The ultimate software development tool

Best practices on project management, issue tracking and support

Tag: project management tool

What’s Your Support Tool?

Successful project management comes with certain rules, terms and tools which is not easy to achieve. For that reason, my acquaintances in the tech industry expect valuable functionality and productivity in these tools and they want to rely on their resources in order to deliver qualified work.  

While working at an IT startup, I’ve been in search of a smart solution with unique features to help me improve efficiency and I’ve started my software research based on this.

First, I found this article about Evidence-Based Scheduling on Wikipedia and thought that somebody finally started understanding what a developer needs in a project management software. Then it made me think; what more is out there?

A successful project manager is one who can track and visualize the entire project from start to finish, who could envision milestones and estimate delays. To keep pace with business and IT, project managers need support to expand their visions and make their management practices more adaptable. Here are the tips to utilize that support:

  1. Be Agile, Develop Agile: Stop thinking traditionally and acting rigid, instead focus on being more flexible and moving quicker. Either have a ton of whiteboards or find an online space but get as visual as possible in order to make quick decisions and build an accurate backlog.
  2. Do Not Manage People, Manage Tasks: As weird as it may sound, you will see the benefits once you focus on task management instead of micromanagement. Create cases to contain the necessary information to understand each task, so you can stay productive, with fewer meetings, and monitor your team’s activities clearly.
  3. Update Your Project Management Practice: Have a powerful search engine, allowing you to instantly search complete contents of cases, wiki articles, and customer correspondence. Your issue tracking tool should be your right hand.
  4. Learn From Your Past: Make accurate estimations based on your past project experiences. Make sure to log all your previous project activities, deadlines, delays, assignments and timelines to look back and compare your set goals with the actual achievements.
  5. Time Is The King: You will want to know how much work you’ve left, how much time you’ve spent on each case, ensure a balanced workload, predict project completion dates, improve estimates and deliver on time.
  6. Communicate All Deliverables and Activities: Share technical specs with your entire team, design docs and enable them in your shared library, create knowledge base articles, public documentation for customers, complete specs and user documentation.
  7. Create Step-By-Step Milestones: Divide your project into manageable tasks and assign milestones for each task you had created in order to accomplish your project goals. The milestones will help you with qualifying events and crucial deadlines.
  8. Clear Communication: Prioritize the email sequence throughout the assignments. Set automated responses where necessary and appropriate. Save time with templated, pre-created responses.
  9. TBQ (Time, Budget, Quality) Rule: Efficient time tracking, resourcefulness and smart scheduling are the key tools to fulfil the TBQ Rule. You may meet the deadline and accomplish the goals. However, your project will be marked successful only if you are able to manage your priorities effectively, use your sources efficiently and know the impact of unforeseen events.

 

Collecting Feedback From Stakeholders Can Help You Build Software That Matters

If you want to build great products that your end users will love, collecting feedback early and often is a key step in this process. You also want to ensure that you are not just collecting feedback from the end-users but also from stakeholders within your organization. No matter if it is Charly from Marketing or Cindy from Finance, everyone’s feedback plays a vital role in building the best version of your product or software.

An unwavering and fierce commitment to not just gathering the feedback but collecting, organizing, and sharing the feedback plays a vital role in pushing your product and business forward. Feedback collection in software projects is more than bug reporting. You want to collect experiences and feelings that the users have with your software. The people side of end-user feedback helps you to shape the customer experience of your digital product. Based on a Walker study, 86% of buyers are willing to pay more for a great customer experience.

Why Feedback Matters

Frequent feedback drives and informs your decision making, saves valuable time in the long run, and influences your product/software roadmap.

Feedback is also necessary for measuring satisfaction among your current customers. These are some of your most valuable stakeholders and the kinds of things you are hearing back from your current customers should definitely not be ignored. Use the feedback to create valuable action items to continue to improve your offerings.

Haymo Meran, head of product

Learning and managing how customers view your product, support, and the company overall continues to prove invaluable. By using early and frequent user testing you can uncover things customers may not know they’re thinking about or problems they may not know they’re struggling with. This will provide you with a clear path to make the product and experience better.

If you layer user feedback through every stage of software development, not just at the beginning or the end, you are able to move fast and deliver quality. You can capture feedback manually or with tools  (for internal & external feedback). With integrations available between feedback collection tools/bug tracking/user feedback applications (like Usersnap) and project management software (like FogBugz), you can cover all your bases in the need for feedback from everyone involved.

Screenshot: Usersnap + FogBugz integrated

“How To Do It” Manually

There are many manual ways to capture feedback from users in real time that can sometimes prove to still be effective. Manual feedback collection can be valuable in connecting with the people side of your software or product, especially internally within your organization. During this Digital Age, with technology keeping us connected more than ever, reaching out through email or live chat can be quick and easy. Here are some ways you can quickly capture feedback from the people side:

  • Creating a feedback survey
: Using applications like Survey Monkey, you can quickly and easily create a comprehensive survey to determine things like how the user feels about your software overall? The ease of use? etc. Stakeholders easily reach this survey through a link or from within an email.
  • Direct email and customer contact forms
: Email is one of the most valuable ways to gather candid customer feedback. Sometimes you won’t get a specific answer to your question until you ask. Many people still want to feel valued and like their opinion matters. So you can capitalize on this by simply sending an email and asking what they think.
  • Direct exploratory user interviews: 
It is very true that understanding your stakeholders and users is often as easy as talking to them directly. This can be accomplished through a face-to-face interview or through online video chat applications like Zoom.
  • Through social media
: Social media is a very powerful (and becoming more and more powerful) tool to reach your stakeholders and prospective customer base. There’s always direct comments to your probing social media post or mentions on social networks. But many social networks now have effective polling tools built in. All you have to do is simply ask a question that you want users to respond to.

The downside to manually reaching out to people to collect feedback is not on the front side, but on the backside when you receive responses. It can quickly become very difficult to differentiate the feedback and organize it so that you can learn from it and create action items. Next thing you know you’re getting isses reported, bug reports, and customer feedback from different channels all over the place. Your alerts start going crazy and you start getting pinged on Slack, email, or even in person from teammates about a button that doesn’t look like it is sized right or a request from a user for additional functionality they suggest for in the future. When feedback is reported through different channels, it quickly becomes hard for product managers to get a single backlog of all the user feedback that needs their attention—let alone organize and prioritize the most critical items for necessary immediate action.

This is why it is effective, time-saving and cost-effective to utilize powerful comprehensive tools and technology that can do this for you and allow you and your team to deliver great products faster.

“How To Do It” Effectively

Manual processes are often a lot of work. That is why we suggest a more automated way. If you utilize an automated feedback software, you can capture feedback effectively where it happens and where your users are. This software should be working inside your website or web-based application directly within the browser. After capturing this feedback you need, a software for that can manage all of the responses and move them to the appropriate development teams.

If you use a visual user feedback application in conjunction with a powerful project management software, you will quickly learn how much easier the flow of feedback into your product will become.

There is actually a powerful combination of tools available that can make your feedback collection completely streamlined. You can easily utilize the software program Usersnap for feedback capturing and FogBugz, which is seamlessly integrated, for managing thousands of feedback items.

FogBugz is a comprehensive project management software that helps you spend less time on managing and organizing and more time on creating great digital products. Through a project management system like this, you can easily align your team under a common purpose and set of goals. This allows you to plan, track, and release great software and products. FogBugz provides all you need to make great software, including project management, issue tracking, and support, fused with just enough process to help you deliver. Plus, there’s robust integration with other best of breed tools like Usersnap, Slack, GitHub, and Google Docs.

Screenshot: FogBugz

With the seamless integration of FogBugz and Usersnap, you can save valuable time and resources, and also improve accuracy in bug reporting and feedback versus manual methods.  Used by over 20,000 software development teams, FogBugz is a system that makes it easy to monitor your projects. It helps your team to focus on the tasks that need to be done. You can capture features, tasks, and customer requests in a central location.

Now that you’ve got the project management side covered you have to take a look at your testing and feedback tool side. Bug tracking, website testing, and issue tracking with Usersnap have never been easier. Utilizing the built-in point and click issue reporting, you get visual feedback and additional information faster into your FogBugz project. Now, no you don’t have to ever worry about endless bug reporting for your users again.

Once you have successfully connected Usersnap with FogBugz, you will receive annotated screenshots to your FogBugz project, along with records of advanced client-side JavaScript errors as they occur, every time a bug report or feedback is created with Usersnap. This helps to bring designers, developers, and project managers together on the same page better than many other alternatives. It is very true that a screenshot often paints a thousand words and helps you deliver great products faster.

Screenshot: Usersnap feedback widget in a website

Using a bug tracking and visual feedback application like Usersnap allows your customers or stakeholders to provide a visual description of what might be a bug in form of annotated screenshots. You also get important information such as what browser was used, the used operating system, and the exact location or URL where the bug has occurred. Your testers have the option to use a drawing pen, a highlighting tool, and sticky notes to illustrate and annotate the bug report. With a screen capturing tool enabled you’ll get so much more out of the bug reports in your project management system.

“Usersnap is a great tool for real-time user experience reporting. Our development team relies on Usersnap to effectively capture bugs and user issues as they relate to the user experience. Kudos to Usersnap for easy user adoption.” Tim Smith, HLT

You can solve your project management tickets in FogBugz faster with browser screenshots from your feedback software like Usersnap.

Get detailed information on the integration of Usersnap and FogBugz.

Screenshot: Dashboard of Usersnap

Wrapping It Up

Discovering issues and bugs during the development stage of your product or software saves your precious resources, time, and money compared to if they are just detected during testing or worse during the application launch phase. You want to utilize effective visual testing and feedback through all phases of development.

Utilizing an integration of a project management software and a user testing platform can help you keep your feedback organized and prioritized so that you can address the most pressing issues and create action items to move your team forward on.

Usersnap helps Making Feedback Matter and FogBugz helps Building Software that Matters.
Perfect combination or what? ☺

Start your free 15-days trial of Usersnap seamlessly integrated with FogBugz along with your FogBugz subscription if you haven’t already. No credit card. No strings attached.

Klaus-M. Schremser
Head of Growth, Usersnap


Evidence Based Scheduling

Evidence-Based Scheduling (EBS) is one of the most revolutionary and mindblowing features of project management software today. Joel Spolsky, the inventor of EBS, describes it best:

“Software developers don’t really like to make schedules. Usually, they try to get away without one. ‘It’ll be done when it’s done!’ they say, expecting that such a brave, funny zinger will reduce their boss to a fit of giggles, and in the ensuing joviality, the schedule will be forgotten.

Most of the schedules you do see are half-hearted attempts. They’re stored on a file share somewhere and then completely forgotten. When these teams ship, two years late, that weird guy with the file cabinet in his office brings the old printout to the post-mortem, and everyone has a good laugh. ‘Hey look! We allowed two weeks for rewriting from scratch in Ruby!’”

Joel points out that there is a need for finding out how much of a return a project would bring, and in order to calculate this you need to first figure out how much time you need to invest in order to get that return.

“Why won’t developers make schedules? Two reasons. One: it’s a pain in the butt. Two: nobody believes the schedule is realistic. Why go to all the trouble of working on a schedule if it’s not going to be right?”

Over the years, FogBugz developed a system that’s so easy that even the grumpiest developers are using it. It’s called Evidence-Based Scheduling or EBS. You gather evidence, mostly from historical timesheet data that you feedback into your schedules.

Smart Scheduling

What you get is not just one ship date: you get a confidence distribution curve, showing the probability that you will ship on any given date.

Here’s how you do it:

  1. Break Them Down: EBS is a believer in breaking each design into steps, and maximum time allowance is 16-hours for each step.
  2. Track Elapsed Time: EBS encourages you to keep timesheets so you can keep track of how long you spend working on each task. Then you can go back and see how long things actually took relative to the estimate.  You can do this for each developer.
  3. Simulate The Future: Rather than just adding-up estimates to get a single ship date, use the Monte Carlo method to simulate many possible futures. In a Monte Carlo simulation, you can create 100 possible scenarios for the future. Each of these possible futures has a 1% probability so you can make a chart of the probability that you will ship by any given date.

EBS is the future of project management and yet a handful of developers know about this hidden gem. Our goal is to spread the word by providing a smart tool for developers to use to help with the heavy lifting, leading to time savings and increased accuracy for their projects.

Some Feedback on EBS:

Jeff Atwood@Coding Horror: “It’s a tremendous credit to Joel Spolsky that he made this crucial feature the centerpiece of the FogBugz. I’m not aware of any other software lifecycle tools that go to such great lengths to help you produce good estimates.”

Rafe Colburn@RC3.org: “We’re rolling out FogBugz 6.0 at work, and I’m finding that I actually like the time tracking. For one thing, it’s a tool for focus. When you kick off the timer on a task, you don’t want to jump around and multitask because it will just throw off the timer. The timer feature itself is pretty easy to use.”

Scott Rosenberg@Wordyard.com: “What’s most interesting about the FogBugz is what Spolsky and his team are calling ‘Evidence Based Scheduling…’”Reg Braithwaite@Raganwald.com: “I built a prototype that did the exact thing that FogBugz is doing quite some time ago. However, prototypes are not shipping products. FogBugz is a shipping product. My prototype was not. And that makes all the difference.”

How To Keep Track Of Cases In Multiple Projects At Once?

Life is complicated and we all accept it. While we tend to categorize the different aspects of our lives, in reality, things rarely fit neatly inside the little boxes we carve out for them.

Our work life is another major compartment and when it comes to planning, it’d be nice if a single project captured all the details we might need to organize work for a project or product and across teams, but often that’s not possible

This meant at times, working with the Iteration Planner and Kanban boards in FogBugz could be kind of awkward. What if you maintain multiple products and each one has its own project? You’d want the “Planner” to show both at the same time, but it couldn’t. Or, what if several teams had multiple projects relating to a single product? You couldn’t plan without affecting the other teams.

Well, such things are not a problem anymore! With the cross-project planning capabilities in Iteration Planner and Kanban, you can keep track of cases in multiple projects at once.

That means you can view all cases relating to a product on one board, even if they’re in separate projects. And multiple teams can plan things without disrupting or being interrupted by others.

Here’s how it works

Site admins can create a new planner and associate it with one or more projects. Each planner may contain any global milestones and any per-project milestones for its projects. You can also optionally filter by project or area, and filtering down to multiple projects is allowed too.

For existing customers, each of their single-project planners migrated to the new versions. If you would like to add additional projects to a planner, view that planner and click “Edit Planner Settings” in the top-right, then “Add Another Project”, select additional projects and click “Save”. With that done, you can add milestones from those projects and any global milestones, and the filter columns shown will include cases from your selected list of projects.

If you use our Kanban board, the project selections for your planner also apply to each milestone when you click through to the Kanban view.

Take a look at our help site for more details. If you have any questions or feedback, please get in touch!