You’re probably asking – do we really need project management software or resourcing and scheduling tools? The answer is probably no, and yes. No, you probably don’t need it – you could get away with not having it. But yes, if you had it, you could probably run your PM team and deploy your resources more effectively and efficiently. As agencies and studios grow, the systems and processes that worked for a small agency often struggle to scale. Excel is great, but there are some project management and resource scheduling tools out there that can help you work even smarter.
Working smarter with project management and resource scheduling software
Project management software has a capacity to help plan, organise, and manage resource pools and develop resource requirement forecasts. Depending the sophistication of the software it can include tools for estimation and planning, scheduling, cost control and budget management, resource allocation, and documentation storage.
The challenge with these tools is that there’s often a lot of overlap. Resource management, time tracking, project communication, expenses, storage, Professional Services Automation (PSA) and Services Resource Planning Software (SRP) can all find themselves bundled together – this can be good, but if you need to integrate with or replace legacy systems, things can start getting complicated.
Personally, my preference is for tools that do one thing really well rather than a catch-all tool which does lots of things, but not quite right. In no particular order, below are some great options for project and resource scheduling software.
12 great options for project management software for studios and agencies
1. Roadmap – http://www.ppmroadmap.com
Roadmap is a project portfolio and resource forecasting tool which plays nicely with Basecamp. At a top level there is project portfolio planning and analytics allowing you to view all projects to see project stats. The resource planning component allows cross-portfolio and individual resource forecasting. The cross-portfolio forecasting allows you to view all resources in traditional calendar view and high information density grid view, filter by specific resources or roles and a team calendar gives you the ability to block-off company-wide events or holidays, and individual resource holidays. The individual resource forecasting allows you to view all work items assigned to a specific resource, by calendar view or filtered by specific projects. The Roadmap product costs from $15/25 projects/month.
2. 10,000 ft – http://www.10000ft.com/
10,000ft is a tool designed give you a big picture (hence the 10,ooo ft) of your business, teams and projects. Armed with this information you’re then able to make better strategic decisions based on this real time, complex data. The tool is based around a dashboard which gives an overview of project, schedule and analytics. The project element gives top level project information across different types, clients, and states. The schedule element provides an interface for scheduling resource – you can spot who is available; schedule upcoming projects; and set up how long they will last. The Analytics component gives a great overview of forecast and actual project hours and estimating accuracy. They have a great overview of the product on their site here: http://www.10000ft.com/guide.html. The 10,000 ft product costs from $49/10 users/month.
3. Harvest – http://www.getharvest.com/
Harvest is built around a robust time tracking tool. Harvest allows staff to track time and send invoices from an integrated application. Staff are able to start and stop timers to allow accurate reporting and submit time sheets. The Harvest system then generates visual reports allow you to analyze time and see the distribution of your staff resources at a glance, helping you to keep your projects on budget and estimate for future projects accurately. Harvest also allows you to invoice accurately using the time sheet tracking data. The system provides an integrated invoicing component which generates and tracks invoices and retainers through to payment. The Harvest product costs from $10-12 /user/month.
4. Teamwork Project Manager - http://www.teamworkpm.net
Teamwork Project Manager is a Basecamp alternative – an online teamwork & project management application to assist managers, staff and clients in working together more productively. Teamwork has components to enable Project Management collaboration, task management, milestone tracking, messaging, file management and time tracking. In short, this is one of the many young upstarts trying to offer a Basecamp alternative. A unique feature of Teamwork PM is The Risk Register where you can post risks and assign it a priority – a great tool for transparency among the team and with clients. The Teamwork Project Manager product costs from $49 /35 projects/month.
5. Projectplace – https://www.projectplace.com/
Projectplace is a powerful project management, and collaboration tool. More than just another Basecamp alternative - Projectplace has a slew of additional features including issue management, project templates, online meetings, meeting and resource management and organisational reports and analytics. The resource management features in Projectplace give users overview of all scheduled resources in all projects, show the availability and capacity, allow searching and booking of resource, perform scenario planning of resources, identify possible “show stoppers” due to overbooked resources and prioritise resources between projects. The Projectplace product costs from $29/user/month.
6. Basecamp – http://basecamp.com/
Basecamp is an excellent project management tool that focusses on making collaboration easy. It’s really simply to use and for many years it was the de facto choice of agencies. Basecamp helps you manage multiple projects at a time with to-do lists, file sharing, chatting, messages, calendars and time tracking. As it’s so established there are now many different possible integrations and ways to extend the base product including time tracking, invoicing, accounting, reporting, planning (including Roadmap), file synchronization, bug & issue tracking, source control, creative approval and lots more. Read about them here: http://basecamp.com/extras. There is a trimmed-down free version, which is great for starting out. The Basecamp product costs from $20/10 projects/month.
7. Float – http://www.floatschedule.com/
Float is a simple (but pretty) resource management software. It’s a great tool to use alongside project management software, when you’ve already planned your projects and need to schedule a team to do the work. Float allows you to easily manage your staff’s workload and upcoming projects from a single place. Workers are updated with their weekly schedule via email. They don’t need their own login information, which keeps the system simple. There’s also a reporting component so that you can monitor your team’s utilization at any time – report on scheduled hours by individual team member, department, client and project. The Float product costs from $19/10 users/month.
8. Resource Guru - http://resourceguruapp.com/
Resource Guru is a dedicated resource management software. With a great visual calendar style interface it shows what everyone’s working on and clearly displays availability so you can maximise utilisation. The tool allows Project Managers to make bookings simultaneously with no chance of stepping on each others toes. Clashes are automatically prevented. Bookings can be added to a waiting list and used for capacity planning later. Each staff member gets their own resource dashboard so they can log in and know exactly what they should be working on. And to monitor business performance, powerful reports monitor utilization of your team and help with capacity planning. The Resource Guru products costs from $19/10 users/month.
9. Traffic Live - http://trafficlive.com/
Traffic Live is an online studio management software with an elegant interface, and some pretty amazing scheduling functionality. The system automatically knows the right person for a job, based on their availability and client suitability. It allows you to split tasks and defer until later, or just drag it onto someone else – drag, drop, split, reallocate and park work as you need to balance day-to-day demands and changing priorities. Traffic Live’s point of difference is that it’s built on an open system which plays nicely with lots of other systems including Jira, Maconomy, Outlook and Mailchimp. The Traffic Live product costs from $29 /user/month.
10. Workmajig – http://www.workamajig.com/
Workamajig, was one of the first web-based systems ever built for the creative industry, and is now the most selected advertising agency software on the market. It’s a web based, mobile friendly complete project management solution. Workamajig creates schedules producing gantt chart and calendar views of schedules, shows resource availability and sends alerts if individuals/groups are overloaded. The schedule is integrated into timesheets to enable quick reconciliation on projects. It’s also got functionality to support file collaboration and sharing with clients, estimating, job costing, and accounts payable and receivable are built into the system. The Workamajig product costs $38 /user/month.
11. Clarizen - http://www.clarizen.com/
Clarizen is a complete project management PSA and SRP tool. Clarizen provies a comprehensive set of tools for managing projects, tasks, resources, and budgets all wrapped in a single product offering. The Clarizen product costs from $25/user/month.
12. Schedule App - http://scheduleapp.com
Schedule App is pretty much as bare bones as they come (other then an Excel spreadsheet)! Projects are added to the tool and then resource assigned to those projects. Resource is entered into the system and staff are updated with daily and weekly reminders via email. It’s cheap. $15/20 users/month
Other project management software solutions:
Below is a list of additional project management software solutions:
What do you think?
What do you think we’re missing? What else is there to project management and resourcing tools and software? We’d love to hear if you’ve got any suggestions, tips or thoughts on using this kind of software – why not share them using the comments below?