The best project management software by category
As we have seen, choosing the best project management software depends largely on your objectives and needs. To find out more, read our article : How to choose the best project management software for your team?
What's more, once you've chosen the best project management software for your team, you need to know how to use it to get the most out of it. We explain this in detail here.
The best project management tools
Below you'll find a ranking of the best platforms and tools, according to your company's priorities.
| Project software | Perfect for... | Highlights | Weak points |
|---|---|---|---|
| Teamgantt | project planning using Gantt charts | Ease of use, which facilitates adoption of the tool. | The mobile version is more limited and less user-friendly than the desktop version, according to some user reviews on GetApp. |
| Microsoft Project | projects requiring high, fluid and agile communication. | Graphs and data | Dependence on the Windows operating system, which limits its use on other platforms. |
| Jira | projects based on development tickets | Versatility | High learning curve |
| Stafiz | ensure optimal accounting and resource planning | Reliable data in real time to guarantee profitability | Integration with banking applications not possible |
| Airtable | secure project documentation | Suitable for all company sizes | Some features can be complex to activate on first contact. |
| Notion | organize, document and collaborate on projects | Templates available, versatile tool with numerous view types | Lack of BI-type analysis tools for effective project monitoring |
| Pipefy, Process street | describe and develop automated workflows with validation circuits | Improved process efficiency and quality across entities | Rigid and cumbersome processes |
How to get the most out of a project management tool?
Have you chosen the tool you need? Now let's see how to get the most out of it.
1. Set SMART goals
The first rule of thumb is to set SMART objectives. SMART stands for 'Specific', 'Measurable', 'Achievable', 'Realistic' and 'Time Bound'. It translates as 'Specific', 'Measurable', 'Achievable', 'Realistic' and 'Time Bound'.
Setting SMART objectives
Our article: how to choose the best project management software? detailed the key performance indicators that can be tracked according to your objectives, in order to move the project forward quickly and cost-effectively. The SMART methodology stipulates that KPI figures must be concrete, measurable, achievable, realistic and time-bound.
2. Communicate effectively
Getting clear messages across is a task for the project leader or project manager. The project manager can provide a communication channel. But the message and communication style are provided by the project manager.
In addition to being clear and concise, it is important to base communication on two other values: setting an example and motivating.
To follow a leader, he or she must set an example. It's hard to get maximum employee involvement and effort if the manager or person in charge accumulates several unjustified absences, to set an example.
On the other hand, it's important that this person is able to motivate and provide useful information and incentives. This is the only way to get committed teams, capable of giving their best, which will increase the profitability of the project and the achievement of objectives.
3. Ensure proper follow-up
The project management tool will provide us with key data and alerts to help us do this. But there are a series of specific parameters to which we need to pay particular attention, as these are the ones that provide us with the clearest information as to whether something is not progressing in the right way:
- Costs.
- Margins.
- Estimated hours of work for the entire project.
- Hours of work actually invested.
- Estimated execution time for each task.
- Time actually invested in each of them.
Follow our guide to efficient project follow-up.
4. Respect project management stages
In order to lay a solid foundation, it is necessary to carry out a series of preliminary and planning tasks. five phases of project management that need to be taken into account:
- Preparation. We need to establish the company's vision and objectives. We also need to determine the risks and expected results. To do this, we need to carry out a feasibility study in which we define the objectives, a timetable for achieving them and the estimated costs.
- Planning. If the project is approved, it needs to be divided into tasks, with responsibilities and deadlines assigned. This phase also includes human resources, technical and financial planning. And, transversally, it's also necessary to foresee the risks or weaknesses that will have to be overcome, and how this will be done.
- Execution. All the above planning is implemented. Now it's time to coordinate the teams, communicate the objectives and meet the needs derived from the initial work.
- Follow-up. It's very important to monitor the time, resources and costs that are actually invested, to ensure that the roadmap is adhered to.
- Fence. This stage involves a review of the overall and individual performance of all those involved in the project. It is important to make an honest assessment, in order to detect possible improvements to be applied in other projects. From a budgetary point of view, it's important to check that the profitability assumptions initially made have also been respected.
5. Keep an eye on these other aspects
In addition to those mentioned above, there are other causes of causes of project failure that must also be taken into account:
- Failure to check resource availability and progress. The monitoring phase is essential and must be daily. Neglecting the monitoring phase can lead to no-return situations that can ruin the project. It's one of the most valuable features of a project manager, as it enables you to track progress efficiently and at a glance. It also facilitates resource reallocation and rapid communication of changes.
- Lack of leadership. The tools and resources may be adequate and... the problem may lie in the lack of management involvement.
- Not including a percentage of risk. When a company plans a budget, it must include a percentage of risk for contingencies that may require unplanned investments.
- Lack of coordination. Management, the project manager and the team need to work in unison. A project management tool provides real-time access to all information, which is undoubtedly an excellent way of ensuring that everyone is aware of, and coordinated on, the actions to be taken. This is particularly critical in projects involving interdepartmental or interdependent tasks.
- Don't automate alerts to prevent delays or cost overruns. Good project management software will set up alerts so that managers are informed of any schedule anomaly a second after it has occurred.
- Focus on cost savings. Sometimes, cost-cutting becomes a priority, as it is seen as a means of optimizing project resources. However, excessive resource reduction can unnecessarily lengthen the work. In the long run, this will actually generate more costs than you are trying to avoid.
- Not being open to change. The analysis and planning phase is essential. But the circumstances in which they are carried out are changing. It's important to be flexible and to be able to make decisions during the project to correct the effect of external factors on project results.
Final thoughts
As a result, companies must first determine which KPIs they need to prioritize. Then they need to check which project managers are integrating the most appropriate functionalities and tasks to achieve them.
Without losing sight of a whole series of global recommendations to help meet time and profitability targets.
Such as, for example, carrying out proper planning, carrying out exhaustive follow-up or producing a realistic, data-driven final analysis. Issues for which the project manager becomes a fundamental ally, capable of accelerating and optimizing work management and, consequently, stimulating company growth.