Importance and benefits of online project management tools 2024

Thanks to technical advancements, online project management tools have recently become widely popular! Moreover, managing projects without proper tools is not an easy task. Imagine having to monitor all the projects and milestones and prepare documentation manually! You might have to check with your teammates every time to know the status of a particular task. And, if you don't have a proper online project management tool in your company, you are probably doing a lot of extra work and wasting time!

Now, let us see what online project management is and how you do it in detail. 

Planning, coordinating and executing business projects with the help of online technologies and tools is known as online project management. In other words, project management software helps you manage your projects, communicate with your teammates, allocate resources, etc., from anywhere! These tools are best fit for companies with teams working remotely. So that team members can easily manage their tasks, collaborate freely and organize their time efficiently! The best thing is members can access this project management software via smartphones. Therefore, you have the real-time data of every project at your fingertips! 

Table of contents:

• 7 must-have features to look for in an online project management tool
• Top 5 benefits of having an online project management tool
• Best online project management tools in the market
• 1) Retable
• 2) Proofhub
• 3) HubSpot
• 4) Zoho projects
• 5) Hive
• Frequently asked questions

7 must-have features to look for in an online project management tool

A project manager will have several responsibilities and tasks, from project coordination to people management, execution and submission. So, choose the best project management software to reduce your workload and save your precious time. 

When picking the right one for your business, consider these seven features every online project management software should have! 

1. Kanban view
   Kanban View is one of the most valuable features for all project managers. It helps project managers monitor the progress of each project and see teammates change the status of their tasks. 
   Using the Kanban view, you can distribute work equally to every teammate. Eventually, the workflow becomes more transparent, and the efficiency of each team member improves! 
   ‍
2. Real-time collaboration
   Irrespective of the project team size, every team member must be working on different tasks. So with the right collaboration features like chat and comments, team members easily share data and task status in real time. 
   Therefore, even if a team member has doubts, he can quickly get them cleared by messaging his colleagues through the project management software!
   ‍
3. User role management
   A single project will have many sensitive attributes like financial data, customer information, etc. And every team member might not need access to all this data. 
   The user role management feature allows you to restrict unauthorized access to sensitive project data. Furthermore, you can assign roles to team members and define their access permission easily!
   ‍
4. Integrations
   Users are always comfortable working with their existing technologies and systems without entirely upgrading to a new one. Therefore, integrations are essential if you get new online project management software.
   It lets you quickly transfer your important files and data by integrating the project management software with your existing CRMs and tools!

1. Reports and analysis
   If you're a project manager, you should provide regular updates about ongoing projects to clients. The reports and analytics feature gives you an overview covering all necessary details in a simple format. Using a single platform, you can also monitor your key performance indicators (KPIs) & overall project health.
   ‍
2. Task management
   Task management is the heart of project management software because tasks are the building blocks of projects! This feature helps you break up the project into smaller parts and assign tasks to each team member. You can also check each task's status and deadlines in a single window. For example, in a digital agency, a project manager or a traffic manager can leverage task management features to precisely coordinate creative teams and client projects, ensuring timely deliveries and streamlined workflows in a dynamic, deadline-oriented environment.
   ‍
3. Sharing options
   A good project management tool always offers plenty of sharing options. For example, file-sharing features, shared calendars and contact lists help teammates to collaborate more efficiently. 
   Moreover, if a team member adds or edits any file into the system, others will also get instant access to it. Some project management tools even offer free storage to upload and store your data!

Top 5 benefits of having an online project management tool

Regardless of the type, a robust project management tool can significantly impact your project! The following are the top 5 benefits of having online project management software! 

1. Easy to access
   Is your team working remotely? If yes, online project management software is the first thing you need! Because project management tools make your work so much easier by offering collaboration, communication, budget tracking features, etc.! 
   
   The tool eliminates all the time, space and geographical barriers, allowing your team members to work freely from anywhere! Imagine if you can access any detail about the project from anywhere your smartphone takes you! 

2. All-in-one solution
   One of the best benefits of a free online project management software is that it keeps everything in one place! You can easily plan the project, track progress, collaborate with teammates, etc., from a single platform. 
   
   In other words, you don't have to think about getting separate tools to manage different departments of your business. Instead, robust online project management software offers all the earlier features to ease your workload! 

3. Improved productivity
   The team's productivity increases when you and your team members can easily find all the relevant information in a free online project management software. It allows you to make meaningful decisions at the right time as well. Moreover, project managers can spot roadblocks and fix them quickly before they turn into more significant troubles. 

4. Better collaboration
   Although project management techniques and tools vary according to the needs of companies, the most essential feature for all project teams is team collaboration. No matter which project management techniques and tools you choose, you should always consider how you can provide a better collaboration. If your team is small and working from a single place, it's easy to collaborate. But what will you do if your team grows and you start working remotely? Don't worry; a project management tool can help your team stay in the loop! 
   
   The Kanban view of the project management tool helps you get all the details about ongoing projects, tasks and deadlines. This way, the system keeps all the team members together, reduces confusion and helps deliver faster results! 

5. Easy to plan and schedule
   Are you struggling to find how or where to start your project? Then, all you need is a proper project management tool! Because the tool helps you plan and schedule your tasks more efficiently. An advanced project management tool allows you to forecast your project budget and deadlines. Eventually, you can establish a solid foundation for your project! 

Best online project management tools in the market

Now, you might be wondering about the best free project management software for your company. Let's check the best online project management tools list to learn which project management tool you should choose! Project management techniques and tools vary according to the needs of companies. Remember, to find the best online project management tool for you, you must first have a good understanding of your project management needs. Thus, you can easily make the right choice for you among the best online project management tools on our list! 

1. Retable
2. Proofhub
3. HubSpot
4. Zoho projects
5. Hive

1) Retable

Retable is one of the best free online project management tools. Retable is undoubtedly the best choice if you want a comprehensive project management tool with all the necessary features under one roof! In addition, the platform offers customizable project management templates that you can access instantly. So it takes seconds to import your data from other channels and share it with your team members. 

‍Retable includes all the necessary features listed above, including Calendar View, Chart View, Project & Row History, Spreadsheet Snapshot, HTML Code Support, and many more!

2) Proofhub

ProofHub is a cloud-based online project management software designed to help businesses plan, collaborate, and deliver projects more efficiently. The platform offers a range of features, including task management, time tracking, Gantt charts, and team collaboration tools. ProofHub also includes built-in project templates for common project types, making it easier for users to get started with new projects. With ProofHub, users can assign tasks, set deadlines, and track progress in real-time. The platform also includes a proofing tool that allows team members to share, review, and approve files and documents within the platform, streamlining the collaboration process. Additionally, ProofHub offers integrations with popular third-party tools like Google Drive and Dropbox, as well as native mobile apps for iOS and Android, providing users with a flexible and accessible solution for project management. Overall, ProofHub is a comprehensive and user-friendly platform that can help businesses streamline their project workflows and improve collaboration.

3) HubSpot

HubSpot is a cloud-based marketing, sales, and service software that also offers a project management tool. HubSpot's project management tool allows businesses to plan, organize, and track projects from start to finish. The platform offers a range of features, including task management, project templates, Gantt charts, and team collaboration tools. With HubSpot project management, users can assign tasks, set deadlines, and track progress in real-time. The platform also includes a file sharing feature that allows team members to share and collaborate on documents within the platform, streamlining the collaboration process. Additionally, HubSpot offers integrations with popular third-party tools like Google Drive and Trello, as well as native mobile apps for iOS and Android, providing users with a flexible and accessible solution for project management. Overall, HubSpot project management is a powerful and user-friendly platform that can help businesses streamline their project workflows and improve collaboration.

If you want a single platform to bring all your project management teams together, HubSpot is something you must try! It helps you manage all your tasks, provide real-time feedback, receive notifications and drive results! Collaboration boards, Pre-built project templates and In-depth dashboard analytics are the major highlights of this online project management software! Hubspot is not one the free online project management tools. You must pay for Hubspot's collaboration features but using project management software as Hubspot will be really helpful especially for your sales and marketing teams.

4) Zoho Projects

Zoho Projects is a web-based online project management software designed to help businesses plan, track, and collaborate on projects of all sizes. This free online project management software offers a range of features including task management, time tracking, document sharing, and team collaboration tools. Using project management software like Zoho Projects, helps you to create and assign tasks, set milestones, and track project progress in real-time. The software also allows for custom workflows, so businesses can tailor the software to their specific needs. Additionally, Zoho Projects offers integrations with other Zoho apps as well as popular third-party tools like Google Drive and Dropbox, making it a versatile solution for project management. Overall, Zoho Projects provides businesses with a powerful and intuitive platform for managing their projects and teams more effectively.

5) Hive

Hive is primarily designed as a data warehouse platform and is not typically used as a project management tool. While it offers powerful capabilities for managing and analyzing data, it does not provide features like task tracking, team collaboration, or project planning that are essential for effective project management. However, Hive can be integrated with other project management tools to provide a more comprehensive solution. For example,using project management software like Hive to store and manage project data, and then use a separate project management tool to track tasks and collaborate with team members can help you to have a comprehensive project management process. But you should remember that Hive is not designed as a standalone project management tool, but it can be a valuable component of a larger project management system.

Now it's clear that you need a proper project management tool to complete projects successfully! Using project management softwares help you to manage your resources, organize time and, most importantly, allow teammates to collaborate freely from anywhere! 

As mentioned earlier, Retable is one tool that helps you manage your projects efficiently. Irrespective of your project team size, Retable eases your workload, helps you monitor progress and interact with your clients without hassles! 

Frequently asked questions

How do online project management tools improve team collaboration?

There're countless benefits of project management tools for teams. Project management software plays a critical role in enhancing team collaboration, which is vital for the success of any project. These tools provide numerous benefits that enable team members to work together effectively and efficiently. One of the essential benefits of project management tools is that they provide a centralized platform for team members to access relevant information and updates about the project. This helps to ensure that everyone is on the same page and has access to the same information, thereby reducing misunderstandings and increasing efficiency.

Another important benefit is that project management tools provide real-time communication features that allow team members to communicate with each other instantly. This is particularly useful when working remotely, as it enables team members to collaborate on tasks and resolve issues quickly.

Using project management software also enables teams to track progress and monitor project timelines, ensuring that tasks are completed on time and within budget. This is essential for keeping the project on track and ensuring that everyone is working towards the same goals.

In addition, project management tools enable teams to assign tasks, set deadlines, and track progress, making it easier to manage workload distribution and ensure that everyone is contributing equally. This helps to promote teamwork and ensure that everyone is working towards the project's success.

Overall, the importance of project management software in improving team collaboration cannot be overstated. By providing a centralized platform for communication and collaboration, real-time updates, and progress tracking, these tools help teams to work together more efficiently and effectively.

What features should I look for in an online project management tool?

When searching for the best online project management tool or the best free project management software, there are several features you should look for to ensure that the tool meets your team's needs.

1. Task Management: The tool should allow you to create, assign, and track tasks easily. It should have features like task lists, due dates, and priority levels, making it easy to manage and prioritize tasks.
2. Collaboration: The tool should have features that encourage collaboration, such as the ability to assign tasks to team members, share files, and communicate through comments or instant messaging.
3. Project Tracking: The tool should allow you to track project progress, including timelines, milestones, and budgets, giving you an overview of the project's status at any time.
4. Resource Management: The tool should allow you to manage resources, including team members, budgets, and assets, so that you can allocate resources effectively and avoid overloading team members.
5. Reporting: The tool should have reporting features that allow you to generate reports on project status, progress, and resource utilization, providing insights into the project's performance and identifying areas for improvement.
6. Customization: The tool should be customizable to meet your team's specific needs. This includes features like custom fields, workflows, and templates, allowing you to tailor the tool to your team's processes.
7. Integration: The tool should integrate with other software and tools that your team uses, such as email, file storage, and communication tools, making it easy to manage projects from a single platform.

Overall, the best online project management tool or best free project management software should have the features necessary to manage tasks, encourage collaboration, track progress, manage resources, generate reports, and be customizable and integratable to your team's needs.

Can I track time spent on individual tasks with online project management tools?

Yes, you can track time spent on individual tasks with online project management tools, which is an essential feature of project coordination tools and project planning tool online. Using project management software, you can track the time spent on individual tasks by starting and stopping a timer as you work on a task.

This feature helps you to accurately track the amount of time spent on each task, which is vital for project planning, resource allocation, and budget management. With time tracking, you can identify areas where time is being wasted and make adjustments to improve productivity.

Online project management tools provide various time tracking features, including manual time entry, automatic time tracking, and integrations with time tracking apps. This makes it easy to track time spent on individual tasks and monitor progress in real-time. Additionally, project management software provides reports that show the time spent on each task, which is helpful for analyzing project performance, identifying areas for improvement, and assessing project costs. This enables project managers to make data-driven decisions and ensure that projects are completed on time and within budget.

Overall, time tracking is an essential feature of project coordination tools and project planning tool online, and using project management software makes it easy to track the time spent on individual tasks, monitor progress, and manage project costs with time tracking.

How do online project management tools help with project planning?

Online project management tools, such as project planning tool online and project coordination tools, play a vital role in project planning by providing various features that streamline the planning process and ensure that projects are executed successfully.

One of the essential benefits of project management tools is that they provide a centralized platform for project planning, allowing project managers to collaborate with team members, track progress, and manage resources. This is vital for effective project planning, as it ensures that everyone involved in the project is on the same page and has access to the same information.

Another critical benefit of project management tools is that they provide various planning features, such as task lists, milestones, timelines, and Gantt charts. These features help project managers to create a detailed project plan, including tasks, timelines, and resource allocation. Project management software also allows project managers to assign tasks, set deadlines, and track progress, ensuring that the project stays on track and is completed on time.

Project management tools also provide reporting features, which are helpful in project planning. These reports show project progress, resource utilization, and potential roadblocks, enabling project managers to adjust plans as necessary and ensure that the project stays within budget. Moreover, online project management tools allow project managers to manage risks, identify dependencies, and allocate resources effectively. This enables project managers to identify potential issues before they arise, and make adjustments to ensure that the project is executed successfully.

Overall, the importance of project management software and project coordination tools in project planning cannot be overstated. They provide a centralized platform for collaboration, planning features, reporting features, and risk management tools that ensure projects are executed successfully.

Can online project management tools be used for remote teams?

Yes, online project management tools can be used for remote teams, and they are particularly useful for managing remote teams. Using project management software, remote teams can collaborate effectively, track progress, manage resources, and ensure that projects are completed successfully.

The best online project management tools and best free project management softwares provide various features that are specifically designed for remote teams, such as instant messaging, video conferencing, and file sharing. These features enable remote teams to communicate effectively and stay connected, regardless of their physical location.

Project management techniques and tools, such as agile methodology, are also well-suited for remote teams. Agile methodology emphasizes collaboration, flexibility, and continuous improvement, making it an ideal approach for remote teams. Online project management tools that support agile methodology, such as Scrum or Kanban boards, allow remote teams to manage their work effectively and adjust to changing requirements.

Your project management tool should also be able to act as a portfolio project management software for you. Portfolio project management software enables remote teams to manage multiple projects simultaneously, providing a centralized platform for project tracking and resource allocation. This is particularly important for remote teams, as it ensures that everyone has visibility into the status of each project and can allocate resources effectively.

In summary, online project management tools are well-suited for remote teams, as they provide various features and tools that enable remote teams to collaborate effectively, manage projects, and ensure that projects are completed successfully. Using project management software, remote teams can stay connected, communicate effectively, and manage their work efficiently.

Are online project management tools suitable for small businesses?

Yes, online project management tools are suitable for small businesses and can be particularly beneficial for them. While larger businesses often have dedicated project management teams, small businesses may not have the resources to employ a full-time project manager. Online project management tools provide small businesses with an affordable and efficient way to manage their projects and ensure their success.

Free online project management tools and free project management software are available, which makes it easier for small businesses to access the benefits of project management tools without significant financial investment. These tools provide various features, such as task lists, timelines, and file sharing, that enable small businesses to manage their projects effectively.

Online project management tools also help small businesses to streamline their workflows, track progress, and collaborate effectively. This is particularly important for small businesses, where employees may wear multiple hats and have multiple responsibilities. Project management software can help to ensure that everyone is on the same page, tasks are prioritized, and progress is tracked, enabling small businesses to work more efficiently.

Moreover, online project management tools provide small businesses with insights into their projects' performance, helping them to identify areas for improvement and make data-driven decisions. These insights are particularly valuable for small businesses, where resources may be limited, and efficiency is essential.

In summary, online project management tools are suitable for small businesses and can help them to manage their projects effectively, streamline their workflows, and work more efficiently. Free online project management tools and free project management software are available, making it easier for small businesses to access the benefits of project management tools.