Three Easy Ways to Manage Tough Projects

Project management is an art. When managed properly, a project runs smoothly and delivers on time. Done poorly, however, it can be a nightmare scenario of unclear deliverables and missed deadlines. Because project-management styles are as personal as the project manager, finding the right software can make all the difference in helping you define a project, manage deadlines, assign and monitor tasks, and keep track of details and deadlines.

Below, three TechSoup staffers weigh in on their favorite project-management applications -- with three very different responses. While one manager preferred Mindjet's MindManger Pro, another favored Microsoft Project, and yet another liked 37signals' Basecamp. Could one of these be a good fit for your project-management style? Read on to learn more about how each program works.

Mindjet's MindManager Pro

By: Amit Asaravala Manager of Editorial and Content Strategy, TechSoup

Uses MindManager to help plan overall content strategy, brainstorm new features for TechSoup.org, and scope out new projects.

Microsoft Project is a useful tool for managing well-defined projects, but I find that it's a bit much when I'm still in the brainstorming and discovery phases. That's where Mindjet's MindManager Pro comes in handy. As someone who tends to think visually, I find that MindManager's brainstorming diagrams (or "mind maps") help me organize my thoughts in a way that's intuitive and efficient.

Mind maps generally consist of a central topic surrounded by several subtopics, which continue to branch out into even more subtopics. A map created for a new software-development project, for instance, could start with the name of the project as the main topic, with the subtopics "design," "development," "testing," and "implementation." The design subtopic might then have several questions attached to it, like "What is our budget?"

Of course, you could just do all this on a whiteboard, but MindManager makes it easy to drag subtopics around your map and reorder them as needed. You can also search your map for specific terms, assign items to people on your teams, set deadlines, and track the completion of projects. Best of all, you can view your map as a regular outline or export it to Microsoft Outlook, Visio, or Project when you're done brainstorming.

A free 21-day trial of MindManager is available as a download. The standard price for a single user is $349, but nonprofit and educational discounts are available by calling Mindjet's sales office at (877) 646-3538.

Microsoft Project

By: Erin Denny Project Manager, TechSoup

Uses Microsoft Project for many aspects of project management. She currently works with numerous teams to implement TechSoup and TechSoup Stock site enhancements and features.

Microsoft Project offers dozens of tools to help you get your project started and keep it on track. From creating Gantt charts to budgeting, no matter what the project-management task, chances are thatMicrosoft Project can handle it. It's so comprehensive, in fact, that some project managers affectionately call it "a beast of a tool."

Project can help you determine a project's timeline; map out deliverables, milestones, and deadlines; assess relationships between tasks; and track and provide reports on resources and budgeting -- to name just a few.

I especially like Project's ability to help me plan the various phases of a project. When I'm in the brainstorming or discovery phase, for example, Project allows me to set loose timelines for each successive phase of the project. From there, I can create a rough outline of the overall project and define needed resources. This helps me generate estimates of how much time each participant will spend and to scope out a budget for the entire project

Once the project has been mapped out and the budget set, I can also use Project to schedule deliverables and assign tasks. At this point, I can use it to see where conflicts and dependencies exist and create a project schedule.

Right through the middle and final phases of a project, Project helps me stay on top of deliverables and deadlines.

To find out if Project is right for you, download this free 60-day trial from Microsoft. If you like what you see, the standard edition of Project is available from TechSoup Stock for administrative fee of $24.

Basecamp

By: Marnie Webb Vice-President of Knowledge Services, TechCommons and TechSoup

Uses Basecamp to help manage her varied projects and undertakings involving TechSoup, TechCommons , and NetSquared .

Conventional wisdomdictates that it's the project manager's role to shield everyone from the chaos of a project. This typically happens via a software that only the project manager has access to. But I think there's a better way. 37signals' Basecamp democratizes project management, making it a team effort. This Web-based tool lets everyone -- thinkers, builders, managers, clients -- get involved. Of course, the degree of their participation is up to you, the project owner.

Basecamp is unique in that the project owner can invite new users to participate in and contribute to the management of the project. Anyone can create a list, category, milestone, or message; assign a task; or mark a task as completed -- turning the traditional "I tell you what to do" project-management structure on its head.

Basecamp has several different pricing models, from a free, limited plan that supports a single project and user to the Premium plan, which supports unlimited users and projects, including up to 1,000 MB of file-sharing space for an additional $99 a month. Because Basecamp is a Web-based service, all you need is a browser and an Internet connection to use it, meaning you can log into its secure servers from any computer, anywhere, and check on the status your projects. Should you decide to discontinue using Basecamp, you can port your information to XML.

Three Tools, Three Purposes

Can't decide on just one solution? You might consider using Basecamp, Project, and MindManager Pro in tandem during the various phases of your project. In the initial stages, MindManager could help you organize and define your ideas. Later, as you continue to fine-tune your goals, export your mind maps to Project, where you can draw up a more detailed timeline, with resource allocations, deliverables, and tasks. Finally, as the project gets underway, Basecamp can help your team work together to delegate and complete tasks.

After all, getting the job done is what project management is all about.