Effective Project Work Management: Coordinating Tasks, Teams, and Documentation

Project Management: From Planning to Completion

Project management is a broad field that covers everything from initial planning to project completion. By nature, managing and coordinating project tasks is highly dynamic—throughout the project lifecycle, extensive communication occurs within the team, and the project manager must be able to adapt, address issues on the go, and make informed decisions about the best course of action. To do this effectively, having a clear overview of project progress is essential.

Whether you're an experienced project manager or handling your first project, having well-organized and transparent information is crucial for success.

What is Project Management and Why is it Important?

• At its core, project management is about coordinating people, processes, activities, and tasks efficiently to achieve project goals.

Project Management Methodology

• A project management methodology is a set of rules, principles, and processes that guide project execution.
• Methodologies may sound rigid, but they actually provide room for innovation and flexibility! Many teams and companies use a hybrid approach, rather than sticking strictly to one framework. Regardless of the method you choose, it should help create a culture of transparency and effective collaboration.

Key Roles in a Project Team

Every project starts with defining roles and responsibilities. Having clarity on who does what ensures smooth execution and helps meet deadlines. Common project roles include:

• Project Manager: Oversees the entire project and is responsible for its success.
• Project Sponsor: A senior manager who supports the project and closely collaborates with the project manager.
• Team Members: Individuals actively working on project tasks.
• Suppliers/Vendors: External partners providing goods or services for the project.
• Stakeholders: People who have an interest in the project, categorized as:
• Primary stakeholders: Those actively involved in the work.
• Secondary stakeholders: Participants in meetings with limited involvement.
• General stakeholders: Informed about the project but not actively engaged.
• Client: The end recipient of the project (if it’s an external project).
• Use this structure to clearly define roles and responsibilities within your team.

Managing Project Execution

During a project, you frequently deal with team communication, incomplete documentation, and unclear meeting outcomes that often go unrecorded. Keeping key project information centralized helps maintain organization and clarity.

Once a project is planned, active management involves:

• Assigning and coordinating tasks and activities.
• Keeping records of meetings, discussions, and decisions.
• Sharing project documentation across the team.
• Coordinating external vendors and subcontractors, ensuring smooth collaboration.

A structured approach ensures that all project elements remain organized, trackable, and efficient.

• What percentage of the project is completed (this is created as a task package)
• Who is responsible for it
• Project description
• Start and end date
• A list of tasks that are assigned to the project, with the ability to click through them and view details
• The full conversation between the responsible person and the followers about the progress of the task

Of course, you can intervene in the execution of projects at any time with comments.

Keep up-to-date on the status of tasks

Aptien allows you to keep track of all the tasks in your business, all the way through their execution - from creation to completion. To do this, you will have information on the status of the task (new, distributed, completed) at all times, including the percentage to which the task is completed.

You will also be able to:

• Upload files as attachments directly to individual tasks
• Add tags to make it easier to find the task
• Update the completion status by indicating the percentage to which the task is completed
• Add colleagues who should know about the task as followers
• And much more

Your task list will only be in one single place, but what's more, it will always be up to date.

With Aptien, you'll never forget what you promised a colleague

Any user can easily create a task for you. You will then automatically see it in your tasks in the "new" section (if you are marked as the responsible person) or in the "following" section (if you are only marked as watching). You will of course receive a notification (a bell in the top bar) that you have received a task . You can find all your notifications in the "Inbox" tab in the side menu. In the case that you have enabled email notifications, you will receive a notification of a newly created task to the email address you entered.

View tasks on the timeline

In your calendar (in the side menu) you will see all the tasks in which you are set as the responsible person.

Let your colleagues know how you're doing 

The moment you start a task or project, move it from the "new" section to the "doing" section, you can even tell how much of the task or project is completed. This avoids emails asking about the status of any of your tasks or projects.

So what will change if I start using Aptien for project management?

Say NO to the valuable information you've lost in your emails about the progress of tasks and projects. Either in your own emails or in emails from colleagues that they sent to each other during projects and tasks. Simply keep all communications related to one project or task in one place.

You'll enjoy a constant, complete overview of the status of the projects and tasks you're involved in.

Streamline your work by digitizing your task list, which can be completed and tracked by other selected colleagues.

You'll make it easier to collaborate with your colleagues by bringing all the undertakings around projects and tasks directly to them - in their Aptien overview.