Project management tools

Choosing the right tool

When choosing a tool, consider the following.

• Complexity of your work: do you need a simple task tracker, or are you working on an in-depth project which has lots of dependencies?
  Adoption: to be effective all project work will need to be logged in your tool, so you'll need everyone involved to be able to use the tool, which may require training or support.
• Collaboration needs: determine how you’ll work with others and who needs access. For example, Basecamp licences can be given to any staff member, but a paid-for Asana licence would need to come from your budget.

Best practices

To make the most out of your chosen tool, you should:

• Standardise your process: define and document how the tool will be used for key project processes like task creation, progress updates and file sharing. Use templates for new projects or common tasks to maintain consistency.
• Update frequently: update task and project statuses and add context as work progresses. Delaying updates leads to 'stale' data, making it impossible to gauge the true project status or identify bottlenecks quickly.
• Create effective tasks: use clear, actionable, descriptive language when naming tasks, for example 'Write and schedule Facebook post' instead of 'Facebook post'. Add useful information to your task descriptions, and use due dates, follow up tasks and subtasks to bring the work to life and as clear as possible for others.
• Archive: when you've completed a task, tick it off - including any useful information or related outputs. When the project is finished, do a final status update and archive it in line with your process. 

Light task and project tracking tools

These tools are best for simple, short-term or recurring tasks that require quick communication and minimal formal structure. They can also be shared widely with no need for a platform licence.

• Slack lists (in Slack)
  Track tasks and projects directly in Slack with lists, subtasks and status updates.
• Google Sheets (in Google Workspace)
  Build simple trackers with due dates, priorities and automatic status updates using formulas or conditional formatting.

Project and workflow management tools

These tools support a wide range of project types, from small, defined projects to large-scale, cross-functional work. They offer features such as task boards, communication tools, reporting and workflow management. Some also include advanced options like dependency mapping, resource planning and automation.

• Basecamp
  Organise small-scale projects with to-do lists, boards and chat in one simple tool. 
• Asana
  Plan and track team and project work with boards, lists, automated workflows and reporting features. 
  Asana isn’t provided by the University as standard but departments can fund it themselves and receive an education discount. To explore options, see Asana pricing plans (asana.com). 
• Microsoft Project
  Develop plans, assign resources, track progress and analyse workloads within projects. 
• Smartsheet
  Manage complex projects with advanced dashboards, timelines and automation tools. Ideal for teams that need structured workflows, detailed reporting and visual oversight. 

Process mapping tools

These tools are for visualising processes or mapping out workflows.

• Microsoft Visio
  Create diagrams, flowcharts, charts and other visual representations of complex information. 
• MindGenius (mind maps)
  Visualise ideas, plan projects and manage tasks. 
• Lucidchart
  A web-based visual collaboration suite for digital whiteboarding, process mapping and diagramming. 

Resources and templates

Leading on a project or change at York? The University has a suite of project management resources and documents templates to support you with step-by-step guidance.

• Project management resources and templates