When we started The Wojo Group, all three of us lived in the same town. We were able to meet almost every day to work on whatever project we needed to, and we even set up a makeshift office in the garage. However, as life progressed, we were eventually separated. Brett moved to Ann Arbor to attend Michigan, and Steve went off to Chicago to study at Columbia University. This change created a host of challenges for our company. Project collaboration was a bit trickier, and we were having trouble maintaining proper communication.

Effective communication is the key to a successful project, as we all know. It’s also very difficult to do over a long distance. Being geographically dispersed can lead to a breakdown in communication, which can spell doom for any company. We had to find a way to overcome the distance hurdle and transition as an organization. Thankfully, there are tons of technology solutions we can use to stay connected with team members.

As a team of Mac lovers, we use iChat for our audio and videoconferencing needs. We try to have regular video conferences twice a week. These meetings are essential because it gives all three of us an opportunity to communicate at once. For those who don’t have iChat, Skype is also a useful (and free) service for audioconferencing. Whatever software solution you use, make sure you set up regular meetings so you don’t fall behind.

Don’t Underestimate the Value of Project Management

I’m a penny pincher. Not your run-of-the-mill type either- I’m fairly extreme. I cringe at the thought of a pack of unneeded staples.

That’s why I have a hard time paying for software. There is always free stuff available, and it’s an expense that usually does not create profits directly.

To keep on top of project management, we were using an unruly system of free (but limited) applications and techniques. It was a nasty and uncoordinated combination of email, text messages, instant messages, and some free web services like Wufoo (for expense reports), Backpack, and Basecamp. We really liked Basecamp, but we were using the free version of the software. Why pay money for an upgrade?

Well, we finally broke down and bought Basecamp, and it may have been the best purchase we ever made. The fact is, having an organized system for project management is crucial, especially when team members are scattered about.

The instinct to avoid paying for any sort of project management application can be strong because you don’t see any immediate profits. Yet, the advantage for the company as a whole is hard to exaggerate.

We highly recommend Basecamp for effective project management on the web. It allows us to keep all of our projects, to-do lists, and clients organized, and the paid version allows for time tracking. Plus, we’ve been using the system to accomplish some other tasks as well- such as recording mileage (for the purposes of tax deductions) and posting quick summaries of expenses.

Whatever your solution, remember that project management is a vital part of your business, a part that is very tricky to do well when operating at a distance. Don’t be afraid to invest some time and money to ensure that you are effective in this area.

The Value of Meeting

True, the Internet and other technologies have made it easier to communicate with each other and coordinate projects over long distances. True, the cost of gas has gone way up. These and other reasons give us all the more excuse to forgo business trips and stay in the comfort of our own homes.

Nevertheless, don’t overlook the value of meeting together in a physical location. All of the project management software and cool gadgetry in the world can’t mimic the type of organization, productivity, and creativity you and your team can accomplish when you meet face-to-face.

Periodic meet-ups have saved our company several times from stagnation. Every now and then, we will get bogged down with a bunch of truly depressing projects. At times like these, meeting together for a week or so of work gives us the chance to get things back on track. Plus, meeting together gives us an opportunity to talk about the future of the company, share different ideas, and plan out the direction we want to head in the future. You can do all of these things without being in the same room, but not nearly as effectively.

It may not always be feasible- practically or economically- to meet together. If that is the case, then it is certainly possible to operate effectively from a distance, as I’ve been discussing in this article. Nevertheless, it would be unwise to overlook the advantages of periodic meet-ups.