Best Project Management Software

Project Management Software Guide

Project management software is a type of computer application designed to help teams plan, organize, and monitor their work. It can be used for a wide variety of projects, from large-scale corporate initiatives to small business tasks. Project management software can help teams collaborate more effectively and measure progress in real time.

At its core, project management software helps teams keep track of their tasks by assigning them deadlines and roles. Users can also assign resources (such as people or materials) to specific tasks and track their progress over time. The software also helps anticipate potential problems or conflicts before they become an issue. Many applications include task-specific templates that streamline the process of setting up projects as well as offering tools for tracking budgets and reporting on performance.

The most basic functions offered by project management software are task creation and assignment, resource allocation, milestone tracking, budgeting, communication tools (like team chat), document sharing and storage solutions. In addition to these features there are more advanced options such as Gantt charts for visualizing timelines, kanban boards for task organization, dashboard widgets for providing customizable overviews into project status', dependency mapping which shows how different tasks rely upon one another to be completed, automated notifications when tasks are due or past due and many other features that make managing projects simpler and easier.

Project management software is ideal for individuals working on projects and team collaborative efforts. These online systems create real-time workspaces where outside partners and team members can monitor each detail that brings projects to completion. They provide an overview of every project in progress as well as details about the daily tasks being done to help the projects progress.

The most effective project management apps allow teams to handle common issues, like missed deadlines, by automatically rescheduling tasks affected by the missed deadline. The app will create a report that helps managers access which teams have too little work, and which ones are overburdened. Several project management apps will keep track of the time spent working on projects and integrate this feature with invoice and billing systems.

The most important thing to realize is that project management is for project management, unlike work-management apps that are expressly for projects. It might seem obvious, but it's an important distinction to understand.

Projects are a very precise form of work. They have a start date, end date, and result in some type of deliverable. Coming up with a new look for a web page is an example of a project. However, maintaining the website is considered to be continuous work because it does not have a definitive start or end date. Another example of a project is the publication of a monthly magazine, whereas blogging is ongoing work. Blogging could, in theory, be seen as a project. However, because it involves very few people and the turn-around time is fairly fast, the use of a project management system would not be worth the effort.

Project management apps are the most beneficial for work that requires more than a couple of weeks to complete, and there are many people and a lot of steps involved.

Project Management Software Features

• Gantt Chart: A visual representation of the timeline of a project, Gantt charts display tasks, milestones and dependencies in an organized chart to show the overall workflow.
• Resource Management: Project management software enables users to manage resources allocated for each task and make sure all necessary resources are available.
• Project Planning & Scheduling: With this feature, teams can create detailed plans with timelines and due dates, assign tasks to team members based on their availability and skillset, anticipate potential issues or delays in advance, and adjust schedules accordingly.
• Collaboration & Communication Tools: The software provides tools that enable distributed teams to stay connected while working on the same project. Features like chat rooms, file sharing, task tracking and comments allow team members to communicate efficiently.
• Task Tracking & Reporting: The software offers a comprehensive view of progress on projects at any given time so users can quickly identify areas that need improvement or additional resources to keep the project on track. It also allows users to generate reports that provide critical insights into project performance.
• Risk Management: By enabling users to clearly define risks associated with projects through customized risk matrices, project management software keeps teams informed about potential risks so they can address them before they become problems.
• Document Management: Teams can store and access documents related to the project in one central, secure location. This helps them keep all the necessary documentation organized, accessible and up-to-date.
• Analytics & Dashboards: Project management software provides users with powerful analytics tools to help them understand how projects are progressing, identify trends and make better decisions. Dashboards provide a comprehensive overview of projects and allow teams to take action quickly.

How Does Project Management Software Work?

The responsibility of managing projects is the job of a project manager, even when the project employs the use of project management software. While the project manager may be the person who oversees the entire project and directs resources as necessary, the project manager is not the only person to use the project management app. When looking into a project management app, it's pretty noticeable that people work together to sort complex tasks into different components (milestones, tasks, and subtasks).

In the ideal scenario, each component of a task gets assigned to a specific person and the task has a deadline. Other team members have the ability to see who is responsible for a task. Members of the team can also see if the person is on track to meet their deadline. Having this level of insight is important. It tells people who may be working on a future part of the project that there is going to be a delay before it happens.

Being able to see the to-do list of every team member gives insight as to whether people are missing deadlines because the team's members are overworked. When a team member has six task assignments that are due within a day, the issue becomes obvious. It's probably a good idea to redistribute the work before they miss the deadline. By examining a Gantt chart, a feature available with project management apps, managers are able to see when team members are overwhelmed, or don't have enough to do. It allows managers to assess the workflow and distribute resources effectively.

Projects have assets that can range from detailed descriptions of the various components of the project and the project overall to a visual mock-up. Everyone on the team needs to have access to the assets. By using a project management app, the assets are contained in a centralized location.

Most project management apps will include storage, allowing the team to upload the file directly from the workspace. The files are stored in a place where the entire team can access and discuss them. Project management solutions also give users the option to upload the file to online storage services like Google Drive, Dropbox, Box, and OneDrive, letting team members connect or upload files to the data management system that are located in storage systems that are already in use.

Advantages of Project Management Software

1. Increased Efficiency: Project management software helps teams to become more efficient by providing a single platform where they can store and manage project data, as well as collaborate with each other. This saves time, reduces misunderstandings, and keeps everyone on the same page throughout the project.
2. Improved Communication: By having all of the relevant information stored in one place, team members can easily keep each other updated on tasks and progress, saving emails back-and-forth and reducing confusion. Additionally, features like task tracking help ensure that all tasks are completed within a designated timeline.
3. Automated Data Tracking: Project management software can help automate the process of tracking data associated with a project. This includes budgeting and cost tracking as well as measuring success against specific objectives or KPIs (key performance indicators). The ability to quickly extract data from reports is invaluable for making informed decisions about projects moving forward.
4. Reduced Risk of Delays: By keeping teams organized and up-to-date on tasks and progress, project management software reduces the chances of errors or delays in completion times. This boosts overall productivity and sets realistic expectations for both the business stakeholders as well as their customers when it comes to expected delivery dates.
5. Streamlined Decision Making: Project management software allows teams to make decisions faster by having access to the right data and resources in real-time. This helps teams stay agile and adjust quickly to changing conditions and customer needs.
6. Improved Visibility: Stakeholders can easily stay in the loop when it comes to their projects with project management software. This gives team members and stakeholders access to all the most recent updates, insights, and data points related to their projects allowing for increased transparency.

Free Project Management Tools

There are free project management software products available, but these often have limited capabilities. The main limitation to using this free software is that organizations are limited to managing one or two projects. Also, the free versions of project management software may block certain features, or limit the amount of storage space.

Most project management apps will offer a two-week, at least, free trial. Once the trial ends, there's no longer a free tier of service. However, the services that offer free trials do require paying a fee once the trial is over.

It is useful to try free software while businesses decide whether or not to upgrade the services. However, most businesses will want features and storage capacity that is available with paid accounts. Businesses should try out products for more than a few weeks to determine which software works best for the business and its teams.

Which project management systems have a free version of their software? Teamwork Projects, Zoho Projects, ProofHub, Volerro, and Wrike all offer free versions. As previously stated, the free versions are limited to managing one or two projects. Wrike is the exception. Wrike limits the number of users to five, it does not give users proofing or approval tools, and 2GB of storage space.

Collaboration Software

Even though it seems like project management software and collaboration software may seem like they are the same thing, they are different. Project management apps are used to collaborate. However, project management software tends to be more specific.

Collaboration software has many different services and apps that have features like video conferencing that lets two people work on a document simultaneously.

Currently, project management services have collaborative tools and roll communication incorporated into the software. These services also let businesses connect collaboration apps that the team may use services like Google Docs and Slack.

Whether the business uses communications tools that are available with the project management application, or an outside one, the idea is for the team to have a centralized workspace. Having one workspace allows the team to get access to necessary assets, notes from other team members, prioritized to-do list, a calendar to list milestones and deadlines, a place to pose questions, and a resource for answers. A few project management apps have features that allow billing and expense tools.

Workflow Management

As stated earlier, project management apps are created to manage projects but don’t really do much else. So, what types of work are not considered to be a project? Any ongoing work is not considered to be a project. Some examples of ongoing work include answering support calls. Ongoing work is also characterized by tasks that are recurring.

People see the need to use workflow management tools for ongoing work, not project management apps. Project management apps and workflow management software do have some intersection in what they do in theory. Both help people document the tasks that need completion and when the tasks need to get done. However, project management apps have more features that help to create a structure for moving work along. This partly because the app does not make any assumptions about the work getting done. The task has a start and end date. There is also a deliverable at the end of the work. Workflow management also does not make as many assumptions as to the nature of the work being managed and the best ways to get it done. So, workflow management tools tend to offer more flexibility. Workflow management allows the user to choose how they want to use the tool. Project management apps usually don't allow this. The usage of project management apps is slightly more rigid.

Workflow management is hard to categorize because it can be handled as a standalone issue and at other times is used in conjunction with other apps. For example, the Asana app can handle workflow management. All-in-one work hubs like Podio and Workfront also have workflow management tools. However, the user will need to add these tools to their account. The interesting thing about these apps is that neither workflow management or project management is not the core of these services. These are apps that can get added to the account.

Another type of workflow management software is Kanban boards. Kanban is a work style. Derived from Japanese culture, it was commonly used in manufacturing to ensure on-time delivery. Today, kanban apps are commonly used in software development teams. The kanban system is centered on visuals and is good for managing how much additional work a team receives before the work currently in progress is completed. The concept is to keep the work flowing, but not in a way where workers become overwhelmed by too many requests. Businesses do use kanban boards to manage projects. However, kanban apps aren't designed to be project management apps.

Some project management apps are designed to also work with workflow management apps. Of course, this depends on how the apps are implemented. Two examples of apps that can do both are Clarizen and Wrike. Volerro gets included in this list because it gives users a kanban-style experience, which is beneficial to managing workflows.

Software for Task Management

Task management software has some differences when compared to project management software. Most project management apps do include task management features. However, if the business only needs task management, they can get the app independently.

Asana is one of the best task management apps. It is also a good example of a workflow management app. By using Asana, tasks can get assigned to individuals. Users can also give the tasks descriptions, assign deadlines, and attach documents. The assigned tasks do not need to be a part of a larger project.

Task-management apps are good for managing ongoing work. Projects can also get managed in Asana. However, it does take more effort to use the app for project management. The following analogy can explain Asana.

If a kanban board or the Asana app is a deck of cards, project management apps are a board game. Board games have rules, and the game is fun when it gets played as it was intended. A deck of cards can be played in any way the user chooses to play with it. There are games designed for decks of cards, but users can also create their own game. It is important to say that before playing a card game, all players are aware of the rules and agree to them. There's no set of written rules to determine gameplay.

Using a task management app works with a similar concept. Users will spend a lot of time deciding how they want to use it. While these apps do offer flexibility, determining how it works for the business can be a matter of trial and error.

This does not mean that project management systems lack flexibility. In a board game, users can still decide to alter the rules or create their own. But board games are purchases with an understanding that they are most effective when they get used for their intended purposes. Businesses that use project management apps know that apps are being used to manage projects. The managing of products will involve assigning tasks and deadlines, monitoring the progress of the work, logging billable hours, and more.

To-Do List Software

To-do list apps often get confused with project management apps. A few of the to-do apps do have collaborative functionality and give users the ability to create projects. While it is possible to assign a person something to do and create a deadline. It also gives the task creator the ability to see if the task got completed. Even with these capabilities, to-do apps and project apps are not the same.

To-do list software has the same issues as task management apps. They don't allow users a full range of tools and features to track complex projects from beginning to end. Collaborative to-do apps are ideal for light work. They are also ideal for households with more than one person and families. However, they won't create a Gantt chart or figure out how much more needs to get accomplished before starting a project's new phase. Todoist Premium and Asana are both good collaborative to-do apps.

Small Business Project Management

Small businesses use project management software to avoid the overwhelming nature of working in email. Selecting the right project management can eliminate email, but this doesn't occur overnight. It will take time for employees to become familiar with the software. It also takes time for organizations to find the best uses for the software.

Enterprises and small businesses will not have the same needs. But, it's important to find the tool that best meets the needs of the business.

Another characteristic used to determine if the small business project management software works best for the business is how the vendor charges. A per-month-fee is typically how enterprises get charged to use a project management platform. Project management software vendors that work with small businesses charge a flat monthly fee for a specific number of licenses or unlimited licenses. The issues aren't whether small businesses should not use software that large enterprises use. However, when software designed for large enterprises is used by small businesses, it may be too much for them. Small businesses may end up spending more money on features that they don't need.

A factor that also differentiates project management platforms is the permission levels. Work front has different permission levels. They are different for portfolio managers, team members, and executives. Having these differences amongst the corporate hierarchy ensures that everyone has the correct access levels. In extremely small businesses, each employee plays multiple roles, so establishing permission levels may not be beneficial. There are several other differences that businesses should consider: work style, the structure of the team, and the type of business.

Project Management Software Trends

1. Increased Level of Automation: Many project management software packages now offer automation features that allow users to quickly and easily create tasks, assign deadlines and set reminders. Automation also helps streamline the process of tracking progress, identifying potential issues and updating documents.
2. Improved Communication and Collaboration: Project management software has made it easier for team members to communicate with each other and work together on tasks. There are features such as task notifications, chat rooms, forums and shared files that help keep people informed about the progress of their projects.
3. Increased Transparency: Project management software allows all stakeholders to have an up-to-date view of a project’s progress, making it easier to identify any issues or delays in real time. It also provides a comprehensive overview of resources allocated to tasks, so members can anticipate when additional resources may be needed.
4. Increased Flexibility: Many project management apps are now cloud-based, meaning they can be used across multiple devices and accessed from anywhere at any time. This is especially helpful for teams who are not always in the same place or working on the same schedule.
5. Better Organization: With project management software, users can easily organize tasks into categories, labels and hierarchies to better stay on top of their workloads. They can also prioritize tasks by importance or due dates while keeping track of overall progress with intuitive visuals such as Gantt charts or Kanban boards.
6. Improved Cost and Time Management: Project management software can be used to help teams better manage their time and resources, resulting in cost savings. For example, they may be able to identify tasks that are over budget or require additional resources sooner, allowing them to adjust their strategy before it becomes too costly.

How to Choose the Right Project Management System

There are a few steps to take when selecting the right project management software.

1. Identify Your Needs: Before making any decisions, it is important to first identify what your team needs in a project management software. This will help you decide on the best platform for your needs, as certain platforms specialize in specific features or functions. Make sure to consider the size of your team and the complexity of projects before making a decision.
2. Research Platforms: Once you have identified your needs, start researching different platforms that offer features and functions that match those needs. Read reviews from current customers and compare pricing between different software programs to find the one that best suits your needs while also fitting within your budget constraints. Use the tools on this page to compare project management software by features, pricing, user reviews, operating system, integrations, and more.
3. Test Drive: After identifying and researching potential options, narrow down your choices further by taking each program for a test drive (if possible). Most providers offer free trial periods so that users can get an idea of how their interface works and check out their features in action before committing to purchase or subscribe to their service. Take advantage of these free trials if available - use it as an opportunity to make sure the system you choose is user friendly and has everything you need it to do before investing in it long term.
4. Get Buy-In From Everyone Involved: Before making any final decisions, make sure everyone who will be using this platform is on board with the decision too – don’t forget about end users! It’s important everyone feels comfortable with whatever system is chosen for managing projects since they will be interacting with it most often; otherwise, adoption could become an issue down the road if not addressed early on in the process.

By following these steps, you should be able to choose the right project management software for your team.

Who Uses Project Management Software?

• Business Owners: Business owners are those who need to manage a project related to their business. They may be responsible for overseeing the entire project from start to finish, or managing certain aspects of it.
• Project Managers: Project managers are responsible for leading and controlling a project. They oversee the tasks and activities associated with a project and ensure that it progresses in accordance with its goals.
• Team Members: Team members are those who perform tasks associated with a project. This can include developing materials, creating designs, gathering data, performing tests, etc., in order to help the team complete the project successfully.
• Stakeholders: Stakeholders are those individuals or organizations whose interests might be affected by the successful completion of a project. This includes customers, partners, investors, developers, and other parties involved in the project’s success.
• IT Professionals: IT professionals are responsible for configuring and managing software applications as well as maintaining network infrastructure related to projects. They also help develop automation processes so that projects can be completed more efficiently.
• Consultants: Consultants are experts who provide advice and guidance on how best to approach a particular task within a project. They may provide critical insights on how to best solve an issue faced by the team or offer suggestions on ways to streamline processes for better results.
• Executives/Leaders: Executives/leaders are typically responsible for setting organizational objectives related to projects, providing resources necessary for success, monitoring progress and adjusting strategies if needed in order to realize desired outcomes from projects.

How Much Does Project Management Software Cost?

The cost of project management software can vary greatly depending on the features and capabilities you need. Generally, most basic project management software will range anywhere from $25 to $150 per user per month. But if you're looking for more advanced features such as workflow automation, an integrated customer relationship management platform, or detailed analytics, you could be looking at much higher costs ranging from $200 to $2,000 per user per month. It's also important to factor in one-time setup fees for enterprise-level packages which can start at around $5,000 but can go up significantly depending on the complexity of the project and any customizations that need to be made. Additionally, many providers offer discounts when signing up for longer term contracts so it's worth shopping around before making a purchase decision.

What Software Integrates with Project Management Software?

Project management software can integrate with a wide range of other software types depending on the specific needs of a project. Different types integration may include office productivity suites such as Microsoft Office, desktop publishing software like Adobe InDesign, and customer relationship management (CRM) systems like Salesforce. Other integration partners may include communication applications such as Slack, project collaboration tools such as Trello, accounting and finance software such as QuickBooks or Xero, human resources platforms like BambooHR, document storage solutions like Dropbox or Box, time tracking solutions like Toggl and Harvest, and more. Most project management software will provide an API that allows for custom integrations with third-party applications.