Modern systems for organizing the work process in the company have long gone beyond the IT sphere. They are used in any company where proper planning is required. The best applications for projects are selected based on the principle of an individual approach. It is necessary to analyze the needs of the company and, based on them, select the application that best meets the needs. In the article, we will analyze some tools, selection principles, and give some recommendations on how to use them.
How to choose a project management system
The most important thing that a scheduler is needed for is to simplify the execution of current tasks for employees. To select one, it is necessary to define the requirements of the enterprise. You should not choose a tool capable of everything. Excessive functionality can become a problem, and it will take the team more time to master all the features than these features can save time. In short, it is necessary to be rational and consistent in your choice. Here are a few factors to rely on when choosing:
- number of users;
- the role of users (contractor, customer);
- version of the program (extended paid or limited free);
- availability of additional functions and which ones;
- integration with which services may be required.
Following the instructions, you will be able to choose an option for your company that suits the management, employees, and customers. More about the most popular services below.
A selection of systems
To choose the best application for projects, you will need to take a lot into account. But it’s still easy to get lost in the variety that the developers offer. We have prepared a small selection that will make it much easier to navigate.
Leaderboard
Cross-platform software from Russian developers. The tool combines a task manager, a CRM system, and a convenient scheduler. It can become an alternative to popular services, even foreign-made ones. It is used by managers to organize a clear process structure, assign performers, and monitor progress. The leaderboard allows you to:
- create lists of assignments;
- assign performers;
- keep notes;
- divide the project into separate assignments;
- delegate execution;
- track the progress and effectiveness of the staff.
The program also offers:
- general employee chat;
- calendar for design;
- adding materials;
- setting the access level;
- «smart search».
It is convenient that the progress of employees is marked by name in the graph for clarity and ease of control. Compatible with Windows, macOS, iOS, Android, Web platforms. In addition to the free version, it offers premium and business rates.
Spaces
A domestic service capable of quickly and seamlessly organizing the team’s activities. There is only a web version of the application, but its easy navigation and simple interface are perfect for small teams working with a variety of projects. Spaces will help:
- group projects by parameters;
- create an unlimited number of projects;
- create custom tabs;
- use regulations to create a knowledge base;
- highlight assignments with different colors or special labels.
The non-paid version assumes basic functions, creating up to 3 spaces for a small group of users up to ten people. The paid plan has no restrictions on the number of users.
Wrike
A service created for team planning, working on the principle of cloud data storage. It provides the possibility of project planning, structuring, load balancing, progress tracking and much more. To work with the service, you need to stay online. Compatible with all platforms. Main Features:
- synchronization with calendar, mail, and other planning tools;
- employee performance monitoring;
- user-friendly interface;
- templates;
- an efficient data collection algorithm.
Up to 5 employees can use the program for free. There are also professional, business, and corporate rates.
Bitrix24
Perhaps the most famous domestic service for organizing team interaction. It has already received many awards, has useful functions, tools, and technical means. The interface is very user-friendly, intuitive, and easy to understand. There are versions for Windows, Linux, Android, macOS, iOS, Web. As an advantage:
- video calls;
- no restrictions on the number of transactions and clients;
- automation of work with documents and other processes;
- integration of 1C;
- IP telephony;
- internal social network;
- the designer of email newsletters and landing pages.
There is no limit on the number of users in the free version. A subscription for money expands the possibilities of users.
YouGile
Another domestic development that combines Trello and Telegram. Orders are issued in the chat format, which also provides for the possibility of commenting, attaching files, links, and checklists. It is also available to import information from tasks to Excel, edit, filter by the necessary parameters. The advantages can be called:
- communication support between departments;
- versatility;
- sorting tasks;
- personalization options.
Suitable for all platforms, there are free and paid tariffs.
Pyrus
Another software for project activities, more focused on document management. There is a kanban board for assigning tasks to performers. Set priorities, attach files of any format, and analyze employee performance using the built-in tool. Advantages:
- integration with 1C: Enterprise, Google Drive;
- EDO organization;
- KPI score;
- personal planner option;
- extensive customization options.
There are versions on Android, iOS, as well as a Web version. Anyone can use the platform with a limit of a hundred tasks and a gigabyte of storage. If you purchase a subscription, the possibilities will expand.
Asana
It is a fairly powerful and multifunctional platform in which it is convenient to organize and regulate work. It is popular among users from Russia and abroad for its simplicity and convenience. It is suitable for managing, managing projects, assigning assignments, and distributing them. Employees can chat in the news feed. You can set the classification using tags, sort by time, privacy, description, or other criteria. Advantages:
- managing an unlimited number of orders;
- organization of team members’ interaction;
- personalization of the scheduler;
- time scale for synchronization.
There are versions for all popular platforms. The standard pricing is a free, limited–functionality version, as well as Premium and Business paid packages.
Planfix
A modern system with a user-friendly interface. It easily adapts to the needs of a particular company. The work is based on a constructive principle, where the necessary task is created from individual blocks. With this tool, processes become clear, transparent, and easier to control. Advantages of Planfix:
- report designer;
- online document editing;
- scheduler, chronicle and analytics functions;
- exporting and importing data from customer databases.
You can use this project application for free for no more than a month. After the trial version, you need to purchase one of the paid subscription packages – Professional, Business, Corporate.
Jira
Popular software created for project work, work in agile teams. It has a cloud (or server) principle of operation, as well as support for Scrum and Kanban. It is convenient to create roadmaps and work on the basis of ready-made templates. Features:
- team interaction;
- one place to store all the necessary information;
- setting deadlines and priorities;
- the general chat of employees.
There are mobile versions of the software, desktop and web versions. The free option allows you to add up to 10 users. There are also Standard, Premium, and Corporate packages.
Weeek
Created for independent or team work. The principle is the same as in Kanban, you can share files, leave comments, set tasks. Their versions are saved, so you can go back to the one that is needed. Advantages:
- compatibility with popular platforms and services;
- hierarchical six-step folder formation system;
- wide range of parameter settings;
- adaptive templates.
Users can install the mobile app, or use the web version. Up to 5 users can be added for free. Paid tariffs involve team use and individual use with advanced features.
Yandex Tracker
A simple, convenient, easy-to-understand domestic service. Great for small and medium-sized enterprises of marketing, design, HR department. Managers can track project progress at any stage. The program has several advantages:
- different board options for displaying data;
- compatibility with other Yandex services;
- the ability to work with applications from the mail.
You can install the application on your computer or mobile device. You can connect up to 5 users for free. Next, there is a paid subscription to the service, with billing for each user.
Nifty
With Nifty, the project can be conducted in more detail. Orders can be sorted by time, checkpoints and other parameters. Within the framework of the service, it is possible to create templates for repetitive tasks. Within the service, you can quickly switch between integrated platforms. In addition to simplicity, the service has other positive qualities:
- multiple data display options;
- using custom tags for structuring;
- setting up templates.
You can install the desktop version on any computer or mobile application. The developer does not offer a free version, but there are several subscription packages: Start, Professional, Business, Corporate.
Trello
It is a very popular platform, the functionality of which is based on the Japanese Kanban system. A great option for personal use or small teams. A simple and visually understandable interface in the form of boards on which work tasks are placed. The drag-and-drop function allows you to change the status with one click. The service can also offer the following:
- visual visualization of the workflow due to the boards;
- fast file sharing;
- Monitoring progress;
- integration with various services;
- voting option to discuss the plan.
There are versions for iOS, Android, Windows, Web. You can create up to 10 boards for free. In the business tariff with advanced functions, payment is made for each participant, the Corporate tariff assumes a monthly payment.
How to use Project Management applications
The program will have to be used by the team, therefore it is worth choosing a tool based on the opinion of the majority. If the team fully supports the transition initiative, gather all employees to discuss the criteria that the service should meet.
When the right platform is identified, organize the training of the team so that they can centrally get acquainted with all the nuances. There should be an opportunity to ask interesting questions and get comprehensive answers to them. It is better to hire an experienced user for this purpose. This may be a person from the team who has more practice with the desired service.
Integration should take place gradually. Let employees smoothly switch to a new tool for themselves. Many of them can be personalized, making it more convenient and understandable for users. If the service does not suit the team, it will be unclear, too complicated, processes will suffer, work will slow down.
Conclusion
It may take some time to find the best application for the projects that are available. This is certainly not the most necessary thing for a company, but it is something that can significantly simplify, optimize interaction, make it more efficient, more productive, and more centralized. When making your choice, remember that many foreign services are now impossible to pay for. In such conditions, it is advisable to choose domestic solutions that are not inferior, and in some cases even superior to foreign ones.
