How do you choose the right tools for project management? | Klaxoon (2023)

Effective project management relies on different types of tools that can facilitate planning, organization, communication, collaboration, tracking, and documentation. But with so many different tools available, how do you know which are the best? Which are an expensive way to do something you could do for free? What tools should you rely on, and which are a ‘nice to have’ option?

If you are new to the project management world, knowing where to start can be difficult. We will investigate some of the collaborative tools available for project management and what you should be looking for to improve your project teams’ efficiency.

Why can it be difficult to choose project management tools?

There are several factors that make choosing project management tools difficult.

1. Diverse tools are available

Project management is a huge subject. There are many methodologies and ways of approaching the same thing. There are also many players in the market so it can be hard to compare like with like or understand what your organization needs. Each project management toolkit will come with its own features, strengths, and weaknesses.

2. Project requirements vary

Projects vary in terms of size, complexity, industry, and team structure. Some methods are better suited to certain projects: what works for one project may not work for another. It can be challenging to find a tool that caters to a project's unique requirements and supports your preferred approach.

3. Budgets need to be considered

Project management tools vary hugely in price, and they can be incredibly expensive. Some have free versions with limited features, and paid versions will be available for subscriptions that can involve substantial costs. You need to think about your budget and balance it against your desired functionality and the value your tools offer. This can make the decision-making process quite difficult.

4. Integration and compatibility need to be seamless

You are likely to need to integrate your project management tools with other software and systems that your organization uses on an everyday basis. For example, communication tools, document management systems, and time tracking software will all need to work perfectly with the systems you are already running. Ensuring compatibility and seamless data flow between tools can be a complex task.

5. Training may be required

Introducing a new project management tool can take time and effort. You might need to train your project team members in the most efficient and effective ways to use a new tool. People are often resistant to change and if a tool is overly complex or is not particularly user-friendly, they may take time to adopt it. This can then make your project less efficient.

(Video) Project Management Tools | What tools do Project Managers use?

6. Tools may need to be scalable and flexible

As organizations and their projects evolve and grow, their requirements change. It is essential that you look at tools that will be able to scale according to your project's needs. They should also be able to accommodate any future changes. They may need to be flexible in terms of customization, new integrations, and adaptability to different project management methods.

7. Support and update availability

Project management tools should have adequate technical support and regular updates. If the tool you choose is not actively maintained and any bugs that crop up are not quickly addressed, you could end up with something you cannot use. This could lead to problems and even threaten your project, so support needs to be readily available in case of any issues or questions.

Popular project management tools today

Task management tools

They help you organize, assign, and track your tasks. You can create task lists, set due dates, assign responsibilities, and monitor progress.

Communication and collaboration platforms

These tools give you a centralized hub with functionalities like chat, file sharing, and workspaces for collaborating. They facilitate real-time communication and ensure that everything relating to a specific project is kept in one place.

Document management systems

They offer centralized storage for project-related documents, files, and templates. This can provide version control so there is no confusion over which version of a document you should be using, provide access permissions, and collaboration features so you can manage the documents related to a project more efficiently.

Virtual meeting and video conferencing tools

These tools facilitate remote team collaboration. With many teams working remotely or on a hybrid basis, projects can benefit from online meetings, workshops, and presentations. Meetings can be done ‘face-to-face’ and offer screen sharing and recording capabilities.

Time tracking tools

They will help with tracking the time spent on project tasks and activities. This can provide insights into resource allocation and productivity analysis. They can also be used for billing purposes.

Risk management tools

These tools will help project managers and their teams identify and assess the risks relating to a project, helping to address and mitigate project risk earlier.

Resource management tools

They help with allocating and managing project resources. They can give you visibility into the resources available, as well as skill sets and workload. This can help to optimize resource allocation and balance project demands.

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Reporting and analytics tools

These tools enable data visualization, reporting, and analysis. They can help project managers to track key performance indicators (KPIs), generate reports, and gain insights into project performance.

Gantt chart tools

They help visualize project schedules, dependencies, and milestones. These tools enable project managers to plan, track progress, and adjust timelines based on task dependencies and other criteria.

Agile project management tools

These tools provide features that are tailored to agile project management methodologies. They facilitate iterative planning, sprint tracking, and team collaboration.

Online whiteboard tools

Online whiteboards have multiple uses and can help support and simplify many elements of the project management process mentioned above. They are particularly useful for their visual management features, enabling visual project tracking.

How can you choose project management tools?

The choice of tools will depend on your project's size, complexity, and budget, as well as the way your organization prefers to work. It is important to select tools that align with your project management methods, can improve efficiency, and will promote teamwork and collaboration among your project team members.

What are the requirements for your project?

Firstly, you need to understand what a project's specific needs, requirements, and objectives are. You will need to consider factors such as how large the project is, as well as its likely complexity and duration. You should also think about the size of the team and how they will need to collaborate. Determine what essential features and functionalities your project management tool should have to support these requirements effectively.

What project management methods will you use?

Some project management tools are better suited for specific methodologies.

Agile project management, for example, is an iterative and flexible approach to project management. It focuses on iterative, adaptive, and collaborative processes. It originated in software development but can be applied to various industries and project types.

Agile projects tend to be divided into small iterations or time frames called sprints and this enables flexibility and adaptability as things change. It requires a collaborative approach and teamwork and includes frameworks and methodologies like Scrum and Kanban.

(Video) How To Choose The Right Project Management Tools

Waterfall projects, on the other hand, take a more traditional approach to project management. They are characterized by a linear progression of project phases, with each phase being completed before the next one begins. The term ‘waterfall’ is used to describe the flow of work from one phase to another, just like a waterfall cascades down. There is a lot of emphasis on planning and documentation.

Is the project management tool easy to use?

Tools that are user friendly and intuitive are more likely to be used effectively and efficiently. If they are easy to navigate and do not require extensive training and complicated techniques, they will be more quickly adopted.

The project management tool you choose should offer adequate training resources and support to help users quickly adapt to it.

What collaborative and communication tools do you need?

Your teams may work together in the same workspace, or they may be based remotely. A lot of work is likely to be done on a hybrid basis even if your teams work together in person much of the time.

A good project management tool will have strong communication features and should support real-time communication, document sharing, and seamless collaboration among team members.

What level of scalability and customization will you need?

When you choose a project management tool you should consider how much you might need it to scale with your projects and teams as they grow. Project management tools that allow advanced customization can be more easily adapted to your specific workflows and project requirements.

How will your project management tool be integrated with other systems?

Seamless integration can streamline processes and improve efficiency. However, choosing the wrong tool can have the opposite effect. If you have complicated systems that your tool will need to be integrated into, make sure your collaborative tools support this.

What is your budget for a project management tool?

Project management tools should be assessed on the value they will bring to your projects and how they will be used. Can the cost be justified by the features it offers, and what sort of budget do you have available for it?

One tool for all your projects?

As we know, within each aspect of project management there are many tools to choose between. Whether it is document management, a time-tracking tool, or videoconferencing provider, there are many things to consider and decisions to be made.

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Finding a tool that can cover most, if not all, of the functionalities you need to manage your projects and support the various project management methods your teams are using will make their lives easier.

An online whiteboard provides a centralized hub for all the information relating to a project, as well as a collaborative space where teams can generate ideas, brainstorm solutions, and visualize concepts. Project teams can explore ideas and capture and organize them in one easily accessible place.

A visual whiteboard can be used to define a project’s scope and its objectives, outline deliverables, and create a visual representation of the project's structure. Teams can more easily establish a clear understanding of a project and visually identify key milestones and its workflow.

Online whiteboards can improve efficiency, by helping teams break down project tasks into smaller, more manageable components. They can be used to organize, assign, and track tasks, responsibilities, deadlines, and progress.

Project teams can create Gantt charts and Kanban boards with readymade templates, for example, giving them a visual and interactive platform for managing and visualizing a project's workflow more efficiently. Brainstorming ideas to come up with innovative solutions is a useful way to move a project forward, and online whiteboards are particularly well adapted to this technique.

Team members can collaborate in real-time, regardless of their physical location. This enables effective communication, idea sharing, and instant feedback. This can enhance team collaboration, engagement, and bonding.

Project management tools your teams will love

Here at Klaxoon we have all the tools you could need to help your teams become more efficient and effective with their project management. Online whiteboards help drive creativity and innovation, as well as increasing engagement and productivity. They can be used with numerous project management methods and techniques, and we have readymade templates for all sorts of approaches and applications.

Our visual management tools are useful for all project management teams. They help promote teamwork, efficiency, and more effective collaboration, regardless of the sector, industry, or business requirement. Why not check out our resources to see how our collaborative tools and templates can help your business work better?


How do I choose the best project management tools? ›

Here are the most important points you should consider when choosing project management software.
  1. Size of your organization. A large enterprise has different needs from a small startup. ...
  2. Scalability. As your project management needs evolve, you need to know your chosen software can keep up. ...
  3. Pain points. ...
  4. Ease of use.
Apr 28, 2023

How to choose a project management tool for you and your team? ›

6 Steps To Choose The Right Tool
  1. Step 1: Define Your Project's Needs. ...
  2. Step 2: Consider Your Team's Needs. ...
  3. Step 3: Determine Your Budget. ...
  4. Step 4: Consider Integration and Ease of Use. ...
  5. Step 5: Evaluate Features and Functionality. ...
  6. Step 6: Try Before You Buy. ...
  7. Project Management Software. ...
  8. Resource Management Software.

What is your preferred project management tool and why? ›

nTask is the best Project Planning Tool because it offers an easy and efficient way to manage your projects. You can create tasks, assign them to team members, add deadlines and notes, and track progress. nTask also allows you to share your tasks with other team members or collaborators.

How do you assess project management tools? ›

When performing an evaluation of project management software, here are the five keys to success:
  1. Outline Your Needs and Goals. ...
  2. Look for Non-Negotiable Features. ...
  3. Determine Cost. ...
  4. Test the Software. ...
  5. Evaluate the Vendors, Too.
Mar 20, 2023

What tools do project managers use? ›

Tools of project management
  • Gantt chart. A Gantt chart is a management tool that graphically depicts a project timeline by highlighting the major aspects of a project. ...
  • Network diagram. ...
  • Critical path analysis. ...
  • Project evaluation and review technique. ...
  • Work breakdown structure. ...
  • Project documentation. ...
  • Jira. ...
  • Asana.
Jan 26, 2023

What do you want from a project management tool? ›

The best project management tools offer the following features: 360-degree visibility into projects and tasks, so you always have the latest updates. Dynamic reports, so you can access the information you need quickly. Real-time communication tools for seamless collaboration, including @mentions and live editing.

Which of project management tools are you most comfortable using? ›

Here are the best project management tools:
  1. ClickUp. ClickUp is the highest-rated project management tool. ...
  2. Wrike. Wrike is an award-winning web-based application for project management. ...
  3. Asana. ...
  4. Trello. ...
  5. Workzone. ...
  6. ProofHub.
Apr 26, 2023

What are some common tools that help a project manager succeed? ›

7 Essential Tools for a Successful Project Management
  • Project Initiation Document. Project Initiation Documents (PIDs) are important for projects to take off. ...
  • Lessons Learned Reports. ...
  • Gantt Charts. ...
  • Project Management Software. ...
  • Scope Statement. ...
  • Weekly Highlight Reports. ...
  • Project Financials.
Dec 10, 2020

Which tool is best for showing work in progress? ›

Gantt charts are visual planning tools to schedule tasks on a timeline, but they often do more. Once you assign tasks to teams, you can track their progress. The information you add about costs, resources and deadlines works as a baseline to compare against your actual progress.

How do you implement project management tools? ›

How to implement project management software
  1. Conduct an assessment. As with any project you undertake, the first step in implementing a new PM system is conducting a proper assessment of your company's needs. ...
  2. Find the right software. ...
  3. Plan and prep for project launch. ...
  4. Execute the project management implementation phase.
Feb 21, 2021

What are the questions you should ask when you are selecting a tool for schedule management? ›

Here are the questions you should be asking yourself.
  • Does the new tool enable better collaboration with my teammates? ...
  • Can I choose the project methodology that I want? ...
  • Is it easy to use? ...
  • Does it work well within my existing software ecosystem? ...
  • Can I customize it? ...
  • Does it scale well within the company?
Mar 23, 2021

What are the 3 most important things for a project manager? ›

Communication, leadership, and management are three key attributes that you need in a successful project manager.

What is the primary tool for project planning? ›

A Gantt chart is the most essential tool for the project planning process. Organize tasks, add their duration and they automatically populate a project timeline.

What is the tools to manage the team? ›

Comparison of Top Team Management Tools
Best forDeployment
Zoho ProjectsSmall to large businesses.Cloud-based.
TeamworkSmall to large businesses and freelancers.Cloud-based
WorkOtterSmall to Large businessesCloud-hosted
TogglSmall & Medium businesses & Freelancers.Cloud-hosted.
7 more rows
May 13, 2023

Do you use any tools to support you in leading a team? ›

Using software like Evernote can play a major role in improving a team leader's productivity. It is a note-taking tool that make it easy to create simple to-do lists, take photos of important pieces of a project, and organize them all in separate files.

What is the most important tool to a line manager? ›

As we discussed in our article on the 5 things line managers wish they'd been told earlier, delegation is a critical line management tool. It allows line managers to: Ensure work gets completed in timeframes that suit both employee and organisation.

Is Excel a project management tool? ›

Microsoft Excel is a handy tool that can do many different things to help you and your project team. And on its good days, Excel can function as a basic project management tool.

What is tools and templates for project management? ›

A project management template is a sheet with placeholders that help you document various project activities, like: Project planning. Setting goals. Creating work schedules.

What are the tools and techniques? ›

A tool is a specific, tangible item such as a template or software program, used in performing an activity to produce a product or result. A technique is a defined systematic procedure to produce one or more outputs, which may also use one or more tools.

Why are project control tools important? ›

Project controls provide a meticulous approach to managing risk. By preemptively identifying risks, monitoring risk continuously, and developing contingency plans to address and mitigate issues, it becomes possible to reduce impact on budget and schedule. It also helps prevent some risks from happening in the future.

What is project management best answer? ›

Project management is a field where people skills can make or break a candidate. If you're less familiar with the technical side of project management, emphasize people skills you have like leadership, communication, and organization.

How to choose the right project management methodology and framework? ›

Tips for choosing the right methodology for your business
  1. Budget.
  2. Timeline.
  3. Company structure.
  4. Project objectives.
  5. Customer details.
  6. Project complexity.
  7. Roles of team members.
  8. Stakeholders.

What are the key responsibilities of a project manager? ›

Those responsibilities include:
  • Plan and Develop the Project Idea. Every project starts as an idea. ...
  • Create and Lead Your Dream Team. ...
  • Monitor Project Progress and Set Deadlines. ...
  • Solve Issues That Arise. ...
  • Manage the Money. ...
  • Ensure Stakeholder Satisfaction. ...
  • Evaluate Project Performance.
May 10, 2023

How do I know which project to choose? ›

  1. Step 1: Set priorities. First, you need to know what the priorities are. ...
  2. Step 2: Create project selection criteria. Project selection criteria are the characteristics of the projects you do want to do. ...
  3. Step 3: Pick the right projects. ...
  4. Step 4: Say 'no' to the wrong projects. ...
  5. Step 5: Repeat.
Sep 26, 2022

Which tools do you prefer to track the progress of your project? ›

The Gantt chart is one of the most popular ways to track your project's progress.

What is the management tool? ›

A business management tool is an application, system, or methodology that helps a business operate effectively, maintain a competitive position, and improve performance. There is a vast range of offerings that fall into this broad category, and many are tailored to specific industries and tasks.

What is the easiest project management method? ›

The Waterfall methodology is, perhaps, the most simple and effective project management methodology. Also referred as Software Development Life Cycle (SDLC), it focuses on making a solid plan and effective execution. That's why this traditional project management methodology is simplest and easiest to understand.

How do project management tools improve efficiency? ›

A good project management tool won't cure a poorly managed project, but it can improve project efficiency by enabling easier communication, goal tracking, and resource management.

Which three things should a project manager consider when managing project resources? ›

Project managers implement the following resource management techniques to forecast, plan, allocate, level and optimize resources during the execution of a project.
  • Resource Forecasting. ...
  • Resource Allocation. ...
  • Resource Leveling. ...
  • Resource Utilization. ...
  • Resource Smoothing.
Mar 1, 2023

What is a progress monitoring tool? ›

Progress monitoring is used to assess students' academic performance, quantify their rates of improvement or progress toward goals, and determine how they are responding to instruction. You can use progress monitoring for individual students or for an entire class.

What tools software do you use to organize your team workload? ›

Microsoft Project is a project planning product by Microsoft 365 with workload management tools for teams to plan, schedule, and summarize their tasks. If your preferred project management style involves Excel or if you have a working knowledge of Microsoft products in general, MS Project may stick for you!

How do you monitor progress in a project? ›

How to monitor progress
  1. Plan out your project. The first step to monitoring the progress of a project is creating an outline or plan for the project. ...
  2. Set clear goals for your project. ...
  3. Create a steady check-in schedule. ...
  4. Record and analyze data. ...
  5. Make changes to your goals if necessary.
Jun 24, 2022

Which are the three basic tools for monitoring? ›

These tools can include key performance indicators (KPIs), dashboards, checklists, and monitoring plans.

Which control tool is most important during project implementation? ›

Work Breakdown Structure

The Work Breakdown Structure is the first and most important tool in project planning.

Which tool is most likely to be used in project schedule management? ›

Gantt charts are one of the most important project management tools due to their versatility. Gantt charts can be used throughout the various phases of your projects to help with project planning, project scheduling and project tracking.

What are the three 3 tools that can be used as a tool for project scheduling? ›

Project scheduling tools and techniques
  • Task list. This is the most basic form of project schedule. ...
  • Work breakdown structure (WBS) ...
  • Gantt chart. ...
  • Simulation Simulation. ...
  • Mathematical methods. ...
  • Duration compression methods. ...
  • Resource levelling heuristics.
Mar 29, 2022

Which three tools and techniques can a project manager use during plan schedule management? ›

6 Helpful Project Management Techniques
  • Work Breakdown Structure (WBS) A WBS transforms big project activities into chunks of manageable tasks you and your team can easily understand and complete. ...
  • Gantt Charts – One of the First Project Management Techniques. Source. ...
  • Critical Path Method (CPM) ...
  • Waterfall / Linear.
Jan 10, 2022

How to pick the best project management methodology for success? ›

Key considerations in choosing a project management methodology
  1. Organizational strategic goals and core values.
  2. Internal and external changes.
  3. Key business drivers.
  4. Project complexity.
  5. Team readiness, knowledge, and capabilities.
  6. Constraints.
  7. Stakeholders.
  8. Risks.
Apr 13, 2021

What is the key to successful project management? ›

The 3 most important things to master as a project manager are Communication, leadership, and management. Keep in mind the variables mentioned above, you need to effectively lead, communicate and manage all 5 for your project to be a success.

How do I choose the best organizational structure? ›

How to choose an organizational structure
  1. Review the different organizational structures. ...
  2. Determine the company's strategy. ...
  3. Consider the business' environment, size and age. ...
  4. Review the information. ...
  5. Create a visual chart and make a decision.
Jun 24, 2022

What makes a good management structure? ›

A good organizational structure facilitates achievement of the objective of every individual through proper coordination of all activities. Reduces the overall conflicts between the individuals and team members. It removes duplication and overlapping of work. It decreases the likelihood of runarounds.

What are the important factors for choosing a particular project management structure? ›

The determinants of the selection of the most appropriate project include:
  • Project preparation and planning. Preparing a feasibility study to launch your project is the first step in selecting a successful project. ...
  • Resource assessment. ...
  • Project Impact. ...
  • Data presence. ...
  • Time Factor.
Sep 24, 2022


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