Proper upfront planning is guaranteed to save you time, effort and costs but not all projects can be managed the same way. Large projects involving multiple teams and complex tasks will need to be managed differently than smaller projects. For a large project, breaking it into subprojects can make it easier to manage. If some parts of the project contains work that is broken down into more detail, it makes sense to create subprojects so that most users see only a rolled-up description of the subproject, but interested parties can view it in more detail.
So before you pull the trigger on hiring more project managers, look to streamline your project management processes first. Level will help you organize all of your project documents, maintain clear communication with your team and give you the ability to update the punch list from anywhere. To take it one step further, leverage the subprojects feature to break down your project to keep you organized. Here are some tips on how they do it:
Organize Your Project by Trade
There are a lot of different trades involved when building a house or when working on a large renovation. You might have electricians, plumbers, drywallers, floor installers, painters, carpenters, HVAC and everything in between to coordinate. With all of this in mind, even an experienced project manager will have difficulty keeping everything organized especially if you have multiple projects on the go.
This is why it is especially important to start each project with a detailed plan and to keep organized from the start. It might help to break your project down by trade and using subprojects is the perfect way to do this. Here’s how to do it on Level:
After you create a new project on Level, you can add a subproject for each of your trades
To help you remember your lead or contact for each trade, you can also add a photo of the company and contact information in “Description”
List specific tasks and keep documents and expenses associated with each trade separate the subproject
Keep informed with the subproject feed and receive live notifications from all of your trades when they complete a task
To retain additional control over parts of the project and to minimize any confusion, subprojects will allow you to restrict access to people so that only active parties receive notifications. This way everyone can stay focused on their scope while you stay informed of all activities!
Organize Projects by Phases
Every project is different and will have their own restrictions. This can be anything from custom scheduling or client requests. For example, the client may want to prioritize finishing the kitchen and bedrooms before starting the living room and basement so they can start moving in. In cases like these you might find it helpful to break your project up based on activities, rooms, or phases.
This is another great opportunity to use subprojects to help you focus your team's efforts to complete prioritized activities/phases. Here’s how:
After you create a new project on Level, you can add a subproject for each room/phase. By setting the start and completion date, the pecking order will be determined
List specific tasks and keep documents and expenses associated with each room/phase within the subproject
Keep informed with the subproject newsfeed and receive live notifications from your team when they complete a task
Clients often want updates to make sure the project is going as planned but don’t need to be bogged down with project specifics. This is where weekly calls and status reports usually come in but those take time and effort away from delivering the project. So why not get rid of scheduled updates all together?
Create a client portal using the subproject feature in Level and customize the information displayed, here’s how:
Create a subproject called "Client Portal" in your project and add your client to the subproject
In the subproject, list out key milestones or activities that the client will want to know of. It’s best to involve the client in this step
As the project progresses, make sure to mark activities as complete and attach photos so your client will get notifications as milestones are reached
However you break it down, using subprojects to manage your projects will undoubtedly make life easier for yourself and your team. Keep everyone focused on their tasks and avoid any confusion by distributing relevant information to the right people. Your clients will also be able to get live updates on the project without having to sift through any cumbersome details.
Why wait to take your project planning up a notch and get your projects running smoothly? Level is free until August 1, 2020, so don’t miss out! If you have any questions or feedback, feel free to contact us.
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