Project Management Software is to Good to Pass Up
Business Coaches Should Use Project Management Software
There’s no doubt that a business coach, who makes use of software in rendering his project management skills and expertise, is aware of his profession’s distinction from that of a business consultant. His functions require him to focus on the strength and weaknesses of both client and business. Thus, having a file management system allows him to carry out his role with greater efficiency; because it organizes and processes the data to be used in monitoring, and collaborating with several employees of various organizations.
A business coach may be called upon to help a company achieve growth and stability, by giving directional guides that will steer management and staff in the right business direction. In most cases, poor management strategies, low employee morale and skills development are the areas of concern being addressed by a business trainer. Hence, the latter has to present and carry out a plan that meets the client’s high expectations for his ability to help the company achieve its goals.
It’s a must, therefore, for a business coach to have the right tools, because he has to monitor if his mapped-out plans are being carried out to the letter; not only by the employees concerned but by the business owner or the management as well. All these, of course, are fundamental to any business coach, and many perceive this undertaking as one that is straightforward and easy to accomplish.
Actually, a reputable coach ordinarily handles more than just one client and still manages to come up with milestone achievements for all. What is perceived to be a simple task becomes complex when there are several clients to take care of; since the processes of monitoring and collaborating over different sets of activities are being performed simultaneously.
The business coach’s job is not just to share his time-tested knowledge but includes walking the management and the employees through a set of goal-oriented activities. That way, he can make certain that growth and/or improvements will be achieved by the company and that these will have long-term effects for the business. Here, the use of project management software will make the complex tasks less complicated, by simply presenting its user with up to date and compartmentalized data in a single dashboard and for all ongoing projects.
Dash To and Fro Via the Dashboard
Basically, the user’s dashboard allows a trainer to keep pace with diverse schedules, as this is outfitted with tabs that notify him about the different statuses of the tasks he has previously assigned. The tasks shown are those related to his own activities and those that are assigned to different individuals connected to various clients.
The dashboard apprises him of activities scheduled for the day, and even for the next seven days, as this helps him to plan ahead. More importantly, he gets notified about those that appear to be running late. There’s a tab that distinguishes the milestone activities from the regular. Hence, he can easily set his priorities straight by knowing which of the tasks shown should come first, or those that require immediate actions, to ensure that the task will be completed as scheduled.
Yet, how can the business coach assimilate himself and his information into the business, without hovering over the shoulders of those involved?
Project Visibility and Time Tracking Tools
As a powerful project management tool, the software enables the user to view the status of the different projects in real-time. This empowers him to gather insights on how the client companies are shaping-up and how each entity is utilizing their resources. An intuitive software support is one that makes it possible for a professional coach, to determine the workload capacity of a specific resource pool. Thus, enabling him to evaluate and identify sectors that are over or understaffed, and which sectors are fully-maximized.
The time-tracking feature discloses the time log entries, the tasks that were completed, and the length of time spent to complete the task, which permit the assessment of individual performances. The business coach can take the necessary steps that will prevent further and actual delays, by identifying the specific areas where the work being carried-out appears to be slow-paced and less productive.
How can a business trainer give-real time directional guides to all his clients, when it’s obviously impossible for him to be in different places at the same time?
Interactive Communication Tools and Applications
Versatile project management software is equipped with collaborative and interactive tools. These permit the user to create and send messages, or even hold discussions with the person/s he has to keep in touch with, when in the process of overseeing assigned tasks. These tools include the capability to create unique email addresses for each project. Thus, enabling the trainer to create alert notices, and inform all concerned about important and impromptu task actions, as well as send essential attachments.
Since part of the coach’s functions is to train the employees, knowledge transfers between mentor and key personnel is made easier and convenient, by way of different medium such as chat rooms, interactive forum and telephones. Documents can be shared in which comments or notes can be added by both the coach as administrator of the program, and by the client-trainees.
While these processes are taking place, all communication and work-collaboration goes to a stream. This refers to the continuous inflow of information made accessible to the business owner or the top management levels, which they can view in real-time. That way, they can get involved by gaining insights into the company’s transformation, thereby allowing them to evolve or renew their own perceptions on how to effectively manage the company.
Reporting Systems
One of the program’s key features is the ability of the system to generate pertinent reports that are standard to any project. Most of these pertain to the current state of the business, particularly the milestone achievements attained by addressing the weaknesses found in the organization. In addition to this, the user can configure the generation of reports for the client-company’s use, particularly for decision-making processes.
By giving them updates on how the business is responding to the changes that have been implemented, the organization can easily adapt to the strategies introduced, or the remedies implemented by the business coach. The supervisors in sectors that require further improvements will keep a closer watch over the concerned team members. On the other hand, those that are showing signs of coping well will know that they are on the right track and can therefore proceed with greater confidence.
As a summary, business coaches use the different tools and applications integrated in the software, as technological support for carrying out mentoring and stewardship functions. However, since the features of project management programs tend to vary, a business trainer should make certain that the project management software to be utilized will allow him to perform the tasks that are relevant to his functions, i.e.:
- Tools that allow the mapping-out of tasks that will be assigned or allocated and for determining task dependencies.
- Software functionality should include the ability to estimate the number of hours to be delegated for a particular task for purposes of determining deadlines.
- There should be a central workplace where files can be monitored and viewed privately by the trainer and the authorized employees of each company. That way, collaboration and communication between the coach and employees, will allow proper knowledge transfer.
- Track time spent and utilized by employees to complete the tasks assigned.
- Generate standard project management reports, as well as create and customize other reportorial requirements that may be required by the client company.