How to Improve Your Project Management With Scoro in Six Steps
ARE YOU still managing your projects on spreadsheets? Or spending hours on analyzing time sheets?
Well, you shouldn’t. There are several reasons why spreadsheets are bad for your business (and teamwork).
When it comes to project management, the challenges are almost the same in every field. It doesn’t matter whether you’re working on a creative or a tech project. When managing multiple projects and being in charge of accomplishing them, you need a trustworthy tool to bring structure to your work. And of course, we believe that project management in Scoro can help to improve your results. It has helped us to get ahead in our sales, marketing, and product planning for years!
We decided it’s about time that we share our favorite PM tips and tricks with you as well. Keep reading to find out how you can get more out of Scoro by using it for project management.
1. Establish a project management framework
How and where do you handle your projects? Are you satisfied with the level of organization or would you like to have a better overview of each project, task, and hour?
If you want to be in charge of your projects, you need a structured project management timeline to plan and track your work. You can find all the tools you need under Scoro’s Project features.
How to create a project framework in Scoro?
Let’s walk through the key steps of creating a structured project that’s well-planned and easily trackable throughout its life cycle.
Start with: Team level
Before you create a project, you need people to whom you can assign and delegate tasks. Add all your team members to Scoro and create user groups with various administrative rights.
For example, your user groups could be:
- Project Managers
For more on creating user groups, see this short guide.
Continue with: Project level
Now that you’ve created a team, it’s time to create the project. You can easily add a project in the Projects view or by hovering over the “+” icon on top of your Scoro page.
When creating the project, make sure to fill in all the relevant information and give it a name. To add members to the project, click on the option “Choose members”. If you’d like only these members to have access to your project, make it a “Members only” type of projects. And don’t forget to notify all the participants!
Move on to: Task level
A project without tasks is only half-done. To have a clear overview of everything that needs to be done, add your tasks under the project.
To add tasks, you can go to the project view and insert all the tasks, one by one.
Tip: When saving, select the “Save and add another” button. Clicking on this button saves the current task and opens a new window for adding another. But this time, some fields (activity type, and relation with a person, company or project) are already filled in for you.
You can also add new tasks by hovering over the “+” icon on top of your Scoro page, and selecting “New Task”. When creating the task, you can choose which project to link it to.
Don’t forget: Time entry level
Time entry is a sub-task that you can add under each primary project tasks. They’re great for logging your time.
If you’re working on a task that can’t be finished at once, you can log the time worked as time entries. Time entries also serve as a great tool for assigning parts of the same task to multiple people.
You can add time entries by opening the task view and clicking on the “Add” button under time entries. To assign the time entry to someone else, select the user. If the sub-task is yet to be completed, uncheck the “done” box. Et voila! You’ve set up a structured project framework.
Organizing your projects so that they’re easily trackable and your team can collaborate more freely is essential for project management success. Now that you’ve established the most important thing – a project framework – you can move on to applying small yet effective hacks and tips.
2. Start tracking your time
Do you know how and where your team’s time is spent? Would you like to have a clear overview of the most profitable projects and prioritize your tasks based on data?
Time tracking software can help you monitor your team’s achievements, increase productivity, and make information-based decisions.
The fastest way to log your time with Scoro is by using time entries. We already explored this feature earlier, now it’s time to see how it works in action.
3. Speed up your time tracking with time entries
There are multiple ways of creating new time entries and logging your time worked in Scoro. The easiest way is to go to Scoro’s Tasks view and click on the stopper icon after each task.
As you click on the timer icon, a small window will pop up. You can insert the time spent on a task and hit “Save” so that the information will be added to your project, task, and work report.
Tip: Noticed the $ sign? By clicking on it, you can also insert the billable time. Imagine how much easier it will be to bill your clients later!
You can also add your task lists as widgets to your dashboard. See point 3 to learn more.
4. Know everything about every project – in a single click
One reason teams use Scoro for project management is the project dashboard.
You can add all your relevant business metrics and project KPIs to a single dashboard to have a quick overview of your project progress. If you’d like, you could create a new dashboard for each project and share these with different team members (as there’s no limit to the dashboards you can create) in Scoro.
For a step-by-step guide to setting up your first dashboard, click here.
What to add to your project dashboard:
- All tasks – add your project task lists ordered by priorities or deadlines to the dashboard and track their completion
- Time planned and spent – create metrics that show how much time has been planned for each project and how much has already been spent. This way, you know how many hours you have left
- Overdue tasks – create a metric that shows you red colour as your tasks cross their deadline.
- Number of projects per user – add metrics that show how many projects each team member currently has
- Scheduled time – add metrics to see how much pre-scheduled tasks each team member has
There are countless options of KPIs that you can add to Scoro project dashboard.
IMPORTANT! Before you log in to Scoro and start creating project dashboards, you really need to see this guide to setting up the perfect dashboard.
5. Smart ways to manage your tasks
Task management is the essential part of project management. Still, managers struggle to keep track of ALL the tasks and their completion. Do you need some help with managing your tasks?
See all overdue tasks
How can you tell when a task crosses the deadline?
The easiest way is to go to your Scoro Tasks view and filter the list so that you see every team member’s overdue tasks.
6. Manage your tasks on a task board
If you like to manage your tasks with statuses (planned, in progress, draft ready, completed, etc.) you should try Scoro task board.
The task board resembles a sales pipeline management tool, only it’s used for efficient task management. You can find your task board under the Tasks view.
The cool thing about task board is that it can be grouped in many different ways: by priorities,
scheduled dates, activity types, projects, companies, statuses, users, and owners.
You can drag and drop any task on your task board to change its status, priority, etc. You can even filter your task board by team members (users) and drag-and-drop a task from one user to another.
We’ve covered the essentials of project management in Scoro. If you have any questions, drop a comment, and we’ll answer as soon as humanly possible.
If you’d like to read more about Scoro’s tips and hacks, read these articles filled with helpful tips and guides: