Wondering how likes, tags, comments and hashtags can help your team with project management?
First, let me ask you an uncomfortable question…
How often does your team finish a project successfully?
According to PMI’s 2016 study, ‘The High Cost of Low Performance’, only 62% of all projects met their original business goals in terms of scope, budget, time, etc. 16% were deemed as failures.
Source: PMI’s 2016 study, ‘The High Cost of Low Performance’
Organizations also lost a staggering $122 million for every $1 billion invested in projects and programs in 2016, according to the same PMI report.
What goes wrong?
The Trouble with Classic Project Management
Project Management 1.0 fails due to several limitations.
In business, we hate uncertainty. So how do we protect ourselves against it?
In project management 1.0, you would plan for ‘everything’ – decide what needs to be done, who does what, allocate the work, and set deadlines. It all looks fantastic on paper – until it hits the road and falls apart.
Every project inevitably encounters things you hadn’t planned for. A small factor that you hadn’t taken into account has a cascading effect on time and budget. And that’s just the beginning…
Lack of Adaptability
When anything goes wrong, you are unable to adapt quickly. Since you have worked so hard on creating your initial plan, you try to salvage as much of it as possible, and try to stick to it. It’s embarrassing to admit that all your planning, charts and predictions are now worthless, right?
Lack of ownership
“Here’s the plan. Get this done.” That’s what happens in Project Management 1.0. No one asks you for your ideas, or how long you would need to do something.
Is that really supposed to motivate you?
Sure, you will do what you can to make your bosses happy, but that’s just about it. You will take ownership of just your tasks, not the entire project. Even if you have a great idea, you won’t be sure if your manager will listen and you will probably keep it to yourself.
The Social Project Management Advantage
Social project management, also called Project Management 2.0 is more efficient than the classic approach because it gets a few crucial elements right – collaboration, ownership and adaptability.
Here are 5 reasons why social project management will transform your team’s productivity.
1 The Leadership Shift
The number one reason Social Project Management has taken off is because of the shift in the way organizations are managed. Over the past couple of decades, the predominant leadership style has been shifting from a command and control style to a collaborative one.
Nowadays, you don’t micromanage and tell people what to do at every step. You set goals and ask them to come up with inputs and ideas for accomplishing those goals. Employees today are expected to voice their opinions, and figure out solutions by themselves.
Social Project management fits perfectly with this new leadership approach. It provides the tools necessary for people to express themselves and exchange ideas and information. Central to this free communication is the commenting feature.
Social project management apps allow you to comment on every task. Let’s say a team member is stuck on a task and he’s not sure who to go to. They just type in their question and whoever has an answer quickly responds with a comment.
Need a few ideas for a campaign? Go ahead and post a comment. Your team will jump in with several answers. No need to pull in your team into a boardroom for an ideation session! And no one gets left out if you have remote employees.
Want to ask your team which task deadline works best? Let everyone comment on what they would prefer. That makes it really easy for you to set realistic deadlines.
2 In the Loop
You probably get a few dozen emails a day, perhaps a few hundred. And I’m not counting the special deals from Amazon. No way are you going to spend time reading all of them, right?
So which ones do you ignore or just skim over?
Usually, it’s the CCs!
But every now and then, a long CC email which has a dozen other people marked in it, will also have something that really needs your attention too. Overlooking it would mean that you end up not being in the loop about something vital, leading to confusion.
Social Project Management completely overrides this problem. No more CCs!
When someone wants you to be aware of a development, they just tag you, and you‘ll get notified. You get a notification only for what you need to know, not a CC’d mail for every single thing that’s happening.
Need to assign a task? Forget email. Just assign it through the tool. And if a specific task requires two people, you can create subtasks for each, or assign a single task to more than one person if it requires close collaboration.
In the middle of a discussion, if someone wants you to take an action, they can turn a comment into an assigned task with the Assigned Comments feature. This saves you the trouble of manually creating new tasks, or asking, “Hey, did you finish that thing we spoke about?”
3. Agile Adaptability
When something’s not working out, you need to take a different route. The faster you adapt, the higher your chances of success. However, only 9% of organizations in the PMI 2016 study reported high organizational agility.
Project Management 1.0 had little scope for adaptability, which has cost companies billions over the years. However, Social Project Management gives you everything you need to change direction – fast.
Early Warning System
Social Project Management makes you more agile by allowing you to predict problems before they happen, or at least recognize the first signs of trouble. The comments feature is like an early warning system. Anytime someone notices an unforeseen factor, that might interfere with the plan, they can alert the team with a comment.
When there’s a fire, you should be able to redirect resources towards it quickly. If a bug appears out of the blue, you need a talented product team member to drop what she’s working on and take a look at it. You can quickly change the priority and deadline of her current task and reassign her to the crisis.
Analysis and Decisions
Even the smallest of projects have a hundred moving parts. How will the bug affect your PR plan? How will it slow down other features in your product map? Is the bug important enough for you to reallocate resources to it?
Because of these dependencies, if one thing goes wrong, several teams might have to rapidly adapt their plans – or not. To quickly analyze the situation and take decisions, all teams need to have a handle on the bigger picture.
This diversion will obviously have an impact on the deadline. You can estimate what that impact will be with the Progress Percentage feature.
When you create a new task to investigate the impact of the bug on the PR plan, use hashtag mentions in the description or comment fields, to mention other related tasks and statuses that your colleagues must keep in mind to fully grasp the context.
You can also group all tasks related to the crisis by using tags.
Not managing these dependencies skilfully, might flare up inter-team conflicts and blame games. Thankfully, avoiding misunderstandings is easy with Social Project Management.
4. 50 Mile Visibility
You don’t need a crisis to be confused about the status of your project. If you have just ten people in your team and each taking care of five tasks a day, that’s 50 tasks that you need to be on top of.
Is it so surprising that the best laid plans get derailed all the time?
But Social Project Management makes it really easy for you to have excellent visibility into your project without going crazy.
You can use different views to get different perspectives about the project’s details. A Box View gives you a high level overview of the project.
And our List View can show you who’s working on which tasks and subtasks.
Social Project Management makes it incredibly easy to organize and understand information – and make sure that the project stays on track.
5. The Millennial Bug
Millennials are way more independent than earlier generations. They hate being told what to do. They want to take decisions, or at least have their opinions taken into account. They are far more ambitious and they have a strong need to feel that they are making a meaningful contribution.
Social Project Management is intrinsically motivating, because its features are based on the same psychological principles that engage billions every day on social media! And it’s just the thing to keep millennials motivated.
To motivate millennials, you need to give them a sense of purpose and explain why they have to do something. Task descriptions, grouping similar tasks with tags, mentioning related tasks with hashtags are all features which explain the context of how their everyday tasks fit into the bigger picture.
Millennials also need to have a continual feeling of progress. Social Project Management allows you to break up tasks into several subtasks. Checking off each small subtask is a great way to fuel our motivation. Getting small wins throughout the day has tremendous impact on everyone’s motivation, but even more so with millennials.
Millennials want quick feedback into what they are doing, not wait for a monthly review. The Like feature is perfect for quickly appreciating an achievement, and comments do a great job of giving them quick feedback into their everyday accomplishments.
Try It Now
Social Project Management makes projects far easier to manage. Try ClickUp to check out how hashtags, likes, and comments can transform your project management.
See why ClickUp was rated the best project management software of 2017 by Capterra!