Project Management System: Definition & Features

Imagine embarking on a journey without a map or a compass. Chances are you’ll end up lost, overwhelmed, and struggling to reach your destination. The same can be said for businesses trying to navigate complex projects without a robust project management system. 

As a seasoned writer, author, and CMO of ProofHub, I’ve witnessed firsthand the transformative power of effective project management system. Over the past 15 years and more, I’ve seen teams soar to new heights, managers conquer chaos, and CEOs steer their organizations towards success, all with the help of a well-designed project management system.

Why should you care about project management systems? 

Well, they are the secret sauce that empowers teams to deliver projects efficiently, meet deadlines, and achieve organizational goals. 

A study conducted by PWC has shed light on their transformative power. The study revealed that companies using project management systems to manage and improve their project processes generally achieve better results.

In fact, an impressive 77% of high-performing companies surveyed reported regular usage of project management software.

So, what’s in store for you in this article?

We’ll delve into the remarkable benefits that project management systems offer, backed by reliable sources from industry experts. We’ll then explore top options available, types and the essential features to look for when choosing a project management system, ensuring you make an informed decision that aligns with your specific needs.

Are you ready? Let’s dive in!

What is a project management system?

A project management system (PMS) is a combination of methodologies and technologies that assist you with the planning, organizing, and scheduling of everything that contributes to the success of a project.

Benefits of a project management system 

According to a 2020 Project Management Institute survey, an average of 11.4 percent of investment is wasted owing to poor project performance. Further, an average of 67 percent of projects fail completely in businesses that undervalue project management as a strategic competency for achieving change.

Managing projects can be a complex and demanding task. 

When it comes to managing your projects effectively, a project management system can be your ultimate secret weapon. 

Let’s dive into the incredible advantages of incorporating a project management system into your work process:

1. Take control of deadlines and timeline

 Stat: Only 2.5% of companies are able to accomplish 100% of their projects successfully. In other words, nearly 98% of companies fail to deliver planned results. 

Say goodbye to the stress of managing strict deadlines and tight timelines. With a dedicated project management system, you’ll have the tools and experience to create a winning strategy that supports your project priorities. By effectively managing resources, tasks, and teams, you can navigate the challenges of deadlines and timelines with ease.

2. Boost productivity and work quality

Stat: According to Wellington, 42% of companies achieved significant benefits from their project management software investment.

Furthermore, implementing workflow management software, as revealed by PMI’s Pulse of the Profession, saves the average employee a remarkable 498 hours per year. Imagine the possibilities of utilizing this newfound time for more valuable and strategic tasks.

With a project management system in place, project managers can efficiently navigate tasks, ensuring optimal productivity and a higher quality of work. By providing teams with a well-defined roadmap, they enable seamless collaboration and goal alignment, resulting in outstanding projects that surpass expectations.

3. Eliminate communication barriers

Stat: Lack of effective communication remains the leading cause of project failure.

By providing centralized communication channels, project management systems ensure that team members can easily connect, collaborate, and share information. Whether it’s through instant messaging, discussion boards, or shared documents, these platforms facilitate real-time communication, breaking down silos and promoting transparency.

This improves collaboration, ensures everyone is on the same page, and minimizes the risk of misunderstandings or misalignment.

Enhance engagement and productivity in your workplace with the top 7 employee communication software solutions. 

4. Empower remote work

Stat: A staggering 88% of remote workers encounter inconsistent leadership and miscommunications, cited by ILM’s report. 

However, you can overcome these obstacles and empower your remote workforce by leveraging the capabilities of a project management system.

With a project management system, you can embrace the flexibility of remote work while ensuring seamless collaboration and productivity. These systems are accessible from anywhere with an internet connection, enabling your entire team to track progress, meet deadlines, and stay on top of tasks. By centralizing project information and communication, you can eliminate the inconsistencies in leadership and miscommunications that hinder remote work effectiveness.

5. Delight customers

Stat: As per PwC’s research, a staggering 73% of individuals emphasize the importance of customer experience when making purchasing decisions.

When it comes to projects, the ultimate goal is to ensure customer satisfaction. By having a dedicated project management team that remains focused on staying on task and delivering high-quality products or services, you have the power to exceed customer expectations. This commitment to excellence not only creates loyal customers but also generates a sense of satisfaction and fulfillment among them.

By prioritizing customer satisfaction in your projects, you’ll gain a significant competitive advantage and foster long-term relationships with your customers.

6. Gain a competitive edge

Stat: Another PwC’s research reveals that an impressive 77% of high-performing projects use project management software. 

These successful projects highlights the importance of leveraging technology to streamline their processes, enhance collaboration, and drive efficient project execution. 

In a competitive marketplace, project management becomes a crucial differentiator. By embracing project management software, organizations can significantly increase their chances of achieving optimal project outcomes and delivering exceptional results.

5 Best project management system to start working with

Albert Einstein once said, “The definition of insanity is doing the same thing over and over again and expecting different results.” 

If you’re still relying on outdated manual methods or struggling with scattered spreadsheets, it’s time for a change. It’s time for you to use a reliable project management system that can streamline your workflow, boost collaboration, and skyrocket your productivity.

We will start with the BEST!

1. ProofHub – Best for managing all projects and team collaboration

Are you tired of managing multiple projects, deadlines, and teams? 

As a manager, you face numerous challenges (like mentioned above and others) in overseeing projects and ensuring smooth operations. That’s where ProofHub comes in, offering a comprehensive solution that addresses your pain points and empowers you to drive success. 

Here are the benefits that make ProofHub the ultimate choice in project management system for you:

Streamlined project management 

Are you finding it draining and exhausting to keep up with multiple tools and scattered information?

ProofHub provides a centralized platform where you can manage all your projects effortlessly. From task assignment and scheduling to file sharing and collaboration, everything is consolidated in one place. You’ll regain control, save time, and have a clear overview of every project aspect. Also, you will get the ability to stay organized and in control at every step.

Efficient team collaboration

Say goodbye to confusing email threads and embrace effective collaboration that drives results.

Collaboration is essential for project success, and ProofHub excels in fostering seamless teamwork. With its intuitive interface and collaborative approach, you can easily communicate, share updates, and collaborate with your team members. Discussion threads, real-time chat, notes, proofing, and file sharing capabilities ensure everyone stays on the same page. 

Task management made easy

Fed up with the hassle of managing multiple spreadsheets and constantly battling to meet project deadlines?

Keeping track of tasks, deadlines, and priorities can be overwhelming. ProofHub simplifies task management by allowing you to assign tasks to multiple people, set due dates and recurring tasks, and track progress in one place. You’ll have a clear picture of who is responsible for what and when it needs to be completed. With automated reminders and notifications, you can ensure timely task completion and keep your team accountable.

Time and resource optimization

Managing resources efficiently is crucial for project success. With ProofHub’s comprehensive project management software, you not only benefit from resource allocation and utilization optimization but also gain powerful time tracking functionality, including timesheets.  This enables you to accurately monitor the time spent on tasks, track progress, and identify areas for improvement. 

With a bird’s eye view of project timelines and milestones, you can identify potential bottlenecks, make informed decisions, and ensure timely project delivery. This level of resource optimization saves time, reduces costs, and boosts productivity.

Comprehensive reporting and insights

As a manager, you need to track progress, measure team performance, and make data-driven decisions. ProofHub offers comprehensive reporting and insights to help you stay informed. Monitor progress with apt project-tracking, track team productivity, and analyze project data with interactive charts and reports. Gain valuable insights that enable you to identify strengths, address weaknesses, and optimize your project management strategies. You’ll have the confidence to lead your team towards achieving project goals.

Pricing: With ProofHub, you only pay for what you use, with NO hidden fees and sneaky charges. 

We offer a 14-day free trial with all the features and two paid plans: Essential plan, priced at just $45 per month, and the Ultimate Control plan, priced at $89 per month. Our flat fee pricing plans and unlimited users feature allow you to add as many team members as you need, without any additional costs. 

2. Basecamp – Best for basic project management

The next tool in our top leading project management software list is Basecamp.

Basecamp allows you to build an unlimited number of projects, to-do lists, file storage, and project templates, which can save managers a lot of time. It is the basic project management platform that fits best for those who have just started with project management platforms.

It is best for small and mid-sized businesses to organize projects, manage schedules and reports, assign tasks, and delegate work to team members.

However, it’s important to note that Basecamp may not be suitable for larger enterprises or highly complex projects that require advanced functionalities. Additionally, some users have reported limitations in terms of customization options and integration with other tools. 

Top features & benefits

• Message boards, schedules, to-do lists
• Document and file storage
• Easy-to-use and simple interface
• Tag team members easily
• Synchronize calendars across your team

Pricing

• Its basic plan, at $15 per user per month, is ideal for freelancers. 
• The advanced plan, which is actually the best fit if you are a growing company, is $299 per month, billed annually with no per-user fee.

3. Wrike – Best for project portfolio management

Talking about another best customizable project management software, we can’t complete our list without Wrike.

Its project portfolio management helps in better execution of strategy, planning, and results in one place. It offers a very active and engaging community of users, which makes it excellent for team collaboration. 

While Wrike offers a Gantt chart view, but sadly this feature is only available in the paid plans. This limitation may impact users who rely heavily on Gantt charts for project planning and visualizing timelines. Furthermore, some users have expressed concerns about the overwhelming interface of Wrike, particularly when handling complex projects or a large number of tasks. 

Top features & benefits

• Create unlimited subtasks with unlimited levels of nesting
• Helps you to turn strategy into an actionable plan 
• Provide accurate and up-to-date info to clients
• Offer special customization for marketing

Pricing

It provides basic plans at free of cost, but for advanced features and managing teams effectively, you need to shift to its professional plans, starting at $9.80 per user/month.

4. Asana – Best for task management

Asana is a project management system (software) with more emphasis on task management. Asana’s intuitive interface and flexible project views make it easy for teams to coordinate, delegate tasks, and track progress, fostering collaboration and enhancing productivity.

Asana allows you to keep track of all your tasks effectively using workflow automation systems, so you don’t have to spend time hunting down emails or other documents that contain incomplete information.

While Asana excels in task management, it has a limitation of assigning tasks to only one person. Moreover, the higher pricing of Asana has been a source of frustration for many users.

Top features & benefits

• Schedule and prioritize tasks on a special Asana calendar 
• Generate detailed progress reports
• Directly comment on a task to clarify exactly what needs to be done
• Advanced search functionality

Pricing

Asana provides a basic task management plan for individuals who have just started project management, but if you are a growing team, its premium plan starts at $10.99 per user per month, billed annually. 

However, to handle a large team or company, you will have to go for its expensive business plan, which costs $24.99 per user per month, billed annually.

5. Clickup – Best for task automation

ClickUp stands out as an exceptional choice for task automation. With its robust set of features and customizable workflows, ClickUp empowers users to automate repetitive tasks, saving valuable time and effort. 

You can create boards for each project or task that you need to manage and organize them into lists. There are also built-in notifications that let everyone know when they need to check in on something – like when a task needs their attention or when an important milestone has been reached. 

Users of ClickUp often express frustration with the platform’s steeper learning curve. The abundance of features can be overwhelming, particularly during the initial setup. Users have also complained about it being slow and buggy at times.  

Top features & benefits

• Customize the workflow with stages to keep people on the same page. 
• Create spaces to organize work with customized features, workflows, and tags. 
• Add time estimates for automatic scheduling. 
• Control what others can see and what they can do. 

Pricing

If you need a basic plan for yourself, you can go for its free version. Its advanced plans start at $5 per user per month when billed annually. 

However, if you need a plan with advanced automation features, you need to choose the business or business plus plans, priced at $12 and 19 per member per month, billed annually.

Features in project management systems to look upon

We’ve now examined what project management is, the top project management system, and the benefits it brings. But we haven’t gotten to the most difficult element of the puzzle yet. 

What are the unique features of a project management system that you need to look upon while selecting the tool? The answer depends on the size of your team, the number of projects, their complexity, and other factors. 

When selecting a project management system, I highly recommend choosing one that provides the following features:

• Centralized place to view and manage all projects: It’s crucial to have a project management system that offers a centralized platform where you can easily view and manage all your projects in one place. This way, you can stay organized and have a clear overview of everything that’s going on.
• Resource scheduling, forecasting, and planning: A good project management system should provide tools for resource scheduling, forecasting, and planning. This will help you allocate your team members’ time effectively, ensure you have the right resources available when needed, and create realistic project timelines.
• Smart task management: Task management is at the core of project management. Look for a system that offers robust task management capabilities. This includes features like creating tasks, assigning them to team members, setting due dates, and tracking progress. It should be easy to update task statuses and collaborate with your team members on task-related activities.
• Ease of use: You want a project management system that is intuitive and user-friendly. The last thing you need is a complex system that adds more confusion to your workflow. Look for a system that is easy to navigate, with a clean and organized interface that doesn’t require extensive training to get started.
• Accurate time management: Time is a valuable resource, so it’s important to have a project management system that helps you optimize it. Look for features like time tracking, time estimates, and reminders to stay on top of deadlines and ensure efficient time management throughout your projects.

• Customizable Workflow: Every team and project is unique, so having a project management system that allows you to customize your workflow is a huge advantage. Look for a system that offers flexibility in adapting to your specific project management processes and methodologies.
• Reporting and Analytics: To make informed decisions and track the progress of your projects, you need a system that provides robust reporting and analytics capabilities. Look for features that allow you to generate insightful reports, visualize project data, and gain valuable insights into your team’s performance and project outcomes.

By considering these essential features, you can choose a project management system that aligns with your needs, enhances collaboration, and improves overall project efficiency and success. 

Find the perfect project management tool for your needs! Explore best project management tools for 2023 and take your projects to new heights.

Types of project management systems

Now, you have a good idea of how to choose a project management tool, which tool would be ideal for you, but do you know which type of project management software to choose?

Here, we have scrutinized the top 4 types of project management systems to assist you in deciding which style to use:

Waterfall project management

Waterfall is generally referred to as the “traditional” project management approach. Traditional ways accomplish projects one stage at a time and in sequential order, much like a waterfall might flow down a series of rocks.

Kanban project management

Kanban, which means “signboard” in Japanese, is a method of visualizing a project’s workflow. A project’s tasks are represented as cards separated into columns on a physical or digital board in Kanban. As the tasks progress, the cards advance to the next column until they are done. The Kanban technique places a premium on continuous workflow. 

Agile project management

Agile is a project management methodology based on tiny, incremental actions. It is meant to be able to pivot and assimilate changes smoothly, making it popular in projects with a high level of uncertainty and new developments.

Hybrid project management

Hybrid project management systems combine elements of both traditional and agile approaches. They allow for flexibility and adaptation while also incorporating some structured planning and control. These systems are useful when dealing with projects that have a mix of predictable and evolving requirements.

Scrum project management

Scrum is the most popular Agile approach, with more than 66 percent of Agile adopters utilizing it. It uses small teams, short development cycles, regular communication, and well-defined roles to keep projects organized and on track.

Industry-specific project management systems

 Some project management systems are designed specifically for certain industries or sectors. They provide industry-specific templates, tools, and features tailored to the unique needs of that industry. Examples include project management systems for construction, healthcare, or marketing.

Each type of project management system has its own advantages and is suitable for different project requirements and team dynamics. It’s important to evaluate your specific needs and choose the type of system that aligns best with your project management approach and goals.

Enhance your project management skills with these advanced techniques and powerful tools. 

The bottom line

The world of project management systems offers a wealth of benefits, essential features, and diverse types to cater to your unique needs. By exploring these systems, you can streamline workflows, foster seamless collaboration, and propel your projects towards resounding success. 

Whether you choose a traditional, agile, or hybrid approach, the key lies in harnessing the power of project management system to unlock your team’s potential. Embrace the tools and techniques that resonate with your goals, and watch as your projects flourish with efficiency, productivity, and outstanding results. 

Take the leap into the world of project management systems and embark on a journey of enhanced project success today.

Need help to choose the right one for you? Explore our top 10 project management software recommendations and find the ideal solution tailored to your team’s needs.

Project management system FAQs

Why is project management important?

Project management is vital because it ensures that projects are finished efficiently, on schedule, and within budget while satisfying the project’s objectives and goals.

What are the 4 types of project management?

Traditional project management, agile project management, scrum project management, and kanban project management are the four categories. Other than this, hybrid project management is also used by certain teams.

What are the PM tools?

A PM tool is software that assists project managers and teams in centralizing project planning, organization, and management. It provides a single platform to collaborate, measure progress, & manage tasks.

What types of projects can be managed using a project management system?

From a marketing campaign to establishing a computer system, or introducing a new product, a project management system is helpful in every work.

Can a project management system integrate with other tools and software?

Many project management systems are integrated with various types of business software. These integrations simplify your productivity by eliminating the need to switch between various programs.

Is training required to use a project management system effectively?

Many PM softwares are easy to use. However, training will help you to effectively manage the tasks and other roles in a shorter time.

What is the best project management software for small businesses?

ProofHub offers a variety of features, including task management, team collaboration, and time tracking, all on one platform, making it the ideal project management software for small business.

What are the benefits of project management software?

The benefits of project management software include better project organization and planning, enhanced teamwork and communication, increased productivity and efficiency, and improved project tracking and reporting.

Is project management software secure?

With the right security parameters, like encryption, access controls, and frequent software updates, project management softwares are secure to use.