{"id":2484,"date":"2016-08-10T11:35:08","date_gmt":"2016-08-10T11:35:08","guid":{"rendered":"https:\/\/www.binfire.com\/blog\/?p=2484"},"modified":"2026-02-13T09:18:57","modified_gmt":"2026-02-13T09:18:57","slug":"online-project-management-software-tutorial","status":"publish","type":"post","link":"https:\/\/www.binfire.com\/blog\/online-project-management-software-tutorial\/","title":{"rendered":"Online Project Management Software &#8211; Complete Tutorial"},"content":{"rendered":"<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">The software as a service or SaaS as it is commonly known\u00a0is gaining acceptance in the market rapidly. It has become\u00a0the option of choice\u00a0when customers buy software of any kind these days. The project management software market is also affected by this\u00a0trend in the software industry. Online project management software is the most widely used tool for managing projects and teams in 2016. The size of the market for this software category was\u00a0around $1.5 Billion in 2012 according to Gartner Report\u00b2. Online project management software\u00a0is expanding at a\u00a0rate of 15% annually. One area that\u00a0SaaS software traditionally had shortcomings is in places where the internet is not available or too slow. Today most o the globe has access to fast internet. The new technologies which allow offline work and Sync later with\u00a0the cloud are overcoming this hurdle rapidly. Most users benefit from the collaborative nature of online project management software.\u00a0\u00a0<\/span><\/p>\n<h2><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Advantages\u00a0of online project management software:<\/span><\/h2>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">There are many advantages online project management software has compared with desktop applications. I have listed the most important advantages of online software Here:<\/span><\/p>\n<ul>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">No need to physically buy or download software<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">No need to install software<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">No need for getting software updates and installing them<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Prices are more affordable and are paid monthly or yearly<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">You can try before you commit to buy<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">The software can be used from anywhere and any device<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">You can add or remove new users to the application easily<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">All improvements in the software are seamlessly seen\u00a0by all\u00a0users at the same time<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Cancel at any time when a project is done<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">The\u00a0benefits of online project management software compared to the other delivery methods like desktop applications should be\u00a0obvious to all. The question now is what features are absolutely needed to make an online project management software a real productivity tool? Obviously, one solution does not fit everybody&#8217;s needs, but there are many\u00a0features that are used by most professionals in the project management discipline. The fact that online project management software is hosted in the cloud enhances the collaborative features needed \u00a0in the project management software<\/span><\/p>\n<h3><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Features needed for\u00a0online project management software:<\/span><\/h3>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Below, I have listed the most important features which could be found in most\u00a0online project management software today. At the top of the list, I have added features that are absolutely needed or essential in these applications with a brief explanation of each feature. At the end of the list, I have added\u00a0optional or nice to have features that can help managing projects and teams more effective for some market segments.<\/span><\/p>\n<h3><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Essential features:<\/span><\/h3>\n<ul>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Task Management- Task management is the most important part of any online project management software offering. A good task manager can help teams to plan, track, and finish tasks on time. Task manager should support subtasks, dependencies, attaching files, attaching tags, and leaving comments.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Dashboard- The dashboard is where the users see all their tasks and the status of the project or projects in one glance. The best dashboards use Kanban format since it shows the status of each task in real-time. The ability to create and edit tasks right from the Kanban board is a great feature. A color-coding scheme that shows the status of tasks in different colors is a great visual help.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Gantt Chart- Gantt chart is the graphical representation of tasks in the project during the project&#8217;s life cycle. It is the best tool to show the status of each task and the interrelation of tasks in the project. An interactive Gantt chart should\u00a0allow changes to the tasks\u00a0from\u00a0the Gantt chart itself. Interactive Gantt chart helps save time and reduces mistakes in planning and tracking the project.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Document management- There is no project which does not have documents associated with it. During the project&#8217;s life cycle a tremendous number of documents and files\u00a0are created and reviewed. The best place to put project files is the project itself. Those\u00a0project management applications which support file version and file history, work best.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Notifications- As much as we have email, it is not gonna go away anytime soon. Notification is an important part of any project management software. The notification could be in the form of email or push notification online.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Rule based access- Not all project members need to have the same access to all project details. In the case of contractors and clients,\u00a0you might want\u00a0to give limited access. A good project management software supports giving different access permissions to different members.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Collaboration- The main reason for the online project management popularity is the fact it makes collaboration easy and seamless. Chat, follow, and commenting all help to improve collaboration in teams.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Messaging application- A messaging tool is essential for group discussions. The team can create message boards based on topics they want to discuss\u00a0and invite members who need to be part of the discussion. The native message board is preferred, but integrating with a third-party tool like <a href=\"https:\/\/slack.com\/\" target=\"_blank\" rel=\"noopener\">Slack<\/a> works too.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Project report- You have all go all the project information in your project management software. When you need to present the data, isn&#8217;t better if the application generates the report for you? Good project management applications have a build reporting mechanism.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Nice to have features:<\/span><\/h3>\n<ul>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Time tracking- Time tracking is a great\u00a0feature to have especially for contract projects in which the customer is billed by hours. A good time tracking tool should enable the user to start and stop time from anywhere in the application with minimum steps. An integrated time tracking tool is always better, but third party time tracking tools like <a href=\"https:\/\/toggl.com\/\" target=\"_blank\" rel=\"noopener\">Toggl<\/a>\u00a0will do the job.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Timesheet- For businesses that track time, timesheet, and the ability to invoice their clients is a must. Integration with a good accounting package like <a href=\"https:\/\/quickbooks.intuit.com\/\" target=\"_blank\" rel=\"noopener\">Quickbooks<\/a> helps tremendously.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Burndown chart- This is another tool for tracking the progress of the project graphically. The great thing about the Burndown chart is that it can predict the estimated project&#8217;s finish time, based on the project&#8217;s\u00a0history.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Resource loading- If members of a team are\u00a0assigned to\u00a0multiple projects, resource loading is an essential tool. It helps the manager to balance the workload across all projects and make sure all resources\u00a0are utilized properly.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Risk management- This is an area that only the most sophisticated project management software attempt to provide a solution. It lets the team define the risks to projects and actions to be taken if any of those risks materialize at the very beginning of the project.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Budgeting- Budget is another advanced feature that helps the project management plan and tracks the budget during the project&#8217;s lifecycle. Integration with an accounting package like Quickbook makes the application even more useful.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Interactive whiteboard- This is an essential collaboration and brainstorming tool for remote teams. For remote teams, this is a great tool that enables the team to share ideas as though they are in the same room.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Bug tracking- Some projects, especially in the software and electronics market segments, have a strong need for a robust bug tracking system. Some applications use the task list for bug tracking. This does not work for complex projects, because bugs are not simple tasks. They are what is wrong with a task, a feature, or a function in the task. As such they are related to tasks by are not the same.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Integration with CRM- Customer relationship management systems are a great complementary tool for project management software. The project management application should provide its own CRM tool or integrate with one of many CRM tools available in the market like <a href=\"https:\/\/www.salesforce.com\/\" target=\"_blank\" rel=\"noopener\">Salesforce<\/a> or <a href=\"http:\/\/www.sugarcrm.com\/\" target=\"_blank\" rel=\"noopener\">SugarCRM<\/a>.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Online project management software vendors<\/span><\/h3>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">A small sample of project management software vendors is shown below.<\/span><\/p>\n<ul>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\"><a href=\"https:\/\/www.binfire.com\" target=\"_blank\" rel=\"noopener\">Binfire<\/a><\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\"><a href=\"http:\/\/www.wrike.com\" target=\"_blank\" rel=\"noopener\">Wrike<\/a><\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\"><a href=\"http:\/\/www.asana.com\" target=\"_blank\" rel=\"noopener\">Asana<\/a><\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\"><a href=\"http:\/\/www.clarizen.com\" target=\"_blank\" rel=\"noopener\">Clarizen<\/a><\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\"><a href=\"http:\/\/smartsheet.com\" target=\"_blank\" rel=\"noopener\">Smartsheet<\/a><\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\"><a href=\"http:\/\/trello.com\" target=\"_blank\" rel=\"noopener\">Trello<\/a><\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\"><a href=\"http:\/\/basecamp.com\" target=\"_blank\" rel=\"noopener\">Basecamp<\/a><\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\"><a href=\"http:\/\/monday.com\" target=\"_blank\" rel=\"noopener\">Monday<\/a><\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Recently we wrote a review of <a href=\"https:\/\/www.binfire.com\/blog\/monday-project-management-pros-cons\/\">Pros and Cons for Monday<\/a> in our blog.<\/span><\/p>\n<h3><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">Online project management software resources<\/span><\/h3>\n<ul>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">1-\u00a0<a href=\"https:\/\/en.wikipedia.org\/wiki\/Project_management_software\" target=\"_blank\" rel=\"noopener\">Wikipedia<\/a><\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">2-\u00a0<a href=\"https:\/\/www.gartner.com\/en\/newsroom\" target=\"_blank\" rel=\"noopener\">Gartner Report<\/a><\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 18pt;\">PS. You may ask why I have chosen a sexy image of a woman at\u00a0the beach for an article about online project management software? The truth is that project management is far from sexy and in fact downright boring subject. One of the things we are doing to remedy this is by adding color and images to the application to make it more pleasant to the eye and easier to use. Soon you will see the integration of color and gamification\u00a0in the future versions of the application. In case you were wondering, yes the woman in the picture is a project manager!<\/span><\/p>\n<div id=\"wen-cta-9842\" class=\"wen-cta-wrap wen-cta-template-default\"><div class=\"wen-cta-inner\"><div class=\"wen-cta-content\"><div style=\"text-align: center;\">\n<a href=\" https:\/\/www.sagekick.com\/project-tracking-software\/ \"><br \/>\n<img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/binfire.com\/blog\/wp-content\/uploads\/2024\/09\/Ad-1-300x129.png\" alt=\"\" width=\"300\" height=\"129\" class=\"alignnone size-medium wp-image-9843\" srcset=\"https:\/\/www.binfire.com\/blog\/wp-content\/uploads\/2024\/09\/Ad-1-300x129.png 300w, https:\/\/www.binfire.com\/blog\/wp-content\/uploads\/2024\/09\/Ad-1-768x330.png 768w, https:\/\/www.binfire.com\/blog\/wp-content\/uploads\/2024\/09\/Ad-1.png 959w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a>\n<\/div>\n<\/div><!-- .wen-cta-content --><div class=\"wen-cta-button-wrap\"><\/div><!-- .wen-cta-button-wrap --><\/div><!-- .wen-cta-inner --><\/div>\n","protected":false},"excerpt":{"rendered":"<p>The software as a service or SaaS as it is commonly known\u00a0is gaining acceptance in the market rapidly. It has become\u00a0the option of choice\u00a0when customers buy software of any kind&hellip;<\/p>\n","protected":false},"author":2,"featured_media":2504,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[76,47],"tags":[77],"class_list":["post-2484","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-online-project-management-software","category-project-management-software","tag-online-project-management-software-2"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Online Project Management Software - Complete Tutorial - Collaboration Corner<\/title>\n<meta name=\"description\" content=\"A comprehensive guide for online project management software for project managers and their teams. 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