Business Productivity

Project management software typically relates to software that includes cost control, resource management, communication, etc. In short, anything that can be used to effectively deal with complex and large projects can be classified as project management software.

One of the most common task of project management softwares is scheduling. Depending on how these softwares are used, the complexity of the task can vary. Critical path calculation is another important task of project management software. A critical path is a series of events that are directly or indirectly related to each other and the time spent on each event determines the overall time used by the project. Project management softwares often highlight these events and help to optimize them to work out the most efficient timeframe.

Project management softwares have different approaches, with each one being more convienient than the other in different situations. The most common implementation of project management software is either via a desktop application or a web interface.

Desktop Applications provide a rich user interface and graphical reports. They typically run on each individual’s computer and store data locally. However, some have the ability to collaborate data and store it in one central location that can be accessed by all users.

Web Based project management software is usually programmed as web application that can be accessed using a web browser on a network. It does not need any specific application to be installed on the end user’s PC. A great advantage of web based project management software is the fact that only one copy needs to be installed and maintained in order for all the users to use it. However, since it is stored in one central location, if the server or the host of the software goes offline due to unforseen circumstances, no one is able to access it thus hindering productivity.

Another approach that is gaining popularity fast is the collaborative approach. In this case, the system is designed such that a team or a group of people modify different parts of the plan at once, instead of individually working on their own. They are often responsible for one specific area and the combined output is collaborated into the overall project. While a web based interface is used widely, a client-server type interface is more convinient. The client side of the software runs on the user’s PC and any data changes are synchronized once the client connects to the server.

Tools for productivity are escalating by the day. Most organisations spend all their time getting newer tools, and then learning to use them. However, this could be a lot better if they were to concentrate on each of them at a time and keep things simple.

Productivity is basically dependant on two things; efficient tools and stable environments. Using the two of them well is also a requisite. Keeping your office in shape, while getting the work done can definitely be overwhelming, but not impossible. Don’t attack all of them together. Instead, concentrate on the one where positive change is easy and effective.

Task Lists: Task lists are probably the most essential thing in your organizing system. Make lists for expenses, computer tasks, phone calls, errands, etc. In the case of projects and ideas, make those lists more detailed. Work on the lists daily and try to cut down on each one as you finish. Remember to change your priorities as things change.

Calendar: Use the calender for what it is, appointments. Errands go into the task lists. Make sure to include all the appointments that you have with yourself on the calendar. This gives it just as much priority as any other appointment on the date book.

Phone: Ignoring phones during business hours is just plain pointless. However, try to keep your conversations short by being precise throughout the call.

Desk Layout: It’s basic to have all the stuff that you use near by while keeping away one that you don’t normally use regularly. The desktop should be reserved for PC, inbox, phone, etc. However, don’t cram it up to the point where you are not comfortable with work.

Computer set up: If your PC is your desk, then organize exactly the same way you would do with papers. Downloads, programs and documents all go in separate folders. Use your computer’s Search function to quickly locate important documents, and never create a ‘Miscellaneous’ folder!

Meetings: Not having a plan in a meeting is pointless. Meetings are best when people involved have a clear sense of direction, know what they are doing, and think ahead. Don’t conduct meetings if the matter can be resolved with a few phone calls and/or emails.

Business software relates to any software program that usually helps the business to increase their productivity or manage their assets and/or accounting data.

Business software is often classified into 3 main types; namely, Small Business, Medium Business, and Large Business.

Small Business software is typically home accounting packages and small sized office suites such as Open Office and the likes.

Medium Business software relates to a larger variety of business software which includes customer relation, asset management, network administration, shopping cart software, etc.

Large Business software includes enterprise level software that includes complete IT lifecycle management, large project management and enterprise content management software.

Different types of business software usually include Digital Dashboards, which are also known as executive dashboards and provide summary of all business data at a quick glance. Another type of business software is reporting software which generates aggregated view of business and financial asset data for the business to evaluate and base their decesions on.
Data mining is another type of business software that uses existing records in a business to extract user specific data and compile it into analytical charts, tables, etc.

Business software came about as a direct result for the need to have a more efficient management system that was not only automated but also cost effective in the long run. Earlier versions of software were not as feature rich, but considered ingenious at that time. Costs of buying licenses for these softwares could run as high as $500,000 for each copy; they can now be bought at less than $500 per copy for a whole range of features.

Collaboration software will make a virtual meeting efficient and convenient, whether it is with friends and family, or business clients. Online collaboration has just become a lot more easier and fun.

Online with your business clients or friends?

Chatting with your business customers or clients is just fine; but then comes a point where you need to discuss and share a report with them. Not just that, but you also need to show the report and the details in real time. A plain instant messenger is not capable of that. You need a more flexible collaboration software which will allow you to not only share reports in real time, but also walk your clients through to using those reports.

If investing in web conferencing goes against your business policy of ‘reliability’, you can always run free trials of various programs available out there. However, these trials often have limited support and are part of the program that is still in an evaluation stage, thus not being the best choice for your business. However, once you have experienced them, you’ll be able to choose the right collaboration software that will enhance your organization.

Collaboration software typically helps you by allowing you to share files in real time along with desktop streaming. It also provides a co-browsing tool and your online search becomes a lot more organized than it was earlier.

You might be concerned about the costs involved with purchasing a collaboration software, however, be assured that in the long run it turns out to be cost effective and efficient, especially if you run a SoHo.
Consider the cost savings as a result; you don’t have to board airplanes just to make sure that a deal goes through!

Purchasing Collaboration Software

Overtime, you’ll feel the need for a more powerful software for your business needs. If your organization typically has frequent meetings to review reports before finalizing them, a groupware would be the best choice. It allows everyone in the meeting to do reveisions and being in sight, they are much more efficient and can be approved by the whole body.

Purchasing a collaboration software is no rocket science. You don’t necessarily have to run through tons of research for your software. Simply list out the features you would need and talk to online merchants; they’ll go about suggesting some good ones for your organization.
If possible, always ask merchants for a free/limited trial version. This will allow you to test the software and decide whether it meets your expectations.