Qu'est-ce qu'un système de gestion de projet ?
- 1. Fondements de la gestion de projet
- 2. Méthodologies de gestion de projet
- 3. Cycle de vie du projet
- 4. Logiciels de gestion de projet
- 5. Conseils pour le travail collaboratif
- 6. Les fondements de la méthodologie Agile
- 7. Techniques et outils de la gestion de projet Agile
- 8. Cadres de gestion de projet
- 9. Ressources
- 10. Glossaire
- 11. FAQ
- 1. Fondements de la gestion de projet
- 2. Méthodologies de gestion de projet
- 3. Cycle de vie du projet
- 4. Logiciels de gestion de projet
- 5. Conseils pour le travail collaboratif
- 6. Les fondements de la méthodologie Agile
- 7. Techniques et outils de la gestion de projet Agile
- 8. Cadres de gestion de projet
- 9. Ressources
- 10. Glossaire
- 11. FAQ
Qu'est-ce qu'un système de gestion de projet ?
- Le mot "système" a deux définitions distinctes : Ensemble de principes et procédures qui définissent la manière dont quelque chose est effectué.
- Ensemble de parties d'un tout complexe.
Par conséquent, selon la définition utilisée, un système de gestion de projet peut aussi avoir deux significations différentes.
La première fait référence au système complet de processus et principes qui définit comment mener à bien un projet. Cette définition inclut l'ensemble de la gestion de projet et la manière dont elle est en lien avec le reste de l'organisation.
Le système de gestion de projet peut être divisé en six sous-systèmes :
- Organisationnel facilitateur : utilisé pour organiser les membres de l'équipe de projet en hiérarchies. Dans de nombreuses organisations, il y a une structure en matrice où les membres du projet rendent compte à un responsable fonctionnel ainsi qu'un responsable du projet. Le sous-système s'occupe de créer la structure organisationnelle et d'y placer les personnes.
- Planification du projet : traite la planification des projets, des programmes et portefeuilles.
- Contrôle du projet : inclut tous les processus et procédures de contrôle de l'exécution du projet.
- Informations de gestion de projet : inclut tous les principes et procédures de gestion des informations (plans de communication, bases de données de connaissances, etc.).
- Techniques et méthodologie : toutes les techniques scientifiques utilisées dans la gestion de projet. Par exemple, CPM (Critical Path Modeling), PERT (Program Evaluation and Review Technique) et la simulation Monte Carlo.
- Ambiance culturelle : inclut la culture de l'entreprise autour de la gestion de projet. Cela concerne la façon dont la gestion de projet est considérée et effectuée au sein de l'entreprise. Par exemple, les employés fonctionnels, qui ne sont pas directement impliqués dans les projets, comprennent-ils et soutiennent-ils la gestion de projet ? Est-ce qu'ils sont au moins au courant des projets qui les touchent au sein de l'organisation ?
La deuxième signification fait généralement référence aux technologies ou logiciels de gestion de projet. La plupart des documents qui font référence aux systèmes de gestion de projet évoquent ce type de système. Il s'agit des applications et des outils utilisés pour planifier, organiser et gérer les projets complexes. Cela comprend généralement des applications générales telles que des tableurs et des applications de messagerie. Il peut aussi s'agir d'applications de gestion de projet spécifiques comme Wrike. Les technologies de gestion de projet peuvent être utilisées pour de nombreux aspects du projet, notamment :
- Créer des estimations pour les activités
- Créer, mettre à jour et générer des rapports sur les plannings
- Suivre les coûts et les budgets
- Allouer des ressources
- Enregistrer et gérer les risques
- Contrôler les modifications du projet
- Partager les informations et mises à jour du projet
Lectures complémentaires :
- La méthode du chemin critique en gestion de projet
- Quand l’équipe créative n'utilise pas le logiciel de gestion de projet
- Les incontournables du logiciel de gestion de projets créatifs
Project management system example
So, what do both definitions of a project management system actually look like in practice? Let’s clear things up with a brief and simple example.
Imagine that a marketing team is tasked with creating a series of educational webinars.
When thinking about the broader project management system they use to organize their work, they might assign clear roles and responsibilities to the project team, create a detailed project plan and timeline, map their critical path to understand their most important project activities, set milestones to keep themselves on track, and host regular check-ins to monitor progress.
When it comes to a project management system in the technical sense, they use a collaborative work management platform (like Wrike) to store and coordinate all of those pieces — like their responsibilities, timelines, tasks, and workflows.
Both systems — their processes and their technology — work together to help them deliver a webinar series in a structured, reliable, and manageable way.
Why use a project management system?
Whether you’re talking about overarching processes and principles or technology solutions, both systems give teams a more structured approach to projects. That level of organization leads to a number of benefits, including:
- Improved clarity: Clear processes and centralized communication mean less confusion about project goals and how you’ll get there.
- Increased accountability: Similarly, a project management system gives team members better visibility into how they fit within the overall project, which increases their sense of ownership over their assigned tasks.
- Better collaboration: When people understand what they’re working toward and what they’re responsible for, they can work together with less friction and frustration.
- Repeated success: A system is a framework that can be used over and over again, which means it doesn’t just help one project succeed — it helps all projects succeed.
Add all of that together, and you get to the main reason for using a project management system: It enables your team to deliver more winning projects on time and under budget.
Types of project management systems
Let’s talk a little more about a project management system as the entire ecosystem in which a project is completed. That can be broken down into the following six subsystems:
Facilitative organizational
This subsystem is used to organize project team members into reporting hierarchies. Many organizations have a matrix structure where project members report to a functional head and a project head. This subsystem deals with creating the organizational structure and placing people within it.
Project planning
This subsystem deals with the planning of projects, programs, and portfolios.
Project control
This subsystem includes all the processes and procedures for controlling project execution.
Project management information
This subsystem encompasses the principles and procedures for managing information, including everything from communication plans to knowledge databases.
Techniques and methodology
This subsystem consists of all the management science techniques used in project management. Some examples include CPM (critical path modeling), PERT (program evaluation and review technique), and Monte Carlo simulation.
Cultural ambiance
This subsystem handles the organization’s culture around project management and how it is viewed and carried out. For example, do functional employees who are not directly involved with projects understand and support project management? Are they aware of projects occurring within the organization that affect them?
Essential features of project management system software
Now that we’ve taken a closer look at the overarching project management system, let’s zoom in on the technology piece of the puzzle. What do you need to look for in project management system software?
The answer to that question will vary depending on the size of your team and organization, the nature of your work, and the complexity of your projects. But, in general, look for a platform that has:
- Task assignments and deadlines to provide clarity about project progress
- Customizable dashboards, forms, and workflows to tailor the platform to your team
- Adequate storage to keep all project documentation in a centralized place
- Integrations with the apps and tools your team is already using
- Accessibility from any device so that teams can work from anywhere
- Templates for common workflows and documents to save you time in the future
That’s the bare minimum. You might also want to look for features that are more suited to your specific team, such as time tracking, invoicing software, resource management, shared team calendars, and more.
Tips for choosing the right project management solution
You know the basics that you should look for in a project management solution, but finding the right option for you, your team, and your projects can still feel daunting. Here are a few tips to help you land on the system that’s the best fit for you.
1. Consider your needs
Any project management system should cover the nuts and bolts, so it’s worth thinking about what unique features you might need.
Are approvals a constant bottleneck and you need a solution that streamlines that part of the process? Do you work in a service department and need to be able to create customized and dynamic request forms? Do you need next-level digital asset management? Do you need powerful automation?
Sit down with your team to identify not only the must-have features, but also the bonus features that would significantly help you complete your projects. That will guide you as you evaluate your options.
2. Understand your budget
Project management systems come in all shapes, sizes, and costs. You need to know how much you can spend on a system so that you can find the best option within your budget.
Keep in mind that systems are priced differently. Some might charge for a certain number of users. Others might charge for a specific timeline. Others might charge by feature. Pay close attention to those details to avoid an unpleasant surprise.
3. Take some solutions for test runs
Most project management solutions will offer free trials (Wrike does!) so that you can play around with the system and get a sense of how it actually works.
Don’t do this alone. Involve some team members in these trials so that they can try out various tasks and activities that they’re responsible for and provide feedback on what system they think is the right choice.
How Wrike’s project management system can benefit your company
Still stuck on which project management system to go with? Give Wrike a try. It’s a comprehensive solution that provides total visibility and enables your entire organization to collaborate seamlessly.
Wrike has all of the must-have features of any project management system, along with plenty of others — from time tracking to templates — to help your team get more projects across the finish line with way less stress.
Plus, Wrike is completely customizable. From custom dashboards and workflows to automations and templates, you can build Wrike to fit your team’s work — and not the other way around.
Ready to get started? Sign up for your free trial of Wrike today.