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Manage complex project timelines
Manage complex project timelines

An powerful tool for the PMO & the PMO within all of us

Erin Gouveia avatar
Written by Erin Gouveia
Updated over a week ago

Hive has everything you need to manage large-scale, multi-workstream project plans and with this get-started guide, we'll have your timeline loaded into Hive in no time.

Let's get started!

Step 1: Where is your project plan now?

a) It's in another tool & I'm planning to import it

Great, hop over to our Import Guide to review the steps, and come back here once you've imported it

b) I'm starting from scratch

Ok, let's get you started by creating a New Project (New > Project) with:

  • Title

  • Due date

  • Gantt layout

  • Phases: hold off for now, we will get to that next

  • Shared with: we recommend starting with just yourself for now, but our Draft Mode works well if you'd like to add your teammates but not notify them of assignments until you're finished with the plan.

Tip: once your project is created, click the gear icon to click on a few familiar columns, like Start Date, Due Date, Duration & Predecessor:

Step 2: Map out the workstreams

How does your project naturally 'break down':

a) By major Stage or Phase of work, with individual steps within these phases owned by specific teams or departments

If this is the case, we recommend that you set up Phases within your project to be those major lifecycle stages that everything in your project can be categorized into.

Phases are added by going to More > Edit Project > and adding the phases there.

You can then enter actions into the phases, when you group by phase or drag existing actions into your phases:

b) By Workstream or Department: each team runs their own segment of this overall project and we don't organize into the same lifecycle stage across all work streams.

In this case, we recommend that if your Department work streams are more than 30 specific tasks, that these be all labeled the same, and then you view your timeline grouped by Label rather than by Phase. Create the labels directly on the action cards using the '+' icon. Here's everything about labels to learn more.

Step 3: Configure your gantt to work for you πŸ˜€

If any of these would make your life easier - proceed as directed!

  • I'd like the gantt timeline to auto-adjust my dates: if one date shifts, subsequent dates should be auto-scheduled by Hive πŸ‘‰ Turn on Auto-scheduling, or even Strict Auto-scheduling (see link for more).

  • I'd like Hive to show my action card as completed if all the subactions are completed, automatically πŸ‘‰ Toggle on this setting in the Edit Project screen:

  • I'd like Hive to calculate the start and end date of my parent actions, based on the earliest & latest dates of the subactions πŸ‘‰ Toggle on this setting in the Edit Project screen:

  • I'd like to be able to view all milestones across all projects at once πŸ‘‰ Flip those action cards into Milestones and then create your Milestone Report.

Step 4: Add your actions into the project

Use the prompts on the gantt chart to enter your actions one-by-one, or did you know you can copy + paste from a list and Hive will generate separate actions?

Step 5: Inviting the team & assigning work

Now, for the do-ers of your project plan. Head to the Invites section to invite everyone who is responsible to complete a part of this project plan.

Remember, your internal team members within your organization would be regular members, while external parties who may need access to a single project or who are outside of your organization, could be External Users.

With everyone assigned out their work, it's time to begin! πŸ“ˆ

Once work is assigned, team members can refer to their My Actions page to see their action and task assignments across all of their projects.

Step 6: Gain Approval for Deliverables

If your deliverables need to go through an internal or external review process, leverage the proofing and approval capabilities in Hive to receive feedback and track approvals.

Upload files for review in the Hive Proofing tool where multiple team members can simultaneously conduct a review, adding comments and markups in real-time.

Create approval routes that go to multiple users, teams, as well as external approvers (those without Hive accounts).

When it's your turn to review, you'll receive a notification and the request for your approval will appear on your My Actions page to easily tracker all of your approval requests.

For additional power-ups, we recommend:

  1. Kicking off the project with Running a Great Meeting

  2. Keeping track of key dates in Portfolio View

  3. Noting any major concerns through our Risks & Issues Tracker

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