Here's what you'll learn in this section:
- Why use Runrun.it?
- Understanding the basics
- An example of a company registered on Runrun.it
- Getting Started
Why use Runrun.it?
Runrun.it is a corporate project management software solution that essentially works using a concept of users, tasks, projects and clients. When you already have all this data at hand, the process is easy, just start registering them in the software, and it will take care of its management for you.
But you’re probably thinking, "Why would I give myself the additional work of registering everything and then having to click "Play" on every task?" Runrun.it is asking you to do "more", rather it is asking you to do something else in its place. You will be able to drop many of your current responsibilities as you use the software to do less, letting it take over your day-to-day task management, freeing you up for more important work.
Runrun.it ensures transparency and grants people autonomy. They can open their own tasks and define how long it will take to complete them, while seeing an indication of realistic deadlines. What’s more, the software has powerful algorithms that help managers predict potential delays to delivery and whether cost overruns will occur.
2. Understanding the basics
Clients > Projects > Tasks
Understanding these three groupings is fundamental to understanding how Runrun.it works because the system organizes all your work by using this three-tiered hierarchy.
Every task belongs to a project, which in turn belongs to a client. A client may sometimes request more than one project, and this, in turn, can result in a great number of tasks, each of which are allocated to various employees.
First, register all your clients and their respective projects under "Manage" > "Client > Project".
Projects can be divided into groups and subgroups, creating two levels between projects and tasks, facilitating project organization. This option is available in the Corporate Plan and the free trial version.
Client > Project > Group > Subgroup > Task
At this point, you need to choose which teams can access projects for each of your customers. For example, someone in the finance department may not be granted access to the customer "Acme", but they will be able to access the customer "Purchasing Department" since they are responsible for payments to the employees of this department. However, they probably won’t need access to the Acme client’s projects.
To add any employees and create new teams, the account administrator - the one who created the account - must register new users using their e-mails. Every user must have a name, e-mail and belong to a team. Whoever creates the team is considered their leader by default, but that leadership can be transferred. Users can open and receive tasks from each other, depending on the permissions that were set.
The tasks you create or receive are linked to a customer and a project. Every task being created must be given a name and assigned to a task-owner (or team) and a client project.
3. An example of a company registered on Runrun.it
Imagine you have a marketing agency with 20 employees. You have three teams: Marketing, Administration and IT. There are 4 administrative staff, 8 marketing staff and 8 in IT.
Your employees are currently working with 5 different clients. Each client has 2 requested projects, totalling 10 projects in progress. They are projects focusing on development, support, marketing campaigns, and others.
Using Runrun.it, you take the information at hand and register it on the system. The software will then take care of project management, estimating deadlines and costs.
4. Getting Started
- Press the "Play" icon! That way, you can see what your team members are working on, without your employees having to leave their desks or send an e-mail to their manager, while monitoring the time spent on each task, project and client.
- Create tasks, don’t just try to remember them. You’ll decrease the number of post-its stuck around your computer and avoid wondering "What do I need to do this week?" since the software will remind you, and your employees, of whatever needs to be accomplished :)
- Comment on tasks. Discussing and making decisions in task comments ensures transparency and Runrun.it avoids situations where you’ll hear "He said, she said" because it logs changes and comments within tasks. No more lost decisions in e-mails and chats! Formalizing decisions is an important part of customer relationships.
Managing projects, time, costs and staff is still complex, but Runrun.it makes it easier to deal with the complexity.