HomeCareerProject Management Made Easy: 7 Essential Tools to Learn

Project Management Made Easy: 7 Essential Tools to Learn

In today’s rapidly changing world, it is important for managers to be able to adapt quickly and use the right tools and resources to help them be efficient and effective in their roles. Project management tools are software applications that help project managers in planning, organizing, and managing their projects. Project management tools can be used for anything from small projects to large-scale initiatives, as well as for strategy, planning, and execution. By providing visibility and control, project management tools help companies maintain control of their projects and ensure that they are completed on time and on budget. 

It requires a combination of technical knowledge, organizational abilities, and leadership qualities in order to effectively manage projects. There are a variety of tools available to help project managers learn and become more efficient. Each tool has its own functions tailored to specific project needs. Here are some of the most popular and versatile project management tools.  

Gantt Charts 

Project planning gantt chart
Project planning gantt chart

A Gantt Chart is a project management tool that helps in showing the timelines of a project. The chart consists of a timeline with tasks arranged in chronological order. Each task is represented by a horizontal bar, and the length of the bar indicates the duration of the task. It allows project managers to easily identify any conflicts, overlaps, or delays in the project schedule. Gantt chart allows you to track the cost of each activity and accurately predict the outlay of the entire project. Below is the list of software to learn for using Gantt Charts.  

  • Gantt Pro  
  • Click up 
  • Agantty 
  • Project Drive 
  • Tiemchart 
  • Scopidea 

Risk matrix  

Risk matrices help in identifying the potential risks and helps in developing an effective risk management plan. A visual representation of a project’s risks is provided by the risk matrix. Typically, these are tables with the potential impact on one axis and the risk level on the other. Risk level and impact can be expressed in terms of time lost, money lost, or other variables, depending on the project. It also helps the managers in quickly identify the potential risk items and prioritize accordingly. Below is a list of a few risk management software :

  • Integrum 
  • Qualys 
  • Audits.io 
  • Pims Risk Management by Omega.no 
  • Opture ERM 
  • Reciprocity 
  • SAS 

Cost-Benefit Analysis  

magnifying glass on top of document
Photo by Anna Nekrashevich on Pexels.com

The Cost-Benefit Analysis tool assesses the benefits and costs of a proposed project. It helps the manager in choosing which projects are most likely to generate the greatest profit and which ones to avoid. This analysis ensures that all resources are used in the most efficient way and  contribute to achieve the best possible return on investment. With the help of this analysis a project manager can have a clear idea about the profitability and can make informed decisions. The software tools that can be used for cost benefit analysis are Harvest, Project Manager and Oracle Primavera. For performing a cost benefit analysis following have to be followed:  identify the scope, list costs, evaluate the Cost Benefit Analysis, and make a recommendation to management for approval before implementation. 

Also read 101 Guide to Product Management

Project Reports 

Business team hand Project manager working and update tasks
Business team hand Project manager working and update tasks

Project managers need project reports in order to keep track of their projects` progress. They give an overview of the project’s performance, finances, and resources, as well as a summary of any problems or risks that the project may have. Additionally, stakeholders and other project participants gain transparency from reports. It can assist project managers in determining any potential resource limitations or bottlenecks, enabling them to allocate resources more effectively and maximize team productivity 


For project managers, timesheets are an essential tool for tracking how long each team member has worked on a given project. Project managers can better assess the project’s progress and ensure that the team is on track to meet its deadline by keeping track of the hours worked. Timesheets can be used to bill customers and provide team members with accurate payroll information. Timesheets also aid in cost management and budgeting. Project managers can accurately track expenses and ensure that projects are completed within budget by recording the time spent on each task and the costs associated with it. Some of the timesheet software’s are Beebole, Harvest, Toggl, Avaza, Zoho Projects, and Clicktime.  

Kanban Boards 

Kanban boards are a valuable tool for project managers helping in streamlining their workflows and optimize team productivity. These boards allow project managers to monitor the progress of each task and ensure that everything is moving forward according to plan. This helps in ensuring that the project is completed on time and within budget. They help project managers prioritize tasks and allocate resources effectively. By using a Kanban board, a project manager can visually track progress and adjust tasks and activities as needed. This visual tool promotes transparency, collaboration, and flexibility. For agile project management, where adaptability and flexibility are essential, kanban boards are ideal. 

Network Diagrams

Network diagrams are a visual representation of tasks and their interdependences. Paths in a network diagram that are shorter than the critical path can experience some delays. Arrows and nodes are used in these diagrams. Arrows in depict the relationship between the activities, and boxes or nodes represent the activity description. Slack of a given path in a network diagram reflects the difference between the length of a given path and the length of the critical path. Network diagrams help in identifying the bottlenecks and workflows. It helps the project managers to optimize their workflows and ensure project success.  

Overall learning the process of project management is intricate and requires the use of numerous tools. To ensure successful completion of their projects, project managers must make use of the appropriate tools. The above project management tools will help you perform more efficiently and effectively. These tools will also help in better collaboration, increased productivity, accountability, better risk management, and decision-making.  

Prardhana Varma
Prardhana Varma
An avid blogger with a diverse range of interests on finance, business, lifestyle, travel, food, and beauty.


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