Level Up Your Project Management: Simple Tips for Big Results

Author

Hina Sohrab
October 09, 2024

Hey there productivity champion,

Remember how I promised to share some advanced tips for turbocharging your new project management system? Well, grab your cape because it's time to become a project management superhero!

 

You've made the leap from spreadsheets to a proper PM tool. Now let's take your skills to the next level with these power-user tricks: 

  1. Automate Everything (Well, Almost)

  • Set up recurring tasks for regular duties

  • Use 'If This, Then That' rules (many tools have this feature)

  • Automate status updates based on task progress

Pro Tip: Look for integrations with tools like Zapier or Make to connect your PM tool with other apps you use. 

  1. Master Keyboard Shortcuts

Every second counts! Learn the keyboard shortcuts for your tool. Common ones include:

  • Quick add task (often 'Q' or 'T')

  • Switch views (try 'V' then the first letter of the view)

  • Assign tasks (usually 'A')

  • Use Tags Like a Boss

 

  1. Create a robust tagging system to slice and dice your projects:

  • Content Type (Insta, LinkedIn, Blog, Case study)

  • Energy required (Quick win, Deep work)

 

  1. Create Custom Fields

Go beyond basic task details with custom fields like:

  • Priority levels (High, Medium, Low)

  • Project stage (Planning, In progress, Review)

  • Actual time spent

  • Revenue impact

  • Client name

  1. Set Up Dashboards

Create visual snapshots of your projects:

  • Team workload overview

  • Project progress charts

  • Upcoming deadlines

 

  1. Template Everything

Don't reinvent the wheel for repeated processes:

  • Project kick-off checklists

  • Content creation workflows

  • Client onboarding sequences

 

  1. Use Time Tracking

Many PM tools have built-in time tracking. Use it to:

  • Improve estimations

  • Bill clients accurately

  • Identify time-sinks

 

  1. Leverage Reporting Features

Generate insightful reports to guide decision-making:

  • Team productivity trends

  • Project profitability

  • Task completion rates

 

  1. Implement a Weekly Review

Set aside time each week to:

  • Clean up completed tasks

  • Reschedule overdue items

  • Plan for the coming week

 

  1. Explore Advanced Views

Many tools offer unique ways to visualize your work:

  • Gantt charts for project timelines

  • Kanban boards for workflow management

  • Calendar view for time-sensitive tasks

Bonus Tip:
Don't forget about mobile apps! They're great for quick updates on the go or during your commute.

Remember, the goal isn't to use every feature, but to find the combination that supercharges YOUR workflow.

Want a personalized power-user session for your specific PM tool? Reply with "PM Power User" and let's set up a call to unlock your tool's full potential.

Here's to your superhero productivity!

Hina

P.S. Next week, we're diving into the art of delegation – even if you're a solopreneur. Trust me, you don't want to miss these game-changing strategies!