Tools for Project Tracking

What is Project Management Software?

Project management software is a digital tool to plan, schedule, organize and track tasks and projects.

It’s a central hub for team collaboration, task management, resource allocation and real time project tracking. Free project management tools are great for small teams or individuals who need the basics without the cost.

By using project management software, you can streamline workflows, automate workflows and increase overall productivity. Whether managing big projects or multiple projects at once, these project planning tools will keep project managers and teams on track.

Purpose of Project Management Software

The main purpose of project management software is to provide a one stop solution to manage projects from start to finish.

It simplifies project planning and project scheduling, collaboration and track progress in real time.

It also handles resource management and task dependencies so you don’t get delayed or go over budget.

Benefits of Using Project Management Software

• Better Project Planning and Execution: Plan projects more effectively with clear task dependencies, timelines and resource allocation.
• Improved Team Collaboration: Enable team members to communicate and collaborate using collaboration tools.
• Increased Efficiency and Productivity: Automate repetitive tasks and optimize workflows so teams can manage tasks and focus on project goals.
• Better Resource Allocation: Manage projects by tracking resource utilization and keep project costs in check.
• Real Time Project Tracking: Track project progress, manage tasks and monitor project performance with project reports.

Features of Project Management Tools

Main Features

1. Task Management and Organization:

• Create tasks, assign to team members and track progress.
• Set deadlines and organize tasks into projects.
• Prioritize tasks by importance and urgency for better project execution.

2. Time Tracking and Reporting:

• Track time spent on each task and generate reports to see project progress.
• Monitor team member productivity and compare with project timelines.

3. Resource Allocation and Management:

• Use resource management tools to assign resources to tasks and track resource utilization.
• Manage resources by monitoring resource constraints and adjust allocations as needed.

Advanced Features

1. Customizable Workflows and Automation:

• Customize workflows to fit your project management methodology.
• Automate repetitive tasks, set up task dependencies and integrate with other tools to streamline project management.

1. Integration with Other Tools and Software:

• Integrate project management tools with other business processes, collaboration tools and software solutions.
• Use APIs and webhooks for custom integrations and to manage multiple projects including project portfolio management. Other project management software like Airtable and ClickUp have unique features and functionalities that might interest users looking for customizability.

1. Scalability and Flexibility:

• Change your project management solution as your business evolves from managing big projects to tracking smaller initiatives.
• Use project roadmaps, Gantt charts and Kanban boards to manage projects.

Benefits of Project Management

Increased Efficiency

1. Streamlined Workflows and Processes:
   • Simplify project planning and project scheduling using workflow management.
   • Automate task management, create project plans and eliminate unnecessary steps to boost project performance.
2. Improved Productivity and Performance:
   • Set goals for team members, track time and manage tasks better.
   • Use real time data to track projects, provide feedback and optimize performance.
3. Better Organization and Centralization:
   • Centralize all project information using project templates, dashboards and project reporting tools.
   • Improve project visibility by tracking resource planning, project timelines and project costs.

Collaboration and Communication

1. Real Time Updates and Notifications:
   • Get real time updates and notifications about project status and performance using project management apps.
   • Keep all stakeholders in the same page using project tracking tools and notifications.
2. Transparency and Accountability:
   • Use project management to monitor team performance, track project timelines and keep everyone accountable.
   • Automate workflows to set clear expectations and project portfolio management.
3. Team Collaboration and Engagement:
   • Collaborate better using Kanban boards, task creation systems and collaboration features.
   • Engage better by creating tasks that promotes teamwork and aligns with project roadmaps.

Top 15 Project Management Tools

Here are some of the top project management solutions and their features:

1. Asana:

• Task management, time tracking, resource management, customizable workflows.
• Free plan available; paid plans start at $9.99/user/month.

1. Monday.com:

• Free plan available; paid plans start at $12/user/month.
• Rating: 4.6/5 on Capterra, 4.5/5 on G2Crowd.

1. Adobe Workfront:

• Paid plans start at $30/user/month.
• Advanced features: project portfolio management, task dependencies, workflow automation.

1. Smartsheet:

• Paid plans start at $14/user/month, integrates with multiple tools and software.

1. Jira:

• Pricing starts at $7/user/month for task dependencies, project timelines and agile project management.

1. ClickUp:

• Free plan available; paid plans start at $5/user/month.
• Time tracking, Gantt charts, project templates.

1. Microsoft Project:

• For complex projects with advanced resource planning and task scheduling.

1. Basecamp:

• Paid plans start at $99/month for collaborative tools to manage tasks, timelines and multiple projects.

1. Trello:

• Free plan available; Kanban boards, task management, project roadmaps.

1. Zoho Projects:

• Paid plans start at $25/month; workload management and resource allocation.

1. Airtable:

• Integrates and project templates for project tracking.

1. Wrike:

• Paid plans start at $9.80/user/month; workflow management and reporting.

1. ActiveCollab:

• Paid plans start at $6.25/user/month; team and resource management.

1. Height:

• Paid plans start at $6.67/user/month; customizable workflows and task management.

1. Teamwork:

• Scalable solutions; collaboration tools, project portfolio management, resource management.

Other project management software like Airtable and ClickUp have their own unique features and use cases.

Free and Open Source Project Management Tools

Free and open source project management tools are a cost effective solution for teams and individuals to manage projects. These tools have a range of features including task management, project planning and resource allocation to keep teams organized and focused.

Trello

Trello is a free project management tool that uses a Kanban board to visualize tasks and projects.

• Customizable Boards and Lists: Create and manage tasks using boards, lists and cards that can be customized to your project needs.
• Drag-and-Drop Task Management: Move tasks between stages of your project with a simple drag-and-drop.
• Collaboration Tools: @mentions, comments and file attachments on task cards to enhance team collaboration.
• Integrates with 3rd Party Apps: Integrates with Google Drive, Slack and more to streamline your workflow.

Trello’s free plan has unlimited boards, lists and cards, perfect for small teams and individuals looking for a simple project management tool.

ClickUp

ClickUp is a free project management tool that has:

• Customizable Task Views: Gantt charts, Kanban boards, list views to manage tasks your way.
• Task Dependencies and Prioritization: Set task dependencies to manage project timelines and prioritize tasks based on urgency.
• Collaboration Tools: @mentions, comments, real-time editing to improve team collaboration.
• Integrates with 3rd Party Apps: Google Drive, Slack and more.

ClickUp’s free plan has unlimited tasks and users, perfect for teams of all sizes looking for a flexible project management tool.

Wrike

Wrike is a free project management tool that has:

• Gantt Charts and Task Dependencies: Visualize project timelines and task dependencies to keep projects on track.
• Resource Allocation and Workload Management: Allocate resources and monitor team workload to boost productivity.
• Collaboration Tools: @mentions, comments and file sharing to improve team communication.
• Integrates with 3rd Party Apps: Google Drive, Slack and more.

Wrike’s free plan has unlimited projects and users, great for teams looking for a full featured project management tool.

ActiveCollab

ActiveCollab is a free project management tool that has:

• Task Management and Project Planning: Create and manage tasks, set deadlines and plan projects from start to finish.
• Time Tracking and Invoicing: Track time spent on tasks and generate invoices for billable hours.
• Collaboration Tools: @mentions, comments and file sharing to improve team collaboration.
• Integrates with 3rd Party Apps: Google Drive, Slack and more.

ActiveCollab’s free plan has unlimited projects and tasks, perfect for small teams and individuals looking for a full featured project management tool.

Airtable

Airtable is a free project management tool that combines the power of a spreadsheet with a database, has:

• Customizable Tables and Views: Tables and views that can be customized to your project needs, from simple task list to complex project database.
• Task Management and Project Planning: Organize tasks, set deadlines and plan projects.
• Collaboration Tools: @mentions, comments and file attachments to improve team collaboration.
• Integrates with 3rd Party Apps: Google Drive, Slack and more.

Airtable’s free plan has unlimited bases and records, perfect for teams of all sizes looking for a customizable project management tool.

These free and open-source project management tools have cost-effectiveness, flexibility and customization. By choosing the right tool for your team you can improve project management and collaboration and achieve your goals faster.

Choose the Right Project Management Tool

Criteria:

1. Ease of Use and Onboarding:

• Choose a project management app with simple navigation, task creation and project planning to make onboarding easy.

1. Customer Support and Reviews:

• Look for solutions with good customer support, positive reviews and active community.

1. Integrations and Compatibility:

• Make sure the software integrates with your current project management tool, collaboration tools and business processes.

1. Value for Money:

• Consider pricing and scalability options, with features like time tracking, resource management and project reporting.
• Free project management tools are a cost effective solution for small businesses looking to manage projects without big budget.

Small Business Considerations

When it comes to project management software for small business, simplicity and cost is key. Small business need a project management tool that is easy to use, requires minimal setup and has a quick learning curve so teams can start managing projects fast without extensive training.

Cost is another important factor. Small business have tight budgets so they need a project management solution that offers great value without the cost. Scalability is also important, the tool should be able to grow with the business.

Look for:

• Task Management: Create, assign and track tasks to stay on track.
• Resource Management: Manage team members, equipment and budget to utilize resources optimally.
• Project Scheduling: Project scheduling tools to organize timelines and meet deadlines.
• Collaboration: With limited staff, collaboration tools to work with team members, clients and contractors.
• Reporting: Track progress and generate reports for stakeholders.

Popular project management tools for small business are Asana, Trello and Basecamp. These tools have user friendly interface, essential project management features and affordable pricing plans.

Large Organization Considerations

Large organizations have more complex needs when it comes to project management software. They need a tool that can handle multiple projects, large teams and many stakeholders and scale to meet growing demands.

In addition to the basic features, large organizations should consider:

• Enterprise-level Security: Data protection and compliance to industry standards is critical. Look for tools that have robust security features.
• Customization: Large organizations have unique workflows and processes. A customizable project management tool can adapt to those specific needs.
• Integration: Seamless integration with existing systems and tools is important to maintain workflow.
• Advanced Reporting and Analytics: Detailed reporting and analytics to track progress, project timelines, identify bottlenecks and make data driven decisions.

Popular project management tools for large organization are Microsoft Project, Jira and Smartsheet. These tools have advanced features, scalability and integration to meet the needs of large enterprise.

Industry Specific Tools

Different industries have unique project management needs and there are tools designed to address those needs.

• Construction: Construction projects have complex workflows and multiple stakeholders. Tools like Procore and PlanGrid are built for construction industry, with features like blueprint management, site inspections and real-time collaboration.
• Software Development: Agile methodology and iterative workflow is common in software development. Tools like Jira and Asana support Agile, with features like sprint planning, project tracking, bug tracking and continuous integration.
• Marketing: Marketing projects have creative workflow and collaboration with multiple stakeholders. Tools like Trello and Basecamp are popular in marketing industry, with features like campaign tracking, content calendar and client collaboration.

These industry specific tools will help streamline workflow, improve collaboration and ensure project success.

Security and Data Privacy

Security and data privacy is important when choosing a project management tool. Make sure your data is protected from unauthorized access and breaches to maintain trust and compliance.

Look for:

• Encryption: The tool should encrypt data in transit and at rest to protect sensitive information.
• Access Controls: Granular access controls to manage who has access to what data and features within the tool.
• Compliance: Tools that comply with industry standards and regulations like GDPR and HIPAA to ensure your data handling meets legal requirements.

Project management tools that prioritizes security and data privacy are Asana, Trello and Smartsheet. These tools have robust security features to protect your data and compliance to industry standards.

Customer Support and Reviews

Customer support is a crucial aspect of any project management software. A responsive and knowledgeable support team can make a significant difference in the overall user experience, helping users resolve issues quickly, providing guidance on using the software, and offering valuable insights to improve project management processes.

When evaluating project management software, it’s essential to consider the quality of customer support. Look for software that offers multiple support channels, such as email, phone, live chat, and a comprehensive knowledge base. These options ensure that users can get the help they need in a timely manner, regardless of their preferred method of communication.

In addition to customer support, user reviews and ratings can provide valuable insights into the software’s performance, features, and usability. Look for project management tools with high ratings and positive reviews from reputable sources, such as Capterra, Gartner, and TrustRadius. These reviews can offer real-world perspectives on the software’s strengths and weaknesses, helping you make an informed decision.

Value for Money

When evaluating project management software, it’s essential to consider the value for money. The best project management software should offer a range of features, scalability, and customization options that meet your project management needs without breaking the bank.

To determine the value for money, consider the following factors:

• Features: Does the software offer the features you need to manage your projects effectively? Look for essential project management features like task management, resource allocation, and project tracking.
• Scalability: Can the software grow with your organization and adapt to changing project management needs? A scalable project management tool ensures that you won’t outgrow the software as your team or project portfolio expands.
• Customization: Can the software be customized to meet your specific project management requirements? Customizable workflows, dashboards, and reports can help tailor the software to your unique processes.
• Pricing: Is the pricing model flexible and affordable, with options for different user roles and project sizes? Compare the cost of different plans to find one that fits your budget while offering the features you need.
• ROI: Will the software provide a significant return on investment (ROI) by improving project outcomes, reducing costs, and enhancing productivity? Consider how the software can streamline workflows, automate tasks, and improve collaboration to boost overall efficiency.

By considering these factors, you can determine whether the project management software offers value for money and meets your organization’s project management needs.

Costs and Pricing for Project Management Software

The cost of project management software can vary widely, depending on the vendor, features, and pricing model. Understanding the different pricing models and plans can help you choose the best project management software for your needs.

Pricing Models and Plans

1. Per-user pricing: This model charges a fixed fee per user, often with discounts for bulk purchases. It’s ideal for organizations that need to scale the number of users as their team grows.
2. Tiered pricing: This model offers different tiers of features and pricing, with higher tiers offering more advanced features and support. It allows organizations to choose a plan that fits their needs and budget.
3. Flat-rate pricing: This model charges a fixed fee for a specific set of features, regardless of the number of users. It’s suitable for teams that want predictable costs without worrying about the number of users.
4. Custom pricing: This model offers customized pricing plans tailored to the organization’s specific needs and requirements. It’s ideal for large enterprises with unique project management needs.

Some popular project management software pricing plans include:

• Free plan: Offers basic features and limited users, often with restrictions on storage, support, and customization. It’s great for small teams or individuals who need essential project management tools without the cost.
• Basic plan: Offers core features and support for a small team, often with limited customization options. It’s suitable for small to medium-sized teams looking for a cost-effective solution.
• Premium plan: Offers advanced features, customization options, and priority support for larger teams and organizations. It’s ideal for teams that need more robust project management capabilities.
• Enterprise plan: Offers customized solutions, dedicated support, and advanced features for large-scale organizations. It’s perfect for enterprises with complex project management needs.

Plan Comparison Table for PM Software

Here is a sample plan comparison table for project management software:

Software	Free Plan	Basic Plan	Premium Plan	Enterprise Plan
Asana	15 users, limited features	$9.99/user/month, core features	$24.99/user/month, advanced features	Custom pricing, dedicated support
Trello	Unlimited users, limited features	$12.50/user/month, core features	$25/user/month, advanced features	Custom pricing, dedicated support
Microsoft Project	1 user, limited features	$10/user/month, core features	$30/user/month, advanced features	Custom pricing, dedicated support
Basecamp	20 users, limited features	$99/month, core features	$199/month, advanced features	Custom pricing, dedicated support

Note: The pricing plans and features listed above are fictional and for illustration purposes only.

By understanding the different pricing models and plans, you can choose the best project management software that fits your budget and meets your project management needs.

Project Management Methodologies

There are many project management methodologies, each with its own strengths and suited for different types of projects.

Agile

Agile is a flexible and iterative approach to project management that emphasizes collaboration, adaptability and continuous improvement. It’s good for projects that require rapid iteration and adaptation, like software development and marketing projects.

Agile methodology breaks down projects into small, manageable chunks called sprints so teams can deliver incremental improvements and respond quickly to changes. This approach promotes collaboration and the project evolves based on feedback and changing requirements, making it good for project tracking.

Popular project management tools that support Agile methodology are Jira, Asana and Trello. These tools have features like sprint planning, task boards and real-time collaboration for Agile project management.

By knowing and using the right project management methodology and tools, organizations can improve their project planning, execution and overall success.

Emerging Trends in Project Management Software

1. Artificial Intelligence and Machine Learning:

• AI powered Project Management Tools: Artificial Intelligence (AI) is changing project management by providing predictive analytics that helps project managers to anticipate potential roadblocks before they happen. AI can also assign tasks based on team members’ availability and skills.
• Machine Learning for Predictive Analytics: Machine learning algorithms analyze past project data to predict project performance, resource requirements and potential risks so you can make more informed decisions.
• Automation and Workflow Optimization: With AI and machine learning in project management tools, teams can optimize workflow by automating repetitive tasks, reducing manual work and overall project efficiency.

2. Cloud-based and Mobile-first Solutions:

• Cloud-based Project Management Tools: Cloud-based tools allows teams to access project information anytime, anywhere, from multiple devices. This is important for managing distributed teams, real-time collaboration and data centralization.
• Mobile-first Design and Development: With more and more people using mobile devices for project tracking and task management, mobile-first project management apps have user-friendly interface for on-the-go access to project data, updates and notifications.
• Accessibility and Flexibility: Cloud-based platforms makes it easier for project managers to track multiple projects in real-time and adjust project schedules, timelines and resource allocation from anywhere.

3. Agile and Hybrid Project Management Methodologies:

• Agile Project Management Tools: Agile methodology, commonly used in software development, is now being used across industries because of its flexibility and iterative approach. Agile project management tools helps teams to adapt quickly to changing project requirements and deliver continuous improvements.
• Hybrid Project Management Methodologies: Combining the benefits of traditional and agile methodology, hybrid project management tools has flexibility for teams working on different types of projects. These tools allows teams to switch between waterfall, Kanban and agile approach depending on the project phase.
• Flexibility and Adaptability: Hybrid tools allows organizations to adjust workflow and process dynamically to meet changing business needs and project requirements for better project performance.

Project Management Software FAQs

What Can You Do With Project Management Software?

Project management software allows you to manage projects, track tasks, assign resources and collaborate with team members efficiently. It also allows project managers to visualize project timelines, monitor progress and generate reports for better decision making. Here are some examples of successful implementation and adoption:

• Case Studies and Success Stories: Many organizations have used project management tools to streamline workflow, reduce project timeline and improve team productivity. For example, tech companies using agile project management tools like Jira have seen faster product iterations and higher client satisfaction.
• Industry specific Examples and Use Cases: In construction industry, project tracking tools like Smartsheet has helped to manage project roadmaps, track complex dependencies and complete projects on time and within budget.

How Do You Implement Project Management Software?

Implementing project management software involves several steps:

• Define Project Goals and Objectives: Before you implement a project management solution, define project scope, deliverables and milestones. This ensures the tool is aligned to your team’s needs.
• Choose the Right Project Management Tool: Based on your project requirements, team size and budget, choose the best project management software that fits your workflow. Consider task management, resource planning and integrations with existing tools.
• Set Up and Configure the Tool: Customize the project management platform to your project workflow, create task dependencies, set deadlines and configure dashboards for real-time project tracking.
• Train and Onboard Team Members: Provide comprehensive training and resources to your team to get familiar with the software. Ensure team members know how to use core features like task management, project reporting and resource allocation.

Best Practices for Training and Onboarding:

• Clear Instructions and Documentation: Make sure your team has access to user guides, video tutorials and support resources for onboarding.
• Training and Support: Provide hands-on training sessions to your team to learn how to manage tasks, track project progress and collaborate within the software. Include project tracking in your training so team members can monitor and report project status.
• Feedback and Continuous Improvement: Collect feedback from your team to optimize workflow, improve project management process and make changes based on user experience.

Which Project Management Software is Easiest to Use?

Many project management tools are designed for ease of use with simple interfaces and workflows:

• User friendly Interfaces and Navigation: Tools like Trello and Asana have drag and drop interfaces, customizable boards and easy task management making them accessible to beginners.
• Simple and Intuitive Workflows: These tools simplify the process of creating tasks, project tracking and managing multiple projects without overwhelming users.
• Minimal Learning Curve: With built-in tutorials and simple interface, users can get started with managing projects quickly, making them perfect for small teams or those new to project management software.

Choosing the Right Project Management Tool

When choosing the right project management tool, consider factors like team size, project complexity and your business processes. Here are a few things to think about:

• Ease of Use: Choose a tool with a simple and user friendly interface to ensure quick onboarding and minimal disruption.
• Scalability: Look for software that can grow with your team so you can scale up as your business grows.
• Integration: Ensure the tool integrates with your existing business software and collaboration tools to streamline your workflow.
• Pricing and Value: Compare pricing plans and features to ensure you get the best value for your money, whether you choose free plan or premium plans that offer advanced features like project portfolio management, time tracking and task dependencies.