Keeping track of every project in your company is essential. Without an effective system it is almost impossible. So the question is, how do you implement a system that works for you?

First, you need to know how jobs move throughout your company. Track the departments and people are involved in any or all aspects of the project.  Notice how much time they need for their parts and plan accordingly.

Second, once you have a basic understanding of the route a job takes, determine what information usually gets lost along the way. Are people ignorant of the budget constraints or do they simply ignore them? Does one person sit on a project for days on end delaying the entire timeline? Do your departments operate as silos and lose perspective of the client’s expectations?

Third, now that you understand where things go off track, you can employ an effective – and efficient – project management system. Your system can be as simple as a project routing folder that moves from person to person as the job progresses. Or you can find numerous web-based and desktop applications that help you keep track of everything from budgets to deadlines to accounting.

At Talk, we use Workamajig. And as Traffic Manager, I initiate each project, assign tasks, create deadlines, estimate expenses, create POs, purchase media, pay vendors, and invoice clients. I can track completion of tasks and closely monitor budgets to make sure projects don’t get lost in the fray.

No matter what system you decide on, make sure it works for you. When projects are running smoothly, you can save considerable time and money. Not to mention a lot frustration.