The implementation of digital tools for project and task management, such as Artavolo, in daily operations and workflows across all industries offers numerous benefits. A number of businesses are already taking advantage of these benefits, while many others express interest in integrating such software solutions to optimize their workflows. This might be the reason why many studies herald growth in the project management software market, estimated at nearly 11% by 2030 (PPM Express).This clearly outlines the growing interest in digital solutions for task and project management, particularly within a substantial cohort of professionals involved in project management in some capacity (over 90 million employees worldwide, according to the Project Management Institute).
The utilization of project and task management tools like Artavolo significantly increases productivity and efficiency for all teams, regardless of business sector or niche. Artavolo helps you organise workflow seven more effectively and meet all deadlines through centralized solutions and information storage, improving collaboration and communication, and providing timely updates.
Common workflow challenges
Project and task management consists of five main sequential elements:
· Introduction
· Planning
· Workflow execution
· Monitoring
· Completion
Challenges and unexpected issues may arise during each of these five stages, requiring timely and effective action for resolution. According to a PWC report, only 2.5% of companies successfully complete all their projects. On average,11.4% of finances invested in projects are lost due to failed projects (Project Management Institute). Additionally, only 29% of companies complete their projects on time (Wellington) and only 43% within the designated budget (same source). What are the main challenges that hinder the successful execution and completion of the subprojects and tasks?
Kitchen sink syndrome – It occurs when new tasks emerge, or previously assigned ones are updated during the project’s course. This often leads to increased time and budget requirements for their completion. With Artavolo, you can not only add and rearrange tasks while ensuring each team member is notified promptly, but also track task progress and maintain detailed control over who can view and modify data, tasks and projects.
Time management – Ineffective time management is associated with errors in setting deadlines and improper prioritization of tasks. Artavolo’s variety of view and customization options enable quick and easy task rearrangement by priority on the go, as well as clearer visualization that matches the needs of any team. The platform also allows for the organization of each project according to its development phases, reducing the risk of delays.
Quality control – It is essential to ensure the satisfaction of the end client or user. In practice, quality control often faces challenges, primarily due to the absence of clear standards and tracking procedures.
Now, let’s have an in-depth look at how project management tools like Artavolo can assist in resolving these and other issues and challenges.
Creating a project roadmap
According to a study published by Findstack,77% of the top-performing companies regularly use project management software. There is no doubt that solutions like Artavolo significantly support workflows and amplify the efficiency and productivity of all teams.
One of the most beneficial utilisations of Artavolo is for creating a detailed plan for each project. First and foremost, this allows large-scale projects to be broken down into smaller tasks, which can then be assigned to the appropriate specialists. This type of structure makes it easier to track who is responsible for each task and whether deadlines and budget constraints are being met. Success metrics and performance indicators also become easier to monitor. The simplest way to create and track a detailed project plan and roadmap is through Artavolo. It all starts with creating a base or a workgroup – here you will learn how to do this. Subsequently, each base can be integrated into your own website or blog page.
Artavolo offers a variety of views to choose from based on your team’s preferences and project needs, including Grid, Kanban,Card, Forms, and Notes. Each base in your chosen view can be further customised, and if you are looking for an even simpler and quicker solution, you can take advantage of pre-made templates.
Defining objectives and goals (tracking the progress)
Defining and setting specific project goals and scope help you to better understand the end objectives, deadlines, budget, and limitations. This process provides clear work guidelines for everyone contributing to the workflow in any way. What Artavolo can offer in the context of this work phase is better control over tasks, their progress, and team performance. The platform provides a centralized storage of all information available and needed, as well as various resources. It reduces the risk of burnout and errors through advanced features such as automations, integrations with other software and Apps, controlled access permissions, and real-time collaboration and communication tools.
Establishing a timeline
How long would it take to complete a specific task? What is the timeframe in which the entire project should be completed? No project can be successfully completed without concrete answers to these questions.
The project timeline essentially acts as your compass for navigating the maze of tasks, deadlines, and budgets. It helps track the progress of each task in the different phases of the project, as well as prioritize tasks correctly. Artavolo offers a Calendar view, which provides an overview of all upcoming deadlines or other important milestones that can be easily filtered, grouped, and edited. Each Calendar view can display the relevant deadlines for the day, week, month, or the overall agenda of the company.
Prioritising tasks
The Kanban view is an excellent choice for organising, rearranging, and prioritizing tasks. This view allows for full transparency and clarity of the workflow, making it easy to track the progress of each task and move tasks around effortlessly. In Kanban, you create separate movable columns of tasks and subtasks, which can include various details for each task as well as additional resource files, checklists, comments, task history tracking, and customization options. In the "Status" field, you can input and select the status of each task column, such as "Priority," "InProgress," or "Completed." This way, you can easily move tasks between different columns.
Automation of time-consuming and repetitive tasks
According to a study by Monday,54% of employees believe they could save at least 5 hours per workweek by integrating digital tools for automating routine tasks, specifically administrative ones such as organizing meetings and data entry.
Automations in Artavolo enable automatic data import and entry through integrations with e-mail and various other software options like Microsoft Excel, GoogleSheets, Mailchimp,and even ChatGPT. Additionally, you can use Artavolo’s automation features for a variety of other purposes, including automated notifications when new records are created in the databases, when information in a specific column is changed, for weekly database summaries, when deadlines approach, for overdue tasks, and more. Besides e-mail, these automated notifications can also be sent as SMS or Slack messages. You can learn more about creating of automations here.
Simplifying communication and collaboration between team members
According to a KPMGreport, 43% of project managers use digital tools for collaboration with other employees and specialists. It is not difficult to see why a tool like Artavolo can significantly enhance collaboration and timely, effective communication among team members. The software ensures that all team members have access to the information and resources they need in real time, as well as to all updates and changes. This is achieved through various features, including data entry and updates in databases that are immediately visible to everyone, comments and mentions to draw attention, sharing sheets for easier distribution of important information, creating notes and task lists that can be visible to all or have controlled visibility, sharing any type of file between users, creating chat discussions, and more. You can find more about the collaboration features of Artavolo in this guide.
Integrating workflow with other software
One of the main reasons you might hesitate to implement anew platform for project and task management is the concern over how all data and information from various digital tools will be transferred to the new platform. With Artavolo, these concerns are unwarranted because it offers easy and fast integration with other software for seamless data import. In Artavolo, you can import data from Microsoft Excel, Apple Numbers, Google Sheets, GitHub,CSV and TS files, JSON, Trello, ChatGPT, Airtable, and more. You can learn how this is done here.Additionally, you can connect Artavolo with many other digital tools, includinge-mail, Mailchimp, Google Drive, Dropbox, SendGrid, Twilio, Microsoft OneDrive,and Slack.
Analyzing and improvement
According to data shared by PPM Express, integrating AI and other digital solutions for analyzing information and data saves product managers 47% more time.
Artavolo creates a digital environment for centralized data entry and storage of important data and performance results for each campaign and project, along with tools for analyzing these metrics. This allows you to make much more informed decisions for future projects and allocate resources effectively. For example, for a social media marketing campaign, this would mean storing and analysing metrics such as CTR, organic impressions, followers/subscriptions, engagement, etc. On the other hand, for a software development project, this could include data and information such as lead time, cycle time, defect density and resolution time, velocity, etc.
Artavolo provides analysis functions through creating statistics for various databases, including record analysis by date, user activity, recent entries, task lists, tasks with deadlines, and more. You can find out how to extract such analyses here.
Do you want to optimize the workflow of each team in your company? Take advantage of the functionalities of Artavolo – anew-generation platform for project and task management, team collaboration, and workflow organization.