Online Project Management Tools & Software

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Online project management tools have made it possible and practical for individuals and teams to work from anywhere. Using a simple web browser that can run on any device, users are planning projects, managing tasks, and collaborating with teammates and clients to build products, offer services, and grow businesses. Today, project teams around the world have access to the data and tools they need, safely stored in the cloud, with the help of web-based project management tools.

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What Is Online Project Management Software?

Online project management software is web-based software that connects to cloud servers running project management applications accessible through the internet. More than just remote access, organizations that subscribe to vendors of web-based project management software in a software-as-a-service (SaaS) pricing model can securely store and access company data within the online PM tool.

Registered users have access to the latest company data from any device, and can use tools and features included in the software to organize, manage, manipulate, and share information within their access rights. Online project management tools have leveled the business playing field by providing smaller businesses access to enterprise-grade applications and modern features previously available only to larger firms.

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Best Online Project Management Tools & Software

The best web-based project management software enables companies of all sizes to have high-speed access to data and tools, regular updates, maintenance, and data backup, as well as centralized security and scalability to changing workloads. Here are the top web-based project management tools based on multiple reviews, features, use cases, and applicable industries.

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Types of Web-Based Project Management Tools

Advances in web technology, security, data communications, and cloud computing have all contributed to the increased capabilities of web-based project management tools. To accommodate the demand from different industries, several types of solutions are now available.

Read also: How to Get a Project Management Internship

Corporate Projects

Companies that need to improve collaboration among different departments choose online project management software that is robust and scalable for multiple groups of users. This type of PM software allows customization so different departments can personalize pages and functionality to match their workflows. Dashboards with high-level overviews, powerful reporting engines with automation and intelligence, and project portfolio planning are some of the essential features. Administrative tools and security are also offered.

Client Projects

Web-based project management software for client projects have features that emphasize project scheduling, task tracking, and resource management. Users are able to balance work demands and resource capacity through real-time dashboards and reports. This type of PM software also comes with time tracking, invoicing, and billing tools, or direct integration to facilitate client payment. It provides consolidated information so business owners are aware which projects are more profitable, which clients are easier to work with, and which teams give the best performance.

General Purpose

Online project management tools for general purpose are flexible for a wide range of use cases. These tools usually provide multiple views so users have more options and different perspectives. The software typically includes custom fields, layouts, and statuses so a wide selection of teams can build workflows that match their processes. Most of these tools are highly visual, with intuitive interfaces for users of all skill levels.

Industry-Specific

Some web-based project management tools cater to specific industries like construction, healthcare, or software development. These tools have features and functions like calculations, formats, or integrations that are unique to the industry they belong to. For instance, construction PM tools usually have features for viewing and annotate blueprints. Healthcare PM tools strictly comply to certain patient-care regulations like HIPAA. Software development PM tools include integration to code repositories and testing tools that other types of users will not find valuable.

All-in-One

All-in-one online project management software combines many tools and features to help businesses save on multiple subscriptions, avoid tool switching, and leverage analytics on a bigger set of data. In addition to core project planning and task management, this type of PM software can include communication tools for collaboration, financial tools like invoicing and billing, CRM and marketing automation, client or employee portals, and/or help desk capabilities. Some solutions also offer no-code/low-code developer tools, so users can build their own apps on a common platform with their project management software.

Specialized

Specialized web-based project management software usually supports a particular approach, method, or process. For example, some PM software is ideal for Agile, Scrum, Kanban, or Lean approaches in project management — but not for Waterfall or sequential approaches. Some tools offer only a board view or table view, so users can take advantage of the process it supports or enforces. Others are specifically for building Gantt charts. However, there is a rising trend for PM software to be more flexible and offer additional views.

Commercial

Many online PM tools today are proprietary and commercially available via a SaaS pricing model. They offer several plans that can include an increasing number of seats or users, as well as access to more advanced features and level of support. Some offer a free plan for a small number of teams, while others offer a free trial period. Commercially available PM tools usually include secure storage, free updates, and regular backup and maintenance.

Open Source

Aside from commercial software, some organizations offer free and open-source online web-based PM tools. In this case, users have to download the source code and install it on customer-owned servers. The users themselves will be responsible for the upkeep of both hardware and software, but they have the flexibility to configure the application more specifically to their needs, assuming they have the resources and skills.

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Online Project Management Tool Features

The best web-based project management software is easy for a wide array of users to adopt, from IT and construction engineers to marketing professionals and management consultants. These PM solutions have high reliability and uptime, improved security, and responsive support. Today’s cloud-based solutions offer the most innovative and usable features.

Collaboration

Projects involve multiple individuals in a team or multiple teams. The ability to communicate easily with teammates, project sponsors, and other stakeholders is vital to project success. Aside from communication through comments and chat, other forms of collaboration are file sharing, visual proofing, and simultaneous editing.

Read also: Project Collaboration Obstacles: How to Overcome Them

Project Planning

Creating a project plan or schedule, and breaking down the project into smaller tasks and activities with assigned persons and due dates are core features in a PM tool. Some tools build plans using automation, while others self-adjust and update when there is a delay or change of schedule.

Task Management

Today’s web-based PM tools provide modern ways of managing and tracking tasks. Users can choose several views to see how the project is progressing. The software updates the project plan in real-time as soon as users mark their tasks complete. Other helpful features are task dependencies, automating recurring tasks, and smart reminders for upcoming due dates.

Visual Work Views

Most PM solutions today offer several work views such as list, table, Gantt chart, Kanban board, and calendar views. These views help different teams choose a work perspective that is more meaningful to them, instead of trying to make sense of a singular default view.

Resource Management

Project managers are able to keep projects on time, on budget, and in scope when teams are performing optimally. Resource management tools that come with web-based PM software enable users to keep track of workload so they can assign the right person to the right task and balance demand with capacity. Project managers will have the data to ask sponsors for more time, more resources, or adjust priority.

Customization

With more teams and organizations practicing agile approaches, online project management tools are also adding more flexibility in the system. It allows users to customize workflows and stages, or add fields and revise layouts to accommodate how teams prefer to work.

Reporting

Companies that use online project management software are bringing company data into the cloud. In return, online software can calculate, summarize, and display data in real time to show project progress or remaining budget. Users now have the option to choose the visualization of their data, with interactive reports and dynamic charts that they can email or export in other formats.

Integration

With common cloud platform technology, it is easier for online solutions to integrate with one another to extend or enhance functionality. Further customization with API and low-code tools is available, even extending to mobile platforms.

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Features for Small Businesses

Small businesses can benefit greatly from web-based project management tools, improving project delivery and impressing customers.

  • All-in-One Capabilities: Small businesses can run their entire business using a single PM platform to maximize savings and returns.
  • Collaboration: It is easier to satisfy clients when teams can collaborate effortlessly with them regarding requirements, requests, and feedback.
  • Task Management: The ability to track tasks and identify who is responsible is an important process for managing projects and keeping them on schedule.

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Features for Midsize Businesses

Growing businesses need to scale projects efficiently to achieve next-level growth.

  • Project Planning: Users with an increasing number of clients need to optimize their processes and standardize planning.
  • Customization: More clients come with more demands, so the ability to customize can add flexibility to team workflows.
  • Task Automation: Midsize companies can automate recurring tasks and administrative tasks, so their team can focus on work that requires more creative attention.

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Features for Enterprise Businesses

Enterprises have unique project requirements, and they need the right tools to ensure they are aligning work to bigger goals.

  • Collaboration: Built-in collaboration within online PM software can simplify communication in a big organization.
  • Resource Management: Project managers can ensure that projects are proceeding as planned when individual team members are not receiving too few or too many assignments.
  • Reporting: Larger firms need to have the latest information on ongoing projects to make good decisions on current issues and future plans.
  • Integration: Enterprise businesses need more systems to run their operations. An online solution that can integrate readily to other software is an essential feature.

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