Sometimes, managing projects and processes in your business can feel like herding cats. That’s where project management process tools come in. These specialized tools manage all the people, projects, tasks, and files that make up your business. Studies show they can cut project completion time by nearly half and significantly reduce errors by up to 90%.
When you build your project management processes around the right software tools, your business starts firing on all cylinders. Your team feels empowered to work hard until you cross the finish line.
Project management process tools are incredibly valuable, but there’s just one problem: it’s tough finding the right platform for the job.
Here, we explain why these tools are so valuable, share our favorite tools for growing businesses, and explain why you need a strategy to back up your software.
What Project Management Process Software Is—and What It Isn’t
Project management process software is what project managers, employees, and business owners use to plan, execute, monitor, control, and close tasks and projects. It’s a valuable tool that empowers teams to work more efficiently and effectively to save time, money, and sanity.
But to understand what this software is, we have to look at what it isn’t. First, PM tools aren’t a to-do list—they’re much more. If you want a to-do list, use the free Reminders app that comes on your iPhone.
PM software offers structure and support for your business’s big, audacious goals.
This software can handle:
- Project planning and goal setting
- Task assignments and scheduling
- Team collaboration and communication
- Resource management
- Time tracking
- Quality control
- Monitoring and reporting
Keep in mind that project management process software isn’t the same as customer relationship management (CRM) software. Sometimes, people try to force their PM software to be a CRM, but this isn’t the place for that. If you need a CRM, create a HubSpot account and manage your customer relationships there. (As a HubSpot partner, BTC is happy to help you get that set up. Just contact us before you sign up.)
We love chat tools like Slack, but these aren’t project management tools. Email and Excel spreadsheets aren’t project management tools, either.
Why Every Business Needs Project Management Process Tools
Spreadsheets are fine to manage projects and processes at first, especially when you’re small. But they aren’t scalable. Without the right systems in place, you lose visibility across all of the projects in your business. You can’t see what resources you have or when you have the capacity to take on more projects.
PM tools, on the other hand, have features to manage:
- Scope
- Budget
- Time
- People
Plus, you can manage these aspects of your projects from multiple locations around the globe and set multiple access levels for team members, clients, and others.
Let email, Slack, and Excel do their jobs, but don’t use them as a PM tool. When it comes to managing projects, go with the right tool for the job. You wouldn’t use a hammer to screw something into the wall, would you?
The Two Best Project Management Process Tools for Professional Services
The right PM process tool depends on your team’s workflow and the nature of your business. In our experience, the two best tools for professional service groups are Teamwork.com and ClickUp.
Check out the next section if you need more specialized PM software or if you work in trade services.
1. Teamwork.com
Beyond the Chaos is Teamwork.com’s biggest fan. As a Certified Partner, it’s the number-one PM tool that we recommend to our clients because it handles just about everything. (We became partners because it’s so great; we don’t recommend it because we are partners.)
Teamwork.com includes:
- Budgeting
- Invoicing
- Workload management
- Reporting
- Task management
- and a lot more.
Teamwork.com includes advanced features, like People, where you can track the basics of the people involved in each project. Teamwork.com allows for dependent tasks, milestones, and templates, so you’re free to set up the platform for your needs. You can even use it to build, roll out, and manage processes.
The challenge is that you need to set up Teamwork.com correctly. BTC can help you set up project and task templates that auto-populate project details every time you open a new project. It’s the best way to get value from your investment in a platform with this much firepower.
2. ClickUp
If Teamwork.com isn’t the right fit for your business, ClickUp is another powerful project management tool to consider. ClickUp is an all-in-one platform that offers incredible flexibility and customization, making it a strong alternative for businesses that require a robust and adaptable solution.
ClickUp includes:
- Task management
- Time tracking
- Goal setting
- Docs and wikis
- Integrations with other tools, and much more.
One of ClickUp’s standout features is its ability to create custom views, such as List, Board, Gantt, or Calendar, allowing you to visualize your workflow in the way that works best for you. Unlike some other tools, ClickUp also supports multi-view options, so you can easily switch between different visualizations of your tasks.
ClickUp’s flexibility also extends to automation and process management. You can create complex workflows with conditional dependencies, custom statuses, and recurring tasks, making it an excellent choice for teams that need a high degree of control and customization. With Beyond the Chaos’s expertise, we can help you set up ClickUp to maximize its potential, ensuring that your team operates efficiently and effectively.
While ClickUp is feature-rich, it can be overwhelming if not set up properly. BTC can guide you through the process of tailoring ClickUp to your specific needs, so you can get the most out of this versatile platform.
Specialized Project Management Process Tools
Teamwork.com and ClickUp are great for professional services teams, but they aren’t the only PM software tools on the market. In fact, there are plenty of specialized PM tools for you to choose from.
For example, there are solutions out there if you do field service (such as Jobber or Connecteam) or others if you run a gym. While BTC is happy to research options for you, these two specialized PM tools are a good starting point.
JIRA
Technically, JIRA isn’t a PM tool. It was originally an issue-tracking product that allowed bug tracking, but it also does Agile project management for software development.
JIRA is highly effective for software development, especially for Agile teams. Its biggest benefit is the fact that it aids in software versioning and managing which features go into a solution.
The downside is that JIRA has a steep learning curve, so your team might struggle to learn how to use the system at first. Confluence is its “collaboration tool,” and it’s not as easy to manage, especially across teams and projects, as other collaboration tools.
Keep in mind that, as great as JIRA is at managing software, it won’t manage projects very well for you. It’s best to pair JIRA with an actual PM process tool—like Teamwork.com—to keep your projects on track.
Microsoft Project
Microsoft Project is a little bulky, but it’s ideal for enterprise teams. If you’re a Microsoft organization and a large company, this PM solution aids in creating extremely large and complex projects.
It includes features for:
- Gantt charts
- Task management
- Scheduling
- Invoicing and budgeting
The platform can be cumbersome, though, so you need a full-time project manager to oversee big projects in Microsoft Projects.
Project Management Tools Alone Aren’t the Answer
We often hear business owners say they tried PM tools, but they didn’t work. Sorry to break it to you, but, the truth is that it’s not the tool that’s the issue—it’s how you’re using the tool.
If you have a hammer and a nail and a picture, the picture won’t automatically get hung on the right wall, at the right height, centered properly, by magic. You have to properly use the provided tools and follow a process.
No matter what you choose, remember that the software doesn’t manage projects for you. You still have to work the software. You will have to build schedules, assign tasks to your team, and communicate clearly.
It’s a tool, not magic.
Make the Right Choice: Get Fractional Project Management for Your Business
Choosing a project management process tool is a big decision. But as a business owner, you might not have the time to find and implement the right option on your own.
That’s where we come in. BTC works with you to identify the features you need and the right processes to make PM tools work for you. It’s helpful to have an outside consultant come in and set up the tool and train your team members so they use it consistently.
No tool is perfect, and there’s always going to be a gap. We solve that through process optimization or by adding tools to boost the value you get from a PM solution. Even if you have a unique business model, we’re here to support you. BTC has the experience of working with over 200 small business owners, so we’ve seen it all.
Get unstuck and start getting back to business. Contact Beyond the Chaos now to find the perfect PM process tool for your business.
For more self-guided resources, visit our complete guide to successful small business operations.
Clear Answers to Common Project Management Challenges
Implementing project management tools and strategies can sometimes feel overwhelming, but having clear answers can make the process smoother. In this FAQ, we address common concerns about optimizing people, processes, and tools within your organization. Whether you’re looking to improve efficiency, implement new technology, or strengthen your team, these insights will guide you through making informed decisions that drive success.
How can an action plan be developed and implemented to optimize people, processes, and tools within an organization?
Start by identifying key goals and the resources needed to achieve them. Break down these goals into actionable steps, assigning responsibilities and deadlines. Ensure you have the right tools in place to support your team. Regularly review progress and adjust the plan as necessary to stay on track.
What steps are involved in reviewing current operations to identify improvement opportunities?
First, map out your current processes. Next, gather feedback from your team to identify pain points. Analyze data to pinpoint inefficiencies, then prioritize which areas need improvement. Finally, develop an action plan to address these gaps.
What is the best approach to implementing new technology in a timely and minimally disruptive way?
Begin with a clear communication plan that explains the benefits and timelines. Train your team gradually, starting with the basics and building up to more advanced features. Implement in phases, allowing time to address any issues before moving forward.
How can processes that were once efficient become inefficient or error-prone over time?
Processes can degrade due to changes in team dynamics, outdated tools, or shifts in business needs. Over time, what worked before may no longer align with new challenges or goals, leading to inefficiencies.
How can clarity about roles and responsibilities improve task execution within a business?
When everyone knows their role, there’s less overlap and confusion, which leads to more efficient task execution. Clear roles also reduce the risk of tasks falling through the cracks, ensuring accountability and smoother workflows.
What strategies can be employed to build on existing employee strengths and reduce skill deficits?
Offer targeted training programs to bridge skill gaps and provide opportunities for employees to apply their strengths in new areas. Pair less experienced staff with mentors, and create a culture of continuous learning.
How can mentoring staff at different levels benefit an organization?
Mentoring fosters growth and knowledge-sharing, helping newer employees learn from experienced ones. It also strengthens mentors’ leadership skills, contributing to a more cohesive, skilled, and motivated team.
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