My Perpetual Search for a Better Project Management Tool
1 Feb
The current wave of new project management tools entering the market is a refreshing trend to discover, but at the same time, one that makes deciding which system is right for you exponentially difficult because of the wealth of apparently comparable choices – fledgling as many of them may be.
As of January 2011, I have used Clients & Profits (extensively), Basecamp (moderately), Huddle (lightly), Rule.FM (just introductory), and Creative Pro Office. I recently discovered Streamtime, and have known about Workamajig for a while but have never had an opportunity to try it out. Due to the variety of tools I have now been exposed to, and the handful of other tools I am hearing about weekly, I have finally decided to begin a running list that I will continue to update as a service to others who are in seek of a better PM option and haven’t been satisfied with what they have found readily available on the topic either. This will be most effective if it is a collaborative effort, so anyone who can provide additional experiences or user insights on any of the below listed, or other, project management tools is encouraged to share here so we have as current and comprehensive an evaluation as possible.
For reference, here is the gist of what I am seeking: a project management tool that is web based, can be accessed from anywhere, any device, that allows me the ability to create and manage projects while keeping all related communications, timelines, estimates, and time tracking in an organized and accessible interface that I can easily pop into and out of to get the information I need or make the updates I have to make without unnecessary additional steps. Affordable, comprehensive, with a customizable dashboard that can give me exactly the information I want at a glimpse, with thorough tutorials and a product team that is open to feedback and will continue evolving its product with their customers’ needs.
So here goes on my evaluation of this handful of tools/programs, to start (more to be added as I hear from you and as I discover more tools worth evaluating):
Streamtime – Looks AMAZING! Anyone with experience applying its usefulness in the real world? Appears to be the best C&P replacement I have come across yet due to the comprehensive integration of invoicing, estimating, and billing into what looks liek a solid project management tool. What I have been seeing lately is an emphasis on aesthetics, asset management and communications organization, but sometimes estimating, billing and the like is a bit of an afterthought – something that appears to not be an issue here.
Huddle – A lovely step up from Basecamp. Built by the Basecamp folks with an emphasis on collaboration and file sharing, but with some nice additional features, beginning with an obvious emphasis on aesthetics, as well as:
- Convenient calendar integration
- Mobile device access
- Handy dashboard
- Conference call integration
Basecamp – Works well if you’re looking for a basic system to manage projects with. Wouldn’t recommend on a large scale if you are looking to track time, bill, and have a true creative, collaborative experience – but extremely useful in helping gather and organize project assets and information in one place so things don’t get lost and so projects are easier to stay on top of. I see Basecamp as a good gateway PM tool, but one that only serves the most basic of functions with a stripped down user interface to keep it as simple as possible.
To be completely transparent, I have never utilized the Basecamp add-on features which for all I know, give it that next step up. Any additional experiential feedback here is welcomed.
Rule.FM – Looks pretty sweet. Was super excited when I first learned about it (as I know many other people were as well after the TechCrunch article gave them some great publicity. A quote from this article:
The RULE.fm product itself looks like what would happen if Apple got serious about productivity software, with much emphasis on design aesthetics. Right now its basic function is a ramped up contact list manager with real time updates from your contacts pushed to you, a Yammer-like discussion area, a place for tasks, and a communal file sharing functionality. Nielsen describes it as “a place to know and understand everything that’s going on with in your organization” and hopes the company will eventually expand into wikis, customer retention management and accounting tools.
And sure enough, they have – their latest email blast included updates that their CRM is now in beta. I have yet to truly utilize it, but plan to play around with it some more and will update as I do so.
Workamajig – from what I hear, its a beast of a tool (in a good way for the most part), but tends to be heavier than many people need, and is a bit pricey. I got the impression it was too expensive for my firm and so abandoned further investigation – but will pick back up in an effort to provide as much information here as possible on the various tools.
Clients & Profits – HATE HATE HATE it. But in an effort to provide more than just a broad critique, here are my biggest gripes:
- Not web-based, so all updates must be made manually
- Workflow feels very manual, clunky, counterintuitive
- Cannot access remotely
- Not flexible for different types of jobs, projects
- Actual project management capacity is very lacking (in terms of tracking communications, changes, progress, keeping files and assets organized)
- Terrible outdated user interface
- Time-entry is not as easy, and the end product not as helpful, as it should be
- My biggest gripe is one that is not C&P’s fault though: my company only owns 7 licenses that is shared amongst 21 employees, meaning more often than not we can’t even get into the system to enter our time or open/edit a job :(
5pm – Never used it, but read about it on Mashable. A quote from the review here:
[It offers] custom report creation, time-tracking as a standard feature, a free desktop time tracking widget and a strong mobile interface
Tom’s Planner - Not necessarily a PM tool, but can be used to make PM easier. It allows you to easily create and share Gantt Charts. Never used it but read a review about it on Mashable. A quote from that review here:
[Tom's Planner] makes a multi-colored, horizontal time chart the primary interface for project management rather than an extra something you can print or look at on the side
Other Resources:
