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13 essential features of team management software

All of us at monday.com
All of us at monday.com

    What is team management software?

    Team management software is software that helps you manage all your team tasks and projects from one place. It provides a shared platform that facilitates collaboration and gives project managers a high-level overview of where things stand.

    Consider what a typical project involves — running meetings, planning schedules, managing resources, and analyzing reports just to name a few.

    Keeping things moving in the right direction is by no means easy, especially for projects with larger scopes. Any missteps can lead to project delays and budget overruns (and unhappy clients who may consider other alternatives).

    The value of team management software is it allows you to manage and track all aspects of a project in a centralized location. If a project is falling behind, you can take steps to identify and address bottlenecks.

    Here’s a look at how team management software keeps everything organized in one place:

    Team management software from monday.com

    (Image Source)

    Workers are increasingly collaborating with others to deliver projects. 31% of businesses say that most or all work is done in teams.

    monday.com’s Work OS lets you organize your team’s work and see where things stand at a glance from one intuitive dashboard. This kind of visibility facilitates team collaboration, boosts productivity, and improves overall efficiency.

    Now let’s look at what makes team management software such an indispensable tool and how it leads to better project outcomes.

    Why use team management software?

    Spreadsheets are great for creating fancy charts. But they’re not an effective project management solution for team projects — they lack collaboration features, have limited project views, and offer little customization.

    Here are just a few key benefits of using team management software like monday.com.

    Greater accountability

    Accountability plays a critical role in any project. Things start to fall apart if teams don’t have a clear understanding of what their tasks are or if they’re not held responsible.

    Here’s how team management software creates a sense of accountability:

    • Deadlines: deadlines make it clear what to deliver and when. Software lets you set deadlines for individual tasks and see if an employee is at risk of missing them.
    • Project schedules: project schedules outline the tasks that need to be completed to deliver a project. Project managers can monitor progress in real-time and hold teams accountable if anything is behind schedule.
    • Documentation: team management software organizes documents and conversations in one place, serving as a log that project managers can reference.

    Providing feedback is key to an employee’s ongoing development. Yet 47% of workers say they received feedback from their manager a few times or less in the past year.

    Project managers can use team management software to pull reports and analyze how their team is doing. They can let individuals know how they’re performing and provide feedback.

    Increased visibility

    Teams don’t like to be kept in the dark. You’ll deliver more successful projects on time and under budget when everyone understands the project goals and the role that each member plays.

    Here’s how team management software increases visibility across organizations:

    • Project views: project views show a full breakdown of individual tasks and help keep teams on the same page. These views allow team members to know exactly what their teammates are working on.
    • File management: teams can use team management software to collaborate on files together and share important updates. You can also set permissions and restrict access.
    • Real-time updates: everyone on the team can view updates to their task lists in real-time and see what needs to be done next. It provides a quick way for everyone to stay informed of the latest updates.

    Here’s an example of a team board that monday.com user Lindsay Mayrose uses to manage tasks for multiple teams:

    Team board for a rebranding project

    This kind of visibility gives Mayrose a high-level view of her projects. Read Mayrose’s story here to learn more about how she used this team board for her rebranding project and to try it out yourself.

    Instant collaboration

    The success of a project largely depends on effective communication. Lack of communication can impede project outcomes, which can lead to misunderstandings and missed deadlines.

    Here’s how team management software improves teamwork:

    • In-context collaboration: teams can use team collaboration software to communicate within the platform itself. This cuts down on seemingly endless email chains.
    • Instant notifications: when team members are mentioned, they receive a notification right away. This allows them to prioritize their work accordingly.
    • Meeting notes: team management software allows you to attach meeting notes to your tasks and share them with team members. Anyone on the team can refer to the notes or even add their own.

    71% of professionals say they lose time each week due to unnecessary meetings. Team members can collaborate directly from the board and keep everyone in the loop.

    At monday.com, we were able to cut down hours of long and tedious meetings into a single 20-minute session. Click here to learn more about how we did it.

    Now let’s look at some of the top features to look for as you choose a collaboration tool for your organization.

    Why choose monday.com to manage your team projects?

    Project managers clearly have a lot on their plate, which is why choosing the right team collaboration software is all the more important.

    monday.com is a flexible and intuitive Work OS that facilitates collaboration. The colorful views allow you to visualize your projects from start to finish and track your team’s work in one collaborative workspace.

    Robust automations reduce time spent on repetitive tasks and allow your team to work more productively. To illustrate just how powerful automations are, let’s look at Falkbuilt, an interior construction company based in Alberta, Canada.

    Here’s an example of a board that Falkbuilt uses to automate pricing requests:

    How Falkbuilt uses monday.com Integrations

    With monday.com Automations, Falkbult saves over 40,000 human actions — something that has helped them significantly increase their project capacity and streamline operations.

    Read this customer story here to learn how Falkbuilt uses monday.com to automate their manufacturing production process.

    Teams work more effectively when they communicate. If team members don’t know what their tasks are or what’s expected of them, projects are likely to fail.

    A collaboration tool is a must for organizations that wish to increase workplace efficiency and boost overall productivity. Project managers can use these tools to keep their team accountable and reach project outcomes.

    If you’re looking for team management software that includes all the essential features covered here, then give monday.com a try.

    Get started with our team task management template!

    Try now!

    13 must-have features of team management software

    The plethora of project management software solutions on the market makes choosing the right one rather daunting. It’s also an important decision as you’ll be using the software to manage all aspects of your projects.

    Here are our top must-have features for team management software:

    1. Ease of use
    2. Customizable templates, boards, and workflows
    3. Project scheduling
    4. Real-time collaboration features (chat, notifications, etc)
    5. Resource management tools
    6. Project budget management
    7. Multiple project views to see your team’s work from different angles
    8. Time tracking
    9. Built-in reporting
    10. Third-party integrations with the apps and tools you already use
    11. Native mobile app for remote and on-the-go work
    12. Work, assignment, and notification automations
    13. Security

    Let’s take a closer look at these features in more detail.

    1. Ease of use

    In a perfect world, your team would quickly adopt the team management software you choose.

    But things aren’t that straightforward. Unfortunately, we all hate change.

    Implementing new software is complex and teams may not be eager to update their existing workflows.

    If your team has to jump through hoops to manage their work or attach files, they’ll be even less enthusiastic about using the software.

    And you need buy-in to make this work.

    Software should make it easier, not harder, for your team to work together. Choose a solution with an intuitive interface that your team can get started with right away.

    The monday.com platform requires no training at all, so your team can get straight to work.

    2. Customization

    Good team collaboration software provides the flexibility that your team needs to manage projects. It lets you customize your workspace with minimal effort.

    In monday.com, all your work is organized into boards — shared workspaces that allow you to manage everything in one space. Think of it as a virtual whiteboard that you can use to plan and track your next project.

    Here’s an example of a project board in monday.com:

    Sprint planning board in monday.com

    Each aspect of the board is fully customizable. You can even extend the functionality of your project board even further by adding new columns.

    Here are just a few of the column choices you can add to your board:

    • People: assign tasks to team members.
    • Text: add any type of text, such as meeting notes and comments.
    • Date: set due dates and even add reminders
    • Timeline: view start and end dates for individual tasks.
    • Numbers: keep track of budgets, ongoing expenses, and more.
    • File: attach files to individual items in your board.

    Columns offer a fast and easy way to customize your workspace. You can also set permissions to maintain transparency and make sure that only the right people can edit data.

    If you want to jump straight into your projects, we also have a wide selection of templates available for different use cases.

    3. Project scheduling

    Project scheduling is all about defining exactly what needs to be done to successfully deliver a project. It includes assigning tasks to your team and giving each activity clear start and end dates.

    An important feature of team management software is being able to easily add and assign tasks. It should also make it easy to set due dates and priorities for individual activities.

    Here’s an example of how companies use monday.com to manage their task lists and set priorities:

    How teams use monday.com to manage tasks

    The color-coded labels let you quickly identify high priority tasks, so you and your team know exactly what to focus on next.

    monday.com also has Gantt charts for scheduling tasks. These are bar charts that illustrate a project plan over time.

    Here’s an example of a Gantt chart in monday.com:

    project management software should include Gantt charts to show tasks and event timelines.

    From here, you can view task dependencies, track project progress, and more.

    4. Real-time collaboration

    Remote work is on the rise. A report from Upwork predicts that 73% of departments will have remote workers by 2028.

    Team management software with real-time collaboration features is a must. It enables teams to quickly communicate important information and clarify key details.

    With monday.com, remote teams can communicate in the board itself to keep everyone involved and cut back on unnecessary meetings.

    Here’s an example of how in-context collaboration looks in monday.com:

    Real-time collaboration in monday.com

    Mentioned users can have notifications sent to their monday.com Inbox, to their email address, or even to their mobile devices. This ensures they never miss any updates.

    Centralizing communications in monday.com led to a 73% increase in global team collaboration for ThoughtWorks, a global software consultancy.

    Read ThoughtWorks’ story here to learn how they use monday.com to improve communications and significantly cut down on emails.

    5. Resource management

    Resource management involves planning and managing resources you need to successfully deliver a project. Examples include employees, equipment, funds, time, and more.

    Managing resources efficiently ensures your project is on schedule. Choose team management software that lets you plan and allocate resources based on your team’s capacity. This helps you avoid overworking and burning your team out.

    The Workload View in monday.com lets you see at a glance who is over or under capacity, so you can distribute work more efficiently.

    Here’s an example of the Workload View in monday.com:

    Workload View in monday.com

    Here’s what those bubbles mean:

    • Blue bubbles: the individual is currently under capacity, so you can continue assigning tasks to them.
    • Blue bubbles with checkmarks: the individual is right at their working limit, so they may not be able to handle more work.
    • Red bubble: the individual is over capacity, so consider assigning new tasks to other team members (or reassigning some of their work).

    monday.com lets you manage and assign resources, and see how they fit into the bigger picture.

    6. Project budgeting

    Project budgets are the estimated costs to complete a project. It includes things such as operating costs, labor costs, equipment, and more.

    Tracking budgets is one of the more challenging aspects of managing a project. In fact, 43% of organizations mostly or always deliver projects on budget.

    Choose team management software that gives you a clear picture of your budget. It should also make it easy for you to update costs in real-time and check if you’re under (or over) budget.

    The Numbers Column in monday.com offers a simple way to track expenses and calculate the total costs for a project.

    Here’s an example of how teams use monday.com to track project budgets:

    Budget tracking in monday.com

    Access the budget tracker template here and customize it to fit your project.

    You can also add a chart view to your board and visualize your budget in different chart types, such as pie charts, bar lines, and line graphs.

    Visualize your data with different views in monday.com

    These views provide an accessible way to visualize your data and see where your budget is going.

    7. Project views

    Every individual has their own preferred work style. It’s important to choose collaboration software that your team can adapt to fit their individual preferences. This will also encourage adoption of the software.

    Some of the project views to look for include:

    • Gantt charts: a Gantt chart or timeline view allows you to view start and end dates for individual tasks.
    • Kanban boards: a Kanboard board uses columns and cards to manage tasks and workflows.
    • Calendar views: a calendar view offers a simple way to view upcoming tasks for the current day, week, or month.

    monday.com lets your team switch between project views and visualize their work in a format that works best for them. Team members can also use split views with their preferred format on the top of the screen and a table view on the bottom.

    Here’s an example of how split views look in monday.com:

    Split views in monday.com

    Project boards in monday.com give you a high-level view of everything that you and your team are working on.

    8. Time tracking

    Time tracking is key to managing and delivering projects on time. It also provides transparency in how your team is spending their time.

    Effective time tracking lets you:

    • Create accurate estimates
    • Plan and manage resources
    • Plug productivity leaks
    • Invoice clients more accurately
    • Understand team capacity

    When you know where your time is going, you can cut down or even eliminate activities that provide little value. Look for team management software that lets you track time by tasks, projects, and team members.

    Here’s an example of how time tracking looks in monday.com:

    Time tracking in monday.com

    Your team can start the timer for tasks they’re working on and stop it once they finish. You can also export data from the time tracking column to a spreadsheet for further analysis.

    9. Built-in reporting

    Project reports aren’t exactly glamorous. But they’re key to understanding how your team is progressing with their task and communicating updates to stakeholders.

    They also help the team leader keep a close on project timelines and determine if they need to adjust schedules or allocate additional resources.

    Look for collaboration software that includes advanced board filters, so you can quickly find the information you need.

    Here’s an example of how you can apply filters in monday.com to find specific data:

    Company budget tracking in monday.com

    The above shows us which departments — design, sales, and operations — went over their budget in the first quarter. You should also choose software that lets you create reports with your data.

    Here’s an example of a chart view in monday.com that plots employee satisfaction levels:

    Example of a chart view in monday.com

    Visualizing your data helps you gain valuable insights, so you can make informed decisions about your projects.

    10. Third-party integrations

    Work is increasingly spread out across multiple platforms — you might have Dropbox to share files, Salesforce to track your sales pipeline, and Zendesk to manage customer tickets (P.S. monday.com can do all of these things in one place).

    But when things are spread out, teams have to keep switching back and forth between different applications.

    The team management software you choose should connect seamlessly with the tools that you and your team already use. This brings everything together into place, so your team can work more productively.

    With monday.com Integrations, you can easily integrate with popular platforms on the market right into the board itself.

    Here’s a look at some of the platforms you can integrate with monday.com:

    50+ integrations in monday.com

    Integrating multiple platforms into one shared workspace enables teams to work more productively.

    11. Native mobile app

    It wasn’t that long ago when all you could do on a phone was make calls and send texts. You couldn’t browse the web, watch videos, shop online, or send emails.

    Smartphones are now an indispensable tool to getting work done. In fact, 75% of people say they use their mobile devices to be more productive.

    It goes without saying that more people are working on the go. Choose collaboration software that comes with a native mobile app. This will enable your team to share updates or view their tasks for the day no matter where they are.

    monday.com offers mobile apps for iOS and Android devices. Once you download and install the app, you’ll be able to access your boards, communicate with your team, and much more.

    monday.com mobile app

    Learn more about how to get started with our mobile app here.

    12. Automations

    Performing the same tasks over and over again isn’t the best use of your time. In fact, 38% of workers estimate they could save up to 5 hours each week by automating repetitive tasks.

    Manual data entry is also prone to mistakes — you might forget to send a task over to the next phase or incorrectly calculate an expense. Automations not only save you time by automating repetitive tasks, but also lead to fewer errors and more productive teams.

    The collaboration software you choose should include built-in automations. Most importantly, it should be easy to set up automations and customize the parameters.

    monday.com Automations allow you to automate tasks using an event — like changing the status of an item — that triggers an action (sending a notification).

    You can create these yourself — no coding necessary — or choose a predefined workflow from our Automations Center.

    Automations Center in monday.com

    Automations in monday.com also work with integrations. For example, you can have emails in Gmail automatically convert to an item in a board.

    monday.com gmail integration

    Integrations also work in reverse in case you’re wondering. So you could have action items on your board send emails to certain users when their status changes.

    13. Security

    No matter what kind of project your team is working on, you want to be sure that your work is secure. The last thing you want is any confidential information leaking out.

    Look for team collaboration software with the following security features:

    • Admin control: the collaboration software you choose should allow you to set account permissions for individual users, including what they can and can’t access. This ensures that users don’t have free reign.
    • Network security: look for software solutions that implement security measures to keep your data secure. These include encrypting data to and from the platform as well as conducting regular security tests and complying with international security standards.
    • Data protection: team management software should also regularly back up your data into secure servers to protect against data loss.

    monday.com adheres to strict security standards, including the International Organization for Standardization (ISO) for Information Security Management.

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