The PERFECT Project Management Tool – Guaranteed!
It’s the number one question you hear in every web development circle or Facebook group: “What’s the best project management tool?”
It’s so silly for developers or agencies to be asking this question. You’d think there’s some secret sauce out there—some software that practically manages projects all by itself, making your coffee, herding clients, and delivering perfect results every time. But alas, the answer is never that simple. Sure, it would be nice if we could just point to a single tool that’s the silver bullet for every agency’s needs. But in reality, finding the perfect tool is more like searching for a needle in a haystack. (Except the haystack is on fire and the needle keeps moving.)
That is – until you have a PROCESS for software shopping and a defined set of criteria!
After all, we don’t start building websites without requirements so why are you shopping without them?
Of course there’s really no universally perfect tool—but don’t click away just yet!
I’m going to show you how to find the best tool for you, your agency, your team, and your clients. Spoiler alert: it’s all about a set of criteria tailored to your specific needs. So, let’s stop chasing project management panaceas and start thinking practically. Because, contrary to popular belief, the tool won’t manage the project for you—but you still need one that’ll help you track progress, evaluate project success, and maintain your sanity.
Why a PM Tool Won’t Do the Work for You (Sorry!)
First things first: let’s address a common misconception. You can have the flashiest, most feature-rich project management tool on the market, but it won’t automatically deliver a successful project. The tool isn’t going to remind your client that they’re three weeks late with feedback, or magically adjust timelines when your lead developer decides to take a two-week vacation. The tool is there to help you keep track of progress, collaborate with your team, and measure success, but you still have to do the actual managing.
Think of it like this: a project management tool is like a top-of-the-line oven. You might have the best oven in town, but if you don’t know how to cook, you’re still going to end up with burnt toast. The tool is essential, but it’s only as good as the person using it. And that’s where having a system for choosing the right one comes into play.
“The Best Tool Is the One You’ll Use”... But Is It?
You’ll often hear the advice: “The best project management tool is the one you’ll actually use” or “the one your clients will use.” And sure, that’s a decent starting point.
The real best tool is the one that’s been vetted to meet the specific criteria of how your agency does business—and what your clients need to keep the project on track. That means you need to evaluate a tool based on more than just its popularity or ease of use. Let’s talk about the criteria you should use when selecting your perfect project management tool.
The Ultimate Criteria for Finding Your Perfect Tool
Before you get lost in an endless sea of software demos and free trials, take a step back and create a checklist of what your perfect project management tool needs to do. Here’s a list of criteria that can guide you:
If you’d like to see an expanded list of this criteria as well as download a done-for-you shopping list, I invite you to join the FREE WP Project Manager’s Academy. The download is in module 5 – Managing the Planning Stage.
1. Ease of Use for Your Team
If your team needs a 20-hour course just to figure out where to log in, that’s a problem. The tool should feel intuitive to use, so your team can jump in and start managing projects right away.
2. Ease of Use for Clients
If you plan on having clients use the tool for things like file sharing or checking project progress, make sure it’s user-friendly for them too. You don’t want to spend your project meetings teaching clients how to navigate the software.
3. Task Management
Can you easily assign tasks, set priorities, and track due dates? A good tool should make task delegation and tracking straightforward, so nothing slips through the cracks.
4. Scheduling and Planning
The ability to create timelines, Gantt charts, or Kanban boards is essential. You need to be able to map out the project plan and visualize progress at a glance.
5. File Sharing
It’s 2024, folks—clients expect to be able to upload, download, and view files directly within the project management tool. Make sure it has seamless file sharing capabilities.
6. Communication
Whether it’s through built-in chat features, email notifications, or integrations with your favorite messaging apps, your tool needs to make team and client communication simple.
7. Real-Time Reporting
Project managers need to know where a project stands at any given time. Real-time reporting lets you identify roadblocks before they become full-blown catastrophes.
8. Dashboards
A visual dashboard can be a lifesaver when it comes to understanding project status at a glance. Look for a tool that offers customizable dashboards that suit your needs.
9. User Interface
Beauty is in the eye of the beholder, but a good user interface can make all the difference. Choose a tool that looks and feels right for your team—one that you won’t dread logging into.
10. Customization
No two agencies are alike, so you’ll want a tool that you can tailor to fit your workflow. Look for customization options in how tasks, dashboards, and reports are set up.
11. Time Management
Can you track time on tasks and projects easily? This is crucial for billing, especially if you work with clients on an hourly basis or need to keep a close eye on project profitability.
12. Resource Management
Do you have a way to see who’s working on what, and whether your team members are overloaded? A good tool will help you balance workloads and allocate resources more efficiently.
13. Budget Management
Money matters. If you can track project costs, set budgets, and monitor spending against those budgets, you’ll be better equipped to keep projects profitable.
14. Reporting
Standard and customizable reports can provide insights into your project performance, helping you identify areas where things are going off track.
15. Scalability
If you plan to grow, choose a tool that can grow with you. Make sure it can handle more projects, more clients, and more complexity down the road.
16. Learning Curve
How long will it take your team to become proficient with the tool? A steep learning curve can delay your projects, so consider how quickly you need to get up to speed.
17. Time Saving
Ultimately, the tool should help you save time, not create more work. Automations, integrations, and features that streamline your processes are key.
Find Your Own PERFECT PM tool — No Magic Required
Here’s the step by step.
- Decide which criteria are most important to your business. (Get the expanded criteria and shopping checklist by enrolling in the WP Project Manager’s Academy here.)
- Modify the checklist on the last page to include the criteria you deem important.
- Ask ChatGPT or some other AI tool if you have included all the relevant criteria.
- Modify your checklist as needed based on those recommendations.
- Make copies of the shopping list and GO SHOPPING!
Take your time to test out a few options, and don’t be afraid to get feedback from your team and clients during the process. After all, the perfect project management tool isn’t the one that sounds the best on paper—it’s the one that fits seamlessly into the way you do business.
Remember, no tool will magically transform your projects into success stories. But with the right tool and a little bit of elbow grease, you’ll be well on your way to smoother project management and—most importantly—happier clients. Happy hunting!
Are ALL your projects getting done on time and within budget? If not, we got you!
Join the WP Project Manager’s Academy – a FREE membership program where you can learn everything you need to know to consistently get your projects completed on time, within budget, with features that meet the client’s business requirements WITHOUT sacrificing profit.
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