Finding the right project management software for you

When managing a long list of projects, finding the right project system that works for you or your organisation is always a slightly tricky thing to do, there are so many options. I have used a handful of software that I felt was suitable for the companies I worked for and supported. My role was to recommend Project systems that work best for them and implement them leaving them to create an organised and structured way of working.

I put together some of my top recommended software, of course not in any particular order, options of systems that support projects from digital marketing, print campaigns events, digital project management and travel arrangements for b2b.

Ideally, you would be looking for one diverse platform that can be used for any type of project, or you might want something specialised for a specific field. So here are a few of my most recommended project software that should be recommended and why.

Mondy.com

This project management software is a popular choice because of how easy it is to customise and build workflows that work for each team. Within the platform, you can create profiles for multiple teams and clients, providing access to individuals to the project boards for projects they are on. Keeping track of the progress of individual projects and tasks that are assigned to your team.

The workflows are designed as a GANTT chart, suitable for event planning, campaign planning and digital marketing needs. Additionally, you can use the platform for budgeting purposes to generate invoices and payments.

Monday.com provides templates for you to get started on, with useful features such as chat box/comment sections. You can create a filing system and link them to the tasks. Finally, my other favourite feature is that the integration options are clear and easy to add, such as Gmail, Google Calendars DocuSign, Jira, Trello Google Drive and so much more.

Trello

Is another popular option that promotes cross-working and team collaboration. The project system can be built as a board with tasks that can be moved across easily like a whiteboard.

The list can be built as status or teams and under each "list" are the tasks called cards. The features on Trello cards can be adapted to what suits your project management needs including approval stages. You can also attach document images and much more and move the cards between each list easily.

Adding contributors to the project board is simple, you select the Invite option,, and an invite will be emailed to the individual then you can tag the assigned person. My favourite feature is the labelling option, which is handy when working on multiple types of projects or tagging teams. For example, graphic support, content teams, and the social media team. This is useful for reporting or managing the workload visually. I don't think this project system works well with event planning, but it is more catered for digital projects and ticket logging. Another additional feature is that you can create a task as a template to use when you need to add other tasks by just selecting "Template". When raising a new task, there is an option to use a template instead of recreating the layout each time.

This is a useful software to start off if you don't yet have the budget to pay for project management software. Trello provides a free version with a maximum of 10 boards and unlimited lists that you can create. This free version can be used for as long as you need, which is great for small businesses.

Airtable

Airtable is a personal favourite of mine as it is simple to filter features when pulling up reports for types of tasks and what type of clients are raising issues or where they are coming from. Plus divide the project boards for your clients or teams.

Airtable has 200+ customisable templates where you can add apps and features. This system is a transparent element that allows everyone to see what your team is up to, with due dates that provide alerts when the deadlines are due. I am a big believer in transparency when it comes to teamwork.

If you are working with a graphic support team or any type of marketing that will need visuals, this is a great software to use, like most you can attach the artwork to the project board. I love that that you can see the images on each ticket, it is just so visually pleasing!

If your role includes data analytics you can import data from a spreadsheet or Google sheet, which allows you to be free from manually inputting data.

Airtable provides the option to set up Zoom meetings, so you can catch up on updates live in one place. In general, it is a great way to create a positive workflow with a team with many hands.

Microsoft Planner

Office 365 is usually a popular choice where most of you may be more familiar with apps such as email, event or appointment booking and Teams. So you may feel that Microsoft Planner might be a better option for you.

Microsoft Planner is a great software to use for someone who is on the go. In my opinion, the layout looks great both on mobile and desktop. I would suggest this be used for businesses of medium to large sizes due to it being expensive.

The software provides a transparent way of working and enables the project team to collaborate efficiently, similar to Trello. With all the similar features like creating lists and cards for tasks and being able to customise those cards by adding attachments or linking them to files and allocating the team.

One of the reasons I chose this software is because of how easy it is to link Microsoft Planner to other features that Office 365 has, for example, Power BI can be used to link forms that are built for requests to generate a task, this can also be linked to your team's email for notifications.

Office 365 has other apps that can be used for project planning i.e. Microsoft Lists app ( a great way to organise your tasks). I found it useful when planning content for social media posts, you can tag the team for approval and edits and dates to when that post is due with the option to generate a notification of changes to the content and due dates.

You can customise the platform to work for you and add the images you will use for your posts. Collaborating with the other apps is accessible with Power BI.

Jira

This may look a little scary when you start using it, but it is more accessible than you think. This platform works well with technical project management and software support, promoting an agile way of cross-working. It is great for creating a transparent workflow and reporting with the filter feature, the project teams can track progress and keep up with team backlogs.

You can build unlimited project boards, which can then be broken down into epics, where you can categorise tasks and next steps. The software allows you to customise your workflow, which encourages your team to follow through until the task is complete.

What are your thoughts and what do you look for in a project management system? In my role, I have had to adapt in various ways to support multiple businesses and individuals I have worked for. Introducing new systems is something I am very familiar with as a virtual personal assistant and project manager being diverse and flexible in the ways of working is important.