Join Gini von Courter for an in-depth discussion in this video How Box supports project teams, part of Managing Projects with Box.
- Once you understand project management, you will see projects everywhere, because projects are abundant in our lives. Work continues on the new hotel that they're building here in town. This has been a huge multi-year project. At the same time, I have a friend who's managing an update for her company's intranet website. This would be considered a mid-sized IT project. And, I'm raising the roof, literally, on a cabin, a very small home renovation projection.
Regardless of size, each of these projects has features in common, and that is what makes them projects. First, each project has a start date, a time it is actually scheduled to begin, and an end date, the time that it is projected to be finished. Every project has deliverables, also known as outcomes. They are the point of the project, and projects have budgets. With the exception, perhaps, of my small cabin roofing project, all of the projects I listed have scores of people and hundreds, if not thousands, of tasks.
I'll only need three people to complete the two dozen tasks for my roofing project, but I've worked on projects, and have led projects, that had hundreds of people working on thousands of tasks. The Project Management Institute breaks any project down into five broad processes. The first is initiating, actually making a decision that the project is going to go forward, deciding to build the hotel, making the determination that your business is best served by re-doing the company's intranet, or deciding that, rather than tear my cabin down, I need to re-roof it.
The second step, then, is planning, including gathering information from subject matter experts, and stakeholders. We then need to lay out the steps in our project. This is also part of the plan. And with our plan in place, and having been approved by the appropriate people, we begin executing including launching our project. Now that we've begun the project, and we have work going on, tasks being completed, there's a vital role of monitoring and controlling to make sure that the project is going to complete its deliverables on time and that it stays within budget.
Finally when all of this has ended, we have the completion of the overall project. In each and every one of these processes, we have common tasks. Things that you're doing as part of management for a project. For example, you have information gathering, and that information needs to be gathered and then stored somewhere. You'll develop a project plan and that plan will include multiple documents.
You're going to list, organize, and assign tasks to individuals and then follow up on those tasks as part of your management. And, optionally, you may need to identify appropriate suppliers, or contractors, for your project team and assign tasks to them, as well. And you're going to need to manage the completion of deliverables and manage the timeline. Finally, along the way, you'll need to identify and manage issues, and also risks. How can Box help us with these tasks that are part of the processes involved in managing a project? Well first, Box gives us a safe and secure central location where we can manage our documents.
Every member of our project team can access documents because we've stored them all in one place. We don't ask people to go search through their inboxes or sent items folders to find our documents and we're not hoping that someone brought the right USB drive to a client update meeting. We will have one source of truth for our project. Our team's documents in a specific Box folder. Team members can view the documents that are stored in Box often without even needing to load the native applications.
When you don't have a space like this where you share your common files, you will often do your teamwork, serially, via email. I finish my part of the work and I email to somebody else, or reply all and send it to many people. Box gives your project team a place to work together outside of email, to share files and folders, and to truly be able to collaborate. With Box Notes, multiple members of your team can be working in the same document at the same time whether you're documenting issues, or you're actually working on a deliverable.
And you can assign tasks to members of the team and keep track of task completion in Box. All of this shared project information is available in a browser, is available using the Box mobile apps for iPad and iPhone and Android, and can be synced to your desktop. Box provides a great toolkit for project teams that work on multiple projects or in multiple locations, and for project teams that need fast, mobile access to the current versions of project documents.
With Box, you can make it easy for your team members to communicate and work collaboratively across multiple projects whether they're in the office, or they're on the road. So if you're seeking a better set of tools for your team's small, shorter-duration projects, Box may be exactly what you've been looking for.
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- Defining folders
- Inviting the team to the project folder
- Changing automated action settings
- Locking and unlocking files
- Commenting on files
- Assigning file-related tasks
- Managing project bidding with Box