Email is not, and never was meant to be, a project management tool. Yet so many companies cling to it with all their might, trying to make it so. And even with all of its impressive features, extensions, and AI capabilities, many things can slip through the cracks and get missed or overlooked. These are just more opportunities for a project to crumble apart, miss a deadline, or fail.
Implementing a solid project management tool is one of the first things I do as a fractional CMO if the company I am working with doesn’t already use one. I couldn’t imagine life without it.
When using a good project management tool, you’ll never hear people say:
- “I don’t remember getting your email.”
- “Oh, I just found your email in my junk/spam folder.”
- “Sorry, her email was buried in my inbox.”
And my favorite:
- “Oh, here. I got it. You put your reply in the same email with the details of some other projects we’re working on. Isn’t there a better way we can keep everything organized?”
A project management tool is a cloud-based system designed to help marketing teams plan, manage, and execute their projects efficiently and effectively. Simply put, PMTs are the backbone of business. From overseeing the launch of new products to managing marketing campaigns and projects, PMTs ensure the marketing function runs smoothly, with no potholes, bumps, roadblocks, or hiccups.
The top benefits of using a project management tool:
Efficiency and organization
PMTs act as a beacon of order. They help streamline tasks, align deadlines with achievable milestones, and keep everyone on track. With every team member having a clear overview of their roles and responsibilities, PMTs streamline operations.
Improved communication
Effective communication is the lifeblood of a successful project. A robust PMT enhances team collaboration by offering clear lines of communication, updates, and feedback loops. It fosters transparency and helps eliminate delays and miscommunications that often plague projects. (Tip: Quality of input is critical in using any tool or system. PMT users must be thorough and descriptive to achieve optimal project success.)
Enhanced productivity
Productivity has nothing to do with working harder. It has everything to do with working smarter. By providing visual project timelines and tools for easy task management and tracking (e.g., dashboards and Gantt charts), PMT software enables teams to focus on high-priority items and benchmark their progress.
Time management
Time is money. PMTs assist in breaking work down into actionable steps, enabling the efficient allocation of time and resources. Timelines can be closely monitored and adjusted in real-time, allowing for proactive management against potential overruns.
Budget control
A sound project management tool offers comprehensive budgeting features to assist in monitoring and tracking expenses, avoiding cost overruns, and ensuring projects deliver within financial
constraints.
Risk management
Projects are rarely undertaken without risks. A robust project management solution includes features that help identify and assess potential pitfalls. By having these in plain sight, teams can plan for contingencies, lessening the impact of unforeseen events. Additionally, using a PMT in and of itself greatly minimizes the risk of project failure.
Scalability
As your business and your teams grow, so will the number of projects in your organization. Project management software is scalable in terms of accommodating more extensive projects and offering features that support complex, multifaceted tasks.
Reporting and analytics
For data-driven business leaders, a project management tool’s analytics and reporting capabilities provide insights into project performance, team efficiency, budgeting, and areas that may require corrective action.
Client satisfaction
With the proper use of a PMT, external and internal clients can easily track the progress of their projects. They can monitor budgets and ETAs and ensure all projects are on task.
Remote team coordination
In the age of remote work, a project management tool becomes the central hub for teams spread across different time zones. It facilitates the seamless coordination of efforts, ensuring that location does not impede project progress.
Improves company morale and culture
As the number one cause of friction and frustration in any relationship is poor communication, successfully implementing a PMT will improve your company’s morale. A PMT will also naturally improve culture through notable improvements in teamwork, accountability, and responsibility.
