Not Every Project Management Tool Is Created Equal

Everyone is not born equal. On similar lines, no two project management tools are equal. How do we know which is a better project management tool? What are those features and functionalities one would expect in the ideal project management tool?

Let’s start with the basic ones:

  1. Activity Definition: Define activities.
  2. Activity Scheduling: Define dates for activities
  3. Activity Sequencing: Ability to create dependencies between activities
  4. Resource Allocation: Assign resources to the activities

The above is what most of the standalone project management tools offer.

Now moving to more:

  1. ‚ÄòTo Do’ list based on tasks assigned
  2. Ability to track actual progress: Ability to track planned dates vs. actual dates of completion
  3. Collaboration: Project team and Cross functional stake holders
  4. Timesheet against tasks

The above features are generally available in many online project management tools as well. But are they sufficient enough to manage the project in the best manner?

How about considering the below mentioned capabilities for your critical projects?

  1. Project Budget Planning: Ability to plan budgets periodically for people, material, machines and overhead etc.
  2. Project Revenue Plan: Ability to plan the revenue periodically.
  3. Risk Management: Identify Risks and plan for them
  4. Project Document and Knowledge Management: All project documents and knowledge attached to project
  5. Access rights: Role based access rights for each project
  6. Project Material Planning: Project ‚ÄòBill of Quantity’/’Bill of Materials’ estimate
  7. Employee Expenses: Track all the expenses made by team
  8. Project Invoice Tracking: Ability to create project invoice and track till amount is receipt
  9. Project Cashflow Tracking: Track the project cash inflows and outflows in real time.
  10. Project Profitability Tracking: Track the project profitability in real time
  11. Customer Satisfaction feedback after Project Completion: Formal way to get feedback
  12. Lessons learnt: Lessons learnt (both Good and Bad) of project.
  13. Project Analytics: Different executive dashboards and associated analytics for different stake holders – Team members, Project Managers and Management

So, the ideal project management tool should not only have the basic features, but also all of the above.

For many, it would seem quite complex to implement and start using such a tool from day one. Even though the tool may have many functionalities, organizations may have to modify their processes to take best advantage of it.

Another dimension of any project management tool:

  1. The tool should have comprehensive features
  2. Allow phase wise rollout of different features.
  3. Enable users to graduate from basic features (say activity planning, financial planning and document management) to advanced features at their own pace.

While there may be numerous of the project management tools available, very few of them are comprehensive and robust as highlighted above.

Recommended Project Management Software

If you’re interested in learning more about top rated project management software, the editors at actively recommend the following:

1 ClickUp

Visit website

ClickUp is one of the highest-rated project management tools today. Use Docs, Reminders, Goals, Calendars, Chat, scheduling, assigned comments, custom views, & more with this all-in-one project management tool.

Used by 800,000+ teams in companies like Airbnb, Google, and Uber, it brings all of your projects into a single app! Built for teams of all sizes and industries, Our fully customizable & proprietary features make it a must-have for anyone wanting to keep project management in one place.

Learn more about ClickUp


Visit website Work OS is the project management software that helps you and your team plan, execute, and track projects and workflows in one collaborative space. Manage everything from simple to complex projects more efficiently with the help of visual boards, 200+ ready-made templates, clever no-code automations, and easy integrations. In addition, custom dashboards simplify reporting, so you can evaluate your progress and make data-driven decisions.

Learn more about

3 Smartsheet

Visit website

Smartsheet is an online work execution platform empowering organizations of all sizes to plan, manage, automate, and report on work. Over 80,000 brands rely on Smartsheet for project and work management.

Learn more about Smartsheet

Share Article


Chandrashekhar Oruganti Avatar
Get the Free Newsletter!
Subscribe to Project Management Insider for best practices, reviews and resources.
This email address is invalid.
Get the Free Newsletter!
Subscribe to Project Management Insider for best practices, reviews and resources.
This email address is invalid.

Demos, trials & More information

Check out our library of 60+ pm books