4 Reasons You Need A Project Management System


4 Reasons You Need A Project Management System AmandaLeighVA.com 1

If you have any projects going on at the moment, you need a project management system.

That would be you!

I know. A “project management system” sounds so intimidating. You may think because you only do (insert what you do here), that you don’t need a system.

I’m sorry, but I think you’re wrong.

A project management system is just that. It is a way to organize everything that you have going on.

No matter what stage you are in with your business, a project management system is essential to staying on top of all of your “to-dos”. (We all know that there are a lot of those!)

I personally love Asana, but there are so many systems out there for you to choose from.

I honestly don’t know what I would do without Asana, so it’s not difficult to come up with 1,000 reasons why you need a system, but I thought 4 would be a good start.

  1. Everything is in one place

Maybe you have sticky notes all over your desk.

You have a notebook full of notes.

Your inbox is full of to-do tasks.

You forget to do things because either (1) you have things written in so many different areas, you wouldn’t know where to look or (2) you never wrote it down anywhere!

You have so many ideas that you try to remember. That project that would be great, but just not at this moment. What about your blog post ideas? Do you think of a great idea, only to forget about it later?

Well, with a project management system, this is all solved. Your project management system will be your one-stop shop for everything that’s going on in your business (and your personal life).

When I open Asana, I see a list of all of my tasks that must be done (with due dates).

I have projects that are filled with blog ideas and notes.

I also have a project for my social media planning, marketing, and client tasks.

There’s something amazing about being able to have one spot for everything!

  1. Keep track of due dates

I mentioned due dates before. It deserves a whole category for itself.

Having all of your tasks compiled in one area is great, but how do you know what to work on?

Have you ever looked at the date and thought “Oh, no! I was supposed to do XYZ today!”

Well, when you have a project management system like Asana, you can enter due dates. That way, anything that must be done immediately will show up on the top of your list. Any tasks that you do not have to worry about at the time will show up on the bottom of your list.

Sometimes, I put tasks in there each year so that I don’t have to think about it anymore – just put it in Asana and it’ll be there when you need it.

  1. Communication becomes streamlined

Do you have to search through your emails to find the ones from your clients?

Then each client will have 1,000 different email chains?

You are trying to find information about a particular project, but can’t seem to find it?

Or maybe you constantly receive emails from clients, or are constantly sending emails to clients, that say “What’s the status on…”.

Can you relate?

Well, it doesn’t have to be like that!

You can use your project management system to correct this time-consuming issue by sharing your system with your clients!

Make a project with information for each particular project. Share that with your clients!

All of your deliverables will be listed out so, at any point, you and your client can see what has been done.

All of your communication can be right in the project. (Feedback, questions, etc.)

There aren’t any more missed/forgotten emails. Nothing goes to spam.

  1. Documents are in one place

Have you ever received (or sent) an email that says “I know that was sent, but I can’t find it.”

What about losing track of how many times a deliverable was edited or not being able to find previous edits/notes?

Any attachments can be stored right in Asana (and most other project management systems out there), so there’s no more scrolling through emails looking for your attachments.

I have many tasks where I update a spreadsheet each week. I post a Google Doc link to that spreadsheet in my task so that I never have to go searching for it!

So,  what are you waiting for?

Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

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