Project Tracking Software & Systems: What You Need to Get Organized

December 8, 2022
8 minute read

Any organization that undertakes projects—whether it's a digital marketing agency coordinating campaigns for clients or an in-house creative team working on a new product launch—needs some form of project tracking software. Project tracking systems help groups stay organized and on schedule by providing a clear overview of who is responsible for what tasks and when those tasks need to be completed.

If you manage projects, big or small, you know how important it is to stay organized. Often the difference between a successful project and an unsuccessful one comes down to whether you have the right tools in place to stay on top of your tasks and track progress. Tracking all of the moving parts of a project can be daunting, but luckily there are tools to help. In this post, we'll discuss what project tracking software is and how it can help you stay organized so you can complete your projects on time and under budget


What is Project Tracking in Project Management?

Project tracking is the process of monitoring the progress of a project and measuring how well it is performing against the original plan. By tracking, businesses can make sure that their projects are on schedule, on budget, and producing the desired results.

There are many other benefits to project tracking for businesses as well. By using project tracking tools, businesses can identify issues early on and prevent them from becoming bigger problems. Additionally, project tracking provides valuable insights that can be used to improve future projects. 

Here are just some of the other benefits that project tracking can offer:

Improved communication

One of the main benefits of project tracking is improved communication between team members. By using a project management tool, everyone involved in a project can have visibility into what needs to be done and when it needs to be done by. This improved communication can help teams work more efficiently and avoid misunderstandings or duplicated efforts.                

Increased efficiency

Project tracking can also help teams work more efficiently by identifying potential bottlenecks and roadblocks. By having visibility into the different stages of a project, businesses can make necessary adjustments to prevent these bottlenecks from slowing down the entire project. Additionally, by using automated task reminders, team members can stay on top of their assigned tasks and avoid burnout while mitigating the risk of falling behind

Better decision making

Another benefit of project tracking is that it provides data-driven insights that can be used to inform decisions about a project. This data can be used to improve the effectiveness of future projects by helping businesses understand what worked well and what didn’t work so well in previous projects. This data can also be used to compare the performance of different teams or individuals working on a project, which can help businesses make better hiring decisions.


Why You Need to Track Projects & How to Do It

Project tracking tools allow you to keep all of your project's tasks, deadlines, and associated files in one central location. This makes it easy for you and your team to see what needs to be done and when it needs to be done. Not to mention, it can help you avoid those dreaded last-minute scrambles to get everything finished on time. 

There are plenty of other reasons why you might need project-tracking software. Maybe you're managing a complex web development project with dozens of moving parts. Or maybe you just need a simple tool to help you keep track of your daily and weekly personal tasks. Regardless of the size or complexity of your project, there are several benefits that come with using project tracking software, including: 

Increased accountability

When all of your team's tasks are laid out in front of them, they're more likely to stay on track and meet their deadlines. This increased accountability can help your team work more efficiently and stay on top of their assigned tasks.

Better communication

With everything in one place, it's easy for team members to see what needs to be done and who is responsible for each task. This can help reduce confusion and improve the overall flow of communication within your team.

Reduced project costs

Project tracking allows you to get a better understanding of how your project is performing. By identifying any potential issues early on, you can take steps to resolve them before they become bigger problems. This can help reduce overall project costs and ensure that you're delivering the best possible results on time and within budget while passing down that value to your clients.

Improved organization

With all of your project's files and information in one central location, it's easy for anyone on your team to find what they're looking for - no more digging through email chains or shared drives to track down that missing file. Plus, you can easily create and share reports on your project's performance to keep stakeholders informed at all times.

Reduced stress

When you're using a quality project tracking tool, you'll always know where your project stands, which can help reduce stress and anxiety for everyone involved. This gives you peace of mind knowing that everything is under control and will hopefully get done on time.

With so many benefits to be gained from project tracking, it's easy to see why so many businesses are turning to these tools to help them manage their projects more effectively. Of course, putting it into action is another story.

How to Track Projects

There are a few key steps to tracking projects effectively. The first step is to choose the right project tracking software, depending on your needs and the size and complexity of your project. Workamajig is a great option to track all of your projects with ease.

Once you've selected a tool, it's important to create a detailed project plan and assign tasks to specific team members. This will help you keep track of who's responsible for what, as well as ensure that all necessary steps are being taken to meet your deadlines.

You should also consider establishing clear communication guidelines within your team. This can include setting up regular status meetings or using collaboration tools, like chat or video conferencing, to share information and get feedback from your team.

Finally, it's important to regularly review your project's performance and make any necessary adjustments to keep things on track and within scope. This might include adjusting deadlines or reassigning tasks as needed. With the right project tracking tools and strategies in place, you can manage your projects more effectively and ensure that you're delivering results on time and within budget.

How to Setup Project Tracking Without a Project Manager

As daunting as it might seem, project tracking doesn't have to be so complicated or time-consuming. In fact, with the right tools in place, you can set up a project tracking system without a dedicated project manager. Here's what you need to get started:

Task Management Software

The first step in setting up a project tracking software is to find a task management software that fits your needs. There are a variety of task management software programs on the market, ranging from spreadsheet templates and simple to-do list apps to more comprehensive project management platforms. If you're not sure which one is right for you, take some time to research your options and read reviews from other users. 

Create Projects & Tasks

Once you have your task management software in place, it's time to start creating projects and tasks. Begin by giving each project a descriptive name and then adding tasks under each project. For each task, be sure to include a due date, assignee(s), and any relevant notes or files. 

Assign Work & Track Progress

As work is completed on each task, be sure to update the status in your task management software. This will help you track progress and identify any potential roadblocks along the way. You can also use your task management software to generate reports that show the status of all projects at a glance. These reports can be shared with clients or upper management to provide visibility into the work being done behind the scenes.

This is also a great time to celebrate milestones both large and small. Doing so will help keep your team motivated and committed to delivering results. 


Project Tracking Tools: The Basics

Project management is a complex and multi-faceted process, and there are many different tools, techniques, and best practices that can be used to manage projects more effectively. At the most basic level, however, all project tracking tools should include some key features. These include the ability to create and assign tasks, track progress and employee hours in real time, generate reports and analyze data, and collaborate with team members.

What Features to Look for in a Project Tracking Tool

By consolidating all the information related to a project into one easy-to-use system, project tracking tools make it easy to stay organized and on top of things. But with so many different options on the market, it can be tough to know which tool is right for your business. Let's break down some of the key features you should look for in a project tracking tool. 

Ease of Use

One of the most important factors to consider when choosing a project tracking software is how easy it is to use. After all, if you can't figure out how to use the software, it's not going to do you much good. You might even end up spending more time fixing your tracking software than performing actual billable client work. Look for a tool that is intuitive and user-friendly so that you can hit the ground running without having to invest a lot of time in training yourself and your team on how to use it. 


Another key feature to look for is integrations. A good project tracking tool should play well with other software programs that your team uses on a daily basis. This way, you can avoid having to switch back and forth between multiple programs just to get your work done. Look for a tool that integrates with email programs, like Gmail or Outlook, as well as file-sharing programs like Google Drive or Dropbox.  


Another important factor to consider is flexibility. A good project tracking tool should be flexible enough to accommodate changes as they come up. Look for a tool that allows you to easily add and remove tasks, reassign projects, and make other changes on the fly. This way, you can adapt quickly when things don't go according to plan without getting thrown off course. 


Closely related to flexibility, it's also important to consider the scalability of a project tracking tool. You want to choose a tool that can grow with your business and support all of your needs now and in the future. Ideally, you should look for a tool that offers both free plans (ideal for startups or small businesses) as well as enterprise-level plans (ideal for large businesses with more complex needs).

As you evaluate potential project tracking tools, be sure to keep these features in mind. By choosing a tool that offers the right mix of ease of use, integrations, flexibility, and scalability, you'll be well on your way to improving communication and collaboration across your organization.

How to Pick the Right Project Tracking Tool for Your Business

There is no single answer when it comes to project tracking tools. The right tool for your business will depend on a number of factors, including; the size and complexity of your organization, how many projects you typically manage at one time, and what features are most important to you. With this in mind, here are some steps that you can take to help you pick the right tool for your needs:

  1. Assess your team's needs and priorities. Start by taking stock of the features that are most important to your organization, such as ease of use, customization, flexibility, or scalability.
  2. Research different tools and compare their features and capabilities. Use this information to narrow down your list to a handful of potential tools that meet your needs and priorities.
  3. Test out the tools yourself. Once you've narrowed down your options, try out each tool yourself to get a better sense of how it works in practice. This will help you make a final decision about which tool is the best fit for your team.
  4. Keep your budget in mind. Consider any additional costs or setup requirements associated with the tool. Make sure that you are aware of any additional costs or setup requirements that may be involved, such as; ongoing subscription fees, training and support, or custom integrations.
  5. Finally, work with your team to set up and implement the tool successfully. Once you've selected a tool and gone through the setup process, work with your team to ensure that the tool is being used effectively and that everyone understands how to make the most of it. This will help you get the most value out of your project tracking tool and drive better collaboration across your organization.

Track Your Projects With Ease With Workamajig

As we've seen, there is no one-size-fits-all solution when it comes to project tracking tools. The right tool for your organization will depend on a number of factors, including; the size of your team, your project load, and what features matter most to you.

Luckily, there is a project tracking tool that meets all of these needs and more: Workamajig. Whether you’re a small business or a large enterprise, Workamajig can help you manage your projects more effectively and drive better collaboration across your team.

With features like advanced task and project management, an easy-to-use interface, dashboards and other reporting capabilities, custom integrations, and flexible scalability, Workamajig is the perfect tool to help you stay organized and on track. And best of all, the team at Workamajig is committed to providing unrivaled customer support, so you'll always feel confident that you are getting the most out of your project tracking tool.

Contact us today to learn more about how Workamajig can help streamline your projects and improve communication across your team.


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