In some situations, having fewer tasks on the timeline can be a more effective way to keep clients and the board up-to-date with the project planning. Sounds intriguing? Take a look at how the Swift Performance Equipment team approaches planning!
Swift Performance Equipment is a world-class producer of athletic performance measuring products. Every day, they help thousands of people to achieve greater sports results. Their small team actively collaborates with clients to make sure the product functionality and project timing corresponds to their clients’ needs. Team members need instant access to the detailed project schedule, while customers want to grasp only the major deadlines without going deep into details.
Mark Fisher, the owner of Swift Performance Equipment, has found an elegant solution that fits everyone.
Swift Performance Equipment’s Tip: Keep the Schedule Overview Clear
Mark Fisher suggests creating two different project views for people with different levels of involvement.
For customers, he creates a special folder (called, for instance, “Overview”), shares it with them and puts only major tasks there.
This way, even the complicated project schedule remains clear and fits in one screen. Also, customers instantly see all important milestones without getting lost in hundreds of smaller tasks:
If the client wants to get a detailed look at a particular part of the project, he or she simply needs to open the task description and see what is currently going on with it.
This approach comes in really handy when you need to keep your superior up-to-date without overloading him or her with extensive details.
Work on the detailed schedule with your team in the same workspace
Of course, the team still needs to create tasks for all actionable items to make sure nothing gets lost.
Mark Fisher suggests creating a detailed schedule in other subfolders that are shared with the team only.
Are some milestones relevant to both your team and your clients? In Wrike, you don’t need to duplicate these tasks to keep everyone up-to-date.
Simply include the tasks in all project subfolders simultaneously. And as you know, all the changes that your team makes in one folder will be automatically reflected in all others.
This way, you can easily collaborate with your team and clients in one workspace, ensuring that everyone has a project planning view that’s suitable for their needs.
“Our team has tried a lot of project management solutions, but most of them did not allow us to add external people to projects without adding extra costs. Wrike fits our small business the best, as its pricing plan provides us with just enough users to cover those who need full access, and also an infinite number of collaborators. This facilitates our relationships with clients absolutely for free!”
Mark Fisher, owner of Swift Performance Equipment