Manage Team Projects With the Help of Runrun.it and Zapier
It's easy to be optimistic at the beginning of the project, when the deadline's far away and nothing's fallen behind yet. But arbitrary deadlines aren't realistic if they're just chosen at random, without considering how much time each item will take to complete.
That'd be hard to calculate by hand, so Runrun.it helps simplify things by automatically estimating delivery dates—not due dates—for your tasks and projects. It starts out projects, with a description, project type, the people responsible, and a start date. Jump over to your admin settings, and set the types of tasks your team will be working on—along with the estimated number of hours those tasks will take to complete.
Now, add tasks to the project, and set the person responsible for the task and the task type. Runrun.it will take the start date, each person's schedule, and the estimated time the task will take to complete, and it'll estimate the task and project completion time based on those factors. The estimated date might not be as quick as you'd like, but it'll be far more realistic than a due date you pick at random.
Your first estimates will be off, but that's fine—you can tweak things over time. Each task includes time tracking, so employees can mark that they're currently working on a task, and Runrun.it will log the working hours they spend on it, automatically stopping the clock this evening and re-starting it tomorrow morning. Once they've finished a task, Runrun.it can update the project estimates based on the time that task required—and you can update your task time estimates over time based on how long your team usually takes on those tasks.
Sometimes, the real backlog will be that there's so many things going on, your team can't focus on this project as much as you might have wanted. Runrun.it shows you exactly what each team member is currently working on—in a report, or a TV dashboard for your whole office—and what's in their backlog, for a quick way to see what's holding you back. You could then perhaps reassign tasks, and see your project estimated delivery move up automatically.
Runrun.it helps you keep track of where everyone stands on their work, with far more detail than you'd get with a regular to-do list. And if you need more details, there's the Twitter-like Bulletin where everyone can post status updates about their work, complete with replies and like buttons.
For keeping track of the time you spend on work, the Timesheet button is a handy way to glance back at your workweek. Or, for more detailed look at projects, Runrun.it's reports can give you a traditional Gantt chart of your project—created from its auto-generated delivery dates. There's also graphs of the types of tasks that eat up your team's time the most, hour logs for each project and client, and spreadsheet reports for further analysis.
If you're trying to figure out what's bottlenecking your projects, or just want a better way to estimate your delivery dates, Runrun.it is a smart way to manage your projects. Instead of choosing due dates for every task, you'll be able to see a more realistic estimate of your team's time needs before you ever break ground on the new project.