How Does a PM Track All of This Work?
📌 Introduction:
Now that you know the difference between task management and project management - and we’ve explored a few project methodologies - it’s time to tackle the big question: How do Project Managers actually track all of this work?
(If you missed the earlier posts, you can catch up here: Task Management vs. Project Management, Agile vs. Waterfall, and Why Hybrid Project Management Works.)
⚠️Spoiler Alert: It’s not about endless spreadsheets or sticky notes. Let’s explore the good, the bad, and the downright disastrous ways teams try to stay organised—plus the tools that actually work.
Which system are you using to track your project?
😬 The Not-So-Bad Solution: Spreadsheets & Shared Docs
Some teams—especially those without dedicated PMs—start by using Excel spreadsheets or shared Word documents. It’s simple and familiar, but these tools are “flat”—they can’t:
Notify you of assigned tasks or due dates
Track real-time updates without constant emails or Slack messages
Scale easily as projects get more complex
💡 Real Talk:
If you’ve ever sat through a meeting where half the time was spent figuring out if the spreadsheet was up to date—you know the pain. It’s not terrible, but there are better ways.
🚩 The Truly Terrible Solution: Personal Systems
And then there’s the DIY disaster zone:
Tasks hidden on someone’s computer, where no one else can see them
To-do lists scribbled in notebooks or scattered on sticky notes
Worst of all—tasks stored “in your head” 😱
💡 Real Talk:
If this sounds familiar, please—for the love of deadlines—stop now! Not only is it impossible to collaborate, but you’ve also created a “key person dependency”: if that person is out of action, so is your project. And yes—these are all real-life examples I’ve encountered. (No judgment, but let’s do better!)
So how do Project Managers track their work?
…or should that be your work?
✅ The Good Solution: Project Management Software
This is where things get exciting. Using project management tools like Asana, ClickUp, or Monday.com transforms the way teams work. Unlike spreadsheets, these platforms are “alive”—they centralize tasks and projects in a way that’s dynamic, collaborative, and scalable.
💡 Why It Works:
Clear Processes: Project Management Software encourages consistent processes, so teams know exactly how to approach each project.
Improved Focus: With a predictable workflow, teams spend less time figuring out what to do and more time delivering results.
Effortless Workload Management: Instantly see who’s overloaded or underutilized.
Automated Reminders: No more chasing people—these tools do it for you!
Instant Reports: Generate progress reports in seconds (without wrangling spreadsheets).
All-in-One Knowledge Hub: Every task, update, and comment is stored in one place—no more bouncing between emails, chats, and files.
Easy collaboration: these project management tools are now so sophisticated they make collaboration a breeze.
💡 My Take:
When used properly, these tools give you instant visibility into everything happening across your business. No more chasing your tail—you get to focus on the big picture while the software handles the admin. Your business becomes more efficient, optimized, and focused on what matters.
⚔️ But What About MS Project and Notion?
MS Project: It’s powerful, but too complex for most companies—best suited for massive, enterprise-level projects.
Notion: Great for organizing information, but still a bit too “flat” when it comes to dynamic task management. (Happy to debate this if you're a Notion fan!)
🤔Wait… do I actually need specialised software? Always?
I’ve got you covered. Read on.
🔗Want to Learn More?
Explore the rest of this blog series:
📌 Task Management vs. Project Management: What’s the Difference?
Are you really managing projects—or just tracking tasks? Here’s the key difference and why it matters.
📌 Do All Project Managers Work the Same Way?
Spoiler: No. Waterfall? Agile? A little bit of both? Let’s break it down.
📌 Agile plus Waterfall – The Best of Both Worlds
Why choose when you can blend structure with flexibility? Hybrid project management explained.
🟡 How Does a PM Track All of This Work? ⬅️
Post-its? Spreadsheets? Or… something smarter? Here’s what works (and what really doesn’t).
📌 When Do I Not Need Specialized Software?
Surprising answer: Not always. Here’s when a PM tool is worth it—and when it’s just extra noise.
📌 Will the Software Work?
Not if you don’t use it. Let’s talk about why tools fail and how to make them work for you.
📌 Setting Up Your Software to Optimise Your Business Processes
The right setup = the right results. Why it all starts with your processes (and how to get them right).
👉 You can read these in any order, but they flow best as listed above!