Steering a project through its bumpy life cycle, there are few roles as fraught with daily decisions as that of a project manager. I've been navigating this turbulent domain for over a decade now, and I can attest that an adept PM's toolkit is as much a part of their success story as the milestones they set and achieve. Project management tools have the potential to be the unsung heroes, the invisible hands that shape visions into reality, energies into results, and teams into coherent, synergistic units.
As project managers, we understand the challenges that come with finding the right tools, especially in service and consulting industries. The wrong tools can make the already daunting PM work even more overwhelming. It's a difficult task to find the perfect tool, and even when you do, you won't know if it truly lives up to its reputation until you give it a try. However, trying out a new tool means committing a small team to test it on a real project, with the potential risk of having to switch again if it doesn't meet expectations or fails to gain traction. We've been through all that, and I want to share our experiences after trying out some of the most popular project management tools.
Primary Factors When We Consider a Project Management Tool
When evaluating project management tools, it is important to consider several key factors that impact team collaboration and productivity. These factors include:
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Guest and Client Accessibility: A project management tool should allow easy access for guests and clients, enabling them to stay informed and engaged in the project's progress. A tool that lacks transparent client and guest accessibility is akin to a squad with a shared mission but isolated tactics. Additionally, the tool should facilitate effective team and client communication references.
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Release Management: Efficient release management is crucial for successful project delivery. Look for tools that offer features to plan, track, and manage releases effectively, ensuring smooth coordination between development, testing, and deployment teams.
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Shareability: The ability to share project information and collaborate seamlessly is essential. Consider tools that allow for easy sharing of project updates, documents, and relevant information. Look for features that enable both internal team members and external stakeholders to access and contribute to the project's progress.
Tools We Have Tested And Used In The Past Decade
I've had my time in handful sets of project management tools before. Each has been a chapter in my development as a project manager, teaching me as much about what works as what falls flat.
Jira (By Atlassian)
Ah, Jira, the behemoth of project management software. It's been an anchor in the toolscape for us for 8 long years since 2014. Jira specializes in large projects, specifically those with a heavy development bent. Agile and Scrum practitioners sing its praises, but the caveat is its cost-guest accounts are chained to a paid anchor. Furthermore, the navigation is rather confusing especially for those who are not familiar with it, a challenge that even acquiring Trello did little to help.
Trello
Simple, yet deceptively so. Trello's tag-based organization system is a marvel of minimalism, but it's often too minimalistic for complex projects. We have tried to adapt Trello for many times in the past yet it never really sticks. The lack of more structured organization features and a UX more suited to personal task management left the Trello experience feeling incomplete. It’s charming and pleasant enough to open it up once in a while, however it’s really not a practical tool if you work on technical development projects with a team size larger than 2 people.
Asana
Asana has undergone significant evolution in the past 4 years. When I last had a prolonged engagement with it about 4 years ago for a particular client project, the experience hovered between competency and confusion at best. The UI had been its Achilles heel, scattered and sometimes outright challenging to use, eventually we never used it again since that project. However It has since staved off these adversities with a UI overhaul, and I am intrigued to revisit the new face of Asana again soon if the opportunity arise.
ClickUp
What we eventually landed on. Clickup offered a robust workspace and folder structure that was a godsend for managing different streams of work and projects. Its guest accounts are the benefactors of a benevolent system—a tiered approach that feels like a friendly bonus rather than a begrudged presence. Clickup sits at the confluence of functionality and friendliness, a haven for project managers weary of the incessant juggle that defines their role.
Conclusion
Choosing the right project management tool has proven to be the most critical decision in my journey in order to foster a successful and accurate team communication culture. It is essential to carefully consider factors such as guest accessibility, release management, and shareability when evaluating potential tools. Additionally, don't hesitate to explore alternative tools that better align with your team's culture and requirements. Remember, the project management tool serves as a vital piece of the puzzle in achieving project success, so choose wisely and be open to change when necessary.
