Pat Egen’s Weblog

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Project Management and ACT

with 6 comments

I find myself doing blogs at really strange hours – usually very early in the morning or really late at night.  Hm, like now.  This is on purpose.  I reserve my daylight hours for billable time which every business should do.  It’s the managing of that time that gets me in trouble. And that’s the focus of this blog today.

Project Management.  Ah, those two words have been know to strike fear in the hearts of many.  It’s a thankless job.  More so when you own your own business.  Where does the buck stop? You got it.  In your backyard.

Ok, now that we’ve set the tone, let’s see what we can do to lift it a bit.

ACT.  You probably have figured out from my blogs that it’s something important to my business.  As it turns out, it’s a great tool for managing contacts and tasks, a fundamental part of project management.

For blogging purposes, let’s set up an example.  Let’s say we have a project to remodel a barn. Actually, this is a project I really am doing right now.  There is a bit of irony to this but that will come later.

There are so many parts to a remodeling project that words fail me.  In my project, my son is the architect/project manager. That all by itself is an oxymoron.  He’s doing a great job at being both – the architect of the change, and the project manager of the work.  And that’s not just because he’s my son.  He really is doing a wonderful job.

In this project there are multiple stages,  There are activities associated with those stages. Ok. Got that?  Now, say we add a field to ACT called Stage and we make that field pointed at a drop down list.  Cool? Now we update the drop down list to match our stages in the project.

Ah, if you are a business owner, or someone responsible for a big effort, you are starting to get the picture.

ACT manages contacts.  In a project we deal with contacts. Right?  Ok, who here deals with projects that involve things vs people? Anyone?  I thought so.  Now that we’ve resolved that, how do we make ACT help us?  Several ways.

We can use Opportunities to manage projects and put the stages of a project in an ACT Process element.

Or, we can create a field in ACT that is called STAGE.  We add the stages of a project (oh that might be a sales process too). Then we create groups based on where a customer is located in the Process Cycle.

I think you get the drift. There is more than one way to manage a process/project in ACT.  All it needs is someone who thinks outside of the box.

Try it out.  Ciao for now.


Written by pregen

July 27, 2010 at 2:58 am

Posted in Uncategorized

6 Responses

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  1. […] This post was mentioned on Twitter by Tweet CRM, Alice Wainwright. Alice Wainwright said: Project Management and ACT: […]

  2. Hi Pat,

    What is ACT?

    PM Hut

    July 27, 2010 at 7:39 pm

    • ACT is an application for managing contacts. Everything from address details to who said what to whom, all in one place.


      August 8, 2010 at 1:38 am

  3. […] The busiest day of the year was July 27th with 40 views. The most popular post that day was Project Management and ACT. […]

  4. I am a new act user. Do you have a step by step example of the project management above?

    I have a set list of tasks with each new project and looking for a way to attach that repeated list of tasks each time, not one by one each time.

    Thank you


    June 21, 2014 at 10:13 am

    • Hi John. Depending on which version of ACT you are running, you can do either an Activity Series or a Smart task. Activity series allow you to schedule a series of events (todos, calls, meetings) that happen over a specific set of time. So, for example, you could have 4 PM events – a todo, a call, another todo, a meeting, etc. You would schedule those events to happen over a week, or even over several weeks.

      Or.. you can set up an Opportunity process called Project Management. Set the stages of the process to the Project management steps. Then, as you move through a project you just change the stage of the opportunity. Opps don’t have to be all about selling – they can be anything you have a predefined set of steps to go thru.

      With opps, you can then set up a group that shows contacts based on where they are in the process – for example, say step 3 in your process is “follow up on project.” Your group would be set to show all contacts where the process is Project management and the stage is “follow up on project’ – that let’s ACT do the work for you.


      June 23, 2014 at 6:50 pm

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