The next project is coming up. The goals are set high, the zeal still great. However, we all know that a little organizational talent and motivation are no longer sufficient in modern project management. Quite frequently, project structures become so complex that it is difficult to keep track of them. For the success of a project, however, nothing is more important than that.
For teams with complex projects, project management software is the central tool for collaboration and communication. Little wonder, with the right software solution, you cann direct even challenging projects into the right direction. However, some feel overwhelmed by the variety of products available.
How about having a look at five of 2024's most popular project management tools before making a decision?
What is important when choosing suitable project management software?
You can find project management software easily in literaly no time - they are a dime a thousand. And they are all packed with a whole bunch of features. How do you actually find the one that fits best? Fortunately, there are a number of factors that can make the decision significantly easier.
These factors are worth paying attention to:
Adaptability. Projects are different. Always. Each team works differently. Every time. So what advantages can be derived from a simple one-fits-all-solution? None. It is a great advantage whenever a software can be adapted to the very diverse demands that arise from different workflows. If, on the other hand, the team has to focus completely on the structure provided by the software, additional efforts and low productivity is what follows.
User friendliness. It may sound simple, but a high level of usability is extremely important for the success of the project. If the application raises problems, it will throw the team back on schedule. Also, new project participants need to be able to find their way quickly, because new projects or only temporary participants are quite common during projects that are scheduled for several weeks or months.
Support. The fact that it can be problematic to opt for a project management software is (as already mentioned) due to the vast range of functions. Consequently, just as the above-mentioned user-friendliness, a good support is also essential. After all, software providers will continuously improve their products - their solutions receive new features as part of numerous updates regularly. Whom should I approach if usage problems come up? Who will be there to help if I cannot find my way around the platform? What if I have problems logging in? Who answers all my questions? If you have answers to all of these questions after you made your decision, congratulations! That's definitely a plus for the provider.
Data security In 2018, the GDPR revolutionized data protection in Europe. It is now more important than ever for companies to protect personal data and it is as important as ever, to keep the company’s internal data safe. There is probably no need to mention, why the protection of personal data is important to customers. Nevertheless, some providers of project management software set higher security standards than others. And THIS is a criterion that can outdo all others.
Functionality. Of course, also functionality is very important. What is the good of a privacy-friendly and easy-to-use software - even if those factors are essential - if the features provided won't help you with anything? What is the use of a tool with the largest range of functions, if a software for communication as well as for task and resource planning is needed, but none of that can be put into practice with that particular solution? This issue is a very individual one because the structures in project management differ depending on the team (size), preferred workflows and internal regulations. Internal structures determine how a project management software will be used. These areas are of particular importance for project management:
- Task management: The task management is essential for the planning of projects. Here, responsibilities should be clarified and tasks should be structured, scheduled and linked with the associated documents and files. Depending on the software, different views can be offered.
- Communication: Communication in real time and logical links keep the coherences even over longer periods of time - Communication is key!
- Management of documents and files: Transparent filesharing and the ability to work together on documents should also be possible. Then, all the information about the project is in one central place.
Five project management softwares in comparison
What are we taking a closer look at? Five providers of cloud-based project management software offered as SaaS (Software as a Service) solution.
Stackfield
The project management software with German server location combines communication and task workflows while being GDPR compliant. Stackfield is available to users as a cloud-based solution as well as on-premise.
Usability and function. On the one hand, Stackfield shows user-friendliness in it’s clear structure. Project rooms are created for different workspaces. And because work structures in different project teams can be quite different, they can be designed flexible: each room contains various modules (e.g. group chat, discussion module, task management, time recording, calendar document and file management, etc.) whose composition can be easily adapted to the needs of the users. For example, the Kanban board in the task module can be converted into an editorial plan. Modules can be switched off if not needed. In addition to the existing integrations (such as Dropbox), the Stackfield API provides an opportunity for integrating additional systems, such as links to a CRM module. Gantt charts for example are helpful for resource planning or project portfolios, which provide an overview of individual or all projects combined.
In order to maintain relationships, all elements (tasks, files, comments, etc.) can be linked to each other. Thus, Stackfield also keeps up with complex workflows clear and structured.
On the other hand, the develpers took great care to create an intuitive user interface in which you can quickly find your way around. For this reason and because of its high flexibility, Stackfield is even the right alternative for those who used to work exclusively with software of low complexity. To further facilitate entry, the project managers and all those involved in the project team are guided through the first steps.
Support. Stackfield offers various options to ensure optimal support. A help database answers the most common questions. For specific questions, consultants can be contacted by e-mail or live chat. For enterprise customers, personal priority support is available over the phone and furthermore, webinars and on-site training can be arranged.
Data security. High standards of data protection guarantee GDPR compliance. All sensitive data is being encrypted by using client-side end-to-end encryption directly in the browser, which is why even the platform providers are not able to view anything. What follows is an encrypted transmission to Stackfields servers, where the data will be stored encrypted all in rest. Stackfields servers are located in Germany, which means that the use of the software complies with European data protection law.
Extensive opportunities for assigning roles and user rights guarantee the adherence of the compliance rules of Stackfields customers. For instance, the respective role also allows external user such as freelancers to be integrated into work processes without having any concerns.
Stackfield also gives its users the option of an on-premise solution, giving them full control over their data.
Monday.com
We continue with Monday.com. The tool offers teams of different sizes a centralised platform for project management and task management.
Usability and function. The intuitive structure makes it easy to get started without much of an introduction. Customisable Kanban dashboards provide an overview of tasks and project status.
In addition to ready-to-use templates and personalisation options, automation is also provided. For example, the entire team can be notified when certain tasks have been completed. Other features include: a calendar view, time recording, an advanced search and file storage. A folder view for files is not available, nor is an option for versioning files.
Support. If users have any questions, they can contact Monday.com via live chat. There is no telephone support. There is also a help centre with tutorials, guides and live webinars (all in English) as well as a community forum.
Data security. Monday is a US company and is therefore subject to the Cloud Act. Data is among others hosted on American servers and there is no end-to-end encryption.
From a European perspective, US providers are categorised as critical in terms of data protection law, as they are subject to the Cloud Act. The law not only creates legal uncertainty for US providers with a US server location, but also for those with an EU server location, as the company's registered office is the decisive factor. US authorities can thus oblige companies headquartered in the US (and also their subsidiaries based in Germany, for example) to hand over data.
Trello
Trello is the project management Michelangelo - its focus is clearly on a colorful and open presentation. The task manager is known for its Kanban view that is mainly suitable for agile project management in very small teams.
Usability and function. There is no doubt that Trello can be described as user-friendly. However, the functionality is quite limited as it merely consists of a simple task board. Basically, everything ends up in form of cards on the board: tasks, appointments and other contents, which can then be provided with file attachments and detailed information. These cards can be easily moved using drag and drop. For extensive projects, however, Trello is only partially suitable. The time recording is only possible via the Harvest Power-Up. Global overviews or a central dashboard, such as those found at Stackfield, are neither available at Trello. Though, an advantage is the quite wide range of integrations (for example Slack or Dropbox). It’s mostly very small teams within an agile project management environment that benefit from Trello.
Support. The support for Trello is limited to a (mainly English speaking) community and video tutorials as well as help texts, which are partly integrated directly into the platform. If these options do not provide a solution, the Trello Support can only be reached via Live chat.
Data security. Trello is Privacy Shield certified. Also Trello – being an American provider – hosts data on servers that are located in the United states. Users of the platform should be aware of this.
Basecamp
Basecamp is regarded a classic in project management. Its handling is kept simple and its focus lies on communication.
Usability and function. Basecamp provides some one-stop-shop features - real-time communication, file management, to-do lists - but remains simple within these areas and relies on streamlined functional areas. A Kanban board, for example, does only exist via integration. Additional features such as CRM tools or time tracking, etc. can only be added as integrations as well. Basecamp itself focuses on team communication. Thus, it can be said that the software is also mainly for communication-driven smaller teams. While performing larger projects with complex task structures, users will quickly lose track of things. Nevertheless, the software is to be classified as user-friendly due to its intuitive interface.
Support. Basecamp offers support via contact form. Short video tutorials and help texts are intended to clarify basic questions.
Data security. Basecamp is Privacy Shield certified. Like the other American colleagues, Basecamp is based in the States. That’s also where the platform provider from Chicago hosts data.
MS Project
Heading over to the veteran of the project management solutions: MS Project - a complex strukture for complex and extensive projects. MS Project is offered as a cloud or on-premise option.
Usability and function. Its quite complicated usage testifies why the project management software is almost exclusively used by experienced project managers. MS Project is especially time-consuming for newcomers. Experts appreciate the very detailed options that are available when mapping the operations - whether in a task, in the assignment of user roles or other content within the project planning.
The high-priced product is designed only for those who – due to extremely complex projects – invest a lot of know-how and time to make the most of what the tool has to offer.
Support. With regard to its very detailed feature set and the lower user-friendliness (the latter results from the first), it can be extremely problematic that Microsoft does not provide a personal contact. Answers can be found only by searching in the Help Center.
Data security. The provider is Privacy Shield certified. Furthermore, the American project management software, MS Project, comes also with an on-premise option. If you host the software on your own server, privacy is also within your own sphere of responsibility. However, consider that on-premise solutions will result in an increased workload, which is why this solution might not be perfect for everyone.
Conclusion: Project workflows can be customised, but not the security factor
As already mentioned: Project management software is a dime a thousand. However, those who think in advance about what task workflows should be displayed and what functions are of relevance for collaboration within the team will have a much easier decision process. We have listed important factors that should definitely be considered in the decision. Especially in terms of data protection there is no room for compromises. Too big are the risks: reputational damage, sanctions for data protection violations or competition losses, to name some of them.
All other factors need to be assessed individually and with regard to in-house processes during the project planning. How important is a personal contact - someone who is there to help whenever problems come up? How detailed should the task processes be displayed? Which software increases your productivity while remaining easy to use? If in doubt, it still helps to get an overview yourself, taking advantage of the free trial period.