Small organizations need to be efficient and use the most out of their resources. A lot of people think that just because there is a small team involved, that everything will run smoothly. It is true that the overall workload might be smaller but this doesn’t mean that the people individually have less work on their hands.
In fact, big teams have the ability to assign more people when needed, but if something goes wrong within a smaller organization they won’t be able to make up for it due to a lack of manpower. This is why it is very important that the organization in smaller companies is at the highest level, and why online project management is becoming so popular.
To help you out with your project management efforts, we have created this list of tools that can come in handy to colleges, schools, and other organizations.
One of the most-used tools by organizations is Google Drive. With it, users can port files or edit them even over a phone, tablet or a PC. This tool is a cloud storage space and an office suite. However, not only can you store files, it also gives users an online collaboration platform where they can share files, edit them and see the history of edits and user activity.
This tool is best for handling documents and analytic reporting. Google drive is free, and although you can pay to get more storage space, it’s highly unlikely that a small team would need more.
This tool excels as online project management software, as it gives users one page that allows them to see everything they need to know about their projects. If you want to see how much time is spent on different projects, their progress or if there are any questions by the people working on a project, you can find it all on this page.
You can even time your projects and set the time in which they must be completed. Collaboration with ProProfs comes very easily, as there are options for focused conversation where people can communicate and share ideas without wasting any time.
With this tool it’s easy to create project reports for clients and they can either be summaries of whole projects or can be broken down into smaller pieces. This tool gives you the option to create financial summaries and Gantt charts as well.
Trello is a card-based project management software. All of the cards can have specific tasks, dates, descriptions and they can be moved visually around the project manager. There is an unlimited number of projects and people that can use one tool, however with the free version each user will have 10MB available, which is quite low.
This is a very intuitive project management tool and the idea of the developers was to create a simple software solution that can be used by anyone. Given the fact that simplicity was the designers’ main goal, Trello lost some important features such as viewing projects to analyze them in detail.
Not all spreadsheets are entirely outdated. Modern versions, like the one Smartsheet offers, are now progressive enough to support not only visualisation but intuitive management and automation as well.
Small or complex, every project scope demands effortless scalability, and that’s exactly what Smartsheet delivers. Updates, reports and alerts help both project managers and team members to stay on the same page and never lose track of their own, just as well as others’ responsibilities. It’s brilliant for those accustomed to working in Excel who can’t afford to waste any time adjusting to the new interfaces.
This is one of the most popular software solutions for organizations. One of the reasons for it is because Asana is free for up to 15 users. This a real-time task management tool that is quite intuitive as it adopts the design aesthetics of the largest social network – Facebook.
With Asana users can visualize goals, assign their priorities, track time, and get updated on the projects directly from the platform. The designers have also implemented a calendar feature that allows tasks to be graphed directly to the dashboard.
The only downside to some reviewers is that Asana cannot be used offline and that in some rare cases the software is simply not as intuitive and users had trouble finding what they were looking for.
With Zoho Project you can have unlimited users, but it is also limited to 10MB per user when it comes to storage. However, the platform has no limitations in terms of features or functionality when using the free version.
Zoho Project’s software has a list of useful features and the fact that people have compared it to the design and intuitiveness of Facebook only tells you how good the design is. With Zoho Project’s users can create complex milestones and tasks, as they have an amazing Gantt chart feature at their disposal.
It is true that Zoho is as good as any other project management tool, however even though everything is free the document management system cannot really be used with 10 MB of space and you will have to pay in order to really use it.
This is an open source tool for project management and scheduling. It has the ability to generate Pert and Gantt charts, create reports in PDF and HTML formats, as well as versatile time management and scheduling.
This software is not limited in any way, and with it users can quickly create a whole structure for a project schedule. It can also add milestones as well as task assignments. It’s a very useful tool and, given the fact that it’s open source, there are many options for adaptation.
On the other hand, this tool is not recommended for people who haven’t had any experience with project management software, as it can get complex. With knowledge the possibilities are endless, but without the necessary skills your team won’t be able to do much with it.
These are some of the best project management tools that can be used by a small team to make themselves more organized and efficient. If you have any additional suggestions feel free to share your opinion and your past experience.