Optimizing Project Management with the right Tools

Optimizing Project Management with the right Tools

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Optimizing Project Management with the right Tools

Technology has accelerated and streamlined project management even with project managers assuming a number of roles over the course of the project’s lifecycle. Choosing the right technology is essential to ensure that tasks are completed on time and the assigned roles are performed well. Further, it breaks communication barriers, helps in risk assessment and allows us to assert control on schedules. There is multiple software available for project management that perform appropriately based on the nature of the product. As product management technology is migrating to the cloud along with other business data and operations, cloud-based applications have a distinct advantage over locally-hosted applications. We discuss some extremely useful project management technologies.

Social media

Microsoft has social networking applications for intranet and many open source CMS platforms have features that let developers create a social networking application for internal messaging. As the office environment is reforming to undergo a more social interactivity, using social networking tools such as Twitter and Facebook can be beneficial in communicating project-related information or strategies with the team and clients.

Data Management Software

In the era of Big Data, data management is highly imperative, but at the same time data redundancy is a threat that looms above and needs to be addressed to. Effective data backup software coupled with data analysis software is imperative for saving and accessing data. Security is an essential as project-related data are generally vulnerable and whether it is stored locally or on cloud, it is important to mitigate risks while creating easy access.

Project management platforms

There are many open source and paid platforms for project management that are designed with special functions for planning and executing a project. They are endowed with useful tools for budget control, role management, documentation, scheduling, assigning tasks, deadlines and milestones.

Personal planning applications

Within the team, each member can have their own personal tool for marking their roles, duties, tasks and deadlines. Applications such as Microsoft OneNote and Evernote are ideal for noting ideas which can be shared with team members. Cloud storage tools like Dropbox can be used to save critical data for easy access on mobile and desktop device.


Software for creating charts, diagram, flowcharts and other graphical representation are irreplaceable tools in project management. Employing software for this will improve workflow give a comprehensive picture of project accomplishment. Microsoft Visio is a popular diagramming tool. Many project management software come with diagramming features built in.

Communication Tools

Email and web conferences have been replaced by video calls and instant messaging. These are quick, relevant and enable contact with multiple stakeholders simultaneously. For instance, on a common platform, the client, relevant team members, vendors and management can be communicated simultaneously. Microsoft Lync, Skype and other internally developed tools are a few examples.

Project management tools are designed to overcome geographic constraints so that cost reduction may be achieved by collaborating with team members across the globe rather than having them flown in to the project site. Technical advice can be easily availed using communication tools rather than organising a one-on-one physical meeting.  Of course, how the tool is used and applying the right tool for the right project is equally important. Based on the scale of the project and the nature of its execution, project management tools must be finalized. What we have mentioned above are generic tools that are applicable across all projects.

About the Author:

Sonal Maheshwari loves pursuing excellence through writing and has a passion for technology. She has successfully managed and run personal technology magazines and websites. She currently writes for intellipaat.com, a global training company that provides e-learning and professional certification training.

The courses offered by Intellipaat address the unique needs of working professionals. Her work has been published on various sites related to Hadoop, Big Data, Business Intelligence, Project Management, Cloud Computing, IT, SAP, Project Management and more.