected to produce? You’ll need to know exactly what is expected of you, as well as when (i.e., the deadlines for each output). You’ll also want to define what success looks like for each deliverable and develop metrics for tracking and ranking each one. Scheduling: Using the information organized in the previous step, you’ll need to map out the timeline for the project.
- 6. 6 Developing a project plan: As described previously, a project plan lays out the steps that will be needed to bring the project to fruition. It includes all the activities and tasks required, in the appropriate order and workflow. The project plan will draw from all the previous steps. Bake in contingency plans: No project is without hiccups. Make sure you plan for any bumps in the road by assessing the risks associated with your project and putting plans in place for addressing them. Once the project has been mapped out, it will need to be presented to the stakeholders, edited if necessary, and then managed. Project plan management includes troubleshooting when issues arise, keeping the project on schedule, and moderating the budget. 5. Skills required for digital project management Several digital project manager skills are acquired through basic work experience and collaboration. Skills such as time management, resource management, planning, organizing, and delegating can be developed in almost any role. However, there are several digital project management courses, books, and certificates you can obtain online to help you stand out against the competition. The skill set of every digital project manager is different and based on their experience and background. However, here are some skills you might see listed in the job requirements for a digital project manager: • Collaborative • Strong communication skills • Problem solver • Attention to detail • Strong organizational skills • Ability to multi-task and prioritize • Goal- and results-driven • Get things done • Manage cross-functional teams • Coordinate and facilitate meetings and reviews • Simplify complex workflows
- 7. 7 • Tech-savvy • Data-driven 6. Methodology for digital project management Each project manager employs a different digital project management process, based on the organization, the team, and the project. No two projects will be the same, and they will likely require unique processes or methodologies. Luckily, there are several to choose from. Some of the most popular project management methodologies fall into either waterfall or agile. Waterfall methodologies are a much more traditional approach to project management building scopes, managing resources, and working in phases. This process is popular because it’s straightforward and sequential. It works particularly well for construction projects where one thing needs to be completed the frame before another thing can be started (the roof). Agile is a much more evolved methodology, built on the backbone of flexibility and collaboration. While waterfall has a strict plan to follow, agile approaches give teams the ability to respond to change quickly and efficiently. This also allows the client or stakeholder to come in at different stages and make sure their expectations are being met before moving forward. 7. Digital project manager The role of a digital project manager is to ensure all of the necessary deliverables for a project are completed and handed over on time and on budget. More recently, project managers have become responsible for making sure the project also aligns with business goals. ... Managing project scope. 8. Skills for digital project manager If you work in project management today, you are most likely dealing with digital content. Some project managers come from design or development backgrounds, but more often than not, they have little training in the world of digital. Here are some skill sets to enhance your digital project management.
- 8. 8 • Copy/Content Writing and Editing • HTML/CSS • FTP • Analytics & Reporting • Information Architecture • Knowledge of Content Management Systems • Social Media • SEO • Keynote/Powerpoint Skills • Presentation Skills • Photo Editing Skills • Comfort with Marketing & Technology Lingo • Eye for Detail • Work Organization • Understanding of Formal Project Management Methodologies • Vendor Relationships & Strategic Partnerships • Knowledge of Modern Technologies & Emerging Platforms • Negotiation Skills • Fiscal Responsibility • Positive Outlook 9. Role of digital project manager The role of a digital project manager is to ensure all of the necessary deliverables for a project are completed and handed over on time and on budget. More recently, project managers have become responsible for making sure the project also aligns with business goals. Digital project managers make sure all elements of the project are moving along smoothly. This can include: • Creating and communicating a project plan, schedule, and budget • Assigning tasks and deadlines • Scheduling frequent check-ins • Clearing roadblocks
- 9. 9 • Escalating challenges when necessary • Providing status reports to executives or the PMO Director • Managing project scope • QAing all project deliverables • Contributing to client proposals and quotes • Assessing and evaluating project success 10. Job description of digital project manager Digital project manager job descriptions can range based on the type of project and the tool the company uses to manage those projects. Some companies will require you to already have experience with a specific tool. Others will train the right candidate on the tool. Here is a typical digital project manager job description: We are looking for a project manager with at least 3-5 years of project management experience. Qualified candidates will have experience with planning, directing, and coordinating technology projects and teams. This position reports to the PMO Director. The successful candidate will be capable of interfacing with professionals at the highest organizational levels within the client base. This job description reads similar to that for a traditional project manager, but note the key phrase in the second sentence: technology projects and teams. It’s essential for digital project managers to be up-to-date on today’s technology. 11. Digital project management tools Cloud-based project management and collaboration tools allow project managers to harness the full power of digital project management. Serving as a single source of truth, they show you exactly where project status stands in real time. These tools allow you to communicate with team members, executive stakeholders, external collaborators, and more with real, up-to-the-minute data. That means you can cut out status update meetings, saving your team time to do what they do best: execute.
- 10. 10 Keep all your documents, images, and information in a cloud-based project management tool and/or file storage tool so people can download the files they need right when they need them — without badgering you. Everything is in one centralized location, so they can move forward without waiting for a response and keep their assignments on track. Work and feedback are all kept in the same place, so you can reference it as often as necessary. No arguments over who said what or who’s responsible for what, since everything is clearly documented in one place everyone can access. Has a key team member unexpectedly taken leave for a few days? That can cause a huge delay in your schedule. Using project management tools with Gantt charts gives you easy ways to remedy your situation. Look at your Gantt chart to see if you can afford to wait for your team member to return. If you can wait, rearrange the tasks on your Gantt chart to reflect your new deliverable dates and let the team know they should check the updated schedule. If you can't wait, reassign the task. Since the original assignee has been tracking their progress in the online project management tool, the new assignee should have all the information they need to easily pick up where their teammate left off. When you organize your projects and tasks in an online project management tool shared with your team, stakeholders can easily find out where a work project stands. Everyone has visibility into who’s assigned to what, when tasks are due, what stage work is in, who’s bottlenecking progress, and what's coming next. You're empowering your team by giving them the knowledge they need to be effective. 12. Features of digital project management tools: Project management tools are usually defined by the different features offered. They include, but are not limited to: Planning/scheduling - Project management tools allow you to plan and delegate work all in one place with tasks, subtasks, folders, templates, workflows, and calendars. Collaboration - Email is no longer the only form of communication. Use project management tools to assign tasks, add comments, organize dashboards, and for proofing & approvals.
- 11. 11 Documentation - Avoid missing files with file management features: editing, versioning, & storage of all files. Evaluation - Track and assess productivity and growth through resource management & reporting 13. Some important tools Using the right project management platform can help ensure your team doesn’t get sidetracked while continuing to knock their goals and tasks out of the park. Some digital project management tools are: • Monday. • Jira software. • Podio. • Custom project management tool. 13.1. Monday Monday is a visually stunning project management tool that is intuitive to use. Its streamlined dashboard allows you to see the status of all your projects at a glance, providing you with quick updates and enabling you to change focus on a dime if needed. This tool offers many tailored workflow templates for you to start off with, making an already easy setup process even more straightforward. Shooting a new video? Choose Video Production. Tracking your website’s blog? Choose Content Calendar. Monday will grow with you as much as you could ever want (McDonald’s is a high-profile client). It’s ideal for solo consultants and enterprises alike. There is no free version, but plans start for as little as $25 a month. 13.2. Jira software
- 12. 12 Jira Software is a powerful project management tool that is a favorite among web and software developers for its customizability and easy integration with other systems. Jira exists to be a platform meant for agile development teams of all shapes and sizes. It is designed to be able to grow and evolve alongside your business. Digital marketing agencies will find Jira Software most valuable for their development teams and should be used to complement existing tools already in place (like Trello, for example). Small teams of 10 or under can use Jira at an annual cost of $100, but that can shoot up to as much as $1,050 for teams of 15. 13.3. Podio More than 500,000 organizations of all sizes have created and customized more than 1 million projects using Podio. From apps designed to manage entire small businesses to highly specialized platforms being used by departments in enterprises, Podio is designed to change with your agency as you grow Podio prides itself on its incredibly flexible interface and its ability to inspire and increase useful communication within its users. This enables organizations using Podio to provide the most transparent and efficient service they can (both while increasing their project scopes and accountability). Podio’s basic plan starts at $9 a month (free for teams of five or less). 13.4. Trello Trello is an incredibly diverse project management tool meant to be an all-in-one hub for your team — whether that be your sales team, paid ads team, development team, or all three. Trello is built to be simple yet robust — it places emphasis on visual-accessibility and collaboration between its users. “Power-Ups” even allow for integration with all your other favorite apps, like Google Drive, Slack, Jira, and more. The platform is used by startups and Fortune 500 companies alike, which solidifies its position on this list. Want to grow your agency? Trello has no problem growing with you.
- 13. 13 There is a free version, but we recommend going straight for the paid version at $9.99 a month per user — the free version is relatively limited in its functions when compared. Trello is highly recommended if you want a project management tool that has a low barrier to entry, feels streamlined, and keeps everything in one place. 14. Benefits of digital project management 1. Collaborate on Projects People are frequently designated individual tasks which are part of a bigger project the whole team is trying to complete. Project management software gives employees a method to collaborate on projects by discussing documents, timelines, outstanding work, etc. 2. Internal & External Communication Project Management software develops a funnel for communication concerning tasks & projects both internally, but also externally with clients and other stakeholders. 3. Budget Management Budgets are among one of the most important items in controlling your projects. The way forward for any business depends on how well you can deliver within the budgets provided. Project management software helps the Project Manager to determine the work budget (planned versus actual), so the work can be aligned accordingly. 4. Monitoring To attain long-term success for just about any business, monitoring the progress of the work is essential. Dedicated software plays an important role in monitoring the stages of projects, and can provide insights into whether things will complete on time or not. 5. Document Sharing Document sharing, whether inside the tool or in a integrated 3rd party system, enables people to find more comprehensive documents, wireframes, specifications, etc., which enables transparency and communication. 6. Communication with Clients and Suppliers
- 14. 14 Companies should be able to talk about, and collaborate with clients and suppliers from the same place. Companies using project management software should offer their clients the ability to log in and view only their relevant project data. This way clients can provide direct feedback, make edits and review progress in the same place. 7. Optimized Decision Making Project management software solutions assist in making the right decisions as you have all the details in one designated place. Hence the decision process is enhanced and much more accurate. 8. Enhanced Customer Satisfaction When you get a project done promptly and under budget, the client walks away with a smile on their face - and a satisfied customer is one you will see again. Smart project management software offers the tools which allow this customer/supplier relationship to carry on. By applying fundamental project management software strategies, you'll narrow your focus, achieve your goals and improve your deliverability and rate of success.The ultimate outcome is that everybody comes out as a winner, which just might be the largest benefit of project management software. 15. Ways to Improve Digital Project Management Hire a Project Manager: That’s a given, but select a project manager who has digital PM experience and training. If you can’t find a person who fits that criteria, then choose a candidate who is committed to growing and willing to get training for new toolsets, approaches and best practices in digital PM. Organize Your Projects Better: The next step is to update and digitize your project organization. There are many products that are more robust and dynamic than Google Docs and Excel. Search them out, experiment and see which is the best fit. Make sure that whatever product you decide to use has an online repository that is easy for everyone to access. Then organize that by project, using consistent naming conventions and filing structures. This sets you up to develop a digital strategy to help you better manage those projects, clients and vendors. Track Client Facing Concerns: In order to serve clients best, document all their concerns and clearly assess what they are. Then, assign them to a team member to track and close. This is how you can ensure a “big win” for you and your team.
- 15. 15 Pro-Tip: Before you make the leap to digital project management, it’s important to know what it is and which tools and skills are required for project managers to succeed. Learn where they’re being hired and at what salary, then you’ll be able to take full advantage.