Will a project management tool work for any organization? Definitely, yes. In the case of large organizations, using such software significantly speeds up all the processes, facilitates the exchange of information and ensures constant control over the performed tasks. On the other hand, small teams carrying out small-scale projects can get access to a number of useful tools in the system – not only for project management, but also CRM and HR – which improve various areas of the company’s operations.

Project management tool – table of contents:

  1. Project management software – when to implement it?
  2. Lack of control over the execution of tasks
  3. Lack of proper communication between team members
  4. Project delays
  5. Lack of control over the budget
  6. Summary
  7. Check out our all-in-one project management system

Project management software – when to implement it?

During the course of a project, problems often arise due to both external and internal situations. While external factors are usually beyond our control, internal factors can be eliminated – provided that we understand that they are a permanent and not just a one-time problem. The 4 most common examples of situations with negative consequences for the entire project – for which the implementation of an appropriate tool could be a solution – are listed below.

project management tool

Lack of control over the execution of tasks

Can’t you remember when your subordinate is supposed to complete the assigned task? Have you lost the notebook where you distributed tasks for the ongoing stage of the project? Don’t know what your employees are doing at the moment? If you feel in any way that you are unable to maintain control over the project, you should definitely bet on implementing a project management tool.

Adding all tasks along with the people responsible for them, setting their priorities and due dates, status changes (e.g. to do – doing – done) – these are just some of the functions that will allow you to eliminate the problem with the lack of supervision. Constant monitoring is, after all, the best way to achieve the expected benefits.

Lack of proper communication between team members

Do you notice that other team members don’t know what their colleague is currently doing? While it might seem that everyone should only be responsible for their own tasks, this is wrong thinking that leads to inefficient use of resources – and consequently, mistakes. Working in a team on a joint project means that individuals depend on each other, making proper communication necessary. With all the information in the system and everyone having access to it, you can check the status of other people’s work at any time and plan your activities.

What’s more, a project management tool allows you to offer help (after you’ve completed your tasks) to the person who is most likely to fail to meet their deadline. The possibility to store all documents in one place also helps to improve communication between different team members. Providing access to them to every person in one system is the easiest way to cooperate efficiently with each other.

Project delays

Delays can happen for various reasons, and at any stage of implementation – and exercising control over all processes without the help of appropriate software can be significantly difficult. A project management tool will allow you to avoid such situations affecting the end result of the implementation by providing you with a constant ability to control bottlenecks. When you have all the information in one system, and there is a completion deadline next to each task, the possibility of unexpected delays will be minimized.

Lack of control over the budget

Finances are often the biggest pain point of a project, and the lack of constant control over receipts and expenditures can lead to disastrous consequences, significantly worsening the financial situation of the company. Of course, during the course of the project it may happen that we do not meet the original assumptions (due to, for example, significant increases in the prices of the goods we need), but by keeping track of all the information in one system, we can spot the problem earlier and react accordingly. If you’ve ever had a problem sticking to the budget, don’t risk repeating such a situation.


Think about whether the situations mentioned above ever appeared in your organization, and whether their frequency was high enough to become a problem preventing your company from functioning smoothly. If the answer is yes, you will know exactly what step to take next. Easier scheduling of tasks, making appointments, contacting co-workers, exercising control, keeping track of events in your calendar – if you feel that you need such features, don’t hesitate any longer, just choose the best project management tool for you.

Read also:Best online calendar for project management

Check out our all-in-one project management system:

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Author: Caroline Becker

As a Project Manager, Caroline is an expert in finding new methods to design the best workflows and optimize processes. Her organizational skills and ability to work under time pressure make her the best person to turn complicated projects into reality.