What is UpDiagram?

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What is UpDiagram?

What is UpDiagram? like other project management tools, UpDiagram is the project management tool which shortens users time and effort to manage their project.

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Managing the team with many people has never been easy. Even worse, It takes more effort to keep track of the progress of each team member and the productivity of the project. The need for giving feedback or comment about the task may be complicated because of either various communication tools or unnecessary discussion meeting.

UpDiagram:

Convenience

Help you see all the progress and what steps should be taken at first glance. It simplifies your effort to follow up and estimate your project.
Grid View

Grid View

 

Collaboration

No need to write email, inbox or book the meeting to share comment or feedback. You can communicate directly on UpDiagram.com.

On-board Chatting and Feedback

Comment and Feedback onboard

Clarity

Everything is accessible for all member to see what they need. The work will be more efficient if all members understand the progress and prepare what they should do to move forward.
Available on PC, Laptop and Mobile

Let’s start to have a free trial.

If there is any question about a signup or set your account, and how to manage the account? 

Free to contact us via info@updiagram.com. Let do it!

How the IT department keeps track of their Bugs and Issues?

When It comes to the IT department, Bug and Issue are inevitable in every project. The team of IT need to determine the solution and tool to manage and minimize the potential Bugs and Issues. Therefore, a tool to help them manage and keep track of the whole progress is significantly compulsory. After using UpDiagram, a project management tool, we are not under tasks pressure and more enjoy our work.
IT uses UpDigram to track their Bugs and Issues

Photo by Sebastian Herrmann on Unsplash

 

Our IT department has responsibility for thousands of bugs and issues every month. Unlike other departments, most of the issues require lots of time to resolve. Even worse, the whole team members have to collaborate to work with one issue whilst there are hundreds of tasks waiting for them.

 

For a large number of the workforce with a team of 200 people like IT department, the mission of managing the whole tasks and members is the big challenge.

To clarify, we need to define different columns as fields in Excel so that we can follow all tasks. We had to type every single sheet to update the data and we highlighted them to make them outstanding. However, we don’t have time to highlighted day by day and remember the color to define the same for each status. Therefore, we try to use a new tool for our specific purpose.

 

Indeed, UpDiagram which is the tool to simplify our management process provides us with the feature of Custom Fields. This is where we can set up our own fields including status, priority, assignee, due date and so on. Also, we can categorize the fields and update the status that can be reused in a project. Thanks to that, we can highlight the status and update the progress of team members.

For us, the special thing that we are well supported by UpDiagram is the timeline setting. It is very essential to set up the timeline of the tasks and follow up on the workflow. When using Excel, we could not see the timeline of the task. Instead, we had to check out ourselves by the calendar to estimate the progress. However, UpDiagram can show the timeline of the progress and that simplify our work to keep track of everything.

Moreover, when we want to focus on the status of our task to define the which ones are the most important, we choose the Board View, instead of the Grid View. In other words, I grouped the “priority” on Board View to illustrate the High, Normal and Low priority of the task. As you can see, High, Normal and Low are in different rows. For each row, there is all the status of every single task. This is very useful for us to manage the project in any different way. In fact, we tend to default this view for our member so that they can determine the most priority tasks to do first.

 

Board View - Issue and Bug tracker

 

Basically, UpDiagram has more function than we expect once deciding to have a trial. Right now, we are satisfied with all feature, but we also expect more enhancement, especially the personal or organizational features to meet the specific demand in case.

UpDiagram base – Recruitment has been so simple

The Human Resource Department has always faced the pressure to do recruitment. For the large scale of the company, the labor force is the inevitable issue. The HR Department has to work with thousands of CVs and Applicants every month to satisfy the workforce requirement of the company from Intern to Superior position. The general tool is not completely suitable for our use of purpose. In fact, we expect more specific features for the individual of use to minimize our difficulties. There had been a doubt until we were assisted to get used to the UpDiagram by its customer service. “Thankfully, We are alive, after all”, our problem seemed to be disappeared.
Recruitment has been so simple

Photo by Kevin Bhagat on Unsplash

 

Generally, we used Excel to manage our data. It was easy to use because we got used to it for a long time. However, when the company grew up, the number of employees acceleration which drags the pressure to manage the huge amount of labor force is considerable. Besides, the evaluation process and workforce distribution are obstacles to do well in managing human resources.

 

Our progress of recruitment is about 5 stages from the phone interview to the final interview. Every step is scheduled and all team members of HR need to update and follow up on the progress. In fact, Excel could contain a large number of our data, but it is not sharable. We spent so much time recruitment. “How is your progress?”, “How many potential candidates for this position?”.

Gird View - Human Resource

 

To simplify our work, we have to try something new and UpDiagram is our option. At first, it was very difficult for us, because we didn’t know the all features, functions and its value for the project management. Nevertheless, their Customer Service was good at keeping track of new users. They actively contacted us to find out any difficulty that we had. We did not sure how good UpDiagram was but their service was the positive first impression.

 

Board View - Human Resouce

 

Then, we shared our problems and they helped us set up a project with necessary features and fields. Other instruction was also shared with us for future use.

 

We were into the “Grid View” where we can see and manage the whole project at first glance. Even better, the interface is more attractive because we can create some personal fields for our purpose. Additionally, we can define the users’ level in the project which can satisfy our requirement to easily follow up on the project.

 

We are very happy with UpDiagram so It could be very difficult for us to change our habit to learn new ones. Thus, we hope to see more enhancement to support more our individual purpose.

Event Marketing: work smarter for efficiency

Event Marketing has always been considered as an opportunity to build relationships, earn the trust of partners or customers and generate reputation. However, it is not easy to run an event fluently. Besides internal communication, the external one requires even higher skill to well manage all attendees. If the event is not well organized, the trust which needs more time to build can be demolished in a second. Thus, there is no time to hesitate to try a new tool to simplify our work. We did play with UpDiagram in 3 hours and we are happy with it now.
 Event Marketing: work smarter for efficiency

Photo by Daniele Riggi on Unsplash

 

The team has responsibility for creating events for the company. As the team, we have to organize internal and external events such as team building, sharing, meetup, or even Food Event to connect the whole members of the company.

 

For each Event Marketing, we need to decide the hosts and attendees. However, we cannot see the progress and the number of response from the attendees. Also, with a large number of company members, It was a big challenge for us to hold the events. In some case, we had to cancel some events. However, there were some missing announcements which cause the disturbance to our colleagues and even worse our special guests. The collaboration is what we don’t have in our event management.

 

Updiagram is the alternatives we use to replace the general method. After using, there are many enhancements. Indeed, both team members and leaders can show their recognition of members tasks and they can actively keep in touch with ones who can support them. In other words, they will know who they should ask for help, or who communicate with the ones having the relevant tasks.

 

Moreover, categorizing the type of events in UpDiagram which requires us to set up only once simplify our time and effort. In addition, the date setting is more interesting because we don’t need to type every single character. The calendar is there for us to make a decision.

Adding date-time

The most interesting thing is the collaboration. Communication is a compulsory factor in event and project management. With UpDiagram, we can give comments directly to each task and that leads to the time-consuming reduction for a weekly or daily meeting. In fact, we don’t need to wait until the meeting to estimate and give feedback for the task. When we finish with the feedback immediately, we can fix the issues or plan for the next action in the progress.

 

On the contrary, Updiagram can integrate with other communication tools such as Slack, Zalo, Gmail and so on so that we can communicate with the team easier. Thereby, following and communication in project management are not barriers to prevent the progress stagnancy.

 

As a matter of fact, it is not fast to learn how to use Updiagram with the initial trial. Nonetheless, we can do more things than we expect when we are used to using it. Hopefully, there will be more personal features in the future from UpDiagram so that we can use for our further management purpose.

Talkshow Event Management: How to run them fluently?

The Marketing department is responsible for Event Management. Particularly, they mainly organize the seminar and talk show to provide knowledge for audiences. Because of its complication, the marketers have to face lots of pressure from internal preparation to external communication. Besides that, Sponsors, Guest speakers, Schedule and Deadline of tasks are the works that an event marketer has to deal with every single day. For that pressure, a new trial with a project management tool is also a solution and that is also a chance of UpDiagram.
Talkshow Event Management: How to run them fluently?

Photo by Miguel Henriques on Unsplash

 

However, there were some problems and challenges that the organizers had to overcome. Initially, they had to list out the topics and decided speakers to be in charge of them. Generally, we could use Excel to type out the information but there was no connection between the speakers. In other words, the more topics, the more speakers to manage. In fact, it was very important to communicate and control the schedule of the speakers. Also, the speakers should keep track of their schedule themselves to work with the organizers effectively.

 

Basically, they could use communication tools to discuss their schedule but the other speakers could not follow up other’ ones by Excel and it was difficult for organizers if the speakers intend to actively book the talk show in the same day. Therefore, we decided to learn a new tool, UpDiagram, to help us solve the current issues.

 

To be honest, it took us an hour and a half to get used to UpDiagram. Luckily, UpDiagram supported us a lot during this time to facilitate our learning.

Grid View - Talkshow Event Management

 

Apparently, our management procedure is not working with the Excel due to poor specific feature for project management purpose. In the case, it would be ideal to be data-driven. UpDiagram can help us to follow all the process of every single talking event including topics, status, speakers, date, and other custom fields for further information. Excel can support all those things but the point that makes UpDiagram outstanding is Connection and Tagging.

 

From now, we are not the only one Event Management. Because the speakers or every member can be tagged by the owner of the project. When everyone has an account on UpDiagram, we can tag them directly to the project and they can follow up and interact with all members. This absolutely shortens the time and effort to organize the events as we used to do.

 

Let’s see How we do with UpDiagram.

First of all, we created a package named Event Management. In there, we added all potential topics. Also, we created a form that all important information could be added easily on one screen via the “Custom fields”. Next, we added the members and speakers in the project. Everyone who is responsible for each event could update status and process directly on the tool. In addition, the speakers can book the topic they want to share and communicate with events’ organizers for further support in need.

 

The ability to track information in real time is believed to be the selling point. Instead of weekly or even daily report, we can pull, submit and confirm everything in one tool. We are also able to create the distinct packages for each purpose of the projects with the combination of “viewing, filtering and grouping functions”. If there is any changes or further requirement from speakers or future clients, everyone can pull events matching the standard in minutes.

 

On the road to development, we may have more than 1000 events in the future and we believe we can manage all things with UpDiagram. We also have more special cases in the future that may need more support from Updiagram to extend and enhance more personal features for our business. We do know other alternative tool but we are happy with Updigram now.

What is Project Management?

Project management involves processes, methods, knowledge, skills and experience to achieve the project objectives. A project is planned objectives, which could be defined in terms of outputs, outcomes or benefits. A project is usually assigned in a range of time to complete and the time depends on the strategy and its nature such as the types of product, timescale and budget.
What is Project Management?

 

Photo by Domenico Loia on Unsplash

Every project is different, so the project professional is required to have a lot of specific skills including technical, people management and business consciousness.

 

There are 4 main components for most of projects:

 

– Scope: size of the project

– Time: duration/time frame

– Cost: budget and expense

– Quality: tool and manpower

 

Furthermore, Integration, Procurement, Human resources, Communications, Risk management and Stakeholder management are key components to define a successful project.

5 Steps for a Project Management process:

 

– Initiating: the first phase to measure and examine its benefit for the organization

– Planning: after evaluating, make the team discussion, budget and expenses estimation, tasks and activities are the next actions.

– Executing: tasks assigned, communicate and update the process

– Monitoring: review and monitor every step/process to avoid the loopholes or missing plots.

– Closing: when the finished project is delivered to customers.

 

Every project management has different levels at times. Some of them are even more complicating, but applying 5 cycles above facilitates the manager in order to manage the project effectively. Therefore, the online project management tool can be a reasonable methodology to perfectly complete the projects. Despite a wide range of available tools in the advancement in technology, Updiagram is one of the options that give you a permit to manage projects judiciously.

Jargon when using UpDiagram

When using UpDiagram, there are some Jargons you need to understand so that you can easily set up your project. This article will show all the Jargon that you may use to for your project or even explain for your member.
UpDiagram webpage

 

Photo by Raphael Schaller on Unsplash

 

All project when using UpDiagram

All the project you create or are added by others will show on your Home Page.

New project when using UpDiagram

That jargon mean: “Where you can create your project and using”

Dashboard 

Where you can see when clicking on the project. In there, you can set the description so that all member can understand the project name, team member, date and more task.

Package 

In your project, there will be more packages you need to create. The number of packages is up to the task you need for your project. In each package, you can create more tickets. Each ticket represents one task you need to accomplish.

Setting 

  • General

In general, you add information for your package such as Avatar, project name, Client, Description

 

  • Packages

You can Active, Archive and delete your package in there.

 

  • Team

The team is the team member you can add to the package.

 

  • Custom Fields

Custom Field, which is one of the most important features to help users manage their project effectively, is to add more personal/optional features.

 

Also, data types are available to diversify

– Text

– Number

– Date

– Attachments

– List

– Checkbox

– Computation

– Person

– Timeline

– Checklists

 

  • Custom Views

Define your view page with your purpose. Generally, Custom Views is suitable for Board View.

 

  • Archived

To activate or archive you Project. To make sure you do not delete the wrong project, You have to archive your project before deleting it.

 

  • Integration

Data migration from the existing tools to UpDiagram.com is very simple by using import feature and public APIs. This feature is to help you connect with other apps to import data in need.

How to use UpDiagram?

After understanding UpDiagram Jargon, now you can easily start to play with us. This post will show you every single step to create and manage a project.
Casestudies

 

Sign up

This is the first step for every first action to start with any web app. Currently, Updiagram requests to sign up throughout your email or connect with google account.

Create and archive a project

To create a project, you need to specify how your project structure will be to correctly apply the right custom fields.

 

For example, you need to create a project to manage employees based on their positions. You select “Add project” and “create from scratch“. You can then name the project “HR Management”.

 

Besides creating an empty project, you can also select “Create from project templates“, but this article only guides creating from an empty project.

Then, you create a “Package” (A package is often referred to as gathering related items/tasks into the same group. A project may have one or more packages if needed). In this case, you can create multiple packages such as Software Engineering, Marketing and Sales, Design and etc for the “HR Management” project. In each Package, there will be many tasks, each of which represents the profile of each employees (for the current case).

Create Packages

 

In this step, you can create multiple packages at the same time. For the above example, each Package will correspond to a human resource department, and the tasks will correspond to the profile of the staff. Therefore, you can create multiple packages at the same time for this case and can display work packages simultaneously to manage instead of tracking each package.

Show all packages

 

To select Show all packages, go to “Setting” and “Packages” to manage. Click on the icon as shown in the image to adjust the default Package. You will then have the option to display all packages.

Set up default

Custom Fields

Next, what to do is to set up the Custom Fields to display and manage the data better. You can view the settings in detail here or watch the instruction video.

Archive and Delete

For Projects, the deletion and restoration of the Project is an important element of management. , we provide 2 forms of archiving and deleting Projects.

 

To delete the project completely, you must “Archive” the project first to ensure you are doing on the right project. In case of a mistake, it is still possible to unarchive.

Archive your project

Once completed, your Project will be moved to the Archive section and you can delete or restore it later.

Delete or Unarchive project

Why should we use project management templates?

Project management (PM) tool is the software that supports users to create and manage their project online, instead of using the traditional method such as paperwork and etc. In the modern technology era, the templates for PM have become popular increasingly. As its convenience, there is no reason to stop taking advantage of those to save time and effort and help the supervisor stay away from mix-ups. A decent template should be versatile to various project types.
Why should we use project management template?

 

Photo by Studio Republic on Unsplash

 

Spare time

The project management templates are valuable when doing enormous activities is a result of the time spared in building up a task plan starting with no outside help. There is no purpose for a supervisor to create a project over and over again. In fact, there are some tools supporting to create projects from scratch but It takes time to set up every single thing from an empty project.

 

Photo by Lukas Blazek on Unsplash

 

In spite of the fact that it may require time to locate the correct format or layouts when they are discovered the venture of time is a once and just speculation. An undertaking chief will see the worth added to the administration procedure. Rather than being made up for the lost time in the administrative work and arranging, a director can just fill in structures as required and spotlight on getting the undertaking conveyed.

 

Reduce cost

Currently, It is not difficult to find free templates on the Internet. Apparently, there must be more actions from the director to make the templates appropriate to the real case of the project. However, This technique keeps away from the high costs related to outside specialists building up the documentation process.

Decline Mistakes

Following a format when arranging a large scale of the project minimizes mistakes and forgotten steps. An undertaking administrator can see where missteps or skipped steps. This permits modifying the arrangement in like manner before the dynamic period of the task starts.

 

Can be customized

An ideal template should be an alternative for different types or size of the projects. In other words, there is no one-size-fits-all template, because of the wide range of work fields. However, the project manager can customize the format of templates to be appropriated to the present tasks and guarantee that all members understand and finish their tasks on time.

Photo by Green Chameleon on Unsplash

 

The templates can optimize your work but It does not mean all of them are good and there is no one-size-fits-all template. Therefore, the role of manager to convert the raw template into the practical and valuable project has been essential. Understanding why PM templates are valuable when doing enormous projects enables the manager to keep up the extension and complexities requested by huge activities.