Project management is an essential aspect of any business that aims to succeed and grow. It is the process of organising, planning, and controlling the various activities involved in a project to achieve the desired goals and objectives. In the modern business world, the use of technology has revolutionised the way projects are managed. One of the most useful tools for project management is a Project Management System (PMS). A PMS is a software that helps businesses manage their projects effectively and efficiently.

Workflows

One of the key benefits of using a PMS is the ability to create project workflows. A workflow is a sequence of tasks that must be completed in a specific order to achieve the project goals. With a PMS, businesses can define the steps involved in each project and assign tasks to team members accordingly. This helps to ensure that each project is completed in a structured and organised manner, reducing the risk of errors and delays.

Invite Members to Participate 

Another important benefit of a PMS is the ability to invite internal team members and external stakeholders to participate in different stages of the project. This is particularly important in projects where multiple departments are involved, or where there is a need for external input, for example, get approvals/feedback from clients . With a PMS, team members can be invited to participate in specific tasks, and stakeholders can be kept informed of progress throughout the project. This helps to ensure that everyone is on the same page, reducing the risk of misunderstandings and miscommunication.

Assigning Tasks

A PMS also allows businesses to assign tasks to team members and schedule work. This helps to ensure that each team member is aware of their responsibilities, and that the project is completed on time. The PMS can also keep track of progress using a Gantt Chart, allowing businesses to visualise the status of each task and the overall project timeline. This helps to identify potential delays and take corrective action, ensuring that projects are completed on time and within budget.

Managing Documents

In addition to tracking progress, a PMS also allows businesses to attach documents and other digital assets to individual tasks and keep track of versions as they are amended or updated. This is particularly useful in projects where multiple revisions are required, as it allows team members to access the latest version of each document at any time. This helps to ensure that everyone is working with the same information, reducing the risk of errors and misunderstandings.

Approvals and Feedback

Another important benefit of a PMS is the ability to allow approvals of tasks, artwork design, files, and other assets. This helps to ensure that work is completed to a high standard, and that each project is completed according to the required quality standards. When the work is completed, the approved assets can be auto-tagged and be added to a Knowledge Hub, allowing businesses to build up a valuable repository of information and knowledge over time.

Conclusion 

A Project Management System is a valuable tool for any business that wants to manage projects effectively and efficiently. With its ability to create project workflows, invite internal and external stakeholders, assign tasks, keep track of progress, attach digital assets, allow approvals, and add approved assets to a Knowledge Hub, a PMS is the perfect solution for businesses looking to streamline their project management processes and achieve their goals.