Trello is a minimalist project managementtool that organizes tasks, documents, and discussionsinto customizable boards. It's easy to use and visuallyappealing
This document summarizes a pre-conference workshop on project management tools held at the CARL Conference on April 4, 2014. The schedule included an introduction to project management case studies, a discussion of project management theory and best practices, a workshop to plan a project using paper and pencils, and a software showroom and test drive of various project management software options. Speakers included representatives from California Maritime Academy, William Jessup University, and Golden Gate University.
Similar to Trello is a minimalist project managementtool that organizes tasks, documents, and discussionsinto customizable boards. It's easy to use and visuallyappealing
Similar to Trello is a minimalist project managementtool that organizes tasks, documents, and discussionsinto customizable boards. It's easy to use and visuallyappealing (20)
Trello is a minimalist project managementtool that organizes tasks, documents, and discussionsinto customizable boards. It's easy to use and visuallyappealing
1. Are we there yet? Rev up your
productivity with project
management tools!
Margot Hanson, California Maritime Academy
Andrew Tweet,William Jessup University
Kevin Pischke, William Jessup University
Annis Lee Adams, Golden Gate University
CARL Conference
Pre-Conference Workshop
April 4, 2014
2. Schedule of Events
1:00-1:20: Introduction & Project Management case studies
1:20-1:50: Project Management theory and best practices
1:50-2:00: Break
2:00-3:00: Workshop with pencils and paper: plan your own project
3:00-3:10: Break
3:10-3:55: Project Management Software Survey
3:55-4:05: Break
4:05-5:00: Software Showroom & Test Drive
3. What project(s) did
you have in mind to
work on today?
Why did you decide
to attend this
session?
What’s Your Name &
Institution?
5. Case Study
“No one should ever have a question
about where a project stands”
--Kevin Pischke
6. Accelerate cautiously
● Our Evergreen consultant introduced us to Trello during an ILS
upgrade for testing and bug tracking
● Started to use for idea gathering in planning events
● Not committed and little buy-in from stakeholders
7. Put the pedal down!
● We started to use Trello as a PM tool when we had
7 different technology projects to implement at the
same time. (EBSCO Discovery Service, Camino, Libguides, EBSCO Academic
Ebooks, EBSCO LinkSource, EBL patron driven loans/acquisitions, GetItNow)
● Developed workflow on projects & operations
● Assigned Directly Responsible Individual (DRI) to
tasks
8. Case Study
Test drive a variety -- you probably won’t
drive the first one off the lot. So, jump in
and get going!
--Margot & Lee
12. Project Management Principles & Best
Practices
● A project is work that has a defined beginning, end,
and goals.
● Project management is a set of tools to help
allocate and track resources so that a project can
be completed successfully, on time, and on budget.
● Project management is in contrast to operations
management which has defined goals, but does not
have a defined term.
13. Clarifying the Project
● Define the project scope in a written charter
○ Define success with goals & stakeholders
○ Define deadline in relative or calendar terms
○ Define resources (budget, personnel, equipment)
○ Define what happens to the resources and deliverables
when the project is over
● If any one of these parameters changes, then the others
must adjust to compensate.
● Defining the scope will help prevent misunderstandings
between stakeholders and scope creep.
15. Sample Project Charter
Mission
• To improve the user experience of the GGU University Library
website
Goals
• Make it easier for patrons to find content with fewer clicks
• Clarify headings/tabs
• Add content that is missing, and that patrons ask for in our patron
survey
• Remove content that is unnecessary and too wordy, that’s not
valued by our patron survey feedback
16. Sample Project Charter cont’d
Scope
• Content that is located on the ggu.edu server
• Edit content under each heading/tab
Methods
• Regular meetings of the team to provide progress updates
• Create timeline for project sections using project management
software
• Prioritize sections to edit using data from IM stats, Google
analytics pageviews, and patron survey responses
• Check in with patrons on each section using brief usability
questionnaires: what would they expect/want to see in each content
area, and do our wireframes or suggested edits make sense?
19. Allocating the Resources
A. Three types of resources, many techniques
a. Time (storyboards, weekly meetings, cascade chart)
b. Personnel (kickoff/closing meetings, debriefs, monitoring
reports, task allocation, flow charts)
c. Money (budget, release points, or other accountability
measures)
20. Project management phases
1. Planning
a. Project scope defined and written up as charter
2. Build-up
a. Allocation of needed resources, training, team building, etc
3. Implementation
a. Carrying out the plan
b. Modifying scope and resources as needed
c. Regular progress updates
4. Closeout
a. Handing over deliverables, making the site live, debriefing and
reporting to stakeholders
22. Variations by industry
Each industry typically has its own tools and charts
that are their standard, but there is a lot of spillover
between industries.
● Gantt Chart
● Sequence chart (flow, PERT, CPM)
● Punchlist (construction, Real Estate)
● Storyboards (video, events)
30. 69% have not used software
Has your library used software that is designed
specifically for project management?
No Yes Don’t Know
31. Dominant Themes
● Librarians (survey respondents) see a need for
project management, but not sure where to go
● Missing base knowledge on project management
● Not sure which program will work best with their
library workflow (or won’t get adopted)
32. Top 4 Responses
What project management software has
your library used?
MS Project Basecamp Jira Trello
33. How well did the software work for your
library’s project(s)?
MS Project Basecamp Jira Trello
34. Survey Follow-up: 10,000 Feet/Fabulously
Q: Why did you
choose this
particular software?
A: My boss (the Director of Instructional
Design) chose this software, [because]
it is cloud-based, simple to use, and not
overly-granular (like Basecamp). [We]
use Google Drive in conjunction with
this software for sharing documents
and folders, etc.
35. Survey Follow-up: 10,000 Feet/Fabulously
Q: Can you tell us about one excellent
experience you have had using this
software to manage a project?
A: [I] have an excellent experience tracking my
time spent on different projects with this
software. [It] increases the transparency of where
we are as a department in terms of planning for
the future by estimating the time it will take for
different projects vs. the hours in a day or week.
This forces us to be realistic about completion
times and workload.
36. Survey Follow-up: 10,000 Feet/Fabulously
Q: . Can you tell us about one poor
experience you have had using
this software to manage a
project?
A: Initially the software can be a bit confusing when
estimating time tables with various team members
being added, and adding sub-categories to projects
(phases). There is a learning curve, but it's not
necessarily a poor experience, it just requires a bit of
training and/or leg work. It's worth it in the end.
37. Survey Follow-up: Asana/Fabulously
Q: Why did you
choose this
particular software?
A: Intuitive and user friendly;
web-based; free for small
groups.
38. Survey Follow-up: Asana/Fabulously
Q: Can you tell us about one excellent
experience you have had using this
software to manage a project?
A: This works really well for our small projects:
● New patron workflow. It worked like clockwork!
● Events. We were able to break out a workflow
and assign portions of the process to the
appropriate person. We created a template for
future events.
39. Survey Follow-up: Asana/Fabulously
Q: . Can you tell us about one poor
experience you have had using this
software to manage a project?
A: You only get out of it what you put into it. ...It
was easy to get sidetracked & not update the
project. Some staff were not using the features as
intended. It was more of a training issue than a
software issue.
We will continue to use it, but will explore ways to
make the software easier for staff to access by
creating a dashboard page… & offer refreshers on
using the software.
40. Dominant Themes
● Libraries are currently successful with a wide
variety of project management software
● Adoption and buy-in is critical for continued success
● Incorporating project management software into
daily workflow increases likelihood of adoption
Any questions about the survey?
44. Pricing: $33-58 Per
user/month or institutional
purchase
Free trial: No
Max projects: ∞
Max users: ∞
Max file storage: ∞
Cloud based & Local
Calendar integration: Yes*
App: SharePoint Apps
*With 365 subscription or
local install of SharePoint
45. ● Already in use with your organization
● PMP on staff
● You need a high level, complex tool
● Required to manage time, money, and personnel
Limousine: requires a chauffeur
46. Try Lyft or Uber?
● Steep learning curve
● Too feature rich
● Difficult to share progress and updates
● “all noise no light”
48. Pricing: $20, $50, $100/mo
Free trial: 60 days
Max projects: 10, 40, 100
Max users: ∞
Max file storage: 3, 15, 40 GB
Cloud based: Yes
Calendar integration: iCal
App: iOS & Android
49. Family Minivan: Keeps everyone together
● You’re looking for something to manage your task-
intensive, short-term projects (IT projects, event
planning)
● You need a low barrier for adoption
● You have a little money to spend
● You want to keep everyone in the loop, share files,
and track timelines
50. Family Minivan: Loud & Crowded
● “Basecamp timelines are not tied to resource
allocations.”
● “Basecamp is a messy interface. Doesn't facilitate
visually the organization of multiple projects very
well.”
52. Pricing: $10, $50, $100/mo
Free trial: Yes
Max projects: N/A
Max users: 10, 15, 50
Max file storage: N/A
Cloud based: or local host
Calendar integration: Yes
App: iOS & Android
53. Minimalist Sports Car: Technical and Focused
● You want to track issues/bugs
● You have an IT/tech/digitization/web design project
● You want to set up multiple workflows
● You want a very flexible/customizable program
● You have a little money to spend
54. Minimalist Sports Car: Doesn’t fit your
lifestyle?
JIRA has a high learning curve for changes, i.e. it is very
flexible, but therefore has many configuration options
56. Pricing: Free, $5, $50/mo
Free trial: Yes
Max projects: ∞
Max users: ∞
Max file storage: 10MB,
10MB, 250MB
Cloud based: Yes
Calendar integration: iCal
App: iOS & Android
57. Econobox: Cheap and simple
● You have a team of 5 or fewer individuals
● You primarily need task management not time or
budget management
● You need an easy, shared tool in the cloud
● You have $0 budget, and don’t need frills
● You need easy file attachments, checklists,
assignment of DRI’s, mobile app
58. Baby makes three?
● It doesn’t scale up for big projects
● You have to make it fit into your workflow or get a
3rd party app to integrate it into email and calendar
● You don’t have to assign DRI’s or due dates so
things can slip through the cracks if you don’t
monitor your boards
64. Recommended reading on project
management
HBR's 10 must reads on collaboration. (2013). Boston, Mass:
Harvard Business Review Press.
HBR's guide to project management. (2013). Boston: Harvard
Business Review Press.
Managing projects: Expert solutions to everyday challenges.
(2006). Boston, Mass: Harvard Business School Press.
PMP (Project Management Professional) study guides
(via Ebrary and Ebsco).