Managing a project can quickly become very complicated. If you are managing a lot of projects at the same time or working with several people, it will be very easy to lose track if you are not organized.

I have selected the best tools that I have had the chance to try, which will allow you to organize your projects with your partners, your teams or your clients.

“Let our advance worrying become advance thinking and planning.”

Winston Churchill

Trello

Trello is a must-have among project management tools. Very easy to use, it is organized like a board on which to hang virtual post-it notes. The user can create as many boards as he wishes, generate cards that he assigns to different team members. He can, for example, codify the urgency of the task or attach documents to it. The cards can be divided between several columns with customizable wording, thus facilitating the global vision of the evolution of the missions.

To benefit from other more advanced features, such as real-time voting, automation or data analysis, it is necessary to activate “power-ups”. These are mostly reserved for paying users.

Advantage : The accessibility of the interface and the concept.
Disadvantage : In its basic version, it does not meet all the needs of a project.
Price : Free for basic features. Paid version from € 9.99 / month / user.

Monday

Monday.com comes in four paid plans, with no free plan. It offers the usual possibilities that we expect from an online schedule tool : the assignment and prioritization of tasks, the import of data (including from an account opened on a competing software), as well as the implementation of a workflow.

Depending on the package chosen, the account administrator can access rights management, time tracking (without billing service) and the creation of a dashboard to view the progress of the project and the allocated budget.

The software integrates with others, such as Typeforms, Mailchimp or HubSpot, allowing synchronization of projects and contracts.

The tool adapts to all kinds of projects and is praised by many thanks to its clarity. The interface is clean and user-friendly.

Advantage : Simplicity, despite advanced features.
Disadvantage : The lack of a free version and the big limitation of the basic paid version.
Price : Basic version starting at $ 39 / month for five users in the event of annual billing.

Wrike

With Wrike, the functionalities are varied and relatively numerous, even in the first of the paid versions, which already allows the realization of Gantt charts or the submission of forms, unlike some competitors.

Users will also appreciate the detailed time management, privacy settings, and the emphasis on security. A series of extensions allow further integrations, analysis or encryption.

Wrike does, however, offer a free basic version of its planning software for very small units (limited to five users) that only requires a simple list of shared tasks.

Visually, Wrike contrasts with its competitors with blue rather than bright colors, the result is restful.

Advantage : The diversity of the services offered.
Disadvantage : The drawback of its qualities: its multiple functions make it a little more complex to use. The free version is limited to five users.
Price : Free basic version. Paid versions starting at $ 9.80 / month / user.

Asana

Founded by two Facebook guys, Asana (SaaS solution) is a very complete project management software very efficient when I think about a very specific topic in every communication agency : the management of access rights of every projects. It is also social centered, and every entry can be “liked” like on any social network. Is airy and colorful interface makes it pleasant to use.

A paid formula is requested to access time tracking, integration with third party applications, structuring tasks by dependency, or for the simplification of processes approval.

Advantage : For paid subscribers, the tool is very customizable.
Disadvantage : The many features take it a little longer to adapt.
Price : Free basic version. Paid version starting at $ 10.99 / month / user.

Zoho Projects

Zoho Projects is one of the most versatile project management tools, a fairly logical positioning as it is a fully paid software. The user therefore immediately benefits from more functionalities. An interesting investment for companies and businesses needing a broader centralization of a certain number of tasks.

Among the planning management functionalities, the milestones (key stages) and the reading of the subordination links between tasks are more than helpful.

Like Asana, Zoho Projects is build with a “social network” spirit and trend, and includes discussion threads and instant messaging.

In addition to graphics and analysis reports, the software provides the ability to establish invoices based on time tracking sheets, thanks to the integration of Zoho invoice.

Advantage : The versatility of the tool.
Disadvantage : No free version. Less entertaining interface than Asana or Trello.
Price : From $ 150 / year (10 users) to $ 1,500 / year (25 users).

Basecamp

Basecamp is a project management software widely appreciated and used by many project management teams. This software includes several different collaboration features, such as a designated chat area where users can leave comments.

In addition, a summary of the projects your team is working on (for example, statuses and updates) is sent daily to your email address. Users have the option of chatting by email as well.

In case you can’t find a particular item, you can use the powerful search tool of this software in order to locate files or conversations.

However, it has a few shortcomings, including the lack of milestones and customization options, and the inability to add an estimated duration for a task or assign it to multiple users.

Advantage : Great collaboration features.
Disadvantage : Lack of milestones and customization.
Price : Free for teachers and students, $ 99 / year otherwise.

How to choose a project management tool ?

There are many online project management tools. Some, like Trello or Basecamp, target the distribution of tasks and their planning, and are suitable for freelance workers or small structures. Others push the collaborative aspect further. A third category, to which Zoho Project belongs in particular, provides a more versatile answers and includes, for example, budget management and invoicing.

The choice of the right tool is mainly based on the needs of the company and its project. It’s all about priorities, they are what will tip the scales. It is therefore important to determine the nature and scope of the mission, the methodology used and the team that will handle the tool in order to start narrowing down the list of options.

The following points of vigilance make it possible to refine the reflection:

• Ergonomics. For novice project managers, this can have an impact on the relationship with the software. The user must feel confident within his virtual working environment. Simplicity is the key word.
• Performance. Carefully observing the features offered in the basic version allows you to get a first idea of ​​the possibilities of the software. Time tracking and uploading attachments are essential to mastering a project. The trial period remains a good way to check that the promises posted are kept.
• Stability. How long has this tool existed? Is it frequently used? Are the updates regular? So many elements to be probed in order to estimate its reliability over time and avoid having to change it too quickly.
• Data security. It is important to be particularly attentive to the management of rights. The project manager must be able to decide in detail about access, roles and contributions within the workspace. Some software programs focus their sales pitch on their security protocols and, as a potential customer, this is an avenue to explore.
• Locally hosted software or SaaS solution ? Both options have their strengths and weaknesses. The first are permanently accessible, even offline, and, in general, offer a shorter response time to the user’s request. Finally, the fact of storing the data “at home” can represent an advantage. Saas solutions, therefore outsourced, also have advantages: they can be used from any terminal, naturally designed to be multi-users and do not use the company’s IT resources.
• Cost. If the software is free, it may lack a few key functionalities. There are also some great open sources, collaborative and scalable solutions. In both cases, be careful to identify where the free service ends. Fully paid software often offers multiple price ranges and the ability to be billed annually, reducing the overall cost. Again, the best solution is the one that best fits the business situation.

Leave a message below if you have any question about those tools or how to use them. If you are a business or an individual seeking for advices and consultancy, feel free to contact me.