Being a Project Manager means that you are responsible for projects being successfully done and delivered. You are the epicenter of Project Management and all project details ends up at your desk. WorkBook supports the Project Manager enormously and here’s a list of the most important tools that will help you accomplish your job successfully every day.
Price Quotes and Approved Costs
It’s really easy to create great looking price quotes for every job. The easiest way is to create a new price quote based on a template. You can have as many templates as you wish, and when you copy from a template, the template itself will also act as a checklist for what activities/roles that needs to be involved in solving the job.
The activities can be grouped in phases allowing you to consider a work breakdown structure even before you have done the time plan.
We know that you want to be in control in exactly what details are to be visible for the client when you send the quote as a pdf by email. That’s why you can control layout and level of detail on every price quote, before sending it to your client.
Time Plan and Tasks
WorkBook help you do a perfect time plan for your project. As with price quotes you are able to use templates to kick off your plan. Speaking about price quotes… you already done a work breakdown structure, so another key feature is the ability to copy the price quote phases, activities and estimated hours to your time plan. That will save you a bunch of time and you only need to consider the task start and end date and who are to work on the tasks. It’s so simple.
If you have added the Customer Portal module you can even share the time plan online with your client and allow them to see the progress on each task, upload/download files and collaborate.
Back in the days the project briefing were kept in the job bag along with all other important project files. The job bag traveled through the organization until the job was done.
The concept today remains the same, just digitally. The job contains all of the information and all users with access can see the information. The briefing is the single most important document which is why the briefing can be uploaded on the job and viewed by the team.
Collaboration & Notifications
Collaboration with clients and team members is a central part of WorkBook. Being able to share knowledge is key to get the right information at the right time. Allowing people to post comments to tasks, files and the job as a whole is a great way to share knowledge. When somebody is posting a comment you’ll be notified through the system and in your inbox.
It’s fair to say that having a project management system that doesn’t warn you when something needs your attention, is a bad system. With WorkBook there are several warnings that can be enabled. For example you’ll be notified if project costs are 80% of the price quote total or if a task exceeds deadline. Also, if you are approving supplier invoices, the actual invoice can be scanned and send digitally for your approval.