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What Are the Phases of Project Management?

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By Kayla Matthews

Project management involves using a team’s knowledge, skills and resources to accomplish a common goal — the successful completion of a project with a specific beginning and end date.

The phases of project management, from initiation to closure, are designed to help team members understand their roles and how functions intersect. Research has revealed companies who implement project management initiatives save 28 times more money than their non-planning counterparts.

While a solid strategy can’t solve every problem that may arise, it can ensure the processes runs as smoothly as possible.

Phase 1: Initiation

The initiation phase comes before planning a project. This is where you identify a specific need, problem or challenge and how your team can solve it. Brainstorm ideas, get creative and don’t be afraid to think outside the box. During this time, it’s essential to figure out your project’s objective — what you hope to accomplish.

You should also use this phase to determine the feasibility of a project. Is the timeline workable and how much will the implementation cost? According to one study, one in six projects sees an average budget overrun of 200 percent. Identify which resources your team will need to successfully bring the project to fruition.

Phase 2: Planning

Project management techniques are used by 28% of businesses — and only 2.5% complete 100% of projects successfully. The planning phase, the most crucial, is when you identify goals to break the project up into actionable chunks. Each should be specific, realistic and measurable. Unobtainable or unrealistic goals are a recipe for failure.

One person, a project manager, should take reins of the team and control operations. Use a schedule to determine task durations and set deadlines for completion. Decide on the best means to communicate progress and unexpected set-backs. Before moving into execution, learn what risks might arise, how they can impact the project and how they can get resolved.

Phase 3: Execution

Your plan has been developed and approved. Now it’s time for team members to take action. Project managers will need to maintain constant communication with employees to ensure the project is moving along as planned. Help team members stay organized and hit deadlines by sending updates regularly.

Other responsibilities of a project manager include:

  • Briefing team members
  • Monitoring work quality
  • Organizing tasks with workflows
  • Allocate spending and resources
  • Communicating with management

As the project develops, project managers will need to follow the pre-created plan, assign new tasks and assess ongoing progress with project management tools. PMs also interact closely with clients to update them about the project and ease any concerns or questions about development.

Phase 4: Monitoring

Every project — no matter if it lasts one hour or one year — should be closely monitored. Project managers should look at work quality, costs, risks, scope, changes and more. Out of all high-performing projects, 77% use project management software to track progress and provide detailed reports. These metrics determine if a project is meeting budget and timeline requirements.

Project management software can be used to monitor all moving parts of a project, including time tracking, task distribution, budgeting, resource planning, cloud-based collaboration and much more — but only 22% of businesses take advantage of it. Project managers use this software to monitor team members and communicate wants and needs, but many companies lack access to real-time key performance indicators.

Phase 5: Closure

No project is complete without closure. Has your project been a success or a failure? Most project managers determine a project’s success based on the ability to stay within budget. Other factors to consider include the quality of the end product and client satisfaction. Carefully listen to any feedback to determine areas of improvement.

Once the project is analyzed as a whole, the project manager should also determine the output of individual team members. Did they meet goals? Did they produce high-quality work? Interview team members and ask about their experience. What did they learn? What could be done better next time? What could make their role easier?

The phases of project management are in place to ensure higher chances of success. From initiation to closure, team members should have a clear outline of goals, expectations and deadlines. Success is ultimately determined by a project’s quality, timeline and budget.

 

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

Featured Image: https://unsplash.com/photos/_pc8aMbI9UQ

Developing Great Leaders: The Human Workplace Perspective of DevOps

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By Wendy Dessler

One of the most challenging aspects of working in the tech industry is remembering the most important component of excellent performance: humanity. Software development is a great springboard for building competent, collaborative leaders when it’s done correctly. 

The DevOps mindset brings different teams together to create a continuous workflow that thrives on human interaction. Here are some useful tips for developing great leaders through DevOps, as well as reasons why the human side of the tech world matters.

The Benefits of DevOps

DevOps brings development and operations teams together to create a unified system that allows businesses to get projects completed faster without sacrificing quality. In doing so, businesses ultimately improve their bottom line and make scaling more attainable.

Successfully implementing DevOps also benefits a business by:

  • Improving cross-team functionality
  • Improving flexibility and production speed
  • Allowing for multiple projects to be handled at any given time
  • Creating a culture of respect and collaboration

For the various benefits of DevOps to be achieved, businesses need to break down the barriers between Quality Assurance, Operations Management, and the core development team. 

Traditionally, these different areas have been in silos– separated and isolated from one another. By breaking the barriers, businesses provide an opportunity for understanding and appreciation. In other words, some of the foundational qualities of excellent leadership.

Mentorship: A Benefit for Both Parties

A standalone benefit of focusing on the human side of DevOps is the potential for mentorship opportunities. This enhanced workflow creates opportunities for senior and junior team members to come together and learn from one another.

For example, a senior member of the team may have the opportunity to help a junior member with a challenge they’re facing. Alternatively, junior members provide the opportunity for developing critical thinking and problem-solving skills for senior members, and may even teach them new, updated skills.

Some organizations are even going as far as to have DevOps Dojos, to create a space for mentorship and the development of insightful, passionate leaders.

How to Implement DevOps: A Human-Centric Approach

Unfortunately, you can’t flick a switch and make DevOps work. It takes a lot of planning and change management to create a human-centric DevOps culture. Here are some important considerations when implementing DevOps. 

Have the Right Tools

Implementing DevOps can be a challenge for all. Humans naturally resist change, preferring the comfort of a routine, even when the end-result of the change would be simpler. By having the right tools in place to support a collaborative environment, you simplify the road to DevOps. 

One of the most important tools you can have in place when implementing the DevOps philosophy is powerful, streamlined project management software. While nothing will ever compare to the visual of a well laid-out whiteboard, having cloud-based project management ensures everyone is up to date, no matter where they are. 

Logging services can also streamline DevOps efforts and create a virtual map of what’s happening in the system; you can visit the Papertrail website to learn more about this process.

Transparency Matters

When implementing DevOps, it’s important for all members of the team to know what is happening and when regardless of the hierarchy. Share successes and failures, challenges, and solutions. Create a safe platform for everyone to be heard and ensure that all questions are eventually answered.

There’s a lot of concern surrounding job losses when DevOps is put in place, as automation plays such a key role. Be sure to address these concerns early and nip employee discontent in the bud.

Make the Business Fit the Format

Trying to make DevOps fit your current business, rather than the other way around, is a recipe for disaster. It’s essential for key stakeholders to be involved in the DevOps implementation process, as it might cause widespread disruptions and restructuring. The more buy-in from the executive team and management, the more effective the result will be.

Focus on Human Development

Empower your people to take an active part in making the changes. Present opportunities to take ownership of various tasks and develop their skills. For some, the implementation of DevOps could present a stepping stone into a leadership position.

Before and during the implementation process, take time to assess people individually and talk to them about their goals. Collect their insights and work with them to create a positive environment that promotes respect and teamwork, as these are more important than the technical components for making DevOps work.

Prioritize Cybersecurity

Ensuring that your business is kept secure for every step of the way is essential when implementing DevOps. It should be addressed early on before changes are implemented. 

Consider who needs access to what, and what areas of the infrastructure should be limited. Work these security considerations into any restructuring efforts. While tools like access rights management and logging are great solutions to many of the cybersecurity problems, it’s important to think about the various areas that need to be addressed before choosing the approach that works for your organization.

Remember Your People

While implementing the DevOps philosophies, automating processes, and streamlining business efforts to improve the bottom line, it’s important not to lose sight of what matters the most: your people. 

By focusing on the human side of software development, you can create a positive workplace culture that cultivates great leaders and ensures the business’s continuity for years to come.

 

About the Author: Wendy Dessler frequently writes about the latest advancements in tech and digital marketing. She currently focuses on helping SaaS businesses create a better world for our kids.

Photo by Perry Grone on Unsplash

6 Types of Fundraising for Small Businesses

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By Kayla Matthews

Is your small business ready for some significant growth? If your funds are limited, there are plenty of funding resources available to small businesses. Whether you want to unleash a newly designed product or open a second location, the six types of fundraising below will help you achieve your goal.

1. Crowdfunding

Crowdfunding is a way for small businesses to reach out to individual consumers. Pitch your business idea, whether brand new or growing, and raise money in exchange for rewards, future repayment or equity.

The best crowdfunding websites for small businesses include:

  • Patreon
  • GoFundMe
  • Indiegogo
  • Kickstarter

Look for a crowdfunding site with a broad audience, offering as much exposure to potential investors as possible. And read testimonials from businesses who previously used the site.

2. Business Incubators

If you’re a small business in the early stages of growth, consider joining a business incubator. Some business incubators operate online while others are physical spaces where entrepreneurs can network. The goal is to speed up business development and success.

Instead of an incubator, some programs are called accelerators, meant to boost more developed businesses. These types of organizations have funds or funding sources to raise capital. They also offer access to invaluable resources like accountants, lawyers, coaches and more.

3. Grant Competitions

Enter a competition aimed at small businesses to win grants, exposure and new customers. If you’re a woman-owned company invested in environmental change, check out the Eileen Fisher Foundation. The organization gives out $200,000 annually to up to 10 businesses.

Other grants to apply for include:

  • Etsy Maker Cities Grant
  • Visa Everywhere Initiative
  • Sam’s Club Grant Program
  • FedEx Small Business Grant

Always read the requirements of a grant before starting an application. And keep a calendar of deadlines to ensure you submit documents on time.

4. Angel Investors

As a small business, your development team is likely made up of just a few people. Team members will need to take on multiple roles to cover all aspects of fundraising, including account, event planner and social media manager. They’ll also need to be adept at creating relationships with potential donors, like angel investors.

If you’ve ever watched the TV show Shark Tank, you know that angel investors are well-to-do individuals who provide business capital in return for equity. The percentage of equity is based on a business’s profits and expected growth. Some of the most prolific angel investors include Fabrice Grinda, Paul Buchheit and Wei Guo.

5. Product Pre-Sales

If your business is product-based, consider using pre-sales as a way to gain funding. By pre-selling goods, you can obtain the capital to get started while ensuring your stock will be sold out come launch day. It also means consumers rely on you to maintain deadlines and follow through on orders.

If you want to raise funds through pre-sales, set up a sales page on your website outlining your product and the basic features. Call attention to your target audience and tell them how your product will help them. Include the benefits your product has over competitors. And don’t forget to remind everyone that purchases are a pre-sale and the product has not yet been created.

6. Venture Capitalists

Venture capitalists, similar to angel investors, offer to fund start-ups and growing businesses in exchange for a share of the equity. The goal of a venture capitalist is to invest in a business that will provide high rates of return. Capital investments typically last five to eight years with an expected return of 25% or higher.

Some businesses seek venture capitalists when in need of expertise. For example, Bill Gates convinced Dave Marquardt, co-founder of the firm August Capital, to invest in Microsoft in 1981. He was on the company’s board of directors for more than 30 years.

Are you a start-up looking to expand? The six funding options above can help you meet your business goals, even when resources are limited. Look into a crowdfunding website like Kickstarter or Indiegogo. Meet with interested angel investors who provide capital in exchange for equity. Or enter competitions to earn business-boosting grants.

 

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

Featured Photo by Jakub Gorajek on Unsplash

4 Ways To Prevent Employee Turnover In Your Startup

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By Kayla Matthews

Keeping good talent is tough for any business, but when you’re an emerging startup, it can be a make-or-break matter. Losing the person who drives innovation or puts the whole team at ease can cripple a promising operation in its youth, and as a leader it’s your job to stop that.

So what can be done?

Sometimes you have to think outside the box when you can’t throw money at people. It won’t surprise you to hear that the world of startups relies heavily on flexibility and the attraction of new ideas to retain talented people who value their stake in the company. Here’s how you can realize these ideas at your own startup.

1. Be Choosy About Management

When you’re a startup, every member of your team is critical, but for you to do the job of leading the company you can’t always spend your time overseeing each individual. Stressors are high in this environment, and while many startups enjoy a high-energy culture that lends itself to breakthroughs and rapid growth, that takes a toll on employees. This is why you need excellent management.

Managers who know how to motivate and encourage their direct reports are essential for your company to succeed. Think of them as an extension of your own role and empower them as your direct reports. A strong management team will go to any length to shape procedures and policies in a way that lends itself to productivity by listening to their employees, understanding what works and acting when change is needed.

2. Encourage Personal Growth

Speaking of listening to employees, a startup is often attractive because of the opportunity for growth that a startup presents. Workers have to push themselves and wear multiple hats. In doing so, they pick up valuable resume builders. If you’re not careful, they’ll take those new skills and walk right out the door.

But many people don’t. Startups that succeed in keeping good people understand why their people are learning these new skills, how they plan to use them in their career and what the next challenge is after an employee has advanced.

If your management team can stay one step ahead and continue to provide learning opportunities other places can’t, employees will remain engaged. Run out of new skills in one area? Throw a rockstar employee into something a little foreign to them and watch them thrive on new challenges.

3. Be Social

The company that hangs together, stays together. And in a startup environment you might just be hanging together working twelve hours into the day because the team is small and things need to get done. We’re not saying that should be an all-the-time thing, but the flexibility of a startup environment should allow you to make the workplace fun and less rigid.

That means you need to spend some time putting work down, too. Get the team out on the town, or even have a gathering at someone’s home if it’s small enough. The opportunity to create strong bonds that a startup presents is unique to this size and type of business. Don’t waste that opportunity. Build strong relationships with your team.

4. Incentivize with Vesting

Vested options are perhaps the most drastic, but also very effective means of ensuring that people stick around. Many startups offer stock options as part of their compensation package. If the options mature too quickly, people are encouraged to take their money and run. So create a plan wherein their shares increase across multiple years and employees can only keep them if they stay with the company.

Companies in the San Francisco area where tech startups abound have been said to use a four-year strategy that vests after the fourth year and then restarts at a higher quantity of stock.

However you choose to do it, the only way you can go wrong is by not realizing the importance of your employees in a startup. Hiring the wrong people can completely sink your operation, so you’ve got to choose wisely. The best selected employees can’t help you if they all leave, so give them every reason to stay with cool workplace perks, a friendly culture that embraces productivity and some exciting alternative compensation!

 

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

Featured Photo by Shridhar Gupta on Unsplash

4 Ways to Market Your Business’ Job Opening

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By Kayla Matthews

It’s hiring season and there are so many qualified candidates out there ready to work for your company. Filling a job opening can take months and you want to make sure you hired the right candidate who is committed to your business’s future. Today’s economy is raising candidate expectations and recruiting challenges.

According to a recent study, 74% of recruiters believe that hiring will become more competitive in the next 12 months. Therefore, it is essential to market your company’s job openings to the right audience to capture the attention of a future employee. To hire top talent, HR teams need to stay on top of modern recruitment strategies.

If your business is serious about adding and attracting the right candidate, we have suggested four ways to market your job listings.

1. Stand Out From The Crowd

Let’s start with the most important way to market your company’s job listings. You need to stand out from the other tens of thousands of job openings. Drop the boring description that sounds like any other job listing. Create a tone that is unique and resonates with the reader. This way they can feel like you are speaking directly to them.

When writing your job post, include future plans for the position so candidates are aware of the potential growth they have with your company. This will target motivated job seekers who are looking to stay with the same company for an extended time.

Don’t forget to sell yourself. If there is something unique or awesome about your company, include it on the job description page so applicants are aware of your company’s culture. As you are writing the job advertisement think, “Why should they want to work for us?” Job seekers will also want to know what sort of benefits the job will have or potential salaries.

Be extremely clear on what your expectations are. Is it a part-time or full-time position? Employee or freelance? According to Indeed, jobs with descriptions between 700 and 2,000 words get on average 30 percent more applications. Make your posting easy on the eye with bullet points, listing responsibilities and qualifications.

2. Target The Right Audience

One of the most important aspects of the hiring process is hiring the right person for the job who also fits the culture of the company. In order to find the right fit, be sure that your job description expresses your company’s brand to attract the perfect candidate.

When job seekers are job hunting, it is important for them to know who the organization is. Give a brief backstory of your company and explain what your business does. If there is more information about your open position, then the right candidate will want to apply because they know what the company stands for and what they are expected to do.

Extend your outreach for a prospective employer. When you only post on job boards, you are only attracting those searching for immediate placement, which means you are getting people who:

  • Usually do not have a job
  • Usually do not like their job
  • Are actively seeking employment
  • See a lot of other jobs just like yours available

It may seem obvious, but in order to reach your target audience, you must know who they are and what their needs are. Talking to your target audience is a great way to connect your job position with a potential candidate. The tone of your job advertisement should connect with them on a personal level and use a conversational, rather than a lecturing tone.

Your audience will want to feel that you understand their needs and are going to provide them opportunities to make their lives better. People tend to work harder for companies that will take care of them in return.

Take your job campaigning a step further and expand your audience to anyone- even those currently employed. The next section will cover how to reach a larger audience.

3. Use Current Jobs Sites

There are so many platforms to submit a job posting, but it is important to stay on top of current job search trends. People no longer have the mentality to just “get any job.” They look for reviews, people they know who enjoy their job, and employee satisfaction.

  • LinkedIn – LinkedIn allows you to look specifically at candidates profiles. It is a digital resume platform, where either they can respond to your job listing, or a company can even reach out to a prospective candidate. This is also a great way for employers to look for credibility in a candidate as they can see how many people have “endorsed” the candidate to prove that they do have that knowledge and skills that they claim to possess. Many companies use LinkedIn to try to steal talent, and you should consider being a part of that.
  • Glassdoor – Glassdoor is becoming extremely popular among millennials because they have the opportunity to read reviews from current and past employees. Job seekers also have better insight on the salary range to expect as this is displayed on Glassdoor. Another reason why so many candidates utilize Glassdoor is that they can get tips and insights on the interview process so they are better prepared.
  • Colleges & Universities – Using college and university job search boards is another great way to get a truly motivated employee. Usually, as students start to finish off their degree they start searching for the right job through their alumni job portal or job board. Some colleges even let employees post their job opportunities and internships for free.

4. Get Your Employees Involved

One of the best ways to make your brand more appealing is through your employees. People will be more attracted to your company if the employees can vouch for it. Many people have watched their parents come home unhappy from a job they hated, so candidates are now looking for a job that won’t be dreadful. When current employers can express their job satisfaction through social media, LinkedIn, Glassdoor or other public platforms then more people will want to work for you.

This shows transparency between the employer and the employees. Reviews are beneficial not just for potential job seekers, but for the employer as they have the opportunity to respond to feedback and get additional insights on where things are going within your company. When an employer responds on social platforms it shows that they actually care about their team, which is an attractive quality for job seekers.

Another great way to recruit top talent is to implement an employee referral program. If you currently have great talent on your team it is likely that they are connected to others with great talents- such as friends, previous coworkers or university alumni.

Since your current employees are satisfied with their jobs, they are walking advertisements and will attract more qualified candidates to work with them. Referral hires tend to have greater job satisfaction and stay longer at companies.

Don’t Forget The Essentials

Being a trustworthy company is an attractive quality for serious job seekers. So invest in your employees’ happiness to attract top quality talent. After all the time and effort you have put into constructing a job post that stands out from the crowd, attracts your targeted audience, and is up to date in job promotion trends, don’t forget the essentials. Be sure to clearly state your location, contact information, and what the applicant should submit to the job post- resumes, cover letters, referrals.

Look for creative ways to express why your company is a great place to work. Take the time to explain why your company is unique when writing the job listing. If you follow these tools you will attract better talent and also receive more job acceptances from your top-choice candidates.

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

Featured Image: Tim Mossholder on Unsplash

5 Ideas for Gamification in the Workplace

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By Kayla Matthews

Gamification is a tool used by businesses to achieve new goals. However, with the emphasis on fresh new technology, many small companies are hesitant to adopt the strategy.

Implementing gamification is easier than you think and can lead to significant results. That’s why many large brands, including Microsoft, Target and Nike, have already undertaken the challenge.

What Is Gamification?

Gamification is a tool that implements game design and content elements into non-game applications to motivate participation, engagement and loyalty. It doesn’t have to be digital, relegated to your website, apps or social media. It can also be analog and relate to day-to-day operations.

The elements of gamification are referred to as game mechanics, covering competition, challenges, collaboration, levels, badges, instant feedback and more. These elements can be used in various combinations to achieve your desired goal.

While some businesses use gamification as a way to connect with customers, many have already realized the benefits of bringing the tool into the workplace.

How to Gamify Your Workplace

For gamification to be successful, it has to be well-planned, executed and maintained. If done right, it can increase engagement and motivation in employees.

When considering how to gamify the workplace, ask yourself the following questions:

  • What goal or objective do you wish to achieve?
  • What is your target employee behavior?
  • How do you think gamification will help?
  • What motivates your employees?
  • What tech will employees be comfortable with?

The gamification process isn’t an instant one. It’s a method you should test and tweak each time you implement a new idea.

  1. Train New Hires

Training new hires can be tedious, especially when there’s a lot of information to cover in a short amount of time. At the end of orientation, it’s not uncommon for trainees to feel they learned very little. By implementing gamification into the new hire training process, you can create a system that promotes learning through gaming mechanics.

One example of this is using badges as a user progresses. Samsung developed a similar program dubbed Samsung Nation, which rewards users with badges as they create content, watch videos, review products and engage with the community. Other companies are using a similar gamification process where new hires can gain achievements as they train.

  1. Boost Employee Performance

Outside of new hire training, gamification is used as a tool to enhance employee job performance, with 90 percent of employees rated more productive when using gamification. It can add a fresh and healthy competitive air to your office space, spurring employees to have fun as they work harder.

One example of using gamification to boost performance is Salesforce, which introduced its Big Game Hunter program to entice sales representatives to use the customer relationship management (CRM) system. Each team member started at the first level as a chicken hunter. As they became more aware of the CRM features, they could work their way up in status.

  1. Implement Team Goals

To make gamification work, you need to understand what your employees want. Once you have a goal in mind, create a path with actionable tasks to achieve it. By creating a clear objective, using a focus both you and your employees can agree on, you can use gamification to align employee goals with your own.

One example of a goal that can benefit both employees and management is a new R&R space, which can easily be added with an office pod. While you may think napping during work hours can’t possibly be beneficial, research shows there’s a strong correlation between rest and recovery and workplace productivity.

  1. Use Clear Communication

From new hires to top-tier managers, employees need clear communication and feedback to perform well. This can be a major issue employers face, especially those with a large workforce. Without open and clear communication, workers often feel disconnected and unpassionate about the work they do.

One way to combat this is to learn from Target, which wanted to connect with front-of-the-line staff — cashiers. Target decided to create a game they could play when checking out items for customers, providing real-time feedback in the form of red and green blinking lights. Before this method, cashiers had no way of knowing if their methods were effective.

  1. Improve Workplace Efficiency

Employees may be knowledgeable and hardworking, but that doesn’t mean they’re being as efficient as possible. One method businesses have used to evoke leaner practices is to introduce gamification in the form of challenges, achievements, rewards and recognition.

One company utilizing gamification is Omnicare, which created a series of achievements sales representatives could work toward, starting with a challenge at the beginning of each shift. As workers progress through the day’s problems, they can earn rewards. This led to less wait time for customers, an increase in customer satisfaction and a reduction in employee turnover.

Utilizing Gamification in the Workplace

When implementing gamification in your workplace, the key to success is understanding precisely what you wish to achieve. Listen to your employees to better understand their wants and motivations. Try to come up with a rewards or achievement system that works with their unique desires and limitations.

Once you’ve used this tool, be sure to assess if it’s effective and what areas can use improvement. You should always be searching for new ways to optimize and improve results, even when you’ve already achieved your desired goal.

 

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

Featured image: Eric Tompkins on Unsplash