Introduction
Resource management and productivity in research are of utmost importance to ensure the effective utilization of resources and to achieve the desired outcomes in a timely manner. This drives the success of any project, serving as the cornerstone for efficiency, innovation, and optimal performance. It involves a fine balance of planning, organizing, and executing tasks and processes with best allocation of resources, be they human, technological, or financial.
A Glimpse into Modern Project Management Tools
By employing the right combination of general and specialized tools and following best practices, research teams can optimize productivity and ensure effective resource management.
| category of tools | description | examples |
|---|---|---|
| Project Management Tools | Tools that allow teams to track tasks, set deadlines, and monitor project progress. | Trello, Asana, Monday.com, Jira |
| Sharing Digital Assets | Platforms that offer cloud-based applications where documents, spreadsheets, and presentations can be co-authored in real-time. | Google Workspace, Microsoft Office 365 |
| Project Repositories | Hosting platforms to store and develop project’s code, documenattion and collect results. | GitHub, Bitbucket |
| Collaborative Writing | Collaborative platforms for real-time edition of documents, such as reports, publications or frant proposals. | Google Docs, Microsoft Word Online, Overleaf (LaTeX editing) |
| Specialized Tools for Researchers | For example, platforms specifically designed for storing and sharing research data. | Dataverse, Dryad |
Project Management Tools
These digital platforms are designed to organize, plan, and track tasks and projects, ensuring teams meet objectives within set timelines and resources. Equipped with features for task assignment, scheduling, milestone tracking, and resource allocation, these tools enable teams to visualize project progression and identify potential bottlenecks.
For modern research teams, project management tools are essential in coordinating multifaceted research activities, ensuring milestones are met, resources are effectively utilized, and team members have clarity on their roles and responsibilities, especially in dynamic and collaborative environments, leading to timely, well-organized and successful project completions.
Project Management Methodologies
Project management methodologies guide teams in organizing work and delivering results. Among these, Agile stands prominent, especially in software development, for its iterative and collaborative approach. However, alternatives like Waterfall, Kanban, and Lean offer structured and domain-specific methods. In research projects, while the flexibility of Agile can suit experimental and evolving studies, traditional or hybrid methodologies often align better with the linear progression and unique demands of academic and scientific research. The key is to tailor the approach to the project’s specific needs and objectives.
| methodology | description |
|---|---|
| Agile | A flexible approach to software development, emphasizing iterative progress, collaboration, and adapting to changes. |
| Scrum | An Agile framework using fixed-length iterations (sprints) with defined roles and ceremonies to structure development. |
| Kanban | A visualization method to manage work, focusing on limiting tasks-in-progress and ensuring smooth flow. Imagine a board with cards that move from “To Do” to “In Progress” to “Done.” |
| Waterfall | A sequential process where each phase of a project must be completed fully before moving to the next, following a set order. It is a more traditional method. |
| Lean | A methodology aiming to minimize waste and maximize value, stemming from manufacturing principles. |
| PRINCE2 | A structured project management approach with clearly defined processes and stages for project execution. |
Project Management Glossary
The need for precise terminology depends on your objectives. If you’re learning, teaching, implementing processes, or just looking to communicate more effectively in topics related to project management, having a richer vocabulary can be immensely helpful.
General Productivity and Collaboration
Resource Allocation -
the process of assigning and managing the necessary inputs and assets (like time, money, equipment, personnel) to complete specific tasks or achieve objectives within a project. Proper resource allocation ensures that resources are used efficiently and are available when needed.
##ProjectManagement |
#ResourceManagement |
#TaskPrioritization |
Brainstorming -
an interactive group activity where participants generate a wide array of ideas or solutions for a specific problem or topic.
#IdeaGeneration |
#Creativity |
#GroupDiscussion |
Mind Mapping -
a visual tool used to represent ideas or information branching out from a central topic, often resembling a tree with branches. It’s used to organize and structure thoughts, making connections between concepts.
#VisualThinking |
#IdeaOrganization |
#ConceptMapping |
Workflow -
a defined sequence of tasks or steps undertaken to complete a specific process or achieve a particular objective.
#ProcessManagement |
#Efficiency |
#Automation |
Timeboxing -
allocating a fixed time period, or “box,” to a specific activity. Once the time is up, the activity is either completed or paused until its next allocated timebox.
#Productivity |
#TaskManagement |
#PomodoroTechnique |
Eisenhower Box -
also known as the Urgent-Important Matrix, it’s a time management tool that helps prioritize tasks based on their urgency and importance. The matrix has four quadrants categorizing tasks as either urgent or not, and important or not.
#PriorityManagement |
#DecisionMaking |
#TimeManagement |
Gantt Charts -
a visual timeline representation of a project’s schedule. It displays the start and finish dates of various elements of a project, often tasks or milestones, against a calendar. The horizontal bars in the chart indicate the duration of each task, making it easy to see overlapping tasks and dependencies.
#ProjectScheduling |
#MilestoneTracking |
#TimelineVisualization |
Task Management Vocabulary
Kanban Boards -
originating from Japanese manufacturing, a Kanban board is a visual tool that helps manage workflow. It typically consists of several columns, each representing a stage in a workflow, with tasks or items represented as cards that move from one column to the next as they progress.
#TaskVisualization |
#AgileMethodology |
#WorkInProgress |
Agile -
a project management and product development methodology that prioritizes flexibility and collaboration. It involves regular check-ins, cross-functional collaboration, adaptive planning, and iterative development.
#SoftwareDevelopment |
#IterativeDevelopment |
#ScrumFramework |
Roadmaps -
a strategic document that outlines the vision, direction, and progress of a project or product over time. It provides a high-level overview of the milestones and goals.
#StrategicPlanning |
#ProductDevelopment |
#MilestoneOverview |
Card Aging -
a feature in Trello and some other Kanban tools. As a card remains in the same column (e.g., “To Do”) without being moved, it begins to fade or change visually, indicating that it’s been stagnant for a while and might need attention.
#KanbanMetrics |
#TaskStagnation |
#VisualIndicators |
Stickers -
in the context of Trello, stickers are fun, visual labels that can be added to a card, similar to actual stickers you might place on a physical board or paper. They can represent various things or just be used for visual flair.
#VisualLabels |
#TaskDecor |
#TrelloFeatures |
Issue Tracking -
the process of managing and maintaining a list of issues, often with regards to software development. These issues can range from bugs to tasks to enhancements, and tracking ensures they are acknowledged, prioritized, and eventually resolved.
#BugReporting |
#SoftwareMaintenance |
#ProjectMonitoring |
Agile Methodology for Software Development
Think of it as a mindset or approach where you prioritize flexibility and collaboration. Instead of doing all the planning at the beginning and then executing, Agile promotes iterative progress, where you develop a bit, then reassess, make changes, and develop some more.
It’s kind of like building a Lego castle; instead of having a fixed design from the start, you build a section, evaluate, adjust your plans if needed, and continue building.
Epics -
in Agile project management, an epic is a large body of work that can be broken down into smaller tasks or user stories. It’s a way to group related tasks and represents a significant portion of work.
#AgilePlanning |
#FeatureDevelopment |
#UserStories |
Story Points -
a unit of measure used in Agile to estimate the effort required to complete a user story (a feature or requirement). Instead of time-based estimates, teams assign points based on relative effort, complexity, and uncertainty.
#AgileScoring |
#EffortEstimation |
#RelativeComplexity |
Scrum -
a framework within Agile that uses fixed-length iterations called sprints.
#AgileScoring |
#EffortEstimation |
#RelativeComplexity |
Sprint -
a set period during which specific work has to be completed and made ready for review.
#AgileScoring |
#EffortEstimation |
#RelativeComplexity |
Product Backlog -
a prioritized list of features, enhancements, and bug fixes planned for a product.
#AgileScoring |
#EffortEstimation |
#RelativeComplexity |
User Stories -
descriptions of one or more aspects of a product, usually detailing a user’s interaction with the system.
#AgileScoring |
#EffortEstimation |
#RelativeComplexity |
Burndown Chart -
a graphical representation of work left to do versus time.
#AgileScoring |
#EffortEstimation |
#RelativeComplexity |
Task and Timeline Tracking
Tools like Trello, Asana, and Jira are essential for breaking down larger project goals into manageable tasks. They provide visual boards or lists to track task progression and help in maintaining project timelines. This ensures every team member knows their responsibility, and the team can easily identify delays or roadblocks.
| tool | description | pricing | features | special | interface |
|---|---|---|---|---|---|
| Trello | Provides visual Kanban boards that can be useful for organizing tasks and collaborative efforts. |
free basic version | Kanban boards | card aging, stickers | simple & drag-and-drop |
| Asana | Great for setting up to-do lists, assigning tasks, and tracking milestones. |
free basic version for up to 15 users | task & project management | timeline, workspaces | task lists & project boards |
| Jira | While primarily used for software development, its flexibility can be employed for research project tracking, especially if the project involves software or technology components. |
free basic version for up to 10 users | agile & software development | sprints, epics, story points | more complex, detailed issue tracking |
| ZenHub | ZenHub can be thought of as a blend of some features from tools like Trello and Jira but built exclusively for the GitHub ecosystem. |
no free tier | GitHub-integrated project management | epics, story points, integrated roadmaps | Kanban-style boards within GitHub |
^ All these tools are not open-source.
Resource Allocation
Examples: Monday.com, Microsoft Project
Tools such as Monday.com and Microsoft Project excel in allocating resources. This involves not only human resources but also budgets, equipment, or lab time. They ensure that tasks are resourced appropriately and can help predict and mitigate resource-related bottlenecks or over-allocations.
| tool | category | pricing | features | interface |
|---|---|---|---|---|
| Monday.com | team collaboration & work operating system | subscription-based | collaborative boards, automation, integrations, timeline views, workspaces | web, desktop, mobile |
| Microsoft Project | comprehensive project & portfolio management | subscription-based (part of Microsoft 365 suite) | detailed project scheduling, Gantt charts, resource management, portfolio optimization | web, desktop |
| Smartsheet | spreadsheet-like project management tool | subscription-based | grid, card, Gantt chart, and calendar views, automation, forms, dashboards | web, desktop, mobile |
| OpenProject | web-based open-source project management | free community edition (open-source) | task tracking, timelines (Gantt charts), Agile & Scrum, team collaboration, forums | web |
| ProjectLibre | open-source alternative to Microsoft Project | free (open-source) | Gantt charts, network diagrams, WBS/RBS charts, resource histograms, task costing | desktop |
Project Documentation
Examples: Confluence, Notion, Wiki
Proper documentation is crucial in research project for reproducibility and knowledge transfer. Platforms like Confluence and Notion allow teams to create, organize, and search through vast amounts of documentation. These platforms ensure that every team member can access and contribute to collective knowledge, procedures, and project details.
| tool | category | pricing | features | interface |
|---|---|---|---|---|
| Confluence | collaborative workspace with real-time editing | subscription-based | integration with Jira, templates, collaborative editing, add-ons & integrations, macros | web, mobile |
| Notion | versatile workspace for notes, tasks, and databases | free and subscription-based | drag-and-drop interface, embedded content, templates, integration with other tools | web, desktop, mobile |
| GitBook | documentation tool that integrates with GitHub | free (public repos), subscription (private content) | Markdown support, version history, collaboration; integration: GitHub, Slack, Google Analytics | web |
| MediaWiki | open-source wiki software developed for Wikipedia | free | rich text editing, extensive customizability, extensions, multi-language support | web |
| DokuWiki | open-source wiki without a database | free | simple syntax, extensible with plugins, customizable with templates, access controls | web |
| Tettra | knowledge management platform with built-in wiki | subscription-based | page suggestions, templates, AI-powered search, analytics; integration: Slack, GitHub, Trello, Zapier, and others | web |
| Stack Overflow for Teams | private Q&A platform for teams | free (basic), subscription-based (advanced) | Q&A format, integrated search, tags & topics, rich-text editor, user reputation system; integration: Stack Overflow’s public | web |
Knowledge Management
Examples: Tettra, Wiki, Stack Overflow for Teams (see the table above)
While similar to documentation tools, knowledge management platforms such as Wiki and Tettra emphasize the storage and retrieval of organizational/team wisdom. They often facilitate a structured, categorized storage of information, making it easier for teams to onboard new members or retrieve specialized knowledge.Additionally, sites like Stack Overflow for Teams allow research groups to ask, answer, and archive technical or domain-specific questions. This not only solves immediate problems but also creates a valuable internal knowledge base for future reference.
Sharing Digital Assets
Digital asset sharing platforms are sophisticated systems designed to store, organize, and distribute a wide array of digital content, ranging from project files and documentation to code and publications. These platforms prioritize ease of access, collaboration, and security, allowing team members to seamlessly exchange information and collaborate in real-time.
For modern research teams, efficient management and sharing of these digital assets are paramount, ensuring that essential data, findings, and tools are readily available for collective use, fostering transparency, and accelerating the research process.
Always ensure that the method and tool you select for sharing or transferring digital assets align with the type and size of the data in question. As a general rule, avoid sending assets via email or through public transfer websites. It’s essential to utilize secure transfer channels that have been approved or recommended by your institution.
| Content | Bad Practice | Good Practice |
|---|---|---|
| Sensitive Content | Sending via regular email attachments. | Using encrypted platforms or institution-approved secured cloud storage with password protection. |
| Large Datasets | Trying to send via regular email or fragmented across multiple emails. | Utilizing data transfer tools like Globus or cloud storage solutions that handle large files. |
| Code and Software | Sharing through generic file-sharing platforms without version control. | Utilizing platforms like GitHub or Bitbucket, which offer version control and collaboration features. |
| Collaborative Documents | Sending different versions as email attachments leading to version confusion. | Using platforms like Microsoft 365 or Google Workspace where real-time collaboration and version control are integrated. |
| Institution-specific Information | Sharing on public forums or non-secured platforms. | Using institution-specific intranets or secured platforms, ensuring only authorized individuals have access. |
Always prioritize security and adhere to best practices for data management and sharing.
Principles of Secure Data Sharing
- Access Control
Strictly control who can access the data. Use authentication and authorization protocols.- Data Integrity
Ensure mechanisms to prevent unauthorized alteration or tampering with the data. - Encryption
Ensure data is encrypted during transfer and at rest. This makes the data unreadable without the correct decryption key. - Auditing and Monitoring
Keep logs and regularly review who is accessing the data.
- Data Integrity
- Content Awareness
Ensure understanding and management of data based on its inherent sensitivity, and protect it accordingly.- Personal Records
Data that can identify an individual, such as names, addresses, social security numbers, and phone numbers; employment, salaries, performance reviews, and other HR-related details; bank accounts, credit card numbers, transaction histories; medical history, treatments, medications, and other confidential data. - Institution-specific Info
Data that is confidential for the institution such as passwords, access directions, etc. - Research Data
Proprietary findings, raw research data, unpublished works, or any intellectual property, especially if it is to be patented.
- Personal Records
-
Backup and Recovery
Always have backup systems in place to recover lost data and ensure the backup locations are also secure. -
Data Transfer Protocols
Use secure protocols (like SFTP or HTTPS) for data transfer. Learn more in section 07. Data Acquisition and Wrangling. - Size Considerations
Big data requires robust infrastructure for transfer and storage, ensuring high-speed, stable connections, and adequate storage space.
Project data and files
Examples: Google Drive, Dropbox, OneDrive
Platforms like Google Drive, Dropbox, and OneDrive not only provide storage but also offer versioning, collaborative features, and easy sharing options. Their cloud-based nature ensures that team members can access essential files from anywhere, anytime, making collaboration fluid and decentralized.
| data size | category | description | tools |
|---|---|---|---|
| large datasets, complex files, multiple files | |||
| big data | Specialized Platforms for Big Data | Cloud-based services designed for researchers to securely transfer, share, and discover big datasets across institutions. | Globus |
| large datasets, research data | Dedicated Data Repositories | Platforms specifically designed for storing and sharing research data. | Dataverse, Dryad |
| small to medium datasets | Cloud Storage Platforms | Web-based platforms with shared folders. Consider using business or enterprise versions for added security features. | Google Drive, Dropbox, OneDrive</i> |
| small or single files: publications, proposals, reports | |||
| spreadsheets, docs | Collaboration Tools | Software or platforms that enable teams to work together efficiently, often providing features for real-time document sharing and editing. | Google Workspace (Docs, Sheets, Drive) or Microsoft 365 |
| markdown files, text files, spreadsheets | Version Control Systems | These platforms can be used for versioning and sharing documents, not just code. | GitHub or Bitbucket |
| files as attachments | For smaller files, encrypted email or secure email platforms can be sufficient. | Outlook, Gmail |
^ Free and open-source options include: Dataverse, GitHub.
Your research institution may offer subscription plans for various tools, including Globus, Microsoft 365, GitHub for organizations, and Bitbucket. It’s worth checking as registering with your work email could grant you access to these tools at no additional cost.
Code developments
Examples: GitHub, GitLab, Bitbucket
Repositories like GitHub, GitLab, and Bitbucket are more than just storage for code. They offer version control, collaborative contributions through pull/merge requests, issue tracking, and integration capabilities. These features enable research teams to maintain code integrity, track changes, and ensure every member is working on the latest version.
Real-time writing in a project
Document Examples: Google Docs, Microsoft Word Online, Quip, Overleaf
Platforms such as Google Docs, Quip, and Microsoft Word Online enable multiple users to edit text-like documents simultaneously. This real-time collaboration accelerates content creation, reduces email back-and-forth, and ensures consistency in the final document.
Design Examples: Figma, Adobe XD
Figma and Adobe XD cater to the collaborative design process, allowing teams to create, iterate, and finalize designs in a shared environment. Comments, prototyping, and design handoffs become more streamlined, bridging the gap between researchers, designers, and developers.
Project publication
Examples: ResearchGate, Academia.edu, ArXiv
Sites like ResearchGate, Academia.edu, and ArXiv allow researchers to share their findings with the broader academic community even before publication in a journal. These platforms not only facilitate dissemination but also offer analytics, peer reviews, and networking opportunities. They play a crucial role in increasing the visibility and impact of the research.