What is agile project management?

Agile project management is an iterative approach to managing software development projects that focuses on continuous releases and incorporating customer feedback with every iteration.

Software teams that embrace agile project management methodologies increase their development speed, expand collaboration, and foster the ability to better respond to market trends.

Here is everything you need to know to get started or refine your agile project management practices. 

History

Stemming from Toyota's lean manufacturing concept of the 1940s, software development teams have embraced agile methodologies to reduce waste and increase transparency, while quickly addressing their customers' ever-changing needs. A stark change from waterfall project management that focuses on "big bang" launches, agile helps software teams collaborate better and innovate faster than ever before. 

Traditional agile project management can be categorized into two frameworks: scrum and kanban. While scrum is focused on fixed-length project iterations, kanban is focused on continuous releases. Upon completion, the team immediately moves on to the next. 

How scrum works

Sprint Planning Sprint Demo Daily Standup Retrospective
A team planning meeting that determines what to complete in the coming sprint. A sharing meeting where the team shows what they've shipped in that sprint. Also known as a stand-up, a 15-minute mini-meeting for the software team to sync. A review of what did and didn't go well with actions to make the next sprint better.

Scrum is a framework for agile project management that uses fixed-length iterations of work, called sprints. There are four ceremonies that bring structure to each sprint.

It all starts with the backlog, or body of work that needs to be done. In scrum, there are two backlogs: one is the product backlog (owned by the product owner) which is a prioritized list of features, and the other is the sprint backlog which is filled by taking issues from the top of the product backlog until the capacity for the next sprint is reached. Scrum teams have unique roles specific to their stake in the process. Typically there's a scrum master, or champion of the scrum method for the team; the product owner, who's the voice of the product; and the scrum team, who are often cross-functional team members in charge of getting s@#$ done.

The four ceremonies of scrum

The scrum board

A scrum board is used to visualize all the work in a given sprint. During the sprint planning meeting, the team moves items from the product backlog into the sprint backlog. Scrum boards can have multiple steps visible in the workflow, like To Do, In Progress, and Done. Scrum boards are the key component for increasing transparency in agile project management.

How kanban works

Kanban is a framework for agile project management that matches the work to the team's capacity. It's focused on getting things done as fast as possible, giving teams the ability to react to change even faster than scrum.

Unlike scrum, kanban has no backlogs (usually). Instead, work sits in the To Do column. This enables kanban teams to focus on continuous releases, which can be done at any time. All work is visible, scoped, and ready to execute on so that when something is completed, the team immediately moves on to the next. The amount of work is matched to the team's capacity through WIP limits, which is a predefined limit of work that can be in a single column at one time (except the To Do column).

The kanban board

A kanban board is used to visualize all the work that's being done. It's also used for planning resources allowing project managers to see the work and develop timelines accordingly. A kanban board is structured into columns and lanes that stories pass through on their way to completion. Stories sit in the To Do column until the WIP limit allows for the next task to be worked on. The list of work should be split into relatively small issues and organized by priority. As you can see in this example, lanes can help keep the higher priority items separated from "everything else."

 

Estimate, report, and plan

Whatever agile framework you choose to support your software development, you'll need a way to see your team's progress so you can plan for future work or sprints. Agile project estimating helps both scrum and kanban teams understand their capacity. Agile reports show the team's progress over time. And backlog grooming helps project managers keep the list of work current and ready for the team to tackle.

 

Agile project estimating

Project estimating is an extremely important aspect of both kanban and scrum project management. For kanban, many teams set their WIP limit for each state based on their previous experiences and team size. Scrum teams use project estimating to identify how much work can be done in a particular sprint. Many agile teams adopt unique estimating techniques like planning poker, ideal hours, or story points to determine a numeric value for the task at hand. This gives agile teams a point of reference to refer back to during sprint retrospectives, to see how their team performed. Jira Software can be customized to capture your teams' unique project estimations.

 

Agile reporting

Project estimations come into play at the beginning and end of each sprint. They help teams determine what they can get done at the beginning of the sprint, but also show how accurate those initial estimates were at the end. Agile reports, such as Burndown charts, show how many "story points" are completed during the sprint. Jira Software offers dozens of out-of-the-box reports with real-time, actionable insights into how your teams are performing. Having data to support your retrospectives is an invaluable way for agile teams to improve.

 

Backlog management and grooming

A product backlog is a prioritized list of work for the development team to do that comes from product roadmap and its requirements. The development team pulls work from the product backlog for each sprint.  

Grooming and maintaining your backlog helps teams achieve their long-term goals by continually adding and removing items based on the team's long-term capacity and changing business objectives. Jira Software lets teams groom huge backlogs with multi-select ranking and order user stories and bugs by dragging and dropping issues. You can also filter with Jira Software's flexible search to find a particular user story or bug.

How to Start a Consulting Business

If you are an experienced consultant or just starting out, you must have a strong operational backbone to support your business as it grows. From managing projects to billing and invoicing clients, managing independent contractors and team members, logging billable hours, and managing bookings, we at SystemX have a solution to get you started. CLICK HERE to allow us to walk you through our cloud-based Business Management Platform and show you how we can help.

The dictionary defines a consultant as "an expert in a particular field who works as an advisor either to a company or to another individual." Sounds pretty vague, doesn't it? But unless you've been in a coma for the past decade, you probably have a good idea what a consultant is.

Businesses certainly understand what consultants are. In 1997 U.S. businesses spent just over $12 billion on consulting. According to Anna Flowers, spokesperson for the Association of Professional Consultants in Irvine, California, the association has recently noticed an increase in calls for information from people who want to get into the business. "The market is opening up for [the consulting-for-businesses] arena," Flowers says.

Melinda P., an independent consultant in Arlington, Virginia, thinks more people are getting into the consulting field because technology has made it easier to do so. "The same technology that has helped me to be successful as a consultant has made it easier for others to do the same," she says.

A consultant's job is to consult. Nothing more, nothing less. It's that simple. There's no magic formula or secret that makes one consultant more successful than another one.

But what separates a good consultant from a bad consultant is a passion and drive for excellence. And--oh yes--a good consultant should be knowledgeable about the subject he or she is consulting in. That does make a difference.

You see, in this day and age, anyone can be a consultant. All you need to discover is what your particular gift is. For example, are you very comfortable working around computers? Do you keep up with the latest software and hardware information, which seems to be changing almost daily? And are you able to take that knowledge you have gained and turn it into a resource that someone would be willing to pay money for? Then you would have no trouble working as a computer consultant.

Or are you an expert in the fund-raising field? Maybe you have worked for nonprofit agencies in the field of fund-raising, marketing, public relations or sales, and over the years you have discovered how to raise money. As someone who has turned a decade of fund-raising successes into a lucrative consulting business, I can tell you that fund-raising consulting is indeed a growing industry.

Things to Consider Before You Become a Consultant

Why an Organization Wants to Hire You

According to a recent survey, here are the top 10 reasons organizations hire consultants:

1. A consultant may be hired because of his or her expertise. This is where it pays to not only be really good in the field you have chosen to consult in, but to have some type of track record that speaks for itself. For example, when I mentioned earlier that I had become an expert as a fund-raising consultant, I knew that every client who hired me was doing so partly on the basis of my track record alone. After all, if you are a nonprofit organization that needs to raise $1 million, it makes sense to hire someone who has already raised millions for other organizations.

2. A consultant may be hired to identify problems. Sometimes employees are too close to a problem inside an organization to identify it. That's when a consultant rides in on his or her white horse to save the day.

3. A consultant may be hired to supplement the staff. Sometimes a business discovers that it can save thousands of dollars a week by hiring consultants when they are needed, rather than hiring full-time employees. Businesses realize they save additional money by not having to pay benefits for consultants they hire. Even though a consultant's fees are generally higher than an employee's salary, over the long haul, it simply makes good economic sense to hire a consultant.

4. A consultant may be hired to act as a catalyst. Let's face it. No one likes change, especially corporate America. But sometimes change is needed, and a consultant may be brought in to "get the ball rolling." In other words, the consultant can do things without worrying about the corporate culture, employee morale or other issues that get in the way when an organization is trying to institute change.

5. A consultant may be hired to provide much-needed objectivity. Who else is more qualified to identify a problem than a consultant? A good consultant provides an objective, fresh viewpoint--without worrying about what people in the organization might think about the results and how they were achieved.

6. A consultant may be hired to teach. These days if you are a computer consultant who can show employees how to master a new program, then your telephone probably hasn't stopped ringing for a while. A consultant may be asked to teach employees any number of different skills. However, a consultant must be willing to keep up with new discoveries in their field of expertise--and be ready to teach new clients what they need to stay competitive.

7. A consultant may be hired to do the "dirty work." Let's face it: No one wants to be the person who has to make cuts in the staff or to eliminate an entire division.

8. A consultant may be hired to bring new life to an organization. If you are good at coming up with new ideas that work, then you won't have any trouble finding clients. At one time or another, most businesses need someone to administer "first aid" to get things rolling again.

9. A consultant may be hired to create a new business. There are consultants who have become experts in this field. Not everyone, though, has the ability to conceive an idea and develop a game plan.

10. A consultant may be hired to influence other people. Do you like to hang out with the rich and famous in your town? If so, you may be hired to do a consulting job simply based on who you know. Although most consultants in this field are working as lobbyists, there has been an increase in the number of people entering the entertainment consulting business.

Why is Project Management an Important Skill for Managers?

One recent study shared an alarming statistic: 57% of employees have left a job specifically because of their boss. 

Yikes. As a manager yourself, you don’t want to be part of that figure. You want to become better in your role and lead your team more effectively.

But how do you make that happen? Cross your fingers? Close your eyes and click your heels together? Sleep with some leadership books under your pillow and hope that knowledge magically transfers to your brain?

Sure, you could give those a try (though we don’t guarantee any results). However, like any other position, improving your leadership expertise is all about honing the right skills.

In this article, we’ll break down some of the most important competencies you need to be an effective manager — with a healthy amount of emphasis on the importance of project management. 

What skills do you need to be a manager?

When it comes to being a top-notch leader, there are a lot of important manager skills you’ll lean on — and many of them will depend on things like your company, industry, and even your team.

The good news is that it’s surprisingly simple to figure out what areas of improvement you should focus on as a manager – just ask your team. Yes, it’s your role to offer feedback to your direct reports, but it’s just as important that you ask for it.

In fact, 80% of survey respondents said their boss has a significant weakness that everyone recognizes and covertly discusses with one another, but not directly with their manager. That’s valuable information you could be using to boost your leadership skills. 

But if you at least want to get started with the basics, there are some soft skills that remain consistent between successful managers. Here are five of the most important project management skills.

1. Communication             

Managers are the link between the company’s overarching vision and their own teams. That means they need to communicate effectively to eliminate confusion and ensure alignment. 

Working on verbal and written communication that’s frequent, direct, and concise will help set leaders apart — especially when one survey found that 91% of employees claim that their bosses lack communication skills.

2. Decision making

Naturally, teams look to their leaders for direction. They trust their managers to make informed decisions about priorities, challenges, and next steps.

Decisiveness doesn’t come naturally for all of us, but it’s a skill worth honing if you want to take your management skills up a notch. 

3. Delegation

As the manager, you’re ultimately the one in charge. But we can likely all agree that there’s nothing more frustrating than a boss who exercises total control and refuses to loosen the reins every now and then.

Unfortunately, 59% of employees say they have worked for a micromanager at some point in their career. And, even worse, that constant supervision had a negative impact on their work. 68% of those who had been micromanaged say it decreased their morale, and 55% said it hindered their productivity.

That’s why successful managers need to know how to delegate. They should provide the necessary context, resources, and support, but then get out of the way so their teams can do their best work. 

4. Problem solving

Here’s one of the challenging parts about being a boss: You don’t get to stand on the sidelines and hope that somebody else solves the problems on your team. It’s quite literally your job to resolve conflicts and help your team overcome roadblocks.

Demonstrating that you’re willing to step in and provide guidance when the road gets rocky reinforces the fact that you’re in your team’s corner and, as a result, boosts trust and morale. 

5. Project management 

You knew we wouldn’t make it through this list without mentioning project management skills development. When bosses are the ones leading the charge, it’s undeniably important that they know how to confidently spearhead projects from inception to completion. 

Why is project management such an important skill?

We know we might seem a little biased in terms of the importance of project management. But there are a few reasons that a leader with top customer facing project management skills will be far more effective. Let’s dig in.

1. Managers need to steer the ship

Even if managers don’t personally have a hand in every single project, they’re still the ones who have to provide leadership to their team and ensure that expectations (including project timelines and budgets) are being met. They can also answer some of the most frequently asked questions from team members, such as "Why are projects important?"

Additionally, not all projects go according to plan. So when things run off the rails, managers will need to step in on a variety of projects to help navigate any roadblocks or conflicts, regardless of how much individual involvement they have with that particular project.

Finally, the team’s manager is the one who oversees bandwidth and ensures that projects and requests are a productive use of the team’s time that brings them closer to company-wide objectives.

Whew, that’s a pretty big job, right? And that amount of leadership and decision-making is all the more challenging if you don’t have any project management skills. 

2. Managers need to balance team-wide priorities

As much as you might wish you could say “yes” to everything, there are only so many people on your team and so many hours in a day. It’s up to the manager to decide what projects and tasks deserve a spot at the top of the list.

Should your team tackle a refresh of your onboarding process or should they work on revamping your benefits enrollment? What should come first?

Oftentimes, it can feel like you have competing priorities, and you’re bound to juggle a lot of projects, objectives, and deadlines at one time. Project management expertise will help you effectively identify things like project goals and scope, and then prioritize and schedule them for your team accordingly. 

3. Managers need to effectively oversee resources

Your team is highly focused on a pressing project when you get an unexpected request from another department. Should you accommodate that? Or keep your employees on the task at hand?

These are decisions that managers need to make every day, and project management skills can help them be mindful of their resources (think things like budget, time, and team bandwidth) and manage them appropriately.

Without thinking through those resource limitations, it’s far too easy to bite off more than you can chew and spread your team too thin. And that constant, overwhelming state can quickly tank morale.

According to a report from the Society of Human Resource Management, 38% of people feel overwhelmed by the amount of work they have to get completed when they’re on the clock. 

Understanding resources not only helps you be more realistic about your team’s workload and avoid stressing out your team, but it also helps you plan out more accurate project calendars and manage the expectations of other stakeholders. 

4. Managers need to track progress toward goals

Do you want your team to complete projects for the sake of checking them off the list? Or do you want a team doing work that really moves the needle for your company?

Obviously, the second option, right? That’s where project management expertise comes in.

Leaders with project management knowledge can successfully provide strategic direction by clearly stating a goal or vision (which should be highlighted in the kickoff meeting and the project plan) and then frequently tracking team progress toward that agreed-upon goal.

Managers can use a variety of systems (like KPIs, OKRs, or SMART goals) for doing this. But, regardless of the specific goal-setting technique or framework, one thing remains the same: They should know how to monitor progress and course-correct when necessary, and project management skills will help. 

Boost your project management skills and fearlessly lead your team

You want to be an effective leader who helps your team meet goals, maintains a positive culture, and keeps your top talent around — rather than sending them straight for the door.

There are a lot of skills you’ll need to make that happen, but we think that project management deserves some special attention. Why? There are a few reasons:

So, if you’re going to start somewhere, focus on honing your project management skills as a leader. We promise it’ll take you (and your entire team!) far.

Ready to take your team’s project management up a notch? Start your free trial of SystemX Business Management Platform.

SAAS Business Model and How it can save businesses money?

A SaaS company is a company that hosts an application and makes it available to customers over the internet. SaaS stands for Software as a Service. This infers that the software sits on a SaaS company’s server while the user accesses it remotely.

A SaaS company maintains servers, databases, and software that allow the application to be accessed over the internet — most likely by web browsers. Users can access the software from almost any device.

SaaS customers usually pay a subscription fee— often monthly — to access the application. Some subscriptions are based upon how much data needs to be stored, the number of users who will access the application, or the level of technical support desired.

EXAMPLES OF SAAS COMPANIES

The Advantages of SaaS

1. It Can Save You Money

Traditionally, deploying large-scale business-critical software systems, such as ERP and CRM application suites, has been a major and costly undertaking. Deploying these systems across a large organisation can cost hundreds of thousands of pounds. The time, staff, and budget requirements of a deployment of this magnitude represents a significant risk and expense for a business of any size, and often puts such software out of the reach of smaller organizations.

SaaS applications on the other hand don't require the deployment of a large infrastructure at the client's location, which eliminates or drastically reduces the upfront commitment of resources. Also, giving prospective customers a chance to try the software for a limited period before they buy it helps eliminate much of the risk surrounding software purchase. If a piece of software is only needed for a limited period then it is only paid for over that period and subscriptions can usually be halted at any time.

There are of course no additional hardware costs as the processing power required to run the applications is supplied by the cloud provider. There are also no initial setup costs as applications are ready to use once the user subscribes. Updates are automated; whenever there is an update it is available online to existing customers, often free of charge. No new software will be required as it often is with other types of applications .

SaaS applications are usually licensed with a usage-based transaction model, in which the customer is only billed for the number of service transactions used. Or, there's the time-based subscription model, in which the customer pays a flat fee per user for a particular time period such as a month or a quarter - and is allowed unlimited use of the service during that period.

2. Multitenant Architecture

All users and applications share a single, common infrastructure and code base that is centrally maintained. SaaS vendor clients are all on the same infrastructure and code base, so vendors can innovate more quickly and save the valuable development time previously spent on maintaining numerous versions of outdated code.

3. Easy Customisation

Each user can easily customize applications to fit their business processes without affecting the common infrastructure. These customizations are unique to each company or user and are always preserved through regular upgrades, with less customer risk and much lower adoption costs.

4. Get Better Global Access

You will get improved access to data from any networked device and at the same time make it easier to manage privileges, monitor data use, and ensure everyone sees the same information at the same time. All users will have the same version of software which allows for easier collaboration.

SaaS is accessible from any location so rather than being restricted to installations on individual computers, an application can be accessed from anywhere with an internet enabled device.

5. It will transform your IT Department

SaaS has the potential to transform the way your IT department relates to and even thinks about their role as providers of computing services to the rest of the business. With SaaS, the job of deploying an application and keeping it running from day to day - testing and installing patches, managing upgrades, monitoring performance, ensuring high availability, and so forth - is handled by the provider. By transferring these responsibilities to the provider, your IT department can focus more on high-value activities that align with and support the goals of your business. The department will have an opportunity to contribute to the success of your business more directly than ever before.

6. Ease of Management

SaaS applications are completely managed by the vendor or SaaS hoster; in fact, the implementation of management tasks and responsibilities is opaque to the consumer. Service-level agreements (SLAs) govern the quality, availability, and support commitments that the provider makes to the subscriber.

7. Cross device compatibility

SaaS applications can be accessed via any internet enabled device, which makes it ideal for those who use a number of different devices, such as internet enabled phones and tablets, and those who don’t always use the same computer.

BEST PRACTICES FOR CHOOSING A SAAS COMPANY

SaaS companies work very hard at making their applications easy to use for users. And they try to make it just as easy to purchase their SaaS products. Perhaps too easy. Slow the process down and consider some best practices in choosing a SaaS partner for your business.

SaaS companies can provide needed business services at a low cost. Due diligence will help ensure the user experience matches expectations and promises.

ONCE YOU FIND A SAAS COMPANY

Even if you find the perfect solution, there is a chance you won’t use it to its full potential. For complicated software, there is often a learning curve. There are a number of steps to take for each new tool your company uses.

SaaS companies can provide needed business services at a low cost. Due diligence will help ensure the user experience matches expectations and promises

Business Project Management Today

A business project is classified by content or purpose. Business projects are intended to achieve defined business objectives and are aligned with a company’s business strategy.

Business projects can be called many different names, such as internal projects, administrative projects, or functional projects. It’s important to note that all projects, regardless of type, must meet certain criteria to be considered projects. The primary two requirements are that they are both temporary and unique. This means they have a defined end date and are not repeatable, ongoing tasks.

Three types of business projects

There are three main types of business projects a company can implement:

SYSTEMX BUSINESS MANAGEMENT PLATFORM

The SystemX Business Management Platform is an all in one, cloud based platform that serves as the backbone and the brain function of all businesses. All modules combined can give business owners, project and operations managers all the tools to manage projects, time sheets, orders, invoices, and document signing in one easy to manage system and keep all personnel in an organization connected.

Solution Focused Approach

The Solution Focused approach was developed in America in the 1980s by Steve de Shazer and Insoo Kim Berg. After spending many years studying problem behaviour and trying to change it they switched to studying 'solution behaviour' and how to promote it! Two simple ideas lie at the bottom of solution focus.

Nobody is perfect and this applies to our problems as well as everything else. If no-one can 'do' their problem perfectly there must always be times when they don't do them so well. These times de Shazer and Berg called exceptions. Whatever the person is doing differently at these 'exceptional' times will be the basis of a potential solution. Part of the solution focused practitioner's task is therefore to discover whatever a person is already doing which might contribute to the resolution of the problem with which they have come.

The second simple idea is that knowing where you want to get to makes the getting there much more likely. One of the common consequences of a serious problem is that it clouds our view of the future. We know that we don't want the problem but we have lost sight of what it is we do want. Solution focused practitioners ask lots of questions about what life might be like if the problem was solved. As the answers to these questions gradually unfold both practitioner and client begin to get a picture of where they should be heading. The clearer this becomes the greater the possibility of it beginning to happen.

Macro shot jigsaw puzzle missing solution concept

SystemX Business Management Platform as a Solution

The Business Management Platform is a solutions based platform that is completely modular in nature and fully customizable to solve problems. As it stands, the BMP has different modules each solving a problem for instance a project manager wanting all of the projects in one place, break down projects to milestones, associate files to a project or a team member and so on. If you are having any problem that your current system could improve on or use our system to improve operational inefficiencies, visit https://systemx.net today.

ASSEMBLING PROJECT TEAMS

Projects, no matter the size and scope, are complex. If they weren’t, they might as well just be tasks on a to-do list. Luckily, projects are also a group effort—for every project, there is a project team working together to make deliverables a reality.

How do these teams come together? Not on their own! There are many ways to form project teams and many factors to take into account.

What Is a Project Team?

A project team is composed of individuals that are working together towards a common goal. This can include executives, a project manager, team leaders from different departments and team members. How this team operates depends on how it’s organized, which can take the form of different project organizational structures.

Within a typical project team structure, projects are headed by the project manager, though they also can be led by an executive that the project manager reports to. The key characteristic of this type of team is that everyone reports to the project manager or another individual at the top of the chain of command.

The project manager often manages the project, the team and all the related tasks in a project management software. Ideally, project management software allows for team collaboration as well as planning, so teams can be at there best.

Three Key Steps to Create a Project Team

As we said, assembling a project team will look different depending on the project and organizational structure. That in mind, here are a few universally helpful details to focus on when putting together your team.

  1. Consider Interdepartmental Needs: Lots of projects require multiple departments to work together to achieve deliverables. Within the project team structure, each involved department should be headed by a leader who manages a team of individuals in their department. So, before getting into the nitty gritty of assembling the team, decide which departments to involve and who will lead them.
  2. Create Communication Practices: Because the project team structure does involve so many tiers of individuals, it’s extremely important to keep communication fluid. Otherwise, the team will begin to feel like multiple, independent departments working toward different goals. The best way to prevent this from happening is by setting a cadence for meetings, requiring status reports, scheduling interdepartmental collaboration time and any number of other ideas.
  3. Clearly Define Expectations: The best way to set communication up for success and keep the entire project running smoothly is by clearly defining expectations. The most successful projects are led by project managers who lay down ground rules and define expectations from the get-go. These rules can also include clear boundaries, what steps to take if something goes wrong and more. We recommend going so far as to put these things in writing and keeping the document somewhere the whole team can reference.

How to Map Team Member Skills for Assignments

Now that you’ve laid the foundation of your project team structure and assembled the team, it’s time to start giving assignments. But, before you do so, it’s extremely advantageous to assess who has the skills to best take on certain assignments. Everyone has strengths and weaknesses, and playing to a team member’s strengths can majorly improve results.

In order to learn which team members are the best fit for assignments, a project manager or team leader needs to take stock of everyone’s experience and specialties. This is done by creating a skills matrix.

What Is a Skills Matrix?

A skills matrix is a table used to quantify and illustrate each team member’s skills, experience and interest level. The project manager and/or team leader must first gauge a team member’s interest in a certain assignment. This interest is then compared to their skills. Then, this comparison is added to a table comparing the skills and interests of all team members.

To make an accurate matrix, you must create a scale to “score” individuals. When these scores are all displayed in one table, it is simpler to make objective decisions that are best for the project. It is also an excellent opportunity to take note of an individual’s interests vs. their experience, and perhaps give them more opportunities in the future.

young people group in modern office have team meeting and brainstorming while working on laptop and drinking coffee

Benefits of a Project Team Structure

When a project team is structured in a top-down way, everyone knows exactly who to report to, whether it be to ask questions, get approval, present results or anything else. There is zero confusion on which team members to collaborate with.

Another benefit of a project team structure is that it is entirely driven by the needs of the project. Different projects have different demands. This type of organizational structure is custom-tailored to these demands. Now, that isn’t to say a project team structure is always the right choice. There are potential pitfalls to be aware of.

Pitfalls of a Project Team Structure

Above we discussed how project team structures are determined by the needs of the specific project. While this can be a great thing, it can also result in waste. How? At the beginning of each new project, a new project team structure must be created, rather than reusing a structure from previous projects.

Another pitfall to be aware of is the potential for the entire team to become disjointed. If the project manager isn’t careful, communication between leaders can fall apart. When this happens, collaboration comes to a screeching halt, and team members start stepping on each other’s toes.

How to Improve Team Collaboration

Improving team collaboration is easier said than done, and assuming that perfect collaboration happens all on its own is a big mistake. Successful team collaboration is the culmination of thoughtful strategies and adapting to challenges. If you’re asking yourself where to start, consider these three tips.

SYSTEMX BUSINESS MANAGEMENT PLATFFORM Makes your Project Team Better

SystemX offers the smartest team management solutions around, connecting everyone on the team, improving collaboration and cutting down on confusion. Every aspect of our project management software was built with project teams in mind, and we’ve made it easy to collaborate on any and everything you need, like tasks, Gantt charts and more.

Need to know the right person to ask a question? Use the Team page to see what everyone on your team is working on and who might have the answer. And when you’re building a new team for a project, see a roster or individuals broken down into departments or filter individuals by certain skills.