Digitizing the project management process

In today's episode, Mattias is talking about the different project management tools iGoMoon has been using over the last years.

Shifting from traditional tools

Actually, the team started out by simply using a variety of whiteboards to keep track of the status of their projects. He emphasizes that this is how they started and in most cases it can be enough.
However, when the team grows it can be a good idea to digitize this process to keep everyone on track about in what stage a certain process is in and to know who is doing what task. Project management tools are also very helpful on an individual level to understand what things have to be delivered and see if a day was a success. That's why they later used different applications and programs to replace the whiteboards. Some of those applications were e.g. "Trello", "Jira" and "Teams". Just recently iGoMoon has switched to another tool called "ClickUp".

Focusing on the bigger picture

The reason why they switched to "ClickUp" is to get a better understanding of the workload from a company perspective. While "Trello" is great for individuals or smaller teams, it wasn't efficient enough to keep track of the bigger picture. "ClickUp" helps to calculate that workload for the individual teams and is really helpful when determining the scope and the timeline of a project. This is particularly important when signing a new client and being asked about the delivery times.

Managing CEO tasks

For Mattias' CEO matters, he uses another tool called "Todoist". He especially likes this one being a Mac user, since it comes with a variety of great integrations. Together with that tool he is using a process he developed some years ago that really helps him to manage all his incoming tasks.
The process looks like this:

Whenever he has an email, phone call, text etc. coming in, he asks himself two questions.

1. Is this something (e.g. Spam) I should move to the trash/delete?
2. Can I do this task in under three minutes? If so, he does it right away. If not, then he moves it to a list of things he need to focus on later.

Mattias explains that this process is also one of the reasons why he is very short when he isn responding to messages. He tries to keep the time short where he handles small tasks.

💡 EPISODE TAKE AWAY
Whenever you get an email, phone call, text etc. coming in, he asks yourself the following questions to figure out how to deal with it:

1. Is this something (e.g. Spam) I should move to the trash/delete?
2. Can I do this task in under three minutes? If so, do it right away. If not, then move it to a list of
things you need to focus on later.

Which project management tools do you use?