Project Management Tools and Techniques
A project manager often uses multiple tools and techniques during a project. For effective implentation, a project manager must know when to use the correct tool and technique for the right reasons. Consider that several different tools and methods can be applied throughout the various project management processes.
Data Gathering tools and techniques are utilized when a project manager needs to solicit input from project stakeholders. A project manager can rely on one or more of the following:
Market Research
Benchmarking
Questionnaires and Surveys
Interviews
Checklists
Brainstorming
Prompt Lists
Data Analysis tools and techniques are used when a project manager needs to do any in-depth analysis. A project manager can choose from the following:
Cost-Benefit Analysis
Alternatives Analysis
Document Analysis
What-If Analysis
Trend Analysis
Root Cause Analysis
Simulation
Performance Reviews
SWOT Analysis
Earned Value Analysis
Assumptions and Constraints
Variance Analysis
Data Representation tools and techniques are utilized when a project manager gathers and generates data from various sources for different purposes. Most likely, a project manager can communicate this data to other project stakeholders via these data representation methods:
Text-Oriented Formats
Affinity Diagrams
Stakeholder Mappings and Representation
Cause-and-Effect Diagrams
Stakeholder Engagement Assessment Matrices (learn more click here)
Scatter Diagrams
Mind Mapping
Flow Charts
Logical Data Models
Matrix Diagrams and Charts
Histograms
Probability and Impact Matrices
Control Charts
Hierarchical Charts
Decision-Making tools and techniques are frequently used by the project manager to aid them in decision making often with the assistance of the project team:
Voting
Multi-Criteria Decision Analysis
Communication tools and techniques are utilized when a project manager communicates with various stakeholders, which is a vital part of his role. A project manager can communicate by using the following methods:
Meeting Management
Communication Methods (learn more Effective Project Communications)
Presentations
Feedback
Communication Technology
Active Listening
Interpersonal and Team Skills are another essential part of a project manager's success. The following tools and techniques are vital for a project manager to keep in his tool kit:
Negotiation (learn more The Five Negotiation Styles and Negotiating Basics (part 11) - Body Language)
Conflict Management
Motivation (learn more Motivational Quotes for Project Managers and Everyone Else (part 1 of 3)
Team Building (learn more Developing the Project Team)
Facilitation
Emotional Intelligence
Observation and Conversation
Political Awareness
Leading (learn more Project Management Leadership Styles)
Decision Making
Influencing
Cultural Awareness
Estimating tools and techniques are essential for a project manager to use when he is leading estimating efforts for many aspects of the project, including making estimates for the schedule, costs, and resources:
Expert Judgment
Bottom-Up Estimating
Analogous Estimating
Top-Down Estimating
Project Management Information System (PMIS) is part of an organization’s project management information systems, which is part of its enterprise environmental factors (learn more What Are EEFs?) The PMIS includes automatic tools such as:
Scheduling Software
Configuration Management System
Shared Workspaces for Storage Distribution
Work Authorization Software
Time Tracking Software
Procurement Management Software
Repositories for Historical Information
Expert Judgement is used to solicit expert information from industry consultants during a project. Expert Judgement is critical during the planning project management processes.
Meetings are an effective way to get input or feedback from different people affected by the project. But organizations often overuse meetings. The project manager is responsible for scheduling meetings, selecting who should attend them, and determining if there is a more efficient way to achieve the meeting's objective.
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