Project Tracking: How Businesses Manage Their IT and Software Projects

According to executive leaders, the most common reason for project failure is a lack of clear goals. Without clear goals, project tracking can also be a real challenge. Most project managers will tell you that tracking a project is the bulk of the job.

Project tracking has many details attached to it. A company may have many projects to manage at the same time. What should they do to manage to track them accurately?

Read on to learn more!

What Does Project Tracking Entail?

A project has a series of tasks that contribute to the overall goal. They come with boundaries like the resources required, labor input, and timeframes. All these boundaries depend on the desired results of the project.

Budgets are also factors that make up a project. All these elements must be monitored or tracked to ensure they adequately contribute to the goal.

Each of these items goes into the five phases of a project, which are

  • Initiation or setting of the project scope
  • Planning that involves drawing the roadmap for the project
  • Execution where the project plan is put into action
  • Monitoring and controlling to ensure progress is as planned
  • Closing and evaluating if goals were achieved

Each phase requires adequate evaluation and generation of reports. Be sure to find out more about how you can use project software to generate them. There are several solutions to project tracking, and most of them come as tools and software.

Here are a few you might want to consider for your situation.

1. Scoro

Scoro is a management tool ideal for small to medium-sized businesses in advertising, IT, and consulting. It’s a cloud-based comprehensive solution that puts together all the features you may need for a project management tool.

It comprises projects and task, quotes, team collaboration, contact management, billing, and reporting features. Outstanding characteristics of the tool include

  • Real-time PI dashboard
  • Shared team calendar and meeting schedule
  • Time tracking and work billing
  • Project and sub-projects deadlines
  • Reports on project progress and finances
  • Quoting an invoicing

The unique feature about Scoro is that it helps streamline all work progresses, so you don’t need to use many different tools. You can store all information in a central place.

2. Todoist

This is premium software for highly-experienced project managers. Its advantage is that blends well with most platforms, offering a wide range of tools for enhanced productivity. Since it keeps all the details of your project in one place, you never have to worry about forgetting things again.

Through the tool, you can share the work to be done by your team and collaborate efficiently. You’ll have a very clear overview of everything each team member is working on while taking note of what’s coming up next.

3. Clarizen

Clarizen is designed to help your business move forward. You can handle an unlimited number of projects using the tool. Automated and repeated processes, workflows, and alerts are best managed using this tool.

It also encourages social collaboration between the people working on the project. Another essential feature is budget tracking and management of expenses. You can customize the tool to fit how your business operates, as opposed to the other way round.

4. Copper Project

Copper project is a management tool that simplifies work processes for both large and small-scale businesses. It offers enhanced simplicity in communication and project resource management. To help in planning your projects, the tool provides project templates, file sharing, and task timers.

5. ProWorkflow

The outstanding functions of ProWorkflow are the ease of tracking time, assigning staff, and rescheduling projects. It comes with a dashboard that displays the overload of your workload. This helps you manage the workload per each team.

Other functions of this tool are the management of contacts, invoices, and quotes. The convenient mobile applications enable you to communicate, track time, and complete tasks on the move.

6. Advantage

Advantage is a tool designed for project tracking and comes with great user experience. The interface is clean, and the functionality is simple. With it, you can manage time, expenses, and all the project tasks.

It also allows you to automate and expedite tasks, managing client activities. You’ll also be able to get through reports and forecast.

These are just among the few available tools and software you can use in project tracking. On the market, you’ll be able to find more software, more specific to your project design.

What to Consider When Selecting a Project Tracking Tool

Since you already know that there’s a wide range of tools to choose from, how do you go for the right one? Some vital questions to ask yourself before making the final decision are:

  • Will your team actually use the tool?
  • Can multiple departments use it?
  • How easy is it to communicate internally or externally using the tool?
  • How flexible is the tool?
  • Can you create custom reports?
  • Can it integrate with other tools on your system?

The long-term strategy is crucial when choosing software. It’ll take time to make your team comfortable with project management tools and software. You don’t want to invest in something that’ll limit your organization.

Features of a Good Tool

It’s essential that you identify the functions vital to your team.

  1. Real-time collaboration between your team members and other stakeholders.
  2. Ease of storage, sharing, and access to documents
  3. Cost management
  4. Ease of making customizable reports and dashboards based on the vital criteria
  5. Ease of use
  6. Time management tracking on the system
  7. Resource allocation through the tool
  8. Controls and governance for security and recoding of approvals
  9. Unique calendars
  10. Integration with other tools or systems

The more the features a tool comes with, the better for your project.

Final Thoughts

Projects come in different complexities, some involving a series of tasks that must be carefully tracked. Project tracking isn’t achievable without the proper tools and systems. Fortunately, there are many commercial tools you can adopt to make your project a success.

Check that the tool you choose is compatible with your existing system. It also should be easy for your team to use the tools for enhanced productivity. Although they may seem like an extra cost to the business, they’ll save reduce the hassle in your project.

If you have any questions or ideas, be sure to post them in the comments.

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Melissa Thompson

Melissa is a mother of 2, lives in Utah, and writes for a multitude of sites. She is currently the EIC of and writes about health, wellness, and business topics.