A Few of the Tools Used by Project Managers

The mind of a project manager is the most valuable tool available. This tool stores the skill sets needed to organize and complete a project; to include but not limited to, memorization, public speaking, organization, coordination, reading/writing, critical thinking and probability. With the use of these skills the Project Management Institute (PMI®) developed what is known as the PMBOK or the Project Management Body of Knowledge® (PMBOK®).

The PMBOK is a reference guide to project management practices and references. Another tool developed is the Microsoft Office suite. This set of computer programs have been developed for ease of use and increased productivity. MS Office includes programs for typing any form imaginable from a thank you note to an invoice for a fortune 500 company and everything in-between and then some.

Wireless communications is a huge leap forward for project managers. When combined with other resources such as the internet a project manager can oversee a project from a different country without the jet lag normally associated with it. More commonly a project manager can call clients, distributors, crew or anyone else while they are on the move. Lastly, pencil and paper, which to some may not seem as an important tool as others, but this tool is even more important. Pencil and paper can constantly be used and not limited to a graphite pencil or recycled paper and can be used even when the power goes out.

The PMBOK is a reference created by PMI, from professionals working in the field of project management from around the world. This body of knowledge describes in detail the project life cycle and how it relates to a variety of industries. However, I believe the most important aspects this tool gives the user are the 'proven, traditional practices which are widely applied as well as the knowledge of innovative and advanced practices.' (Duncan, 1996) People always wonder 'How' to do something and the PMBOK tells them in more ways than one. The information found within its cover when combined with your own unique style will lead to great success in the project management field.

The creators of the book understand there are more ways than one to skin a cat, as well as they share the knowledge of advancing times and altercations of traditional methods for those more innovative. This creates an awareness that anything is possible within the field of project management and the user is not limited to just the mundane old things. Lastly, the PMBOK tells you exactly what a project is, "A Temporary endeavor undertaken to create a unique product or service.' (Duncan, 1996) Even though in a way every task in an organization can be a project; a lot of "projects' are only operations of the business. The identifier between a true project and normal day-to-day operations is the scope. The PMBOK will help you to understand the differences.

Microsoft office suite in itself can take books upon books to explain in depth and has. However, the ease of use as tools for the project manager is what makes this so valuable. This suite contains programs such as, PowerPoint for creating simple to fully animated presentations, Word for typing every document imaginable and than some, Outlook an internet mail client, Excel to analyze share and manage multiple levels of data, and many more. These tools have taken some of the most difficult jobs allowed them to be used at the click of a button.

Automated spell checker and mathematical calculations is done on the fly and can be sent "instantly' to someone else without the possibly of being lost or delayed in the mail. Get rid of those crudely drawn flowcharts on poster boards and use excel in combination with PowerPoint to create fully animated presentations to impress your boss and clients alike. These tools have cut the production time down from days to hours and less. These extremely valuable tools help to manage projects of any size and depth of imaginable with edits on the fly without the need of"re-creating' huge reports. These sets of tools have become industry standards and are constantly being re-developed with new technologies and principles to facilitate the user for the most up-to-date advances available.

Wireless communications, to include but not limited to cellular telephones, internet, live streaming audio/video and more. Communication being one of the most valuable skills any manager can have. Wireless communications have allowed users to access the world at the touch of a button from the most remote of locations. This tool has created a new level of work that can be mind blowing at times. Example, a project manager receives, on site, a call from the client, who wants to see the progress of the project. Normally this would facilitate a meeting arrangement setting a date and time where the project manager can walk the client through the project.

However, with wireless technologies the project manager can capture photographs with his phone to send directly to the client in a matter of moments. If that does not satisfy the client, the project manager can even generate a live view camera whereas the client can watch the project activities from home. This saves incredible amounts of time and energy between both the project manager and client.

The client can make on the spot changes via wireless communications and the changes can be implemented within minutes of receiving. These types of communications are not limited to client, for the project manager can also contact any venders, or distributors or anyone else the same way. And with the advancement of technology, a project manager can place an order for materials and pay for them when they arrive on site without ever having to leave. The only limit to this tool is your creativity of use with it.

Last but not least what I believe the most important tool to the project manager is pencil and paper. Even though we have multiple levels of technology at our finger tips, even in the most remote locations, nothing will replace writing with hand. The creativity of use with these tools lay all within the scope of the user. I have seen the most incredible portraits painted by using only ketchup, a French fry and a counter top, if that gives you an idea of the range of these tools.

While on location a project manger may need to show his crew an idea and without wasting time running to get his computer or send everyone an example, a resourceful project manager can pick up a stick off the ground and draw in the dirt his idea. When on the fly these tools are the most important and also the tools used the most when generating ideas. Inventors, draftsmen, illustrators, all start with sketches when creating something new. It starts with a simple idea, and than a sketch, and finally taken to the next step which now days are computer aided.

So remember tools are only limited to the creativity and resourcefulness of the user. References like the PMBOK can show you the way but it is up to you to take it. Tools like Microsoft Office aids you in production but it is you who has to create it. Wireless communications allows you to contact those far away; however it is up to you to use it. Pen and paper allow you to share your ideas but it is up to you to dream of them.

References

Gido, Jack and Clements, James P. (2006). Successful Project Management, 3^rd Edition. Mason, Ohio: Thomson South-Western.

Duncan, William R., Committee, PMI Standards (Duncan,1996). A Guide to the Project Management Body of Knowledge. Newtown Square, PA. Retrieved on April 21, 2007 from website: http://egweb.mines.edu/eggn491/Information%20and%20Resources/pmbok.pdf

Project Management Institute. (PMI, 2007). Making project management indispensable for business results. Retrieved on April 23, 2007 from website: http://www.pmi.org/info/default.asp