I'm new and have never used project management software so I have LOTS of questions. I hope you'll be patient with me...

I've been exploring some of the software solutions suggested by members here and I'm a bit confused.

I thought that with this type of software you could set up a client then a list of all projects done for that client. For example:

Acme Rockets is the client and they want me to build a new rocket for the Coyote to catch the Roadrunner.

Within a PM software program I would expect that I could set up an account for Acme Rockets with their billing address, contact name and info etc.

Then under that client name list the various projects - in this case building a rocket for the Coyote.

Under the rocket building project I would list the individual tasks like finding a rusty shopping cart for a launching platform. I could assign due dates for these individual tasks and keep track of the time I spend doing these tasks.

Am I understanding how all of this works?

If so, is there a program that works like this? If an open source program is available I'm willing to install it on my server.

What do YOU use and how do you manage your clients and their projects with PM software?

Gee, I know that's a lot of questions but I do need someone to explain this to me like I'm a 4 year old.

Thanks, Barbara

You have a very good understanding on using project management software to track the status and progress for individual projects.

Most of the project management software I've used in the past allows the administrator (that would be you) to assign different levels of project access to individuals. For example, you have an over all project called "All My Projects." Then you set up a sub-project, called Acme Rockets.

In the sub-project Acme Rockets you would list all the activities that need to be completed to build the new rocket such as finding the rusty shopping cart, and you could also maintain project documents and client information within that sub-project. You can then assign limited access to your Acme Rockets client where they can only see that particular project and not have access to your "All My Projects" information.

There are all types of project management software available with different bells and whistles and different price points. Since you've never used this type of software before, I would recommend setting up a free Ace Project account and then just play around. Sometimes that's the easiest way to learn a new program.

Best wishes in your business.

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Jayme Hanson
Your Virtual Assistant Solution

Thanks Jayme!

There are so very many project management programs that it does get confusing (Gantt charts, timelines, gizmos and doo-dads). I kind of figured that I has the gist of things but each program seems to have a slightly different approach.

I suppose you are right though and I will take your suggestion and take a free trial out for a spin.

Thanks again, Barbara

I have recently done quite an extensive search for Project Management software for a client. I believe HyperOffice will be the clients choice because it has a full email client. I however, for my VA business, use a difference PM program.

I use Intervals http://www.myintervals.com/. This is a reasonable priced SaaS solution with GREAT reporting capabilities. You can report time and subtotal based on project or task. (Subtotaling by task is a rare feature to find.) It also has an invoicing feature which is quite nice. Additionally it allows my clients to access a large variety of information and email tasks directly to the project management system. The software is priced per project, not per user. Therefore I setup a project for each client and use tasks and milestones to track workflow.

Another good PM program is WORKetc http://www.worketc.com/. I previously used this system. It has some great features. I switched to Intervals from WORKetc due to the wider rage of access my clients have on Intervals. (WORKetc does not allow a client user to see or respond to tasks. A deal killer for me.)

For me the biggest disadvantage to most of the other Project Management programs out there is the time tracking and time reporting interface. Most other programs only allow one enter per tasks per day. Therefore if you work on the same task several times in a single day for a particular client, then you have to manually add to the tasks time each time you make and entry.

For example: Scheduling task. I have a task called scheduling for a client. I may log time scheduling 4 to 5 times a day for this client and I input my time each time I preform this task. With other programs I would need to go to the "timesheet" and manually change the number of hours logged for this task each time I preform the task. With Intervals or WORKetc, I launch the time input pop-up, enter my time, choose a project and task and submit. (WORKetc also has a nice desktop timer.) The time is now logged and will show up individually if needed in a report. (Nice for those clients who want to see the details of how you spent your time.)

Another feature I like with Intervals is that I can log time as a decimal (0.25 hours) or as minutes (0:15). The program recognizes either type of input. If you enter it as hours and minutes, it will automatically convert it to decimal numbers.

Just my two cents.

Good luck in your PM search, they are a great resource for a VA. I know my PM program is an important part of my daily business.

Julie

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Julie | Virtual Resource Services, Inc (VRSI)
http://www.vrsioffice.com

I use Basecamp for project management with clients and with my subcontractors. It does all the things you mentioned in your list but there's a fee associated with it. In my opinion the fee is worth it because you can also upload files to share there and have running threads of messages. Only certain types of accounts also come with time tracking.

I believe they also have a free version if you wanted to sign up and play around with it but just keep in mind that it may not have all the features available without a paid account.

I've tried others and much prefer Basecamp. Plus, it's pretty reasonably priced. I then track time separately using Paymo which is a free program and allows for turning it on and off at different intervals, tracks by client and by task and lets you run reports.

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Kimberly
Facebook Marketing Magic!