A few days ago we spoke about managing small projects with Zyncro and some of you asked us how to do the same with larger projects. Such as if we work with PMI, PRINCE2 or any other methodology, Zyncro offers us a whole series of tools that will help us achieve a more efficient Project management. The main advantages can be summarized as follows:
A Project = A group. Within Zyncro and accessible via the web, we can find the documents we are generating in a centralized manner, along with the people involved in the project and any news and comments regarding the activity of the project.
Open and secure environment. All of the project documentation is accessible via the web in a secure and confidential manner. All of the project members need a password to gain access and communications are coded at all times by means of SSL. It is a good solution when we have people working for example, at a client location without access to our company’s corporate network.
Access for clients. There are two ways in which we can grant a client Access to specific project documentation: via user and password or directly via a coded zlink. This way, a public documentation area can be created and our clients can access this in a fast and convenient manner.
Meetings and task management. Within the same project, (in Zyncro this is a group), we can centralize all the meeting notes as well as the tasks derived from them. This function is ideal for your project to ensure things get done
A less complicated ISO-9001. Thanks to the automatic auto-version system and the version history, the time needed for generation and maintenance of the documents is drastically reduced. The author history, changes and renaming of documents is done by Zyncro itself.
Email Integration. We can configure the way we want to receive notifications and reminders via email. There are various options: publishing new versions of documents, news, comments and group activity. When answering an email related to a document or news item, a line is automatically added to the project comments.
Searching for something was never this easy. By entering the name of a person, the title or a keyword, we can obtain the results in a clear and concise manner, grouped as messages, files, groups and people. Zyncro is capable of finding results within MS Office, OpenOffice, PDFs and TXTs documents.
And all this in 10 minutes. It doesn’t matter if you are not a Zyncro user. In less than 5 minutes, you can get your account and in another 5, you can create your project, folder structure, project members, have added logos and favourite colors and be operative online.
How do we do this in Zyncro?
Firstly. we create the project and assign the people that will form part of it:
1. We go to “Files and Groups” then to “Create a new group”.
2. We add the group details and select the members of the project team who will have access. We will add the clients later.
3. The next step consists of creating the project folders using “Files and Groups” and “New folder”. For example, if we follow in the footsteps of PMBOK®, a good way to organize directories could be:
From here, we can then start to work on the project as normal, generating the corresponding documentation in each of the folders. For each new version generated, the author will be able to add comments at the same time as other members of the group, complementing these with their contributions as long as they have permission to do so.
Another aspect to bear in mind is the possibility to follow up on the project by using the minutes management and allocation of tasks system with the project team members.
How can my customers access the project documentation?
We have two options: the first consists in identifying the project folder that contains the information we want our client to access (in the previous example it could be “03.Execution”), then, we should create a zlink to that folder (“Generate Zlink” icon –the chain- on the right of the folder name) and send it to the client using email or instant messaging. In this way, the client will have access to the contents of this folder in read-only mode without needing to be a Zyncro user and will be able to download the latest published versions.
Another option is to invite our clients to become part of Zyncro, this way we can invite them to become part of the project as a member. Generally, we will be creating two projects (groups), an internal one and a public one (where our client will be), this way the restricted or private documents (quotes, hours registers, etc) continue to be accessible by ourselves only.
As Zyncro’s CTO, I use all these functions everyday and recommend this solution for Project Managers within any sector.