This detailed article on setting up project management (PM) software can be used with any PM software.
The goals are to help:
- Cut the time spent on researching project management tools.
- Link the features in work management tools to operational goals.
This article is broken into four steps:
- Make a list of goals.
- Understand the features of most PM software
- Choose the PM tool that fits your needs
- Learn about the tool.
Step 1: Make a List of Goals
Here are some examples of operational goals to consider when selecting a Project Management (PM) tool:
- Centralize all tasks, deadlines, and dependencies in one place.
- Centralize communications in one work management tool
- Automate repetitive tasks to improve efficiency.
- Track workloads and balance team capacity.
- Monitor how much time tasks and projects take.
- Generate real-time reports and dashboards for leadership.
- Track project budgets and expenses.
- Identify potential bottlenecks and project risks early.
- Connect with apps like Slack, Google Drive, Jira, or CRM systems.
Action: Select 3-5 goals from the list above that are most important to the company’s operations.
Step 2: Understand the features of most PM software
Key PM Tool Tool Features
Most project management software will have most of these features.
- Task Management
- Project Planning and Scheduling
- Collaboration Tools
- Time Tracking
- File Sharing and Document Management
- Workflow Automation
- Resource Management
- Budgeting and Expense Tracking
- Reporting and Analytics
- Integration with Other Tools
- Customizable Dashboards
- User Roles and Permissions
- Mobile Access
- Gantt Charts and Kanban Boards
- Risk Management
Action: Prioritize the key functions needed by the team and consult with stakeholders.
Here’s an explanation of each project management (PM) tool feature. You can skip to the next section.
Key Features Explained
Task Management: Helps teams create, assign, track, and manage tasks.
Project Planning and Scheduling: Allow managers to define project timelines, set milestones, and allocate resources to keep projects on track.
Collaboration Tools: Includes features like messaging, discussion boards, and real-time document editing to enhance team collaboration
Time Tracking: Let users log hours spent on tasks or projects.
File Sharing and Document Management: Allows users to upload, store, organise, and share project-related documents.
Workflow Automation: Automates repetitive tasks like approvals, notifications, and task assignments.
Resource Management: Helps allocate and monitor team members, tools, and other resources to optimize productivity and prevent overload.
Budgeting and Expense Tracking: Tracks project costs, budgets, and expenses.
Reporting and Analytics: Generates reports on project performance, team productivity, and other key metrics.
Integration with Other Tools: Connects with other software (e.g., Slack, Google Drive, CRM systems).
Customizable Dashboards: Provides visual representations of project progress, KPIs, and other data, allowing users to tailor views based on their needs.
User Roles and Permissions: Allows users to control who can access, edit, or manage certain project parts, ensuring security and proper role assignments.
Mobile Access: Allows team members to access and manage projects from smartphones or tablets.
Gantt Charts and Kanban Boards – Visual tools for project tracking. Gantt charts show project timelines and dependencies, while Kanban boards help manage workflows using cards and columns.
Risk Management – Identifies, tracks, and mitigates potential risks that could impact a project’s success, helping teams proactively address challenges.
Step 3: Choose the PM Tool that Fits Your Needs
Here’s a selection of popular project management software, as of March 2025.
Featured:
- Github Projects
- Asana
- Trello
- Jira
- Monday.com
- Smarsheet
- MS Project
- ClickUp
Action: Select the right project management tool by comparing their features.
Legend:
✅ = Available⚠️ = Limited or via integrations❌ = Not available
Additional Notes On ⚠️Limited or via integrations
Project Planning & Scheduling
- GitHub Projects (Limited) GitHub Projects mainly offers Kanban-style boards but lacks built-in Gantt charts or detailed scheduling features.
- Trello (Limited) Trello is primarily a Kanban board tool and does not include traditional project scheduling features like Gantt charts. You can add Gantt charts via Power-Ups like Planyway or BigPicture.
Time Tracking
- GitHub Projects (Via Integrations) GitHub does not offer native time tracking. Users need integrations like Toggl or Clockify.
- Trello (Via Power-Ups) Trello lacks built-in time tracking but allows integrations with apps like TimeCamp or Harvest.
Workflow Automation
- Trello (Limited) – Trello’s Butler automation offers basic rules and commands, but it’s not as advanced as workflow automation in tools like Jira, Monday.com, or ClickUp.
Resource Management
- GitHub Projects (Basic) – GitHub provides some visibility into team workloads, but it lacks dedicated resource allocation or capacity planning.
- Asana (Basic) – Asana has basic workload tracking but lacks deep resource forecasting like MS Project or Smartsheet.
Budgeting & Expense Tracking
- Asana (Via Integrations) – Asana does not have built-in budgeting features but supports integrations with tools like QuickBooks or Expensify.
- Trello (Not Available) – Trello does not support budgeting features natively.
- Jira (Not Available) – Jira focuses on agile workflows and does not include financial tracking.
Reporting & Analytics
- GitHub Projects (Basic) – GitHub provides basic insights into project activity but lacks in-depth analytics. Advanced reporting requires integrations with tools like GitHub Insights or external dashboards.
- Trello (Basic) – Trello offers simple progress tracking but does not have built-in advanced reporting. Users can integrate Power-Ups like Blue Cat Reports.
Customizable Dashboards
- Trello (Limited) – Trello offers some dashboard views via Power-Ups, but customization is limited compared to ClickUp, Monday.com, or Smartsheet.
Risk Management
- GitHub, Asana, Trello (Not Available) – These tools do not have built-in risk assessment or mitigation features. Teams must rely on manual tracking or external risk management software.
Notes on Pricing:
- GitHub Projects: Included with GitHub repositories; free for public repositories; private repositories may incur costs depending on the plan.
- Asana offers a free basic plan, a premium plan at $10.99 per user/month, and a business plan at $24.99 per user/month.
- Trello: A free plan is available. The standard plan is $5 per user/month, the premium plan is $10 per user/month, and the enterprise plan starts at $17.50 per user/month.
- Jira: Free plan for up to 10 users; Standard plan at $7.75 per user/month; Premium plan at $14.50 per user/month.
- Monday.com: Basic plan at $8 per user/month; Standard plan at $10 per user/month; Pro plan at $16 per user/month; Enterprise plan with custom pricing.
- Smartsheet: Pro plan at $7 per user/month; Business plan at $25 per user/month; Enterprise and Premier plans with custom pricing.
- MS Project: Plan 1 is $10 per user/month; plan 3 is $30 per user/month; and plan 5 is $55 per user/month.
- ClickUp: A free plan is available; an unlimited plan is $5 per user/month; a business plan is $12 per user/month; and an enterprise plan has custom pricing.
Please note that the pricing displayed is for informational purposes only and may not be applicable to your use.
Step 4: Learn About the Tool
Your team must familiarize themselves with the tool before implementing it to ensure proper setup. I am highlighting Asana because I have extensive experience with it, but this learning plan can be applied to any tool.
Action: Gather educational resources from the software’s website. Everyone involved in the setup should read the materials.
Learning Plan for Asana
1. Understanding the Basics
- What is Asana? Overview of its purpose and benefits
- Navigating the Asana interface (Workspaces, Teams, Projects, Tasks)
- Understanding different project views (List, Board, Calendar, Timeline)
2. Setting Up Your Workspace
- Creating a workspace and organizing teams
3. Task and Project Management
- Creating and assigning tasks
- Setting deadlines, due dates, and recurring tasks
4. Collaboration & Communication
- Adding comments, attachments, and updates to tasks
- Using @mentions and notifications for seamless team communication
- Integrating with Slack, email, and other tools
5. Workflow Automation & Optimization
- Setting up rules and automation for repetitive tasks
- Creating templates for repeatable workflows
- Utilizing integrations (Zapier, Google Drive, Jira, etc.)
6. Reporting & Tracking Progress
- Using dashboards for high-level project tracking
- Generating reports and custom views
- Tracking workload and team performance
7. Advanced Features & Customization
- Setting up Portfolios for multiple project tracking
- Using Goals to align tasks with business objectives
- Managing permissions and user roles for security
