Managing a project, whether simple or complex, requires outstanding organization. A project manager must ensure that all the conditions for success are in place to achieve the strategic goals set.

To reduce margins of error and meet deadlines, many companies invest in project management software to facilitate the daily work of their teams.  In this article, we will be presenting Zoho Projects, a must-have online project management tool for small and medium-sized businesses.

 

What Is Zoho Projects?

Zoho Projects is an online project management software designed to help teams of all sizes plan, track and execute their projects.

It allows you to efficiently organize tasks, manage resources, monitor deadlines and complete projects on time. Zoho Projects brings together all of a company’s projects into a single platform and provides an overview of each project (bottleneck, resource planning capability, etc.)

All members involved in the projects, whether employees, managers, project leaders or even some external resources, can access the software, communicate and exchange on the progress of the projects they are part of.

Zoho Projects is an essential project tracking system for analyzing progress and providing accurate and relevant information to all parties involved. Zoho Projects Desktop App is designed for all operating systems; Mac, Windows and Linux. It can be accessed on a computer or on a mobile app.

Fonctionnalités Zoho Projects

 

What Is the Purpose of Project Management Software?

Project management helps to plan a work process and to follow it efficiently in order to achieve a given goal. It aims to organize the entire process of a project.

Project management software not only allows you to achieve the objective of a project, but also to complete it on time, on budget and within the defined scope.

This is what project management software allows you to do within a company:

1.  Planning and Monitoring of Activities

A project management software allows you to plan tasks and phases of the project according to the costs, deadlines and resources available. It allows you to:

  • Schedule tasks: you can break down complex tasks into subtasks, set up recurring tasks or create checklists to better organize work
  • Plan phases for your project: the Gantt chart allows you to structure your project and break it down into several phases. You can indicate for each phase a value of expected work.
  • Resource planning: the software facilitates the assignment of resources needed to complete the project. On a dashboard accessible to all, the deliverables of each team member are defined.
  • Schedule deadlines: you can track all your project activities using the Calendar module. In addition, with the milestones feature, you can shape your projects by assigning end dates to milestones and due dates for the tasks that make up the milestones.
  • Plan costs: you can see a graph of your budget status on your project dashboard. You can also view the project list page which displays the consolidated budget for tasks and issues.

2.   Real-time Monitoring of the Project’s Progress

A project management software sets up an entire system for tracking the status of tasks and projects, the expected times and the respect of deadlines – everything that allows you to have a real overview of the real progress of a project.

3.   Informed Decision Making

As a project manager, it is important to have all the necessary information available to make strategic decisions. A project management tool allows you to make better decisions because it allows you to:

  • To have a global vision
  • Know the capacity of resources and the production capacity
  • Track performance
  • Know the velocity of deliverables

4.   Improved Communication and Collaboration

For a project to progress smoothly, teams must communicate with each other and be able to work together efficiently. Zoho Projects consolidates all the information related to each project and ensures consistent information across the company. Zoho Projects is a central platform so you can tag, assign, attach documents, have access to an activity stream on all projects, etc.

5.   Customized Report Generation

A project management software helps to accomplish several tasks, especially recurring ones. One of the recurring tasks in SMEs is the creation of reports.

Zoho Projects already contains all the information about your project, since you use it to manage your project. All you have to do is extract the necessary information. The software provides task and timesheet reports to optimize your time management.

 

Key Features of Zoho Projects for SMBs

Task Management

Zoho Projects allows you to segment a project into milestones with task lists, which are formed by specific tasks. Zoho Project allows you to track detailed tasks, which provide quick information about assigned resources, planned work time, assigned budget, possible deadlines, issues, etc.

The software offers you:

  • An overview of all tasks with relevant information.
  • Quick access to a task, a problem, a user or a document at any time.
  • A Gantt chart to have an overview of the different divisions. It serves as a visual support to follow the progress of tasks over time.
  • A configuration for recurring tasks to avoid having to reschedule them every day or every week.

Customization

Zoho Projects allows you to create custom field layouts for your tasks to fit your project requirements. You can add custom fields to your layouts such as additional fields, budgets, user lists, emails, dates, phone numbers, etc.

You can also create project or task templates that you can use for similar projects that follow the same workflow to save time and speed up the process.

Collaboration

Zoho Projects is a collaborative platform that allows you to work with your team more efficiently. As a manager, you have access to an interactive feed where you can post comments and identify team members to direct their attention to a certain task or project.

As an online project management tool, Zoho Projects provides group conversations and forums to share ideas or files.

Automation

Automation of certain tasks is necessary to accelerate the development of your projects and save time. Zoho Projects allows you to automate certain processes through :

  • Automatic assignment of certain tasks
  • Design of workflows
  • Automation of notifications
  • Automation of routine tasks

Time Management

It is important to plan, schedule, monitor and control all project activities. Zoho Projects provides tools that manage the time spent and progress made on different tasks within a project. Hours spent on a task are automatically recorded as a timesheet entry using task timers.

Timesheet entries can then be used to determine billable and non-billable hours and prepare invoices. Using Zoho Invoice and Zoho Books, you can automatically generate your customer invoices with a few clicks.

The advantage of Zoho is that it offers several integrations such as Zoho Books and Zoho People that allow you to optimize your time management.

Tracking Reports and Charts

Zoho Projects provides a host of reports on all projects based on status and percentage of completion, allowing you to better guide your project planning and allocate resources based on analysis.

Zoho’s project management tool provides over fifty reports containing information on:

  • The status of bugs and problems
  • Distribution of work hours among team members
  • Budget estimates (planned and actual costs)

User Administration

With this feature, you are able to have an overview to optimize the distribution of work among your team members. You can create personalized profiles for all your team members as well as your customers by defining access permissions according to their role in the company.

 

Benefits of Zoho Projects

Zoho Projects project management software ensures that your projects are perfectly organized and run smoothly from start to finish.

Optimal structuring of the work process

Zoho Projects allows you to organize your tasks to optimize your workflow. This helps you to improve your efficiency and achieve the desired results.

Better internal communication

Good communication between your team members greatly improves productivity and keeps projects on track. Zoho Projects enables effective collaboration through collaborative features (forums, real-time notifications, etc.)

Better use of resources

 Zoho Projects helps you optimize the use of your available resources. It ensures that no resource is left behind. You will be able to allocate project tasks efficiently so that all members of your team are involved. This avoids imbalance or overexploitation of human resources.

Protection of your data

Zoho invests a lot of time and money to ensure the security and privacy of users’ personal data. Zoho offers multi-level security:

  • Physical: Zoho’s infrastructure and servers are located in one of the most secure data centers. These have multiple levels of access restrictions, including on-site security guards, surveillance cameras, and no indication of building location.
  • IT: Zoho uses powerful antivirus software and runs continuous scans 24/7 to detect any suspicious activity, whether it is an external or internal attack.
  • Procedural: All user data is backed up daily on multiple servers in different locations. If a server experiences internal problems, your data can always be restored from another server. In addition, Zoho performs regular vulnerability testing and constantly improves the security of its platform.

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