To manage projects successfully, there is helpful project management software with which important tasks such as planning, task management, and internal communication can be made much easier. The range of different functions that are offered, however, is large.
It is not always easy to determine which offers best meet your needs: Not all project management software is equally suitable for every task, and different projects require customized offers. In the following, we offer an overview of current, user-friendly, and, in some cases, free of charge solutions that can support start-ups and freelancers in project management in a meaningful way.
What Is Project Management? A Brief Introduction
Contents
There are different definitions for the term “project management,” but their content is largely similar. It is usually understood to mean the entirety of all project-related management tasks: the initiation of a project, the planning and control of the individual project phases, the application of individual techniques and methods, and the project’s conclusion.
Procedures and terms used in project management are often standardized. The implementation of a project aims to implement the wishes and expectations of the stakeholders in the project as well as possible.
Stakeholders are all persons or organizations whose interests are affected by the implementation of the project. Project managers are thus confronted with all the essential factors that influence the project or the concerns of the stakeholders. That is why they have to integrate them into the process as well as possible.
Such Factors Can Be:
- the planned project duration
- the expected costs
- Number, qualifications, and experience of the necessary employees
- content-related, methodological, and qualitative aspects of the project implementation
- internal and external communication strategies
- if necessary, the involvement of external experts
Which approach is chosen for a particular project also depends on several factors – for example, the industry, the objectives, and the specifications for costs and time frame of the planned project. There are essentially two different types: traditional (also: classic) and agile project management.
These two terms are mainly used as generic terms for individual project management methods. Both types can be further differentiated. However, we will only go into the fundamental differences.
The Traditional Project Management
In traditional project management, adherence to deadlines and true costs are very important. Deviations from specified goals should be avoided as far as possible. The most frequently used method is the so-called “network plan technique”: the time frame, use of resources, costs, and results are largely determined in advance so that there are hardly any unwelcome surprises for stakeholders.
Traditional project management undoubtedly has its advantages – especially when a project has to be completed by a certain point in time, such as maintenance, repair, and construction projects. However, a major disadvantage is the lack of flexibility if external circumstances or content requirements change during the project.
The Agile Project Management
On the other hand, Agile project management works with flexibility as a fundamental principle: adjustments to changed requirements should be possible at any time. In agile project management, the specific project goal sometimes only takes shape during implementation.
Experiences and learning processes in the implementation phase can be integrated directly into the end product. Planning and leadership move into the background, the responsibility of those involved in the project is greater.
Agile project management is particularly advantageous for solution-oriented tasks where scope, time factors, and costs do not play the most important role.
The active participation of the client is often required. Agile project management has established itself particularly in the IT area, where the speed of innovation is very high and creative processes do not allow too narrow formal boundaries.
Why Use Project Management Software?
Regardless of the type of project and its planned implementation: It is important for project managers to maintain an overview of upcoming tasks, deadlines, and costs at all times and to enable periodic control.
It is an advantage for everyone involved in the project to communicate quickly, easily, and in a task-related manner. You should know the respective responsibilities and document what has been done understandably for everyone.
Of course, these specifications can also be solved conventionally without using special software. However, the use of a project management tool has invaluable advantages, especially in more complex projects with many participants that require a high level of organization: Direct communication channels, clear scheduling, and simultaneous access to project-relevant data and documents not only facilitate teamwork but also help to reduce redundancies to avoid.
Criteria That Project Management Software Should Meet
Once the decision to use software has been made, the next important question arises immediately: Which project management software is best suited for your own company? In any case, it should be noted whether the software is only to be used for a very specific project or whether it will continue to be used in the future.
For Beginners Or Professionals: Choose The Right Project Management Tool
There are two options for using project management software: The decision for an entry-level tool or a so-called SaaS (“Software as a service”) solution. The SaaS solution is usually implemented faster because the software is made available via a cloud. It is usually billed according to usage, which means that investment costs can be reduced when using paid solutions.
Introduction of project management software
Depending on the scope of the planned solution, project management software implementation can become a project: The individual steps should at least be well thought out, planned, and communicated. The latter is especially important because not all employees may be happy with the change from familiar processes.
Even if a well-implemented software solution can make your day-to-day work and project planning much easier – innovations take getting used to and often even scare you.
In addition, a time frame should be set in which the necessary purchase of hardware and software, the individual implementation steps, the organization of employee training, and finally, the gradual conversion of individual work processes should occur. It is advisable to carry out a pilot project afterward, in which employees can test their new knowledge and give feedback. In the next step, an evaluation and any necessary technical or content adjustments should take place.
Project Management Tools: What Features Are Available?
Essentially, project management software solutions can be divided into the following functions:
- Communication and interaction tools (e-mail, chat, forums, conference calls, internet telephony, whiteboards, etc.)
- Tools for planning and organization (calendar, to-do lists)
- Standard office software (similar to an office suite)
- Task management (task manager, display of processors and progress)
- Resource management (managing project participants, materials, finances, etc.)
Most project management tools combine several of these functions, and many also offer additional, industry-specific, or cross-industry extras.
Tip!
In addition to using project management tools, other helpful online tools make your work easier and more effective.
The Most Interesting Project Management Tools: An Overview
Different projects require different tools – we noticed that at the beginning. But what should future project planners pay particular attention to? And what are the best criteria for choosing?
First of all, it certainly makes sense to make a preselection based on the cost factor – the bandwidth of software solutions ranges from open source to freeware to high-priced, but the expensive tools are not always the right ones.
Some of the recommended tools, which are available free of charge at least for a limited period, are presented in more detail below:
Factro: Intuitive And Easy
The factro project management software impresses with its many useful functions, smart details, and practical project views. In addition to the Kanban board, Gantt chart or Gantt diagram, and the table, the tool impresses above all with the project structure tree, which is not available in any comparable software solution.
Despite the large range of functions (including performance recording & controlling), the operation of factro is intuitive and light as a feather: You can start directly without training, create your projects in the shortest possible time and work on tasks in virtual teams.
factro was specially developed for the needs of modern management and teams:
- With factro, meetings can be reduced by up to 80%.
- The flood of e-mails can be combined.
- Up to 40% of capacity can be saved.
The PM software can be used free of charge in the Basic Cloud with a maximum of 10 users. The fee-based team, business, and professional tariffs can also be tested for 14 days free of charge and without obligation.
Asana: A Development From Facebook
Asana, developed by a Facebook co-founder, impresses with its extremely structured user interface: All essential information is divided into columns – current projects, associated tasks, deadlines, and project participants can be identified at a glance. The focus is on collaboration and communication, fast data exchange, and teamwork. Many additional functions make Asana an ideal tool for creative people: checklists, individual project goals, and “milestones” can be easily created.
Important information is available to each team member in a well-structured manner. Asana is web-based; the functions are available on PC, tablet, or smartphone as required.
Plus, point according to the self-description: Asana helps avoid chaos – anyone who has already worked on a project will particularly appreciate this. Organizational matters can easily be outsourced to the various Asana functions, leaving a lot of space for creative activity without distraction. Another big advantage is the largely smooth integration into Google Drive, DropBox, and Evernote. Teams of up to 15 people can use Asana for free.
LibrePlan: Everyone Does Everything
LibrePlan is open-source project management software based on the fundamental belief that hierarchical structures are not necessarily required to complete projects successfully. Collaboration is, therefore, very important. This makes LibrePlan a particularly suitable tool for organizations in which teamwork and personal responsibility are particularly important.
LibrePlan makes it possible for everyone to slip into the role of project manager and create a project plan. And that without transparency and responsibilities falling by the wayside.
It’s good for organizing multiple projects that share resources and stakeholders – that’s exactly what it was designed for. The web interface is based on folder structures and looks a bit bulky at first glance – but after a few clicks back and forth, the sense of this arrangement can be understood:
This makes it easier to access large amounts of data and documents without losing the overview. The basic version is available free of charge; extensions such as support, training courses for users and administrators, or the LibrePlan Cloud can be purchased as required.
Clarizen: Secure, Scalable, And Robust
Clarizen is a cloud-based project management solution that focuses primarily on security and scalability. Practical planning, evaluation, execution, and monitoring are in the foreground and make Clarizen not necessarily a prime example of democratic approaches, but all the more for stability and reliability in the often hectic everyday project life.
Clarizen offers project managers an ideal tool for more efficient management during project implementation.
Tasks and resources always remain in view; an extensive calendar function supports time management. Clarizen is unfortunately only available free of charge in a 30-day trial, several tariff models are available for longer-term use, and individual services can be purchased.
Kanban Tool: Agile And Playful
The Japanese term Kanban comes from manufacturing technology and means something like “signal card.” Originally, this was used to control the flow of production at the car manufacturer Toyota.
The term and the associated way of working have long been established, especially in software development. The central element of the Kanban tool is the so-called Kanban board, on which tasks are visualized. The Kanban Board exists in a virtual and a physical version.
Although the virtual one is also far more common, teams can still set preferences and, if necessary, fall back on a real board with countless accessories such as task cards and magnetic emoticons. The Kanban tool divides the workflow into three steps: “to do,” “in progress,” and “done.”
The most important principles are:
- Transparency.
- Optimization of the capacities of teams.
- Concentration on the current task.
Kanban Tool is chargeable, but a 14-day free trial period is offered.
Basecamp: Clear And Friendly
Basecamp is particularly suitable for quick team communication. The clear design, reminiscent of social media interfaces, ensures good usability. A dashboard, to-do lists, a message function, and control functions for completed tasks are useful tools.
Due to its simplicity, Basecamp is particularly suitable for beginners who want to gain initial experience with project management software. There is no need for time-consuming implementation and time-consuming training. Basecamp is also web-based, so it does not have to be downloaded and installed separately. After a 30-day free test phase, a monthly offer can be booked per team.
Conclusion
Which project management software you choose depends on various factors. From the requirements of the respective project, the industry, and whether the software should be used permanently. Beginners should test different tools for their own needs. Only after the test phase should you make a final decision. Most project management tools can be combined so that you don’t necessarily have to work with just one piece of software.