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Managing Projects Effectively with SmartSuite: From Estimation to Execution

Managing Projects Effectively with SmartSuite: From Estimation to Execution

6 minutes

October 23, 2023

In the world of project management, the ability to seamlessly transition from the initial idea to the actual execution can make all the difference. This is where SmartSuite comes into play, offering an all-encompassing solution that streamlines the project lifecycle. In this article, we will take you through the key stages of project management using SmartSuite, helping you navigate from defining the scope to executing your projects with finesse.

1. Define Scope (00:18) – Building a Work Breakdown Structure

The first step in any project is defining its scope. SmartSuite simplifies this process by allowing you to create tasks that encompass all the necessary details. You can easily specify the title of the task, set a due date, determine the start and end dates, estimate the number of hours required, and even allocate a budget. This meticulous approach to defining the scope ensures that every aspect of your project is accounted for.

2. Determine Work Effort and Staffing (01:32) – Balancing Demand and Capacity

One of the challenges in project management is aligning the demand for resources with their actual availability. SmartSuite makes this task much simpler. You can now compare the resource demand with your resource capacity at a much earlier stage in the project's life cycle. This means you can anticipate potential bottlenecks, allocate resources effectively, and ensure a smoother execution.

3. Fine-Tune Financials (03:00) – Mastering the Art of Budgeting

Projects often involve intricate financial details. SmartSuite takes the complexity out of this process. You can swiftly summarize fees and financial breakdown, regardless of how detailed your project estimate is. This feature allows you to make adjustments on the fly to align with your target budget for costs and hours. By changing rate cards, updating estimated hours, and modifying the roles of the tasks, you can easily achieve the margin percentage that suits your project.

4. Share Proposal (03:15) – Communicating with Clients

Sharing your proposal with clients is often a critical step in project management. SmartSuite makes it a breeze. You can copy the financial summary and share it with your clients. The proposal can be customized to group costs by roles, providing a transparent breakdown of expenses for each phase of the project. This not only keeps your clients informed but also builds trust and transparency in your client relationships.

5. Begin Work (03:26) – Transitioning from Estimation to Execution

The transition from the estimation phase to project execution can sometimes be a daunting task. With SmartSuite, it's as simple as changing the status from estimating to starting the project. This transition automatically allocates time to the designated team members and tasks. Once in the live project phase, you can track your time using the start timer. This helps in keeping a close eye on the estimated hours, making real-time adjustments to the project's timeline and costs.

In conclusion, SmartSuite offers a holistic solution for project management, from the initial stage of defining the scope to the final phase of executing the project. It empowers project managers with tools to build precise estimates, balance resource demand and capacity, fine-tune financials, communicate effectively with clients, and smoothly transition from estimation to execution. With SmartSuite, managing projects has never been more efficient and effective. So why not give it a try and experience the difference for yourself?