Working on projects? Collaborating with people? STOP Using Email

Do you use email for managing projects and tasks?
Most people do. Email seems like the most convenient form of communication to “get things done”. People working on projects also need to work with other people: colleagues, consultants, vendors, clients, etc.

The problem: Most people managing projects are struggling to meet deadlines. Organising people around a project, getting status updates and keeping everyone on the same page is a constant struggle. When you use EMAIL to manage projects, you increase the problem. Email actually derails projects!

How Email Derails Projects

Projects usually comprise a series of tasks. A project manager is the person who knows what all those tasks are, but other people will be the ones completing the tasks. So a project manager needs to assign work to the right people and then monitor progress.

Think about what email is good at providing: asynchronous communication with a paper trail, and document delivery. Now think about what’s needed for assigning and tracking tasks: knowing who’s available and how much work they already have on their plate, moment to moment; visibility into the progress of the work; a calendar of deadlines; the ability to prioritize and reprioritize tasks based on the needs of the project; and so forth.

Email is not the right tool for assigning tasks/work. Email cannot be used to monitor project progress. Infact email increases stress, creates unnecessary work, and makes people feel overwhelmed. No one does exceptional work under these conditions. Productivity experts have pushed knowledge workers to get off of email, or at least to ditch internal company email. An excellent way shift away from email is to all but ban it from project work and move that communication to a project management service instead.

Using Email for Project Management?
Using Email for Project Management?

Project management services are online tools that teams use to track their work on projects, discuss the details, and complete the job. Users can use a project management tool simultaneously or asynchronously. Every tool is a little different, but most of them give users greater visibility into every aspect of the project than email can. It’s a calmer, more peaceful way to work.

Get Organised. Get TeamWave.

TeamWave is an integrated suite of business applications for small & medium-sized companies.

Simple Project Management Software
Simple Project Management!

TeamWave’s project management application enables cross-functional teams (your employees, clients or vendors) to collaborate, organize and discuss everything they need to get a project done. See it, track it, discuss it, act on it. Tasks, discussions, milestones, and files – Keep all your work in one place!

– Tasks / To-Dos
– Project Reports
– Time Tracking
– Discussion Board
– Milestone & Events
– Project Templates
– Documents & Files
– Latest Activity
– Advanced Search

See the full feature list or signup for a free trial.

Spending less time on Email leads to better Productivity

The benefits of getting a team off email and into a project management platform to communicate during the course of a project are enormous. The reduction in email alone is sure to make everyone happy, but that pales in comparison with the added value of everyone knowing where everything is, they know what they need to do, and nothing slips through the cracks. Better visibility & insights help decision makers to make good decisions.

TeamWave Projects: Task management, Team collaboration, Time tracking & More

TeamWave Projects helps cross-functional teams achieve better results through collaborative working. Here’s a look at some of the key features of TeamWave Projects:

Task organization for easing complex projects

Projects can easily go out of hand when there’s no clarity about what needs to be done or the exact roles and responsibilities of everyone working on the project. TeamWave helps teams collaborate in an organized way, by allowing you to manage tasks more effectively. Organize your project by creating task lists for each area of the project like planning, design, sourcing etc. Create tasks within task lists and assign them to your team members, so everyone knows what they have to do.

Milestone planning for time-sensitive projects

Mark important milestones and events on a dedicated project calendar. Associate task lists with milestones and set due date for individual tasks to ensure that each phase of the project is completed on time.

Social collaboration and resource sharing

Empower your team to communicate actively and share resources with ease. Every project has its own file repository where team members can share their work files directly from Dropbox or Google Drive. This way all the work done by the team is available in one place, and can be peer reviewed by everyone on the team. Discussions screenshot here The project discussion board is where the entire team comes together to discuss ideas and strategies, as well as give feedback on tasks and files.

Project sharing for cross-organizational collaboration

Enabling your team to collaborate effectively is just one part of the game, the real challenge is to help your team members work effectively with people from other organizations. Activity stream page featuring the name of organization with which the project is shared. The project sharing feature allows you to form cross-organizational teams to enable unrestricted collaboration between your team members and people from client or vendor organization. This way everyone associated with the project can track progress, discuss ideas, assign tasks and provide feedback.

Time tracking for cost estimation or invoicing

Provide your team a convenient way to log time on tasks. Get detailed reports that show total hours spent on the project or drill-down to view total time spent on each task. TeamWave also provides the option to make time logs billable, so you can easily create invoice for pay-by-hour projects.