Ieshea HollinsCISO/Lead Program Manager| Direnzic Technology & Consulting, LLCLa, United States
What project management tools do you find most useful when managing your projects, especially with regards to document sharing (i.e. sharepoint, etc.)? I'm looking for a cost effective tool as sharepoint can be quite costly. Saving Changes...
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Bradley HaynesSenior Project Manager| ConfidentialSan Leandro, Ca, United States
At more than a few organizations I have been a consultant at use SmartSheet as opposed to MS Project. For document sharing I have also seen Confluence/Jira by Atlassian.
Try slack.com, not as fully featured, but cheaper than Smartsheet. Saving Changes...
Drew CraigSr. Agile & Product Coach| VanguardPhiladelphia, Pa, United States
There are several factors to consider.
- What type of solution is required - hosted, on-premise, cloud?
- What technologies currently exist in the organization?
- What is the sensitivity level of the documents?
- What types of permissions and access rights are required?
- What types of documents - Word, Excel, MPP?
- Is document versioning required?
There are countless solutions out there, just a matter of finding a solution that fits with the needs and parameters of the organization. Saving Changes...
Sten SoderbergECM Solution Manager| ConsolisVärmdö, Stockholm, Sweden
"There are countless solutions out there" - so true! And that's also the main problem regarding document sharing, everyone in a project is using their own favorite and it could be quite hard work to get everyone to use the same system! There are a lot of consumer tools, like one.com, dropbox, box etc that are free and could be used just thinking document sharing (and not thinking one step further). And just to add some more questions to Andrews list;
- How much storage is needed. In a construction project working with large BIM-models a good start is perhaps 1.000 GB. Working with administrative and iT-projects it’s enough with 1GB (and therefore consumer tools is used).
- For how long time do you like to keep the documentation? Just during the project or should it be available 1 year, 3 years or perhaps 10 years after the project has finished.
- Administration, should there be superuser that could create accounts for users, change access when people leaves in the project.
Your question Ieshea is addressing a very interesting topic in Project Management – how to equip a project with the right tools and how much should the project manager be engaged in that process? Perhaps setting up system, providing instructions about usage and rules is and should be a mandatory part of project preparation.
My favorite is of course eDOCS from Open Text (formerly Hummingbird) – but then I have spent 22 years of hard work to get people (about 10.000 in our company) to use and work with the system and not using whatever, whenever for whoever. Saving Changes...
Sten SoderbergECM Solution Manager| ConsolisVärmdö, Stockholm, Sweden
So if the result should be kept for some years it's important to pick something that could survive, perhaps it will cost a bit more - but your documents will perhaps not be lost. Saving Changes...
You can try ProofHub for project management. With this tool, you can keep your files and documents centralized and organized, to easily share and collaborate with remote teams and clients. Easily share ideas and discuss plans by collaborating with your team members and clients using our project management system. It helps teams to work together, get tasks delivered on time and become insanely productive.
It simplify the review process by collaborating on files and documents in real-time. Collect feedback from clients and stakeholders and mark it resolved once done with the changes. Saving Changes...
Ieshea HollinsCISO/Lead Program Manager| Direnzic Technology & Consulting, LLCLa, United States
Aug 02, 2017 6:37 PM
Replying to Bradley Haynes
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At more than a few organizations I have been a consultant at use SmartSheet as opposed to MS Project. For document sharing I have also seen Confluence/Jira by Atlassian.
Thank you! Saving Changes...
Ieshea HollinsCISO/Lead Program Manager| Direnzic Technology & Consulting, LLCLa, United States
Thank you all for your responses! Sten & Andrew, I agree there are so many factors to consider which is why I was wondering if there was a standard tool out that we "advise" PM's to learn and use especially for those just getting started in the practice. It can be costly learning on various tools of which your "new PM" employer may never use.
As one who has worked to set up an IT PMO it's also important to think in turns of the full project management flow or process and an end-to-end tool which can be used by the company but is cost effective.
Again thanks for your responses with regards to this topic. Saving Changes...
