08 Feb 2023

Why project management helps bring visual solutions to life


Every business has a certain schedule and rules to execute a task, or a project. Growing a business requires a lot of planning and good management in all aspects.

In this post we are first looking into the history of project management, when it dates and following with key information about project management concept, advantages, how to apply into a certain project and how it helps on enhancing visuals.

The history of project management

In the early 1900s project management emerged from the convergence of various different kinds of engineering, although the tools of modern project management began emerging in the early 1950s. During those days projects began becoming recognisable techniquesâ€&rdquolmost often used in engineering projects. The Project Management Institute was created in 1968 officially and acted in defining and establishing project management during the following decade.

What is Project Management & What are the Benefits?

Many companies have their own project management processes that do not include all the project managers. In most cases formal project management will have not always been a priority for a project manager in the team. But you are now having trouble staying organized and working in teams.

Maybe some of you wonder if there are people in your organisation who want project management but only based upon the work of dedicated team members, right? Many people ask me why is project management essential? Project management has an influence on every aspect of an organization.

Unlike the traditional work-management method, it also includes arranging birthday parties at home and shopping from a grocery checklist. Managing projects can also be quite daunting. It is required to understand project management, schedule, reporting tracking and the values that project management brings to a company.

Why is project management important?

Tell me about the value of managing projects? It is one of the most interesting questions asked by clients. The question is: “Why don't we let our team know about our project? They wonder why the project managers need so much work and the staff have no idea why the project management is necessary.

How do project managers work effectively and efficiently? The reality is that managing project inefficiently leads to low project performance.

Why do we use project management?

Project management is an activity which uses a number of techniques to develop and manage various project within particular parameters. This is a great way to control a project's flow in a timely manner.

Project management benefits everyone, not just one part of a project. Project Management involves delivering an output which can impact the organisation in a positive manner.

Lets breakdown all the aspect of an organization that project management would make a change:

Better communication

It's not uncommon for a project that falls under some circumstances to get into trouble unless the manager considers its project plan as required to meet it in a timely manner. This only causes conflicts and misunderstanding, ultimately resulting in a failed plan.

A well managed project streamlines communications among teams and keeps everyone at the same level. Effective project management minimizes complexity by collaborating with multiple departments during the project process. This also encourages more transparency and provides accountability to all the participants in the program.

Better project planning

It can be considered the most important aspect of the project manager and determines the outcome. When you are setting your expectations on what you want the project to achieve, you are more confident about the quality of the project.

The project would be ruined by lack of realistic budgets or unrealistic deadlines and expectations. Without effective project management teams could start developing projects indefinitely. When the project's participants understand their objectives, the process goes smoothly. The battle will be won by starting your project right.

Brings in more productivity

Project management and planning focus on efficient and productive working practices. Businesses want to achieve everything as quickly as possible. Unproductive employees can be deadly for the corporation and the clients.

These circumstances have detrimental impacts on project effectiveness. The correct project manager will help companies overcome a wide variety of productivity problems while giving employees the ability to perform the most effective work in all aspects of the project, from plan to execution until completion.

Save time and money

Probably the most important task of a company is efficient money management. The best way to accomplish these objectives is project management. Teamwork should ensure timely completion with proper preparation.

During the planning stage, and during deadlines, project management will outline your overall plan. It lists what happens so you can efficiently allocate resources and prepare for emergencies to avoid delays as well as costs.

Efficient planning

When everyone knows who worked when and how it improves planning and improves efficiency. It helps clarify duties, simplifies processes and evaluates risk.

So there are many reasons project management can be useful because without a well-planned and clear plan, the business might be vulnerable. Give us your vision and create a great plan! Join ProofHub now!

Better decision making

Once you see how your project has progressed and you're observing every detail, you can start making quick, efficient decisions.

Project management helps you understand how you work and where the resources are spent. Project management is important as it enables you to find problems early and avoid bottlenecks.

Continual monitoring

Continuous monitoring ensures that projects are running at the original plan and it is important to ensure that this is done properly. Project managers have an advantage over others because they allow for identification of projects that start to drift from the intended direction.

Effective leadership

Good project managers require leadership skills. A good visionary will have the ability to lead the team properly. The leaders should be motivated to lead the team and lead the team. Therefore project management is essential for a successful leader.

Maximum resource utilization

Regardless of the complexity of a project, inappropriate use of materials can cause serious harm. Using the proper project management technique is an essential skill. In terms of size, small and medium projects can work best in an agile manner, while large projects work best using a conventional project management approach.

A great project management has become one of the most data intensive business activities. Throughout the day, project managers can collect, manipulate and transform hundreds of data points for each individual project.

This data includes labor estimates, capital and operations costs, task lists, performance measures calendars, cost-benefit analysis worksheets, risk profiles and trends data. As mentioned above project management can help in any industry or sector and so for visual solutions.

First lets understand what we mean by visuals.

The concept of data visualization

Globally, the environment becomes increasingly complex and connected at nearly inexplicable rates. Often the critical byproduct is an innocuous phenomenon referred to as big data. The “information” is generated in continuous ways that increase exponentially as the second passes.

Raw information alone cannot function in a context. When data is collected, stored, extracted and then presented to the right perspective or a given query, they become an invaluable resource for society's future.

Visual thinking tools for project management

Visualizing the data is useful in facilitating understanding and ensuring the management of multiple data sources in a single project - a complex problem. Visual thinking also facilitates the concept development process and helps foster the development and use of common language.

While a small portion of the available visual thinking tools are useful in the application of project management practices, the following exhibits a sample mind map.

Why visual project management matters?

It's much easier to talk about complicated concepts in graphs than to talk about just one paragraph. That was always true, but today we can get more accurate and easy to understand data using modern technologies.

Visual communication is trending higher for any format. Alexa said YouTube had the second-highest traffic on a mobile website, with users spending more than 30 seconds every day on it.

Visual planning tools

When planning your projects, think of ways of using a project management methodology and how to communicate it to other teams. Many project managers copy milestone dates and track progress from their Gantt diagrams into their work report or in tables.

Consider using the roll-off timeline instead. Create a visual plan based on milestone tracking that only shows milestone milestones. Graphic representation of a project schedule provides better tools for communicating work in fewer steps. Moreover, the entire project story is shown on the page, with the focus on the major stages of the project.

Some project management tools are:

Mindmaps and conceptual graphics

Generally mindmaps software is aimed at creative sessions and process flows. Do projects need documents for completion? In projects where the requirements are clearly outlined in advance it is likely several pages with notes detailing the process.

A mind map does not eliminate the need for detail if the team does not have the necessary documentation to communicate it. Is it possible to create an outline mind map to help you find your requirements? Conceptual graphic design provides an alternative method of displaying the complex projects structure on simple diagrams.


Dashboards can be used for project reporting. The great thing about enterprise software is that it allows customization of the report and your dashboards are able to represent the key issues that your stakeholders are analyzing.

It is possible for you to keep sharing data even when you do not have a dashboard. Print in PDF and share the files with others by e-mail or take a photo in your dashboard and share. Get information out there and go for what works.

Drawing and mind mapping tools

This important for project management because most stakeholder interaction requires having simple, graphical presentations in a simple way.


Photographs can be employed for various purposes, even when the result is less photogenic for photography. Another consequence of the social internet is spilling onto our work environment is the desire by users to be closer to their creators. Sharing photos of teamwork at work can really enhance project authenticity and increase engagement.


Creating and sharing summarised videos will help others understand their true purpose and provide a quick overview of the progress of the delivered goods. Give the videos to your meetings. What you want the most to accomplish is to find the right communication method to fit the context.

How to set up a project management plan to bring visuals to life:

Project management process

Every project differs somewhat depending on your work and your team members desire for collaboration. However the project management process typically includes 5 major project phases namely project initiation and implementation.

During the first stage of your project planning, your project team will be assembled to define a strategic alignment for the project scope. A project roadmap can be created depending upon complexity and size of project.

The development of the plan. Project planning involves identifying a project's goals and establishing how it is to achieve its goals. Project phases are essential for successful project management.

Types of project management

The project management system helps the team keep a complete record of work done to meet the project requirements. There are also other types and methodologies that are a common approach to project management e.g: agile project management.

Agile project management combines lean project management with streamlined development processes. In Agile, teams are interested in continuous improvement, flexible reaction to change, and iterative processes.


A project could have dependencies which arise as a result of the failure to complete the task before the task has started. If your job involves many dependent variables, then you may want Gantt chart-like visualizations to visualize the work on the project's timeline.

FAQ: What about projects that are ongoing?

A good solution is working on projects with a work management system. Although project management is a part of the work management process, work management is designed for teams to manage both discrete projects and processes without starting or ending dates.

Core components and key terms

There are no clear checklists to manage each component. The major reason is that project management varies from different teams and from project manager to manager, where each has its own components, process, and structure.

Resource management plan

A resource manager plan is a plan for how you plan to allocate resources for employees, bandwidth or equipment. Created resource planning plans can assist in managing, setting strategic goals and scheduling team resources to maximize the available time for your team project.

Project risk

Project risk is everything that can fail on a particular project if it goes over budget. Project risk management refers to identifying risk and prevention before beginning the project. These involve the development of the risk registers.

Project scope

During planning, your scope includes the size limitations, budgets and goals of your project. Knowing your project delivery timelines can reduce scope creep that happens when projects deliverables exceed your project scope.

key Milestones

Milestone points are checkpoints indicating the completion of an area of work or creation of another bucket of work. Unlike deliverables representing products and results, milestones are moments in time.


The deliverable is a set amount of material you'll have completed before a deadline. Deliverables might include branded advertisements and new features to promote new products.

Progress and status updates

As part of managing a project you must send progress report information to project stakeholders. Creating good reports improves cross-functional visibility and collaboration. Also setting up achievable deadlines will help to not disappoint any client.

Smart project goals

Almost all projects have some kind of target. As you outline the project goal, you need a clear metric framework that helps you measure project success accurately.

key Stakeholders

Project stakeholders include any participant on your project. Often it is interfunctional teams, or a leadership team member.

Project plan

Project plans are blueprints of what a team needs to achieve for success in meeting their project objectives.


Most projects follow a time frame: a starting date, the date when the project starts and a final date. Within the timeline there are fixed dates for updates such as quality control, project status and showing project progress.


In most projects the budget outlines what you can expect from completing the project.

How project management have evolved lately:

Trends of project management change every year with big improvements and new ways to apply in your business or project for optimum results

  • Trend 1- Resource Planning - Putting together professionals on roles of a team leader, team members and project manager will bring innovation and success.
  • Trend 2 - Agile and Hybrid Methods continue to play an important role
  • Trend 3 - Portofolio management

To sum up

Project management tools and practises have a big impact on every aspect of a business. Helps your business in many ways by an improved planning, setting goals, timelines to execute a project of any level complexity.