Project Management Software and Techniques
Not sure if this is the right forum for this discussion, but I am building new homes so thought I would start here.
Having come from a decent sized home builder as their project manager, I use several tools to run my projects. Just wanted to share what I use, and see if any one else wanted to share what they do.
I am not a big fan of high cost software that runs on a desktop, I much prefer cloud apps, especially ones that sync and work seamlessly over multiple devices.
Evernote:
One of my favorite tools, I use it mostly for mind mapping and idea gathering. Like when I started researching to get my GC license, I gathered all the info in an Evernote notebook, using the web clipper to save whole web pages about my state's requirements, books needed, fees, procedures, applications, etc. All in one neat spot I could access from anywhere.
Google Drive/Apps:
I am a paid user of Google Apps (Google for Work now I believe), and for $10 per month I get all the features plus 1TB of storage for my docs. Everything I do is saved in Drive. I organize it like you would any other file system, and again, I can access on my phone or anywhere I can get online.
My email runs through Google Apps/Gmail, my docs are all done in Drive, Calendar is managed through Apps, I even make custom maps for my projects in My Maps from Google.
Google Sheets:
I use spreadsheets to manage my projects extensively. I use one to track my cost estimates compared to actual costs by line item. I use another to track timelines and scheduling (still working on my template for this, if you know of any good ones, let me know), and just about anything else I can think of goes in various spreadsheets.
Pen and Paper:
Yes, I keep a legal pad on my desk and in my truck at all times with lists to keep me productive on what is needed and most important.
I also use a 3 ring binder for each project to keep paper copies of everything I have in the project folder on Drive. I generally keep this in my truck until the project is complete. Then I analyze the data and file it away for safe keeping and for use if needed for future projects.
What about you?
Hi Keith - nice post.
I have been hearing good things about evernote. I installed it on my Android - I have an older phone so it wasn't able to handle it. Actually briefly considered updating phone.
Google Drive is great - I use it to be able to have access to pictures/files on my phone to my pc.
Pen & Paper - one guy I know had lots of patents. He said computers may actually slow down innovation. He was a strong believer in using a white board. I'm a big fan of paper and pen.
I used to use Microsoft Project. I haven't for quite some time. Bit complicated, but good for tracking costs & timelines. I haven't heard of a free project planning software - sure it is out there?
Kirk
#4 Off Topic Contributor
- Investor
- Round Rock, TX
We have started using Basecamp recently and it is AWESOME. It helps to organize teams that are running around all over town and keeps things out of email.
I've used Basecamp in the past, maybe I need to revisit...
I use BuilderTrend for my projects. I love it not only for spec builds but for my retail clients as well. Let's them have their own "page" to follow the process see the schedule share pictures etc. Integrates directly into my website. You know, all the bells and whistles people love.
Easy to use cloud based system.
#3 Contractors Contributor
- Contractor
- Los Angeles, CA
www.trello.com - Sticky notes type for my ToDo, project bids, etc... you know, the daily tasks.
Google Drive - to store my files and have my employees have their own folder, and add them to either share the whole folder or just view access (I don't need the paid, what for? I enjoy the same features with free). I keep things segregated in folders, employees only see what I want them to see.
www.vertex42.com for business forms/templates, project management .xls, they even have grocery checklists. I love this site.
Originally posted by @Andrew K.:
I use BuilderTrend for my projects. I love it not only for spec builds but for my retail clients as well. Let's them have their own "page" to follow the process see the schedule share pictures etc. Integrates directly into my website. You know, all the bells and whistles people love.
Easy to use cloud based system.
I would like to know more about BuilderTrend, I only build spec so the client page aspect doesn't matter to me, also I am currently a one man show, so really it's just to keep me on my game.
@Keith Bloemendaal Great post topic!
I run a paperless office and have whittled everything down to a few basic tools.
Evernote
Evernote is the cornerstone of everything I do. Every piece of paper that comes into my office gets immediately scanned then shredded. I use Hazel on the Mac to OCR, auto-name, and file the the regularly sent stuff (like invoices from vendors, etc). They are named using the main words that I would search for the document by.
For example, if I have a receipt from the company that supplies my doors, instead of naming it the company name only, I name it, "Company Name Receipt Doors" and it gets filed in a notebook for that particular project. If there is also trim in the order, I name it "Company Name Receipt Doors Trim." This makes finding things super easy with minimal thinking on my part.
I'm also a big fan/believer/user of the Getting Things Done (GTD) system. I have stand alone cabinet setup just for that in Evernote with my to do lists, tags, and locations.
Recently I've been asked by several folks to do a video and screencast of my paperless office system in action, accompanied by some videos showing how to set it up. These are in the works and I'll share on BP Nation once they're done.
Drop Box
If I have docs that need to be regularly edited, they live in Drop Box. There is always a reference to them in an Evernote note though, since that is my main system.
As a side note, I also use Drop Box to back-up my ridiculously large photo archive. I'm moving all of my permanent backups away from random hard-drives, CDs and DVDs and to the cloud.
SmartSheet
All timeline management is done here. It's like Excel on steroids. The reason that I like it is that it's simple. As a nerdy person, I've tried and setup many, many project management systems but discovered that most of them fail because they're too cumbersome to use. Apparently some companies missed the memo that managing a project via software should never be more complex than actually managing the project, itself. I've got a public SmartSheet that I'm using as part of my Video Diary post. You can see it here:
Originally posted by @Lynn Currie:
@Keith Bloemendaal Great post topic!
I run a paperless office and have whittled everything down to a few basic tools.
Evernote
Evernote is the cornerstone of everything I do. Every piece of paper that comes into my office gets immediately scanned then shredded. I use Hazel on the Mac to OCR, auto-name, and file the the regularly sent stuff (like invoices from vendors, etc). They are named using the main words that I would search for the document by.
For example, if I have a receipt from the company that supplies my doors, instead of naming it the company name only, I name it, "Company Name Receipt Doors" and it gets filed in a notebook for that particular project. If there is also trim in the order, I name it "Company Name Receipt Doors Trim." This makes finding things super easy with minimal thinking on my part.
I'm also a big fan/believer/user of the Getting Things Done (GTD) system. I have stand alone cabinet setup just for that in Evernote with my to do lists, tags, and locations.
Recently I've been asked by several folks to do a video and screencast of my paperless office system in action, accompanied by some videos showing how to set it up. These are in the works and I'll share on BP Nation once they're done.
Drop Box
If I have docs that need to be regularly edited, they live in Drop Box. There is always a reference to them in an Evernote note though, since that is my main system.
As a side note, I also use Drop Box to back-up my ridiculously large photo archive. I'm moving all of my permanent backups away from random hard-drives, CDs and DVDs and to the cloud.
SmartSheet
All timeline management is done here. It's like Excel on steroids. The reason that I like it is that it's simple. As a nerdy person, I've tried and setup many, many project management systems but discovered that most of them fail because they're too cumbersome to use. Apparently some companies missed the memo that managing a project via software should never be more complex than actually managing the project, itself. I've got a public SmartSheet that I'm using as part of my Video Diary post. You can see it here:
Thanks so much for sharing that! I used to be an avid Evernote user, but I use Google Drive more now, essentially doing the same thing. I will check out the SmartSheet you have!
#3 Contractors Contributor
- Contractor
- Los Angeles, CA
Originally posted by @Lynn Currie:
@Keith Bloemendaal Great post topic!
I run a paperless office and have whittled everything down to a few basic tools.
Evernote
Evernote is the cornerstone of everything I do. Every piece of paper that comes into my office gets immediately scanned then shredded. I use Hazel on the Mac to OCR, auto-name, and file the the regularly sent stuff (like invoices from vendors, etc). They are named using the main words that I would search for the document by.
For example, if I have a receipt from the company that supplies my doors, instead of naming it the company name only, I name it, "Company Name Receipt Doors" and it gets filed in a notebook for that particular project. If there is also trim in the order, I name it "Company Name Receipt Doors Trim." This makes finding things super easy with minimal thinking on my part.
I'm also a big fan/believer/user of the Getting Things Done (GTD) system. I have stand alone cabinet setup just for that in Evernote with my to do lists, tags, and locations.
Recently I've been asked by several folks to do a video and screencast of my paperless office system in action, accompanied by some videos showing how to set it up. These are in the works and I'll share on BP Nation once they're done.
Drop Box
If I have docs that need to be regularly edited, they live in Drop Box. There is always a reference to them in an Evernote note though, since that is my main system.
As a side note, I also use Drop Box to back-up my ridiculously large photo archive. I'm moving all of my permanent backups away from random hard-drives, CDs and DVDs and to the cloud.
SmartSheet
All timeline management is done here. It's like Excel on steroids. The reason that I like it is that it's simple. As a nerdy person, I've tried and setup many, many project management systems but discovered that most of them fail because they're too cumbersome to use. Apparently some companies missed the memo that managing a project via software should never be more complex than actually managing the project, itself. I've got a public SmartSheet that I'm using as part of my Video Diary post. You can see it here:
These are great stuff, I am searching for Hazel OCR equivalent on windows since Im not a mac guy, i too have a paperless system, and basically have almost the same system, never used smartsheet, would like to try that. I built a manual for efiling, but would love your input so I could improvise. Didnt use evernote tho, i might take a look at it. Thanks.
Does anyone know of something, other than MS Project, that will create Gantt charts of the plan (or, more technically correct, the work breakdown structure)?
There's something about tacking one of these to the wall when having conversations with subs that lets them know you're serious about your timeline.
@Kent Verge - see above...SmartSheet will let you build full-on project plans. Not as fancy as MS Project (won't do great costing somea few other things) but for your everyday project plan it works great.
Originally posted by @Kent Verge:
Does anyone know of something, other than MS Project, that will create Gantt charts of the plan (or, more technically correct, the work breakdown structure)?
There's something about tacking one of these to the wall when having conversations with subs that lets them know you're serious about your timeline.
I've used Merlin by Project Wizards for quite some time and find it much better than MS Project. I have also used the Rational tools and Basecamp, both of which are very good project management tools.
#3 Contractors Contributor
- Contractor
- Los Angeles, CA
Im a pretty simple guy, so i use colored pens and an 11x17 or full size for my pm schedules. I took thr time to modify some of these but it worked well on me.
http://www.vertex42.com/ExcelTemplates/excel-project-management.html
@Kent Verge Here's a view of the gantt chart portion of Smartsheet
I used Merlin many, many, moons ago (yes, I'm a total nerd). I liked it but find that Smartsheet is much simpler for me to use.
Subbing for info...