How does project management software work

What is project management software?

How to find the right project management software for your project.

Project management includes the tools and techniques that are needed to successfully implement projects. Projects are made up of stakeholders, their vision / goal, the resources required to achieve that goal, and management processes and tools to ensure you get there.

Project management is the key to this success. Project management includes the technology, methodology, and resources that enable the project to close. Over time, technology and methodology have evolved.

So what is project management software?

Project management software helps project managers control costs and meet deadlines. It helps people realize the projects they are committed to. It even helps them keep track of whether or not they were paid on time and in the correct amount. The project management software has many functions. These can include, for example:

  • Teamwork
  • User dashboard
  • File sharing
  • calendar
  • Mobile application
  • Access permissions
  • Project management
  • Task management
  • Task assignment and scheduling
  • Project plan templates
  • Travel management
  • Gantt charts
  • Project accounting
  • Time and cost recording
  • Budgeted projects and tasks
  • Invoicing and online payments
  • Resource management
  • Hard and soft resource allocation
  • Resource planning
  • Resource design
  • Business intelligence
  • Data export
  • Real-time analytics
  • Expert reports
  • Custom reports
  • Trend analysis and forecast

Common project management software that you may use or have heard of are Gantt charts. A methodological example would be the SCRUM management style. However, today's tools go far beyond charts and SCRUM.

Who uses project management software?

Many people use project management software, from aircraft builders to employees doing non-billable work. Some industries rely more on project management software than others. Consultants, service providers and marketing agencies often use project management software. Almost everyone who serves a customer needs a way to value, track, deliver, and get paid for what they are doing. They need tools that enable them to do quality work, stimulate creativity, and keep customers happy.

Every project is a one-time source of income. But it's also a chance to build lasting relationships and get repeat business. Software that keeps track of the details can help.

What are the advantages of project management software?

Project managers need special tools to manage and execute their projects on time. Traditional project management software helps these managers perform functions such as managing project scope, costs, and resources. Modern collaboration software offers even more tools. These tools help save the time spent searching for files or data and manually updating schedules and schedules. You also need tools to share files, communicate in real time, and ensure that all team players are working on one page. Some tools reduce redundancy - they consolidate systems so that information is only available in one place. And they also avoid file redundancies, which can contribute to what some call a "versioning nightmare". In addition to reducing the number of different files, the project management software ensures teams are using a method to keep track of time, tasks, expenses, other budgeting elements like invoices, and more. With a system, teams can work creatively within a given framework.

In addition, with the introduction of cloud-based project management software, companies no longer have to work in a single location. You can easily work as a team while being scattered across multiple locations while maintaining the usual access, update and collaboration levels. Software as a Service (SaaS) project management solutions facilitate teamwork - and thus project implementation and customer satisfaction.

Finally, the software automates your processes and provides a central hub for managing resources, tasks, schedules, projects and communication. All this information in one system enables project managers to create progress reports - whether daily, weekly, monthly or quarterly. Modern systems offer real-time progress reports so that this information on the project status can be easily visualized and exchanged. Not only does this provide insight into where resources can be adjusted to make smarter project decisions, but it also enables detailed and transparent answers to stakeholder questions.

What are the disadvantages of project management software?

Project management software also has its disadvantages. The almost unlimited possibilities and expansions in particular inflate the software quickly. The modular structure of individual tools is all the more important. The selection of a system also requires an investment (both monetary and time), which means that care must be taken in determining which software to use. The chosen system should be just as adaptable as it is needed in practice. The cost of time and possibly money for training employees must also be taken into account. Employee acceptance of the chosen technology is critical to getting the highest return on investment in project management software and avoiding employees not using the system for lack of understanding of the user interface and overall functionality. The project management software should accelerate the processes and not burden the team's time additionally.

What tools are there? A brief overview


Time recording software with manual and automatic time recording, time diary and automatic task recognition.


Paymo is a modern and intuitive project management application for project-based companies and freelancers that combines advanced task management, planning, scheduling, time tracking, collaboration and invoicing. This means that the entire life cycle of a project - from creation to payment - can be tracked without having to use and pay for multiple applications.


Awarded the "Most Recommended Project Management Software", Samepage was developed to ensure the smooth and efficient cooperation of teams, customers, partners and suppliers. Files, tasks, calendars, cards, videos, diagrams and team discussions can be combined on one page. Users can chat with individuals or teams via video or text without having to switch to another chat platform. Everyone is in the loop with no email overload.


Aha! is the world's leading product roadmap software. More than 150,000 users worldwide trust Aha! The cloud-based software helps product managers to link their strategy to the work of their teams and to create visual roadmaps in minutes. With aha! Project managers can set the strategy, manage the approval, prioritize functions and capture ideas in one place.


Wimi is a project management tool that helps to maintain organization and make teamwork more efficient. Wimi goes beyond typical PM software by allowing teams to keep track of everything they are working on. With messaging channels, files & drives, tasks, calendars, and video conferencing, Wimi lets the entire team work together effortlessly and work smarter on projects.

ProProfs project

Online project management software, made easy. Integrated time tracking, powerful reporting, and integration with hundreds of applications.


Quire is a collaborative task management tool for organizing tasks and subtasks in a unique tree-like structure.

Kanban tool

Kanban Tool is a visual project management tool for the visualization and optimization of work processes and teamwork in real time.

Master plan

Meisterplan offers interactive project portfolio management that is strategy-oriented and keeps an eye on budgets. Capacity planning is simplified by real-time scenario simulation. Resource conflicts are predicted and resolved in multi-project environments. In addition, Meisterplan supplements existing PM tools and processes with planning at portfolio level and resource management.

How do you compare project management software?

First of all, you have to define what your project management software should do. This can be a combination of requirements (e.g. time and cost recording, resource planning, performance reports, specific integrations).

A typical way of looking at new software could look like this:

  • Do your research. Use the above tools and similar programs to find the best project management software for your area of ​​work.
  • Schedule a demo with a potential software provider; usually this option appears on their website.
  • Estimate the total cost of software systems that you want to consider. Don't forget to consider the hidden costs of integration, inviting customers to use your system, and the training time.
  • Get your team's buy-in. You have to use the software so let them evaluate the product. So they can inform you about the advantages and disadvantages.


The choice of the right project management software depends heavily on the respective area of ​​application and the project management methodology. Modern tools today offer more than just administration and reporting. Collaboration in real time as well as device and location-independent work are standard with many tools today.