Unit 13: Planning and Conceptualizing the ICT Project

Lesson 4: Managing Tasks Using Online

Project Management Tool
Contents

Engage 1
Introduction 1
Objectives 2

Explore 2

Explain and Elaborate 4

Managing Tasks 4

Extend 8
Activity 1 8
Activity 2 9

Evaluate 10

Wrap Up 14

Bibliography 14
Unit 13.4: Managing Tasks Using Online Project Management Tool

Engage

Introduction

Fig 1. A discussion between teammates

There are members in a group with different personalities. Different members have
different roles depending on their capabilities. No role is big or small. The tasks assigned to
them showcase their expertise and other potentials. Every task in the process of project
making is essential. Therefore, these tasks must be organized appropriately. It is imperative
to give equal treatment to each group member's roles and tasks to help make a positive
impact on the overall project. It will also help promote peaceful relationships among group
members and a desirable ambiance over the work environment.

What roles are usually assigned to you in school activities? What are the usual tasks you do
in collaborative works? Why do you think your group members decided to assign you that
role and task?

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Objectives

In this lesson, you should be able to do the following:

● Explain the importance of managing tasks.

● Compare the different types of software often associated with project management
software.
● Use the appropriate project management tool to solve a problem.

DepEd Competency

Identify a local or regional cause or issue for Social Change related to specific professional
tracks that can be addressed or tackled using an ICT Project for Social Change.
(CS_ICT11/12-ICTPT-IIm-p16)

Explore

15 minutes

Assigning appropriate roles within the group is crucial in planning a project. Various roles
would fit each member. For this activity, give three roles of group members present in a
collaborative work either in school or in other fields. Write down on the table provided why
you think it is important for a group to have that specific role.

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Roles Importance in a Group

Guide Questions

1. How did you come up with your given roles?

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2. What do you think is the most important role in a group when planning? Why?

3. What would happen if tasks are not properly assigned? How would that affect the
project?

Explain and Elaborate

Managing Tasks

In a project, there are many tasks that need to be accomplished. Once these tasks are
assigned to their designated group member, they are expected to manage these tasks. The
same can be said for the group's superior and sponsors who have to know everything that is
happening in the project.

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Unit 13.4: Managing Tasks Using Online Project Management Tool

Organizing tasks helps an individual to become more productive. Being productive is

different from being busy. When an individual manages tasks correctly, that person is
reducing work time while improving the quality of the work.

Some people may have a hard time balancing tasks at first but constant practice will help.
The following are some tips in managing tasks effectively:

● Set aside time for personal stuff. When many tasks need to be accomplished, you
might feel burned out and lose some willpower to do it. Create a schedule of these
tasks outside the workplace. This step will help you to focus and gain a fresh
perspective.
● Prioritize your tasks. Determine which tasks you need to accomplish first. Your
priority tasks on your schedule should be the most important that will have the most
impact on other activities when not finished right away.
● Put a time limit and deadline on each task. Every task should have a maximum
time limit or due date. This step will help you to decide how much time you should be
doing a task.
● Evaluate your tasks regularly. Always assess and keep track of your progress.
Determine whether you are productive or not. Reflect on this and make changes if
needed.

Using Online Project Management Tool

It is hard to rely on human memory when dealing with a lot of information when managing
a project. Therefore, to help with this concern, project management tools can be used.

Project management tools are online systems made for working and collaborating on a
project. It helps organize and manage tasks effectively. It is an avenue to have a shared
understanding among group members about what is happening with and the progress of
the project.

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The difference of project management tools from other types of management tools is that it
is specific for projects and tasks assignments. These tools provide an overview of all the
details and progress of the project.

Using these tools would give some of the following benefits:

● faster collaboration with members
● easier assignment of tasks
● accurate tracking of productivity
● bigger data storage
● effortless communication within the group
● safer file sharing
● simpler recording of time
● automated invoicing
● quicker reporting of progress

Project management tools are sometimes referred to as project management software

which can be purchased or used free of charge online. It can be desktop-based or
cloud-based applications. ProofHub, Scoro, Workzone, Zoho Projects, and GanttProject
are some examples of this software.

A useful project management tool should address and handle common problems
encountered by the group affecting the completion of a project. Most project management
tools are customizable based on the project's goals to fit a group's diverse needs. The typical
features of these tools include the following:
● Planning
It helps arrange and schedule tasks within the group with the help of folders,
templates, and others.
● Collaborating
It helps to communicate with group members like assigning tasks and giving
comments.
● Documenting
It helps to create, edit, and store files needed in the project.

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● Evaluating
It helps assess the productivity and progress of the group through management
reports.

What features of project management software

do you need to manage your ICT project?

When looking for project management software, one may come across some software that
has the same functions with slightly different features. These are often associated with
project management software such as the following:

● Collaboration Software
The difference of a collaboration software from a project management software is
the wide range of services for communicating like video conference calls. Although
collaboration is still happening in project management software, it is limited and is
more specific to working only on the tasks of the project.
● Workflow Software
Both project management software and workflow software help the group identify
what tasks need to be done and allot time on when to do them. This kind of software
is more flexible than a project management software because it allows the users to
decide on how an individual would use a particular tool.
● Task Management Software
Most project management software has task management features; however, you
can also get a standalone task management software. With this, one can assign tasks
that are not necessarily part of the larger picture of the project. It is normally used
for a small group.

Which type of software is most suitable to your

needs? Which software do you need the most to
complete your project?

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Extend

Activity 1

Research about some examples of online project management tools. Choose one software
and discuss its availability (desktop-based or cloud-based, free or not) and its features.
Provide necessary information about it by filling out the table below.

Software

Availability

Features

Guide

There are numerous project management tools available online. It can be

downloadable or accessed through the cloud. Some are free, while others are not.
Make sure that the chosen software is made specifically for projects.

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Activity 2

State the similarities and differences of the software that are often associated with project
management using the Venn diagram.

Collaboration Software Workflow Software

Task Management Software

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Guide

A Venn diagram helps compare and contrast two or more information. Write the
similarities in the overlapping part of the circle. Write the differences in the parts of
the circle that do not overlap.

Evaluate

A. Answer the question completely in your own words.

1. What are project management tools?

2. What do you think is the most important feature a project management software
should have? Why?

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3. Why is it essential to use online project management tools when planning and
managing tasks?

4. What is the possible downside of using online project management tools when planning
and managing tasks?

5. What do you think would happen if there are no project management tools available?

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B. Read the statement carefully. Identify how project

management software helps solve the given problems.

1. Dale and his team are working on an important project when a pandemic occurs.
Because of this, they cannot go to their workplace. How can project management
software help them to make some progress on their project while working from home?

2. A group of environmental advocates wants to promote zero waste management. How

can project management software help them to reduce printed documents or not use
any paper at all?

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3. The CEO of a company wants to track down the time spent by all the members of a
group working on an educational project. How can project management software help
him with his goal?

4. A world wide campaign for nutrition of the youth has a high volume of data. How can
project management software help the team working on this project with their data
storage concerns?

5. Marife is the group leader of an on-going project in the Philippines. However, she was
sent to a one-month training in Canada. How can project management software help
her to still work with her group mates while far away from them?

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Wrap Up

___________________________________________________________________________________________

● Managing and organizing tasks help the group become more productive and
positively impacts the project.

● Project management tools are online systems made for working and collaborating
specifically on a project. These are sometimes referred to as project management
software that is available online.

● Some software associated with project management are Collaboration Software,

Workflow Software, and Task Management Software.

___________________________________________________________________________________________

Bibliography

Duffy, Jill. “The Best Project Management Software for 2020.” PCMAG. December 18, 2019.
Accessed June 28, 2020 from
https://www.pcmag.com/picks/the-best-project-management-software

Jesnoewski, Amanda. “Why task management is more important than time management.”
Smart Company. Accessed June 28, 2020 from
https://www.smartcompany.com.au/startupsmart/advice/leadership-advice/startups
mart-leadership/why-task-management-is-more-important-than-time-management/

Karapetyan, Asya. “10 useful tools for that every Project Manager should know about.”
Stakeholdermap. Accessed June 28, 2020 from
https://www.stakeholdermap.com/project-management/10-useful-project-managem
ent-tools.html

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Kashyap, Vartika. “52 Best Project Management Tools & Softwares for 2020.” Proofhub.
Accessed June 28, 2020 from
https://www.proofhub.com/articles/top-project-management-tools-list

“What Are Project Management Tools?” Wrike. Accessed June 28, 2020 from
https://www.wrike.com/project-management-guide/faq/what-are-project-manageme
nt-tools/

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