Project management

Project management: definition, tasks & the best tools!

Find out how you can optimise your project management with ZEP - from precise resource planning to the dynamic adjustment of work packages. Increase the performance of your project management & ensure the success of your projects.
Project management: definition, tasks & the best tools!

In the world of project management, unexpected challenges and obstacles are frequent companions that can affect the progress of a project. Forward-looking project planning is therefore crucial in order to maintain an overview and ensure that all activities proceed according to plan and the set goals are achieved. Project management methods not only provide transparency about the current project status, but also show specifically where corrections are necessary in order to ensure that the project progresses as planned. Project success to secure.

Table of contents - What you can expect:

Resource planning for project management
Persons responsible for project management
Supporting project management software
Difference: Project control vs project management

What does project management mean?

Project control comprises the targeted management, monitoring and control of all processes of a project to ensure that the defined objectives are effectively achieved. Established since the 1960s, it is a fundamental component of project management and is closely linked to the Project planning and implementation.

Important components of project management at a glance

Effective project management includes essential elements such as clear communication and the joint communication of structures and processes within the team. In addition, the application of important project management methods and digital tools play a decisive role in supporting and automating processes.

Efficient resource planning for project control

Resource planning and workforce scheduling are important tools for project management and optimising employee utilisation in your company. ZEP helps you to plan workloads, utilise resources efficiently and avoid bottlenecks. One of the most important functions is the mapping of actual project allocation. This scheduling allows you to explicitly plan and document project assignments and days on site. Work packages and utilisation curves in ZEP take these schedules into account and thus show the availability and utilisation of your employees in detail.

Another central function of resource planning in ZEP is the assignment of work packages. Employees can see the work packages assigned to them in the work package overview or directly in the time recording screen and can book time to them. The work packages serve as "favourites" and facilitate the Time recording and the Invoicing at the end of the project.

By consistently using work packages in a single project, tasks can be assigned to project staff, optimising both the overall availability of all project staff and the workload of individual staff members. The workload graphs make it possible to schedule employees in such a way that they neither have too little to do nor are overloaded. In addition to optimising the workload of individual employees, the Resource planning in ZEP also helps to optimise the overall capacity utilisation of your company. The use of work packages in all projects and the appropriate definition of project availabilities means that the utilisation of your employees is mapped throughout the company. This allows you to recognise free capacity or overload and take countermeasures at an early stage. This allows you to utilise your employees more efficiently and implement projects in a more targeted and successful manner.

Who is responsible for managing projects?

Responsibility for project management generally lies with the project manager. The spectrum of tasks ranges from monitoring actual values such as budget, costs and schedules to the coordinated realisation of sub-goals. The aim is to minimise deviations within defined tolerances and to respond effectively to any challenges that arise.

All tasks at a glance

The role of a project manager encompasses a number of important tasks that are crucial to the success of a project. The main tasks are summarised below:

📋 Coordination of the project plan at the start of the project

🚀 Starting and completing work packages and tasks

👥 Management of the team, project participants and other stakeholders

📊 Monitoring and documentation of the planned values in comparison with the current project figures

🛠️ Development and implementation of countermeasures in the event of deviations

📅 Coordination of orders, appointments and deadlines on the part of the client

Reporting of the relevant key figures

💼 Organisation of resources and capacity utilisation

🛡️ Authority to make decisions and issue instructions within the scope of the project

🔍 Quality assurance of the planned processes

ZEP in project management: The best software support for your company!

Optimise your project management with ZEP! The software allows you to precisely allocate your employees' working hours to projects, taking into account their availability and with flexible time specifications down to specific times. By using work packages, the effort and duration of each project is calculated precisely. Employees are given an insight into the project schedule and can view their availability and plan independently. ZEP also enables the generation of evaluable data for analysing workload and capacities at employee and project level, supported by clear graphics and reports. Increase the efficiency of your project planning and say goodbye to complex spreadsheets - with ZEP you have all project parameters in view at all times!

Dynamic work packages in project planning and control

Work packages play a central role in project planning and control within ZEP. They are used to determine exactly how long and on which projects employees should work. The individual workload of each employee is calculated based on the assigned work packages. This utilisation is not only considered at the level of individual projects, but also across several projects are taken into account. The available working time of each employee is calculated taking into account regular working hours and absences such as public holidays, weekends, holidays and absences.

Example: A work package has a scope of 20 hours in 5 days. The employee has an availability of 5 * 8 hours = 40 hours in these 5 days. In order to complete the work package in the allotted time, the employee must work 50 % of their available working time on the work package, the work package has a workload of 50 %.

The flexibility of work packages in ZEP is particularly evident in their ability to adapt to changes. Each time booking, remaining effort estimate, Request for leave or change in the planning effort of a work package automatically influences the employee's workload. Changes in the duration of a work package are also reflected daily and update the employee's project and overall workload as well as the status of the work package in the system. This dynamic adaptability ensures precise control of resources and effective project planning in ZEP.


In the world of project management, forward planning is crucial to overcoming unexpected challenges and successfully completing projects. Methods such as the effective use of work packages in ZEP not only provide transparency on project status, but also enable precise resource planning and workload optimisation. The dynamic adaptability of work packages allows teams to react flexibly to changes and ensure that projects are completed on time and within budget. With ZEP as support, companies have the tools at hand to organise their project management processes efficiently and ensure sustainable success.


What is the difference between project control and project management?

Project management focuses specifically on steering, monitoring and controlling the processes within a project to ensure that the defined objectives are achieved. It is a sub-area of the more comprehensive project management, which also includes the planning, organisation and implementation of projects.

What is a project management contract?

A project management contract defines the framework conditions under which a project manager operates. It regulates the responsibilities, powers and duties of the project controller with regard to monitoring and steering a project to ensure that it is completed successfully and within the agreed parameters.

Why is project management important?

Effective project management is essential in order to maintain an overview of project progress, recognise challenges at an early stage and react accordingly. It helps to ensure that projects are completed successfully and according to plan by creating clear structures, promoting communication within the team and utilising resources efficiently.

Tanja Hartmann CEP

Tanja Hartmann

Content Marketing Manager at ZEP

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