How to Stay Organised with a Project Planner

7 Aug, 2023 | Read in 4 minutes

Discover the power of a project planner in staying organised and achieving project success. Learn how to enhance your project management skills.


Are you often juggling multiple tasks, and finding it challenging to manage your projects effectively? It's time to embrace the power of a project planner. 

Project planners with the right project management software can be your tools for staying organised and ensuring the success of your projects. 

In 2019, 76% of respondents used project management software for task management, quoted from Statista

Further, ProofHub also said that 77% of high-productivity project teams use project management software. 

Managing projects effectively can be the strategy for maintaining your productivity and overall success. So, let's dive in and discover how to stay organised and achieve your goals with a project planner.

The Importance of Project Management

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According to statistics from Teamstage, 42% of companies need help understanding the importance of project management.

The same source also said that 50% of projects fail when organisations neglect the project management process.

Emphasising effective project management is important for completing tasks, optimizing resources, and achieving goals within specified timelines. 

With proper project management in place, your projects become manageable, avoiding missed deadlines, miscommunication, and waste of valuable resources.

What is a Project Planner?

A project planner is a specialised tool to help individuals and teams plan, organise, and execute projects smoothly. It acts as a central hub where all project-related information is stored, making tracking progress, allocating resources, and collaborating with team members easier.

Key Features of Project Planner

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1. Task Tracking

A good project planner allows you to create and assign tasks to team members. It provides a clear overview of who is responsible for what, making monitoring progress and identifying potential bottlenecks easier.

2. Deadline Management

Meeting deadlines is absolutely crucial when it comes to successful project management. After all, timely completion of tasks is what keeps the project on track and ensures progress towards its goals. 

The project planner becomes your trusty ally, empowering you to set clear and realistic deadlines for all the tasks involved. 

3. Resource Allocation

Efficient resource allocation is essential for successful project execution. A project planner helps you appropriately allocate human resources, budget, and other resources to ensure your team is manageable.

4. Collaboration Tools

Modern project planners often have collaboration features like file sharing, commenting, and real-time updates. These tools foster communication and streamline teamwork, especially when team members work remotely.

Tips for Staying Organised with a Project Planner

Staying organised with a project planner is essential for effectively managing projects and ensuring successful outcomes. Here are some valuable project management tips to help you stay organised and maximise the benefits of using a project planner:

  • Define Clear Objectives: PMI says that 37% of projects fail due to a lack of achievement and project objectives that have been set. Before you begin a project, clearly define its objectives and outcomes. This clarity will guide your planning and execution, ensuring everyone is on the same page.
  • Break Down Tasks: Divide the project into smaller, manageable tasks. This approach prevents overwhelm and allows you to focus on completing one task at a time.
  • Set Realistic Deadlines: Be realistic when setting deadlines. Unrealistic time frames can lead to rushed work and compromised quality.
  • Prioritise Tasks: According to Wellington Project Management, the biggest reason for project failure in 37% of organisations is trying to run too many projects. Not all tasks are equally important. Use the Eisenhower Matrix or other prioritisation techniques to identify and focus on high-priority tasks. 
  • Allocate Resources Wisely: Assign resources based on expertise and availability. A well-balanced distribution of tasks will lead to better results.
  • Utilise Collaboration Features: Take advantage of collaboration tools in your project planner. Effective communication and information sharing are essential for a cohesive team.
  • Regularly Review and Adjust: Periodically review your project's progress. If necessary, adjust your plan to accommodate changes or unexpected developments.

Selecting the Right Project Management Software

Selecting the right project management software is a critical decision that can greatly impact your projects' success and your team's efficiency. Here are key considerations and steps to guide you in choosing the most suitable project management software for your needs:

  • Identify Your Requirements: Start by understanding your specific project management needs. List the required features and functionalities, such as task management, scheduling, collaboration tools, document sharing, reporting, and project integration with other software.
  • Ease of Use: Choose software with an intuitive interface that your team can easily navigate. Complex tools may lead to resistance and hinder adoption.
  • Scalability: Consider your organisation's growth trajectory. Select software that can accommodate your current project needs and has the flexibility to scale as your projects and team expand.
  • Cloud-Based vs On-Premises: Decide whether you prefer a cloud-based solution, which offers accessibility from anywhere, or an on-premises solution if you require more control over your data.
  • Collaboration and Communication: Look for features that facilitate seamless collaboration and communication, such as real-time chat, discussion boards, and shared document repositories.
  • Integration: Ensure that the software can integrate with other tools you use, such as email, calendars, document storage, and communication platforms.
  • Mobile Accessibility: Check if the software has a mobile app or is responsive on mobile devices, enabling your team to stay connected and productive.

Wrapping Up

A project planner emerges as a valuable ally in a world where effective project management is essential for success. 

By defining clear objectives, breaking down tasks, setting realistic deadlines, and leveraging collaboration tools, you can easily enhance your project management skills and achieve your goals. 

So, why not try using a project planner with the free project management tool VirtualSpace here?

Ready to grow your business with VirtualSpace?

One platform to manage and organise your teams, tasks, projects, and more.


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