Coordinating multiple tasks at the same time, creating schedules, meeting deadlines, distributing tasks to individual team members, paying attention to resources, calculating budgets, presenting final results – the spectrum of tasks that a project manager takes on is wide. Keeping track of all aspects and subtasks of various projects can become a real challenge during the hot phase of completion.
Many managers find it difficult to keep a cool head and not lose sight of the structure. The stress level rises, one’s own resources are overloaded, and the danger of burnout looms ever closer. But it doesn’t have to be that way. The key to a good work-life balance is quite simple and yet many project managers are still groping in the dark.
By integrating online appointment scheduling software into your workflow, team coordination and project planning, a lot of stress is relieved before it even happens. We show you how to optimize your project management and actively avoid typical mistakes during a project phase.
Coordination In The Blink Of An Eye With An Online Appointment Scheduling Software
A new project is about to start, tasks have to be assigned and resources have to be scheduled. But who is currently still working on the completion of other projects? Who is on vacation and when? Are there enough employees available to realize the project? These questions have to be considered in addition to development, planning, deadlines and communication with the client. While most aspects are your responsibility alone, you can simplify team coordination considerably with the help of an online appointment scheduling software.
Online appointment scheduling software is not only useful for scheduling appointments with clients, but it also helps you with your project planning. Invite all your employees to use your online appointment scheduling software meetergo and ask them to integrate their calendars. Events from their calendars are automatically transferred to meetergo – whether they are private plans such as the upcoming vacation or meetings with other teammates. In the future, when you assign tasks to your team, you’ll see immediately whether they have enough time to complete them on time or whether you should allocate team resources differently. In this way, you are already proactive in planning and thus avoid time bottlenecks.
Keep A Cool Head In Case Of Problems In Project Management
While your time management with your online appointment scheduling software from meetergo runs by itself, hardly any project phase runs smoothly. Because of the different players involved in a project and the decisions they make, it is highly likely that things will have to be changed during the completion phase that disrupt the process.
Acting with foresight is also an important component here, which you should never disregard as a project manager. In order to maintain an overview and meet project deadlines despite any problems that may arise, you should be well prepared for any eventualities. The following questions will help you to do this:
1. What Kind Of Problem Is It?
In project management, a classic distinction is made between a blocker and an obstacle. The definition of a blocker is already in its name: It blocks the completion of the project. This can be the case due to technical disruptions, delivery delays, lack of third-party licenses, budget cuts or project realignment. In order to continue your project, the blocker must first be cleared out of the way. And exactly this point is out of your control, as blockers in most cases have an external trigger.
Another common problem is obstacles. While obstacles don’t have quite as dramatic consequences as blockers, they can become real blockers. For example, if an employee has too many ongoing projects, tasks keep piling up toward the back. If subtasks can’t be completed, the entire process is delayed.
The first thing you should ask yourself when a problem arises is whether it is a blocker or an obstacle.
2. Can I Solve The Problem?
Very often the same problems occur in projects, no matter how different they may be. After you have found out what kind of problem it is with the first step, you can analyze and solve it. To do this, take a close look at your workflow and the individual work steps of your team members. Take a look at the task list and timeline in your online team calendar. With the exact record in your online appointment scheduling software of when who worked on which task, the source can be found quickly and the obstacle can be removed.
If the problem is a blocker, you have little room for maneuver for the time being. You have to rely on external sources to complete your project. Still, that doesn’t mean you’re just twiddling your thumbs from here on out. Go into your schedule and see which tasks you can push forward. Set up a meeting with your teammates using the online appointment scheduling software and see what you can work on together in the meantime.
3. Is The Problem A Top Priority?
Solving a problem takes time. And since time is often scarce in the hot phase of a project, you should take a close look at whether the problem needs to be solved immediately or can wait. The following questions will help you prioritize:
- How far is the project progress delayed?
- Can the project continue with the problem?
- How simple is the solution?
- How costly is the solution?
If you decide that the problem is acute and needs to be solved quickly, you can set a deadline for solving the problem in your online appointment scheduling software. If several problems occur at the same time, you can also color-code them to highlight their urgency if they fall on the same deadline.
4. Why Does The Problem Occur?
To prevent problems from reoccurring in the future and causing delays in the project schedule, be sure to ask yourself why the problem occurred in the first place once it has been resolved. As mentioned earlier, blockers are beyond your reach, but you should still ask yourself why it happened. Reasons for problems can include:
- Your teammates are working on too many projects at once
- The client has chosen a new project direction
- Previous deadlines were not met
- Lack of communication between your team and the client
- No backup of the project status in team meetings
While the obstacle or blocker may be out of your control, you may be able to use it to eliminate them in advance so they don’t occur in the first place. For example, some of the problem sources identified above can already be avoided by integrating online appointment scheduling software into your workflow.
Your Problem Solution Through The Integration Of An Online Appointment Scheduling Software
During a project phase, there are many different types of problems that can have external or internal sources. While your hands are tied when a new project direction is given by the client, you can already prevent other problems by restructuring the workflow in your team. This probably sounds like a considerable effort to you now. But it is not. With just a few clicks, you can integrate meetergo’s online appointment scheduling software into your project planning and bypass both blockers and obstacles.
All Projects And Tasks At A Glance
Your online appointment calendar for teams from meetergo gives you an overview of who among your colleagues is currently working on which projects and what the time distribution is. When you set up the schedule for a new project and distribute tasks, you can see whether there are enough time resources available to complete the project on time or whether you should consider setting new goals.
Self-control And Personal Time Management For Successful Subgoals
Furthermore, the online appointment scheduling software gives you an overview of whether deadlines for sub-goals have been met or whether delays have already occurred in the ongoing process. In time you have the possibility to counteract a total delay in the project completion and thus to deliver a timely completion to your customers. For your teammates, this also provides good self-control and personal goal setting. For yourself, everyone can set fixed working hours and thus work in a structured way towards partial goals from your own project area.
Easy Communication With Customers
One of the most common sources of problems is a lack of or failed communication between the customer and the service providers. The project then quickly runs in the opposite direction to what the customer envisions. You can avoid this by holding a short meeting with your client halfway through the project. To do this, email your client the link to your appointment booking page so they can choose a time that works for them. In a 15-minute meeting about the GDPR-compliant Zoom alternative meetergo connect, you report on the current status. This way, you can rule out the possibility that your objective does not meet the customer’s expectations.
Team-Internal Assurance Of The Project Status
Not only communication with customers is important for a successful project and the avoidance of problems, but also team-internal agreements. Use the survey tool in your online appointment scheduling software to quickly find an appointment on which all team members have time. In a team meeting, you communicate via peer-to-peer networking in the highest quality and with end-to-end encryption. You report to each other on the status of each area of the project, which helps you ensure that timelines are met and that you stay on track to achieve your goals.
Integration Of Your Most Important Applications
The online appointment scheduling software meetergo has many functions for you to optimize the processes of your projects and thus avoid typical problems in project management. Meetergo offers helpful applications not only for your projects, but also for your own time planning. Through the integration of Zapier, you have all your applications in one place and don’t have to transfer anything manually or switch between apps.
For scheduling with customers, team members, team-internal communication and agreements, time schedules and problem analysis, meetergo is your online appointment scheduling software that takes your project management to a new level.