Web Based Project Management Becomes Essential for Global Projects

Web based project management allows persons involved to work with the project from where they are, provided they have an Internet connection. It is thus ideal for managing projects that are spread over many locations (and probably an overkill for small, individually managed projects).

How Does Web Based Project Management Work?

You do not install the project management software into your computer system. Instead, both the software and project data are located on a Web server, accessible from anywhere via the Internet.

Suppose you are a specialist providing a certain service to several projects located at distant locations from each other. You would find it a disruptive exercise if you have to travel constantly from project site to project site. With Web-based project management software, you can minimize such travel.

Instead of traveling, you can go to the project management website, and get an up-to-date picture of issues requiring your attention. Persons facing problems would have posted the issues to the site, under relevant project and task. They would do it from their own project sites.

Many of the issues can be resolved over the Web, without the need to travel to the project site. You can communicate with the concerned persons using the excellent communication facilities offered by the project management software, and get any details you want to resolve the issue.

One key communication tool for project management is the Web conferencing facility. Using Web conferencing, people in remote locations can hold meetings, discuss issues and find solutions. They can also synchronize their work so that it proceeds effectively and quickly.

However, conferencing can become a ritualistic exercise unless special care is taken. Ritualistic conferences do not achieve specific results. Instead, they waste time and money, and cause irritation all around. They might even come to be seen as excellent opportunities for catching up with sleep while on work!

Making Web Conferences Meaningful

In essence, making conferences meaningful involves deciding in advance what needs to be achieved by the meeting and who are to get involved.

• What issues are to be discussed at the conference? What deliverables will be expected from the meeting?
• Who are the persons who can contribute meaningfully to the discussion? What kinds of specific contributions is expected from each participant?
• Brief each participant about the issues to be discussed, the role expected of the person, and the deliverables that should result. That way, the person can do required homework and be prepared for the conference
• Issues such as deliverables and milestones, requests for major changes, reporting on progress of pending issues, and such action-oriented matters should be the focus of the Web conference. Mere exchange of information can be done with less overhead than is needed for Web conferencing

Web Based Project Managers Can Use Latest Software Versions at Lower Costs

One advantage of Web based project management is that users typically get to use the latest versions and facilities of the software. If you buy project management software and install it in your computer system, you will need to buy upgrades when these are released.

Web based software typically comes at a monthly fee, much lower than what software packages cost. You can also terminate the arrangement if the software does not meet your requirements, or when your requirements have been met in full.

Support is also typically better for Web based project management software. The authors of the software would be the persons who would be running it, and they can understand the issues in full detail, and take steps needed to resolve it. Even otherwise, you will find it easier to get support for a continuing application than for an application installed on your computer.

Web based project management thus offers several advantages.