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Project Management tools: Quick guide for managers


There are several criteria to consider when selecting a project management software. The most important attribute of successful project management is avoiding major mistakes and staying on time, within budget, and scope; this is where good communication practices come. A project management tool used in conjunction with such communication techniques should keep projects on track and reduce manual work.

Why use project management tools in your business?

Project management tools can help small business owners big-time, helping them organize and execute their company projects from start to finish. Today’s businesses constantly demand updates, coordination, and communication. While the actual project itself is only a piece of the puzzle, managing it is an essential component of the overall picture. And tools that are designed to help you manage your projects require a great deal of thought before selecting.

This year, project management tools will remain valuable for businesses of all sizes, from startups to Fortune 500 companies. The benefits of project management tools include better organization and employee accountability, increased visibility, and improved communication.What Are the Benefits of Project Management Tools? Project management tools offer many benefits that make them valuable assets for businesses of all sizes. Some of the biggest benefits include:

  • Better Organization and Employee Accountability
  • Increased Visibility
  • Improved Communication
  • Reduced costs
  • Increased productivity
  • Being able to adapt to changes quickly

What fits your business and team?

There’s a reason why people are always talking about agile project management. It can help you deliver more value to customers faster when done right. It can increase team productivity and collaboration. And in the end, it can help you run more successful projects that meet their goals and deadlines. And yet, as useful as agile project management is, it’s only as effective as the tools you use to practice it. To help you find the right tools for your business, we’ve researched and compiled this list of the top 15 agile project management tools.

  1. Establish your goals

Before you get started with any software, you need to understand why you’re using it. What problem are you trying to solve? Is it that you need a way to improve communication between different teams? Or maybe you want a platform where everyone can access the same information so that no one is working from outdated information. If you need help understanding the benefits of project management software, check out our article: Why You Need Project Management Software.

  1. Identify your needs and wants

Do you have a team of 10 people or a team of 100? Do your clients need access to the platform too? These questions will help guide your search for the right tool. If this is your first time using project management software, start by thinking about what’s important to your team and identifying their requirements. These might include things such as:

  • Collaboration tools like group chat and comments
  • Customizable reporting and analytics tools
  • The ability to integrate with other tools like file-sharing or accounting platforms
  1. What type of business do you have?

The answer to this question will help you determine what kind of projects will be managed with the software. For example, a marketing agency may need to manage various projects samples, from digital campaigns to planning events to brainstorming sessions. A software development team may need something more in line with managing timelines and resources for product releases. Knowing what kind of projects your company is likely to take on can help narrow down the list of tools that might fit the bill.

  1. How many projects do you have at any given time?

If you only have one or two projects going at a time, then chances are the solution you need is less robust than if your team is juggling dozens of different initiatives. Keep in mind that as your business grows, the number of potential concurrent projects will increase.

Considerations when buying project management tools online

When selecting a project management software for your business, you want to make sure that it has the most important features you need. But what are those features? Here are a few that every project management system should have.

       A. Projects and tasks planning

One of the most important features of an online project planner is to allow you to create projects, sub-projects and tasks. This allows you to break down your larger projects into smaller, more manageable tasks that can be assigned to individuals or groups. Another important feature in project management software is the ability to assign tasks, resources, deadlines, and budgets to each task. This allows you and your team to have a clear understanding of what has been assigned and what needs to be completed.

A good project management software will allow you to keep all of your files in one location. This ensures that access is controlled and all files are always available for download when needed. Another nice feature would be the option to create different levels of access for each user, which allows you to control what each user has access too. Most project management software will have some form of reporting capabilities that allow you to track time spent on each task or budget for each task. Not only does this give you better insight into how long tasks are taking, but it also provides valuable information as it relates to future projects/tasks.

       B. Communication

Project management software is a great way to keep your projects organized and on track. But it’s also an excellent platform for communication with clients and team members. Make sure the project management software you choose has strong communication features, including Real-time chat, which allows you and your team members to communicate instantly while working together on projects Client portals, which allow clients to access and comment on their own projects

       C. Automation

Automation is one of the most powerful tools in any project manager’s toolbox. It takes tedious tasks off of your plate so that you can focus your time and energy on more important tasks. Look for project management software that can automate as many routine tasks as possible, including:

  • Tracking time spent on each task or project
  • Sending reminders to clients about billing or other issues related to their projects
  • Sending emails to clients about progress on their projects       


       D. Organization and reporting

Project managers wear many hats, but the organization is key to success in the role. Project management software is designed to help you get organized and automate documentation. It should also allow you to create reports that show how projects are progressing. Some of the best project management software programs offer drag-and-drop functionality, so you can easily create and edit documents on the fly. If you want to share documents and collaborate with other users, make sure that the program offers this feature as well.


A project management tool provides the organization that is required to maintain a task or a project and helps in better planning for future projects. If a business wants to organize itself, it should consider using project management software. A company might not need all the features but using a basic program helps in managing multiple projects at one time as well as minimizing repetitive tasks and helps in resource allocation.

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