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9 Powerful Time Tracking Tools to Stay on Top of Your Projects

9 Powerful Time Tracking Tools to Stay on Top of Your Projects

Curious to know how much time you have spent on every task? 

Or curious about the worth of your time? 

If yes, then you’re probably wondering which powerful time tracking tools let you measure Work vs. Pause Time, vs. Non-work hours on a daily, weekly, and monthly basis…?

We all know how easy it is to lose track of time when we’re working. It’s the same when you come across a mountain of tasks you have to complete. The things to do seem to just pile up and before you know, they threaten to take over your whole world. 

Picking the right time tracking tool is crucial for productivity. 

But you don’t have to take our word for it. If a picture speaks a thousand words, then you should be able to tell if a time tracking tool will work for your team just by looking at it.

Best Time Tracking Tools For Your Team

  1. ProofHub
  2. Time Doctor
  3. Clockify
  4. Toggl 
  5. DeskTime 
  6. nTask 
  7. Hubstaff
  8. Harvest
  9. Timecamp 

1. ProofHub

Time management feature in ProofHub

ProofHub is a robust time tracking software and project management tool that makes tracking time effortless and accurate. 

It comes with advanced time-tracking features to streamline the process of tracking time and managing projects. It is extremely easy to use and lets you track the time of ongoing projects, add multiple users, set permissions, log time on the go, create timesheets, and a lot more.  

Timesheets are now so fast, easy and elegant you’ll wonder why you hadn’t been using them before! No more bulky reports and spreadsheets. Try It Now!

ProofHub is the ideal solution for teams who are looking for an affordable yet powerful time tracking app that saves time, money, and effort. You can also use it to track time spent on various tasks, so you can get a better understanding of which ones take up most of your day. From there, you can set realistic timelines for yourself based on how long tasks take (as opposed to how long you think they should take).

Best Features

  • Assign tasks to your team, and track hours spent on each task by each member.
  • Create timesheets and track time by project and task.
  • Create timesheets for every day, week, month, or date range you choose.
  • Get a birds-eye view of your projects in a Kanban board to easily see which projects are in progress, and what needs more work.
  • Gantt chart view lets users keep a tab on the progress of their projects and tasks.
  • Add billable amounts for every entry on your timesheet so you can bill your clients accordingly.

Pricing: The ultimate control plan will cost you about $89 per month when billed annually

2. Time Doctor 

Time Doctor as remote employee time tracking tool

Time Doctor is an remote employee time tracking software that helps you and your team get a lot more done each day. Time Doctor is useful for companies and teams that need to track time for billing or payroll. 

Best Features

  • Increase productivity by tracking time and activity levels
  • Get accurate timesheets for payroll and billing
  • Access timesheets from anywhere, at any time
  • Offer remote employees an easy way to track their work hours

Pricing: The Premium plan will cost you about $20 per user/month.

3. Clockify

Clockify is a time tracker and timesheet tool

Clockify is a time tracker and timesheet software app that lets you track work hours across projects. Clockify is a simple time tracker and timesheet app that lets you and your team track work hours across projects.

Best features 

  • See who works on what, how many hours they spend, and where their time goes.
  • Check timesheets to see how much time employees spend on each project or task.
  • Create reports to see how productive your team is or compare your estimates with actuals.
  • Set billable rates to see how much money you make off each project, task, or client. 

Pricing: The Pro plan will cost you about $7.99 per user/ month when billed annually. 

4. Toggl 

Toggl is a simple (& powerful) time tracker tool

Toggl is a simple (& powerful) time tracker that helps you learn how much your time is worth. It’s great for teams, but also perfect for individual freelancers because it lets you easily track every second of your day. And we mean every second—because even the seconds we don’t think about add up to more than half of our waking hours. 

Best Feature

  • Track time from your desktop, phone, or browser.
  • See what you spend your time on & how much it’s worth.
  • Plan projects with detailed reports, estimates, and more.

Pricing: The Business plan will cost you about $13.35 per user/month when billed annually. 

5. DeskTime

DeskTime as best time tracking tool

DeskTime is used to track time worked on specific projects, and it also analyzes productivity by logging applications and websites used. The data collected allows you to track which projects each employee is spending time on. The software also provides reporting features that allow you to compile information about the productivity of specific employees or teams in one place.

Best Feature

  • Work tracking allows users to manually log their work hours.
  • Track their attendance and break times, and provides managers with a mobile app
  • Real-time statistics on how much time users spend on different activities, including websites, visited and applications used.

Pricing: The premium plan will cost you about $10 per user/month.

6. ntask 

nTask is a project management and time tracking tool

nTask is a project management tool that comes with a built-in time tracker. You can use this tool to monitor how much time you spend on a task or meeting and organize your timesheet easily. The tool automatically records your activities for billable hours.

nTask enables you to track your time in a task-based manner. The timesheet saves which tasks you have done and for how long. If you make a mistake, there is the option to edit the timesheet so you will always have an accurate account of your time. 

Best Feature

  • Create tasks, assess time spent on projects, and monitor your team’s progress.
  • Track and record your time to improve productivity and communicate more efficiently.
  • Monitor how much time you spend on a task or meeting and organize your timesheet easily.

Pricing: The Business plan will cost you about $8 per user/month. 

7. Hubstaff

Hubstaff is a time tracking app

Hubstaff is a time tracking app that helps businesses of every size manage employees more efficiently and increase productivity trace projects and timesheets.

Its efficient time tracking function allows you to keep track of both individual and overall time spent on a project, and it can be accessed directly from Chrome and the Hubstaff web dashboard. 

Hubstaff’s GPS and geofence time monitoring feature allows teammates to clock in and out, as well as send out automated reminders. 

Best Feature

  • Generates detailed timesheets that managers can use to assess team performance.
  • Tracks work automatically based on customer locations. 
  • Generates faster and more accurate invoices automatically.
  • Provides detailed project reports to better understand overall project progress. 

Pricing: The premium plan will cost you about $10 per user/month. 

8. Harvest 

Harvest is easy time tracking tool

Harvest makes time tracking simple and painless. The app automatically tracks your time in the background as you work, creating accurate time reports that help you stay on top of your hours and get paid for every minute you work. Harvest is time tracking software that makes it easy to track, manage and report on your team’s time and expenses.

Best Features

  • Create time-tracked invoices.
  • Accept payments for single or recurring projects with ease
  • For the team, add comments and notes to tasks.

Pricing: The pro plan will cost you about $12 per user/month.

9. Timecamp

Timecamp is a time tracking tool

Timecamp is a time tracking tool that helps you keep track of how much time you spend on the various aspects of your project or task, so you can see where inefficiencies may be occurring. You can use it to clock in and out while working on different aspects of your projects, and once you’re done, use it to create detailed reports.

Best Features

  • Track your daily productivity.
  • Add and track client invoices.
  • Receive notifications when your clients view your invoices.

Pricing: The Pro plan will cost you about $10 per user/month. 

What Makes Time Tracking Tools So Effective?

Time tracking tools are the new bosses. They’re always in your face, they know what you’re doing at all times, and they never miss a beat.

To say they’re a little bit annoying would be an understatement. But the annoying thing is that they’re also super helpful.

First of all, there’s the fact that they automatically track everything for you. You don’t have to do anything but open your laptop and get to work, and before you know it, your productivity for the day will be all tracked and ready to go.

On top of that, time tracking tools give you information about how much time you’ve spent on different projects, tasks, and clients so you can see which are worth more of your attention and which ones need more work. 

And sometimes this information is even presented back to you in beautiful charts! (Okay, maybe not always beautiful.) But still—it’s really important stuff that’s easy to access.

Factors to Consider When Comparing Time-Tracking Tools

You’re looking for a time-tracking tool. 

And so are approximately one million other people. So how do you narrow down your options?

Well, to start with, there are a lot of tools out there that claim to help you track your time. But not all of them are created equal—and some might even end up costing you more than they save you in the long run. 

There are a ton of features out there that you can choose from, but how do you know which ones are the best fit for your needs?

We’ve got some advice on which factors matter most when it comes to choosing a time tracker. 

  • Ease of use. You don’t want to spend more time figuring out how to use the tool than you would be tracking your time manually.
  • What is the tool’s capacity? Does it have the ability to handle your overall workload, even if your business grows in the future?
  • How much does it cost? If it’s free, what information will it collect about you and your business? If it’s not free, can you afford it over a long period?
  • What can it do? Can it organize your work into lists/groups/categories that make sense for your business? Can it communicate with other tools and apps you regularly use to make workflow seamless across multiple tools and platforms?
  • Does it display work visually so that you can see at a glance what needs to be accomplished on any given day or week?

And don’t forget: when comparing different apps, make sure they offer all the features you need for them to be effective tools!


Whether you’ve been doing project management for years or this is the first time you’re taking on such a task, being able to see progress and productivity in one clean interface can be both extremely useful and highly motivating. 

Sure, you could use an old-school spreadsheet or just plain pen and paper (we won’t tell), but these tools provide far more features at their disposal. They let you track team performance and help fill in the gaps where work is lacking. The best part? You don’t need to be an expert to set them up—familiarizing yourself with the tools will become second nature before long. 

In short: efficiency is the name of the game when managing projects, and that means staying on top of your tasks using every resource you have at your disposal.

So what are you waiting for? Jump in. Tap the opportunity. Grow smarter. And, just like that, life might get a little bigger. 

Start your free trial with ProofHub and improve your overall work productivity!

What Are The Benefits Of Online Form Builder For Your Business?

What Are The Benefits Of Online Form Builder For Your Business?

Businesses are embracing digital tools and techniques to make their work processes more efficient, especially post Covid-19. 

Online forms, also called web forms, allow businesses to accumulate and manage user input easily. This valuable data allows you to take crucial business decisions based on accurate facts. 

In this article, we’ve put together some benefits of an online form builder that you should know about. Whether you operate a retail or SaaS business, online forms are an excellent way to manage your requests for support queries, tickets, product requests or any work requests. 

So, let’s dig deeper and find out more about what is an online form builder and how your business stands to benefit from using it in various ways.

“Throw out messy inboxes. Bring in organized forms. Book your free demo now.”

What Is An Online Form Builder?

An online form builder is an interactive web page that allows users to enter relevant data. These forms act as an efficient communication link between businesses and website visitors through which both sides can exchange information. 

One of the significant benefits of online form builder is that it allows you to create different types of forms for users as well as internal team members. You can easily configure, share, and manage forms, and use them to capture leads, build an email list, create marketing campaigns, gather feedback from customers, etc. 

ProofHub Form

There are many online form builder software available today, but only a handful of them offer more functionality. ProofHub is one such application software that offers a wide range of features (including Forms) so you can manage various aspects of work without switching between various applications. 

Pro Tip IconPro Tip:  Manage requests for work the easier way with ProofHub.

What Are The Benefits Of An Online Form Builder? 

There are several benefits of online form builder on your website. A large number of businesses utilize online forms because these easily allow them to capture useful data. 

Here are a few crucial benefits. 

  • Eliminate missing out on work requests and cluttered email inboxes.

Using an online form building tool, you can avoid missing out on important work requests and messy email inboxes. For example, ProofHub’s forms feature allows users to add requests directly to the website. You simply can paste the link of request form anywhere you want on your website, and get all kinds of requests ranging from support queries to tickets to any type of work requests, directly added to ProofHub.  

  • Lead generation. 

65% of businesses say that creating traffic and leads is their biggest marketing challenge. Using an online form builder helps businesses to acquire and differentiate leads based on the data input leads provide themselves. Leads’ contact information is accumulated through online forms and you can use it to promote products, communicate with visitors, and influence them to make a purchase. 

  • Ease of usage. 

One of the main benefits of online form builder tools, like that of ProofHub, is that it is very simple to use. The drag-and-drop functionality of the form allows users to quickly create forms without writing any code. You can add labels of your choice to different forms to differentiate them and give them a more professional look. 

  • Market research. 

You’ve got to understand your target audience’s expectations, interests, expectations, etc, to create a product that resonates with their specific needs. Online form builder software solutions can help businesses create customized surveys to collect information pertaining to your target audience. The collected data provides you valuable insights, which you can use to identify scope of improvement in your product/services, make well-researched decisions, and stay updated on latest market trends.  

  • Smart management of requests. 

You can smartly manage forms in your online form builder provided your chosen tool offers this functionality. Let’s say you are using ProofHub for managing requests, you can easily enable/disable form requests at the click of a button. In case the wrong user receives a link to your form by mistake, you can generate a new link to ensure that any person with a previous link will not be able to access it. You can label your forms for easier management.  

Collect accurate data through forms to make informed decisions. Use ProofHub. Start your free trial today.”

  • Customizable.

When you use an online form builder to manage work requests and other things, you can easily customize them to add specific details (annual income, marital status, ) you want apart from standard fields (name, age, occupation). You can also customize your form builder to allow your website visitors to choose questions/fields that are relevant and skip irrelevant content. 

  • Reduces manual work.

One of the most significant benefits of using an online form builder software product is that it can seamlessly integrate with other apps. This means you don’t need to invest in other tools, thus resulting in saving valuable money for your company. Also, these tools eliminate the usage of using traditional pen-and-paper forms, which is a time consuming as well as tedious process. Online form builders allow data to be collected, organized, accessed, and shared digitally. 

  • Budget-friendly. 

While not all online form builder software are cost-effective, there are apps like ProofHub that offer you this useful functionality at the most affordable pricing plans you can hope to get. ProofHub offers flat-rate, fixed pricing plans, which allow you to add as many members to your account without worrying about rising costs.  

What Features To Look for in The Best Online Form Builder?

So, what features should your ideal online form builder have? While each such tool offers unique features, there are certain elements that you should look for. Read on to know more about it. 

  • Intuitive to use. An ideal online form builder should have no scope for misinterpretation. Users should be easily able to navigate through all features as smoothly as possible.  
  • Predefined questions. When choosing an online form builder, pay special attention to predefined questions. These should be relevant, accurate, and precise.  
  • Affordable. If you operate a startup or small-sized business, look for an online form builder that offers affordable pricing plans, preferable fixed pricing plans without any restrictions on the number of users you can add to your account.
  • App integrations. Generally, the best online form builder apps offer integration with other apps, which enables easy transfer of data from one app to another. 
  • Conditional logic. A conditional logic option enables you to create questions that further open another set of questions depending on what input is provided by the user. This feature is pretty useful if you want to get additional information on why the user gave a certain reply to a particular question.  
  • No coding skills required. Find an online form builder that doesn’t allow any coding skills. 

Key Takeaways

An online form builder has many benefits for your business. Incorporating this valuable feature in your website can make a world of positive difference to your lead generation campaigns. Besides marketing teams, these forms can be of great value to other departments, like IT, Sales, Customer support, CRM, and human resources. 

While there are various online form builders, you should choose one that offers you an ease of usage, excellent customer service, and affordability. ProofHub is one such work management and team collaboration tool with an inbuilt online form builder that makes managing requests easier and smarter. 

Your customers would prefer to use easy-to-use and insightful forms to provide crucial input data, which will help you achieve business growth without putting stress on your company budget. 

Sign up with ProofHub to organize your work requests process efficiently. 

9 Best Client Management Tools You Can Use In 2022

9 Best Client Management Tools You Can Use In 2022

Client management tools is the need of the hour for every business.

If you’re into sales or someone who deals with clients, you’d agree that calling your clients or customers the lifeblood of your business isn’t an exaggeration. 

According to studies, 20% of a company’s present clients will provide 80% of its future revenue. That is why it is critical to establish and maintain a positive and long-term relationship with each of your clients.

It gets increasingly difficult to maintain track of all of your customers’ data and progress as your customer base grows. It usually happens when you do not have a centralized platform to keep track of clients and things start falling through the cracks.

This is where a client management system steps in to organize and make your work easy. 

What is A Client Management Tool?

A client management tool is a system that keeps track of a company’s specific interactions with each of its clients. Data from the Client Management System is frequently used by sales, marketing, and support teams to create and nurture customer relationships so that they become loyal customers.

Client management tools enable organizations to manage their connections with future and existing consumers in a seamless manner.

Client management tools are fantastic at organizing and automating processes so that you can efficiently track client data and activities. A client management tools or customer relationship management system (CRM) can help you stay organized and effective, which is critical for overall business productivity.

It helps you in managing sales, simplifying operations, and arranging targeted customer conversations. As a result, businesses may better serve their consumers, cultivate stronger client relationships, and increase profits.

Collect, track, and manage all your client data effortlessly in one place. Sign up for ProofHub today!

Below you’ll learn about the best client management apps that will help you manage your clients seamlessly. 

Top 9 Client Management Tools in 2022

1. ProofHub

ProofHub is best Client Management Software

ProofHub is one of the best client management tools. It provides effective solutions to plan work schedules, organize resources, and automate managerial functions. 

ProofHub allows project managers to take charge of the overall workload and form productive teams that meet project objectives. It provides you with features like task management, file proofing,  notifications, file management, note-making, and even in-built chat so you can stay in touch with your most critical clients in one place.

The tool is designed to centralize all of your client management requirements for quick access. ProofHub eliminates the need for multiple apps to track client information, share changes, collaborate, or manage assignments; it does it all in one location.

ProofHub offers a variety of solutions to help teams of all sizes improve client satisfaction.

Mentioned below are all of the notable ProofHub features you’d like to have in your client management system.

Standout features

task management in ProofHub

ProofHub’s task management section allows you to create, manage, and track project tasks. The Kanban boards and Gantt chart allow you to visualize tasks related to client management for the entire team as well as schedule them according to your needs. 

Like a dynamic Excel spreadsheet, ProofHub’s Table view organizes all of your client data and tasks. Because it’s jam-packed with column functions, it’s incredibly handy for someone who has spent their entire working life working with tables. Custom fields allow you to tailor the task view to your client’s specific requirements.

You can see all of the essential events and duties you’ve been assigned throughout the week in the calendar view, so you’re always aware of when you need to follow up or contact a client about important tasks.

ProofHub’s task management section makes way for effective lead management. 

  • Team Collaboration 

ProofHub Chat

ProofHub makes it simple for teams to collaborate effectively and encourages active participation. The dedicated discussion section allows you to have real-time conversations with your team members and organize them by specific subjects linked to your clients. 

You may also use ProofHub’s built-in chat function to swiftly communicate with your team and clients (both personal and group).

ProofHub’s notes area allows you to rapidly scribble down client-related vital information in one location, organize your notes into ‘notebooks,’ and share them with your teammates.

The Proofing tool allows you or your clients to provide detailed feedback on files and documents using markup tools and annotated in-file comments. 

  • File management

File management in ProofHub

ProofHub is a great file management solution that lets you manage client file copies, and versioning, and categorizes them all in one place. It offers a well-organized file system and 100 GB of file storage capacity (expandable) for all of your project data.

ProofHub allows you to upload all of your project files and organize them into folders so that your clients and team members can easily access them. You can also attach files to communication modules such as team Chat, Discussions, and Tasks, and all of your attachments will be stored in the Files section.

Under the files area, you can also make many versions of the same file, each with its own version history. With ease, you may upload new versions, revert to an older version, and share your final work with your colleagues.

Keep your important files organized in one place and share them with your clients in a single click! Switch to ProofHub. 

Notable companies using ProofHub 

  • Taco bell
  • Netflix
  • Trip advisor
  • Pinterest

2. Bitrix24 

Bitrix24 is a client management software

Bitrix24 is a client management tool that can be used on-premises or in the cloud. It is specially created for salespeople and is jam-packed with features that will help you convert prospects into loyal customers. The best thing about this client management system is that it has a free option available. 

It has a sales funnel view that shows the percentage of customers that are in development, waiting for details, negotiating/reviewing, and closed-won. This CRM tool allows you to see where you can improve your sales process.

It simplifies customer management with automated sales funnels. Similarly, its automation rules enable you to establish automated lead answers. 

Standout features

  • Team collaboration tools
  • Customer contacts database
  • Storage with cloud editions
  • Desktop apps for Windows and Mac
  • Custom applications

Notable companies using Bitrix24

  • Forbes
  • PC Magazine
  • TechRadar

3. Salesforce 

Salesforce is popular client management solution

Salesforce is one of the most popular client management solutions available today. Contact management, opportunity management, lead management, email integration, and sales forecasting are among the features.

One of Salesforce’s most useful products is its sales forecasting tool. You can obtain a real-time picture of all your sales reps’ forecasts using sales forecasting, including in-line forecast revisions and override visibility, based on the management hierarchy.

It allows you to examine your company’s full pipeline, grouped by sales rep, so you can determine who your top performers are. You can set realistic targets and tackle problems before they affect your revenue by measuring and forecasting your sales. Finally, technologies such as sales forecasting assist managers in making judgments.

Standout features

  • Contact management
  • Quote management
  • Lead management
  • Dynamic dashboard and custom reports
  • Email integration

Notable companies using Salesforce

  • BBVA
  • Unilever
  • Red

4. Freshworks CRM

Freshworks CRM is a client management software

Freshworks CRM is a client management tool with a twist: it’s an all-in-one package that includes sales, marketing, chat, and a built-in phone. Freshsales allows you to keep track of your leads, customers, deals, marketing email journeys, and more all in one location.

The built-in phone and email are the best features of Freshworks. Rather than integrating with other platforms, your sales reps can call, email, and contact prospects directly from the CRM. You can buy local and toll-free lines in Freshworks and assign them to sales agents so they have their own phone line when calling prospects.

Furthermore, because communication occurs within the CRM, it is automatically logged. Calls, emails, and any other activity are automatically logged, saving you time on data entry.

Standout features

  • Pipeline management
  • Lead scoring
  • AI-powered insights
  • In-built audio calls
  • Sales reports

Notable companies using Freshworks CRM

  • Blue Nile
  • Dyson
  • Sify
  • PharmEasy

5. Hubspot 

HubSpot is an all-in-one CRM platform

HubSpot is an all-in-one CRM platform known for providing efficient solutions to manage your clients well. It is adaptable, unified, and simple to use. HubSpot provides you with solutions like email tracking and notifications, prospect tracking, meeting scheduling, and even live chat so you can stay in touch with your most critical customers.

HubSpot CRM can be integrated with Gmail, G Suite, Office 365, and Outlook, allowing you to spend less time logging notes and more time creating relationships.

Whether you’re a small team or a large corporation, HubSpot gives you unlimited users, data, and up to 1,000,000 contacts with no time restriction or expiration date.

Standout Features

  • Contact management
  • Deal stages
  • Daily dashboards
  • Task management
  • Automated data capture

Notable Companies Using HubSpot

  • WWF
  • Trello
  • Suzuki
  • VMware

6. Apptivo

Apptivo is another one of the best client management app

Apptivo is another one of the best client management app that makes it simple to handle prospects and customers. You may embed forms on your website with Apptivo, and the application will create new leads automatically once a prospect fills out the form. 

You can also import manually or using a CSV file. You have complete control over the onscreen layout thanks to the software’s extensive customization.

Apptivo offers a variety of visualization choices for tracking sales. You can track the performance of individuals and your entire sales team using the dashboard. Dials and other types of displays help you make sense of the data and display information like Projection and Attainment.

Standout features

  • Automatic lead generation
  • Apps customization
  • Lead conversion
  • Sales tracking
  • G-suite integration

Notable companies using Apptivo

  • Aqua Lung America
  • General Supply and Services
  • Zeltic Aesthetics

7. Dynamics 365

Dynamics 365 is a client management software

Dynamics 365 is a client management tool solution that enables you to manage your clients better and faster. Whether your sales cycle is lengthy or short, you’ll find this application useful because it allows you and your team to quickly onboard new clients. 

Dynamics 365 employs applications that work in tandem with other Microsoft products such as

Outlook. Hence, you do not have to put much effort into cobbling together a whole client management ecosystem with unrelated solutions and more time creating relationships with your customers on platforms you’re familiar with.

Standout features

  • Lead generation and prioritization
  • Sales insights
  • Customer service dashboard
  • Activity log

Notable companies using Dynamics 365

  • Unicef
  • Toyota
  • Dr. Martens
  • Columbia 

8. Pipedrive

Pipedrive is a client management tool

Pipedrive is a client management tool that includes features such as pipeline management, web forms, chatbots, workflow automation, and AI-powered sales help.

Pipedrive’s AI sales assistant is a one-stop solution as it not only provides training to your sales staff but also employs algorithms to analyze their previous performance and provide them specific insights and automation recommendations.

Pipedrive syncs your contacts and calendar with Google and Microsoft, as well as provides you with a complete history of your contact activity. It even provides tools for managing leads and deals.

Standout features

  • Sales automation
  • Lead management
  • Insight and reports
  • Contact management

Notable companies using Pipedrive

  • Beaumont & Co.
  • Wedding Jam

9. Keap

Keap is client management software

Keap is another one of the best client management tool that keeps track of all customer communications, marketing, payments, and activities in one place. This tool assists you in gathering leads and converting them into customers.

Keap’s email and SMS marketing solutions assist you in segmenting your leads into prospects depending on specified criteria. It even offers a form builder that allows you to design custom forms that can be immediately integrated into your website. It takes action automatically to ensure follow-up!

Keap also lets you select from a library of pre-written emails and automates the sending of messages to new prospects. It’s also compatible with Gmail and Outlook.

Standout features

  • Custom forms
  • Pre-written emails
  • Advanced reporting
  • Automated lead capture

Notable companies using Keap

  • Affinigent
  • Backbone
  • Beautycounter

What should you look for in a client management system for your business?

Whatever you’re searching for, make sure you take the time to select a customer relationship platform that can provide you with all you require.

Here are a few things to look out for in your search to give you a good start.

  • Lead management

There’s no need to explain how vital lead management is in the sales process.

Each stage of the sales funnel, entails building and sustaining a relationship with the buyer. This increases your chances of converting them from a potential customer to a paying customer.

It’s critical that your CRM system has a customer database that helps you to track and manage new leads efficiently. When deciding which platform to use, keep this in mind.

*Pro-tip*– Using Custom Fields to manage client data streamlines the process and keeps vital information in the forefront.

  • Collaboration

The ability to interact internally is a highly useful feature of any client management tool, especially in a world where the majority of enterprises operate remotely.

Consider how these collaboration capabilities can help your firm become more efficient with client management, whether it’s sharing files, posting comments, or offering company-wide updates.

*Pro tip*– Having an in-built chat application at your disposal saves you from the chaos of dealing with long email threads and makes way for instant communication with your clients. 

  • Data Visibility

If you want to see all of your vital client data in one place, data visibility is super essential. It provides you with immediate visibility into how things are progressing and allows you to make quick and smart business decisions.

It also allows you to rapidly discover any areas in need of development without having to trawl through all of the system’s data.

*Pro tip*- Keeping track of overall project reports allows you to gain a detailed understanding of how your project is progressing and come up with effective plans to avoid bottlenecks.

  • Integrations

If your company works with a range of different tools, you’ll need a platform that can integrate with at least some of those platforms.

As a result, your workflow will be more streamlined and efficient, and your consumers will have a better experience.

  • All-in-one platform

It is super important for a company to make sure that they deliver their projects on time in order to keep their clients happy and satisfied. Switching between multiple platforms will not just make you feel distracted but also cost you more money and time.

Hence, you should select a platform that can handle all of your client management requirements in one place. 

*Pro-tip*– Using a centralized platform to manage client information, tasks, files, and more helps you save time and money. 

What are the benefits of a Client Management Tool?

  • Increased Sales

A client management platform can help you automate important processes, improve your sales process, and evaluate all of your sales data in one central location, thereby increasing sales and productivity. A CRM enables you to create a step-by-step sales procedure that your staff can trust and that you can easily change as problems emerge.

  • Analytical details

It’s one thing to have a lot of customer data, but you also need to understand what it means and how to use it. Client management tool often includes built-in analytics to contextualize data and break it down into actionable items and clearly understandable KPIs. Metrics like click-through rates, bounce rates, and demographic data help you assess the success of a marketing campaign and make adjustments as needed.

  • Centralized database

Another benefit of the client management tool is that it creates a consolidated database with all of your customers’ information, making it conveniently available to anybody in your company who requires it. This makes it simple for a sales representative to know, for example, what products a particular consumer is interested in. If a customer has previously communicated with the company, the CRM will contain records of that interaction, which can be used to inform future marketing and sales efforts. This saves your employees time searching through old files and records, as well as provides a better and more productive customer experience.

  • Better communication

A client management app can make it easier for your staff to communicate with one another, in addition to improving communication between your business and your consumers. A CRM allows you to monitor how other employees interact with potential customers, allowing your team to keep a consistent brand voice. It also allows team members to give notes or alerts to one another, tag one another on projects, and send messages and emails all from one system.

Wrapping up!

So there you have it; the best client management tools in 2022. Despite the fact that the business world has seen plenty of new tools in recent years, these 9 have surely left an imprint on the market.

With millions of teams and businesses relying on these tools to help them improve their client service management efforts, it’s time you gave them a try to discover which one best fits your needs and company.

Say goodbye to multiple apps and start managing your clients in one location seamlessly with ProofHub. Sign up for a 14-day free trial today!

Gantt Chart vs. Timeline: What Are They and How to Use Them?

Gantt Chart vs. Timeline: What Are They and How to Use Them?


You’ve probably heard the terms “Gantt chart” and “timeline” tossed around quite a bit. Businesses use them to plan out projects and tasks, while people use them to plot out personal goals. But what are these charts actually used for? And how do you create one, anyway? This guide will answer those questions and more so that you can use Gantt charts and timelines in your business or day-to-day life.

Know what a Gantt Chart is?

A Gantt chart is a graphical representation of a project schedule, which shows the start and end dates of tasks, their duration, and the dependencies between them. The horizontal axis represents time across one or more projects. The vertical axis represents the activity of each project. Usually, you’ll see a time span listed at the bottom of your Gantt chart so you know exactly how long it took to complete each task and when they started/ended in relation to other tasks. 

If you want to see your progress over time, Try out ProofHub today!

Importance of Gantt Charts

Gantt charts are a great tool for project managers and their teams to visualize their projects. They help project managers see where they are at and where they are going in the future, which is essential for any successful team.

They’re also helpful when you want to get a quick overview of what needs to be done, who is doing it, and when.

If you need to see the status of multiple projects or teams at once, then Gantt charts will be very useful.

This is particularly important if one part of your project relies on another part being completed first (this could be because resources are shared between projects).

For example: if Team A needs input from Team B before they can start work, then using a Gantt chart will help you see how long this will take. This means that if there’s an issue with getting this information from Team B by an agreed date then it won’t affect all other activities across your organization negatively like it would if they were all trying to do everything independently.”

Know what a Timeline view is?

You may have heard the term “timeline view” before, but what is it? A timeline view is a visual representation of a project—including all of its tasks and deadlines. Timelines are useful for keeping track of how far along in a project you are, as well as when each task should be completed. They can help you plan out your workload, or even show off your progress to clients or coworkers!

Importance of Timeline view

The Timeline view is a visualization of your project schedule. It can be used to:

  • Communicate the schedule to team members in order to get them excited about working on it, and keep them informed about where they are in relation to that schedule as they work on it.
  • Communicate the schedule to stakeholders (such as clients or bosses) so that they can see how things are going when tasks will be completed, and what needs to happen next.
  • Communicate the final outcome of your project—namely, when it’s going live—to everyone involved (this includes yourself!).

For example, if you’re working on a website redesign for a client whose deadline is coming up soon but who hasn’t yet seen any designs from you or discussed what kind of changes might be made during development stages later on down the line (because maybe she’s been busy?), then showing her these timelines at each stage could help reassure her that everything is still progressing smoothly toward completion despite not having talked much lately.

Gantt Chart vs Timeline

Get to know the difference between Gantt Charts and Timelines

Gantt charts are used to plan and manage projects, while timelines show the start and finish dates of tasks.

  • Gantt charts are used to show the start and finish dates of tasks.
  • Timelines are used to present projects, which include multiple tasks, events, or 2 milestones.

Gantt Charts for Project Planning

A Gantt chart is a type of network diagram that shows the project phases and tasks in a timeline format. The name comes from its creator, Henry L. Gantt, who developed this method of planning projects during his time as an engineer at the Pullman Company in Chicago in 1910. In fact, many modern project management software tools still use Gantt charts to help users visualize their plans from start to finish.

A typical Gantt chart has three columns: one for each phase of your project or task (e.g., Design, Development, and Testing) with rows representing all of your tasks for that phase (e.g., creating UX wireframes).

You can also have multiple columns if you’re working on multiple projects at once!

Timeline View for project presentation

The timeline view is ideal for presenting a project plan to stakeholders. It’s easy to create and share, easy to understand, and easy to update. The timeline format allows you to add tasks, subtasks, and milestones easily. You can also assign resources and link them with task dependencies.

Applying the Gantt Chart to your team’s tasks and progress

So, you’ve got the basics down. You know how to create a Gantt chart and how it can help you manage tasks and progress. But what about when you actually implement it with your team? How do you go about applying this valuable tool to your own project?

The first step is to brainstorm ideas for projects that could benefit from a Gantt Chart, as well as any roadblocks or red flags that might arise during or after implementation. Then, once you’ve identified which projects need organizing, create a list of all of the tasks involved in each project (make sure not to skip any details). Once those are recorded on paper, sketch out an outline of each task and its expected duration—this will become your timeline!

Next comes one of the most important steps: figuring out where each team member fits into this picture. When creating timelines like this one, I recommend dividing up responsibilities based on skill sets rather than time spent working side by side every day (which may not be possible depending on who works remotely). This way each person gets equal responsibility without spending too much time trying their hardest only at certain times throughout their day/weekend/month/etcetera while others get stuck doing more menial tasks but less fun ones instead (because let’s face it: no one wants those jobs!). 

This system allows everyone to get an equal share of work done without feeling left out or overwhelmed with extra work because not everyone needs help finishing their job quickly enough before moving onto another piece.”

Best way to use them all for your project?

The best way to use them all?

To help you decide which Gantt Chart or Timeline View is right for your project, let’s take a look at how you can use each one.

  • Use the Gantt Chart for planning tasks and features, then link them together in the Timeline View. This way you’ll see exactly how long each task takes and plan accordingly. You can also add events (e.g., meetings or deadlines) on top of your Timeline View for plans that are more fluid than those in a Gantt Chart.
  • If you’re presenting your project plan to clients or stakeholders, show them what it will look like using the Timeline View—it provides an easy-to-digest view of tasks grouped by dates (which means no need to read through bulleted lists). And if they have questions about specific parts of the timeline, they can easily click on those days/weeks/months so they know exactly what happened during that time period!

You can create Gantt charts and timelines in an online tool like ProofHub.

ProofHub Gantt Chart

Gantt charts and timelines are both visual representations of a project timeline, but they’re used for different purposes. Gantt charts are best suited for tasks that need to be completed in fixed time periods. For example, if you need to build an app that will take one year from start to finish, you could use a Gantt chart to organize all your phases or steps and assign each person who has an assigned task with their own line item on the graph.

Timelines, however, give more flexibility and allow you to highlight significant events like milestones and deadlines separately from smaller steps within the project plan. If you want people who are not involved in all stages of production – say investors or marketing teams – this may be a better way for them to understand how long things take so they have realistic expectations when planning promotional activities around product launches/new releases etc.

Why use the Gantt chart view in ProofHub?

Gantt charts are great for project planning. They help you to stay on track and plan better by giving you an idea of what needs to be done, who will do it, when they need to be done, and how much it will cost.

Gantt charts are great for project presentations. It helps in presenting the status of a project by providing a visual representation of the schedule in the form of bars or rectangles with time codes on them so that everyone knows exactly where he/she stands in terms of completion with respect to others working on similar tasks; this makes it easier for teams to work together as one unit rather than as individuals who may not understand each other’s roles perfectly well even though they might be working on similar tasks themselves.

Gantt charts are great for project management because managers can use this tool effectively when communicating their goals and expectations about projects being completed within certain time frames; by using Gantts, managers can ensure that employees get clear direction regarding objectives without having any miscommunication issues arise later down the line during implementation stages (such as workload distribution). This helps us all know exactly what needs doing now while also helping us identify potential risks early enough so they don’t become big problems later down the road.”

How to create a Gantt Chart in ProofHub

Creating a Gantt Chart in ProofHub is easy.

  • Go to your project dashboard and click on the ‘Gantt Chart’ button (you’ll see this at the top of your page).
  • Select the project type: Milestone or Task.
  • Select a duration for your project—that’s how long it should take to complete, in days or hours.
  • Give your project a name and select its start date, end date, start time, and end time.


We hope this article has helped you understand the difference between a Gantt chart and timeline, as well as how you can use them to better track your project’s progress. By now, you should have learned that both of these visual aids are great tools for planning and executing your projects. However, if we had to choose one over the other, it would be none other than the Gantt chart due to its versatility in project management.

The Irony of Work About Work: How You Can Stay Productive

The Irony of Work About Work: How You Can Stay Productive


I’m a big believer in the needs-meeting-solutions model of productivity. This means that I try to keep my work on task and focused on what’s actually important. 

The work you do is the work. This sounds like a ridiculously obvious, mundane statement but it’s important to remember that our work is fundamentally different than the types of distractions you must deal with on a day-to-day basis.

It’s not always easy to disentangle yourself from work about work — but you can.

yes you can

What is “work about work” anyway?

Anatomy of Work Index 2021 by Asana sought to answer this question: “How much time do we spend on work that doesn’t directly relate to our daily roles?”

More than 13,000 global knowledge workers were asked the same question. They defined work about work as all the tasks you do that do not correspond to your actual role. Those activities include communicating about work, searching for information, switching between apps, managing shifting priorities, and chasing the status of work. They’re typically tedious and take time away from work you’d rather be doing.

The Anatomy of Work Index was created to help companies identify areas where they could reduce their employees’ time spent on these activities so they could focus on what matters most—helping their customers.


How is work about work killing your productivity? 

When it comes to productivity, one of the biggest obstacles is work about work.

If you’ve ever had a day where you felt like your brain was fried from thinking about all of the different aspects of your job—from reporting to doing research on a new product launch—you’ll know what I’m talking about.

It’s easy to get bogged down by all the things you “should” be doing. You have a long list of tasks and responsibilities, and there are many things that fall outside the job description that is expected of you as well. It can feel like just when you get one thing done, another pops up to take its place. It’s especially difficult if a lot of this stuff is work about work; it’s not directly related to your job but still, occupies time and energy better spent on what you’re being paid for. You may also find yourself spending time worrying about work while at home or on vacation because it wasn’t finished before leaving on vacation or even when leaving the office every day!

While we’ve all had moments where our inbox becomes unmanageable because of this type of stress overload, there are some straightforward ways to avoid getting sucked into these rabbit holes:

  • Schedule: As a first step, create a schedule for doing them. This will help you limit their time and make sure they don’t take over your day. I’ve found that having dedicated times during the week works best (even if only 15 minutes), so that it doesn’t become an afterthought or something you do in between other tasks.
  • Limit: Once you’ve set up a schedule, limit the amount of time spent on each activity per day—and stick to it! If possible, try breaking down each one into smaller pieces so that the task isn’t overwhelming and won’t take up too much of your day (we’re talking no more than 5-10 minutes).
  • Tools: There are also plenty of tools out there designed specifically for keeping track of how much time is spent doing “work about work” so be sure to check them out when setting up this routine!

Work about work can be eliminated to increase productivity.

If you think about it, work about work is a waste of time.

When we’re working, we often think about what else we want to get done that day or week. We might think about the things we could be doing if only someone would give us more time. Or maybe we’re thinking about how much fun it was when we last took an afternoon off for ourselves or a vacation with family members. But none of those thoughts are productive ones!

In fact, most people agree that work should be done because it needs to get done and not because they want to do it (or because they feel like they have no choice). If there’s one thing everyone can agree upon when it comes to productivity issues, there’s no shortage of advice as far as what not do when trying to increase efficiency at your job goes: don’t spend too much time on non-essential tasks; don’t make mistakes; don’t procrastinate; don’t multitask…the list goes on and on! The problem here is not just one thing but rather everything combined together into one giant pile of wasted effort spent trying instead of actually getting stuff done.

How can ProofHub help you reduce work about work hours?

There are a number of ways you can reduce the amount of time you spend on work about work. While we’ve covered some of these ideas in other sections, here are some more actionable ways to cut down on unnecessary tasks:

  • Developing a clear and detailed workflow that’s easy to follow. This will help you delegate tasks and make sure they get done. Manage your workflow and ensure everything goes smoothly once it’s assigned.
  • Create a clear and detailed to-do list with deadlines for each item so it’s easy for everyone involved to see what needs doing next and when it needs doing if it’s not done already (if possible).
  • Managing your task lists efficiently so nothing gets lost in the mix between tasks due today versus tomorrow versus next week versus sometime soon depending on what stage they’re at now (maybe).

Looking for the newest productivity tools to lighten your workload? Visit ProofHub right now!

What is Resource Allocation? A Step-by-Step Guide

What is Resource Allocation? A Step-by-Step Guide


Resource allocation is a pretty straightforward term. 

It is about the optimal utilization of your company’s assets in a way that yields maximum returns while minimizing resource wastage. 

Resources vary from business to business. Let us keep it specific to project management in IT services as this article revolves around both these elements. 

Here, primary resources are people and the software they use. 

That’s quite simple, isn’t it?

What is resource allocation?

Resource allocation is collectively utilizing the right tools, capital, and people to execute and complete projects successfully. 

Part of resource allocation is identifying the availability of your resources and scheduling them to concur with your project timeline. 

resource allocation

What is resource allocation in project management? 

Resource allocation in project management refers to the process of systematically assigning and scheduling so that under or overutilization of resources does not happen.  

Projects will always need resources. However, these are often scarce, and it is the responsibility of project managers to allocate resources to various activities for a specific period. 

“Resources are best utilized through the best tool. Subscribe to ProofHub NOW!”

Why is the allocation of resources important? 

There are strong reasons why resource allocation is a top priority among businesses of every size and scale. 

Poor allocation of resources will have an adverse impact on the overall performance of any project. 

Without effective resource allocation, projects can quickly lose track, experience poor quality, and, worse, a potential employee burnout due to excessive stress and overload of work. 

On the other hand, intelligent resource allocation saves valuable time and money, improves productivity and quality of work, boosts employee morale, and helps in identifying and eliminating potential risks beforehand. 

What are the benefits of resource allocation? 

Resource allocation can prove beneficial in multiple ways as resources are optimally utilized. 

Let us dig deeper and explore some crucial benefits you cannot overlook. 

  • Employee retention

Each month in the US, 3 to 4.5 million employees quit their job. 

These statistics underscore the importance of retaining your best talent for as long as possible. 

Effective resource allocation can drive better employee satisfaction and retention due to balanced workload management. Optimal resource allocation also means that the right people are working on the right tasks, as per their skills, interests, and capability. 

  • Helps with planning 

Resource allocation helps project managers with strategic planning. 

You don’t need to overspend on resources that are not required. You can arrange resources according to your project requirements. Such planning ensures you don’t run out of resources halfway through the project.  

  • Improves transparency 

Resource allocation leads to improved transparency within the team as every team member stays in the loop regarding recent activities within the project. Everyone gets timely updates on tasks’ statuses, events, and milestones. 

Employees know who’s supposed to work on what tasks and their deadlines. They can also track the progress of their tasks to ensure there are no bottlenecks. 

Improves transparency 

  • Better time management 

Resource allocation helps project managers in precisely tracking how much time each team member is spending to complete tasks or projects. 

Sometimes, employees can run out of actual working hours, which can mean a loss of productivity for businesses. 

Accurate time tracking helps managers set time estimates for different tasks that give a clear timeframe to employees to complete a particular task. 

What are the challenges of resource allocation? 

If you want to taste victory, you’ve got to go through a path of thorns. 

Yes. Resource allocation has many benefits, but you have to overcome challenges first. 

Relax. There’s a solution to every problem, and we have mentioned how to do that! 

Let’s get on with it. 

Challenge#1. Change in project scope

Although the project scope is predetermined, there are chances of scope creep due to unexpected alterations without any control procedure. For example, new requests from clients, sudden unavailability of resources, resource scarcity due to market fluctuations, extensive tasks, etc. 

Change in project scope affects resource allocation, and project managers have to re-assign resources considering fresh requirements in mind. 

>>How ProofHub Helps Project Managers Tackle This Resource Allocation Challenge  

ProofHub offers Gantt Charts and Discussions. Both these features can help project managers to manage sudden and unexpected changes in project scope without any hassles. 

For project managers, it’s a lot easier to alleviate scope creep when you have a clear plan from the onset. Yes, plans can change, but you can refer to the original plan as your baseline will help you put your case forward for more time or budget. 

A Gantt chart serves as a great visual tool to plan and schedule your tasks and monitor the scope as you progress through. The ProofHub baseline feature will enable project managers to assess whether the project is on the track and how far it has deviated from the initial baseline set. 

Discussions is another ProofHub feature that project managers can use to bring all their discussions with clients, stakeholders, and teams to one place. You can quickly refer to these discussions, scope, and plans whenever a scope creep happens. These discussions can help you show to others the original project plan that was agreed upon. 

Challenge#2. Unavailability of resources

There’s always a possibility that some of your resources become unavailable at different stages of the project. A team member might fall ill suddenly or they have other urgent tasks to do that makes them unavailable for work you assigned to them. 

The availability of human resources changes over a period of time as the project progresses. What matters is how quickly you respond to this situation. 

>>How ProofHub Helps Project Managers Tackle This Resource Allocation Challenge 

When facing the unavailability of resources, project managers can use ProofHub to track their team members’ activities. They can see an individual’s activities, assignments, and projects all in one place through the “profile view”. 

If there’s a team member who has just finished a task, project managers can replace the unavailable resource with this person. Project managers can look at task dependencies and assess how the unavailability of resources can impact other tasks’ completion and delivery. 

Challenge#3. Unexpected delays

Delays in the completion of tasks and projects can happen when you least expect them to. Absenteeism, miscommunication, unclear task allocation, deadlines, etc, are some reasons why your project may suddenly get a snag. You cannot have control over every factor.  

>>How ProofHub Helps Project Managers Tackle This Resource Allocation Challenge

With its task management feature, project managers can avoid vagueness surrounding job responsibilities. You can create tasks and subtasks, allocate them to individuals and groups, set deadlines, and monitor their progress at every stage. 

Task management ensures clear distribution of job responsibilities in one place as every team member knows what tasks have been assigned to them along with deadlines. Proper task allocation improves job accountability and transparency within your team as everything is clearly defined in a single place. 

Challenge#4. Use of outdated tools 

Are you using tools for the sake of it? We hope not, but if you are then you need to discard them as early as possible! Using outdated tools with fewer features can hamper your team’s productivity as they are unable to achieve the desired efficiency due to limited functionality. 

If your obsolete resource allocation tool is missing critical features, like time tracking, chat, kanban boards, online proofing, etc, then it’s as good as dead! 

“To be the best, you have to use the BEST. Book your demo!”

>>How ProofHub Helps Project Managers Tackle This Resource Allocation Challenge

ProofHub is an all-in-one work management and team collaboration software that enables project managers to have greater control over their resources and projects. A comprehensive suite of features in a single location makes ProofHub one of the most advanced tools available today

Task management, Instant chat, Real-time updates, Gantt chart, Kanban boards, Time tracking, Reporting, Online proofing, and Scheduling calendar are some of the most useful features that ProofHub offers to project managers and teams. 

ProofHub has a simple learning curve and an intuitive interface, which makes it easy for new users to navigate through without any difficulty. 

You can access the tool from any device through the desktop app or mobile apps for iOS and Android devices. 

Challenge#5. Miscommunication  

28% of employees cite poor communication as the reason for not being able to deliver work on time. Miscommunications can happen in any team, especially when you are not using the right communication tools. As a result, important information can fall through the cracks, which can lead to a multitude of problems – delayed tasks, wrong execution, team conflicts, missed deadlines, and whatnot. 

>>How ProofHub Helps Project Managers Tackle This Resource Allocation Challenge

ProofHub helps project managers in improving team collaboration with widely dispersed team members through smart communication tools

Instant chat: Share quick messages on the go with others, use emojis, attach files, and add images to make your conversations expressive and descriptive. 

Discussions: Say goodbye to long email threads and create discussion topics and bring all your teams and client discussions at one place. 

@mentions: @mention people’s names and catch their immediate attention to loop them in chat, discussions, or comments. 

Announcements: Share project-specific (policies, achievements, etc.) or other information (work anniversaries, birthdays, etc.) across the team through a dedicated space for announcements. 

Real-time updates: Real-time updates ensure that every team member is notified of all the activities taking place in your account through real-time in-app, desktop, email, and mobile notifications.

These communication tools enable project managers to share and exchange quick information with other team members without unnecessary delays. Since all communication tools are in a single place, team members do not need to switch various tools for communication. 

How do you allocate resources in a project? 

Project managers have to be careful when assigning resources to tasks and projects.

What is the best way to allocate resources to a project? 

We have listed a few proven steps that can help you with efficient and strategic resource allocation to tasks and projects. 

Read on to know more about it. 

  • Map out new projects in advance

You cannot allocate resources efficiently if you do not have a clear understanding of what tasks are required to complete a project. That’s why mapping out new projects in advance is crucial to make decision-making easier. 

Find relevant answers to the following questions: 

  • What tasks are needed?
  • What is the deadline for the project?
  • When is each task due?
  • What skills are required to complete the tasks and which members of the team have matching skills?
  • When are resources available (and unavailable)?
  • Which tasks are interdependent?
  • Which skills are missing due to lack of knowledge or unavailability?

Knowing about to-do tasks and the availability of human resources beforehand can help managers plan accordingly. They can hire additional resources, estimate project timelines, and identify (and remove) potential bottlenecks. 

  • Divide your project into smaller, manageable tasks and subtasks

Once you’ve identified and determined the requirements for the project (skills, number of resources, budget, timeline, objectives, etc.), divide your project into smaller, manageable tasks and subtasks. 

Creating a workflow for your project will help you narrow down the resources required for each task. Project managers can use Kanban boards to divide workflow into different stages to improve their work process effortlessly. 

  • Assess the abilities of your resources

Project managers should know about their team’s availability before starting the project. It is crucial to the project’s success. It is likely that your business is managing multiple projects simultaneously. 

There are times when you find your skilled resources unavailable owing to reasons like sick leave, resignation, time off, public holidays, etc. Using spreadsheets to manage resources in this digital age makes it difficult to have a clear view of your resources’ availability. 

Using efficient work management and team collaboration tool can give you a Bird’s eye view of your team’s schedule and availability.    

  • Assign tasks and get feedback from team members 

Once you’ve determined your team’s availability, use a top-rated task management tool to assign tasks to individuals and groups, label them according to priority, set deadlines, and track their progress. 

Wait. It’s not done yet. As a project manager, it is your responsibility to make your team members understand their job responsibilities, task dependencies, and deadlines. In other words, your team members should own their work. 

Also, encourage your team to give feedback regarding tasks and projects. It will help you have a clear idea of whether your team is in sync with their job roles or not. 

  • Track and monitor resource usage

Project managers can’t afford to relax once they have allocated resources to tasks. You have to constantly monitor the performance of all your resources. You cannot leave resources unchecked as there is a possibility of procrastination creeping in them, which can delay tasks, and subsequently projects. 

That doesn’t mean you should micromanage either! One efficient and reliable way of tracking your resources (without checking in too often) is by using a good project management tool with a wide range of tools. 

You can use the tool to track time, workload, and the current stage of tasks. You can bring all your team members on a single platform for improved coordination of tasks. 


Project managers, it’s how you manage your resources that determine your project’s success or failure. 

You manage them smartly and you will get the desired results, like successful project deliveries, increased organizational revenue, and a team of confident and motivated individuals. 

Now, that’s some serious gain! 

With the best tools and right resource allocation techniques in place, you can achieve set project goals in the most efficient manner possible. 

Good luck! 


What is resource allocation in management?

Resource allocation in management refers to assigning the right people to the right tasks to achieve maximum efficiency.

Who is involved in resource allocation?

Generally, project managers are responsible for resource allocation. They identify resources and allocate them to tasks on the basis of their skills.

What is the purpose of resource allocation?

The purpose of resource allocation is to schedule resources in advance and provide an insight into the project team's progress.

What are the types of resource allocation?

Strategy implementation deals with two types of resource allocation - one-time resource allocation and continuous resource allocation

What are the principles of resource allocation?

Principles of resource allocation are: Resources are usually people Having a Bird’s eye view of all projects and resources is the key Good collaboration is the key to increased productivity


How to Manage Hybrid Teams for Success with ProofHub

How to Manage Hybrid Teams for Success with ProofHub

Remember how simple everything was back in the day? To have a quick brainstorming session with your team, all you had to do was ask everyone to gather in the conference room, and that’s about it.

Things were just so smooth. And then, something very unexpected happened.

Yeap. The Pandemic. 

We had to shift to remote work in no time. We would all agree to the fact that we were not prepared for it. It took us a lot of effort to get used to the remote work environment, and by the time we got comfortable to manage hybrid teams or working remotely, the pandemic entered a new phase. 

Businesses have started opening up again, which is nothing but another challenge to deal with. 

While some of your employees can’t wait to get back to their cubicles, some might have health issues that do not allow them to return to in-person work; some employees may have other reasons to work from home. 

Thus, you have a couple of employees working on-site, a few of them wish to work from home, and some might want to come to the office once or twice a week. 

This situation might raise loads of questions in your mind. How are you going to manage hybrid teams? How will you keep everyone on the same page? What practices are you going to follow to ensure that people working from the office are in sync with people working from home? How can you help your employees to deal with transition?

Hybrid team management can be challenging, but it’s not impossible.

Let’s look at what you need to know to ensure that your employees are satisfied and productive irrespective of where they wish to work

What are hybrid teams?

Hybrid team video-conferencing
A hybrid team is a flexible style of working that comprises two different categories of employees: those who work remotely and the ones who work from the office.

A hybrid work environment provides employees with the freedom to decide where they wish to work from.

The concept of hybrid teams with a mix of remote and in-house workers was already popular, and it will be a new normal as a result of the pandemic.

Thus, it is clear that the future of leadership will be managing hybrid teams, which is why it is critical to learn how to manage a hybrid team.

The increased adoption of the hybrid work model is primarily due to people’s conflicted sentiments about returning to work at this time.

According to a recent report, Accelerating Digital Agility, March 2021, about 57% of workers expect to be in the office ten days or even less every month. 98% of people believe future meetings will include remote participants. And most importantly, 97% of the employees said they want changes to make the office safer before returning to work. 

Therefore, it’s about time we shift our gears to accommodate and manage hybrid workplaces and teams. 

Looking for a solution to keep your in-house and remote team on the same page? Start using ProofHub today.

How to manage hybrid teams?

The hybrid work environment is the newest definition of the modern workplace. Most businesses have successfully adapted to the new style by focusing on the right resources and technologies. 

Businesses that are still looking out for ways to deal with this redefined work style need to adapt to the processes and technologies that bring employee engagement, collaboration, participation, and inclusion. 

The appropriate technology helps bridge the gap and create a workplace that allows workers to work from home, in an office, and anywhere else in between smoothly.

For a hybrid team, it is super important to have a platform where they can manage tasks, share files/documents, track progress, chat or discuss critical issues immediately rather than wasting time waiting for email responses.

A team collaboration software like ProofHub can help you solve several challenges your hybrid teams face, like ineffective communication, weak collaboration, poor progress tracking, improper task management, and more without breaking a sweat.

What will hybrid working look like in future?

The future of hybrid working is a constantly evolving and rapidly changing scenario. The essential focus will be on workforce development and related issues, such as; “how do you retain talent? How do you cultivate diversity in your team? To name a few key questions that will need to be addressed in the near future of hybrid team management.

Hybrid working is a radically different working style that brings with it its very own challenges. Changes in work paradigms brought on by the pandemic have produced a variety of opportunities and difficulties, including the best ways to recruit, engage, and keep employees while providing them with the value and meaning they now demand from their jobs.

There are rising worries that fundamental company culture is being lost as hybrid teams become the norm when it comes to the structure most companies follow. 

What are the advantages and disadvantages of working with a hybrid team?

The hybrid work model is a stellar advancement in culture and technology from what we had in the previous decades of human labor. Nonetheless, nothing is ever without its advantages and disadvantages; hence here we are at the top of both when it comes to hybrid team working:

Advantages of Hybrid Teams: 

1.  Increased Job Satisfaction & Engagement 

Most people base their decisions on what will enable them to live comfortably, effectively, and happily. Therefore, for many employees, having the option to work remotely or on-site is empowering.

2.  A Better Corporate Culture

Executives are quite concerned about how a hybrid model will affect the corporate culture they have worked so hard to create locally. A quarter of executives believe that in order to sustain a good corporate culture, employees must be present at work every day. But this is not at all the case.

3. Reduced Operational Expenses

A hybrid team is much better than a regular team when it comes to cutting down on your operational costs. Why you may ask? The answer is simple, each individual of the team acts as a self-sufficient unit. Ergo, you no longer need desks, computers, printers, and other office equipment along with other overhead expenses to operate your business. 

Disadvantages of Hybrid Teams:

1. Remote Team Collaboration 

There isn’t a perfect virtual replacement for impromptu conversations at the water cooler or bump-ins at work. The human-to-human connection is something that will suffer when you make the switch to a hybrid team. One way to counter this downside is by employing a robust team collaboration software that enables you to connect and collaborate with your team effortlessly. 

2. Employee Burnout 

Even under a hybrid team management, the culture of burnout can infiltrate the workplace if allowed unchecked. Your hybrid team may put in more time and take fewer breaks than those who work on-site. They might even feel worse about taking the afternoon off for themselves and overcompensating by staying at work longer.

3. Scheduling Difficulties 

Your employees’ schedules will be more varied as you have greater flexibility. You can experience resource problems if there isn’t a reliable and straightforward way to maintain track of personnel scheduling. Additionally, it can be challenging for workers who arrive on site to determine which of their teammates will be there during hybrid team working.

Top tips for managing a hybrid team

Managing hybrid remote teams is not an easy task in the slightest. Managers need to operate at the top of their respective games while working with two radically different working styles at the same time. While you have your remote employees working from different locations and your in-office employees who are right next to each other. 

Multinational teams are nothing new to some managers. Others find that managing remote or hybrid teams significantly changes from how things have always been done, even without the time zone barrier. That makes us ask the question how to manage hybrid teams?

How can you, regardless of the composition of their teams, establish alignment and foster a fun and effective work environment for all team members, wherever they may be located?

Here are the top five tips to help manage hybrid teams:

  • Create a team calendar for effective time management
  • Integrate a work management and team collaboration system.
  • Always over-communicate, the distance can leave many things unsaid. 
  • Be prepared at all times, you must expect the unexpected.
  • Make sure that your remote employees are following a balanced working style, so not to cause burnout.  

How to make hybrid team management a breeze with ProofHub?

It is believed that a hybrid work environment involves many tools to keep all the employees on the same page, but in reality, it doesn’t have to be like that. 

Using a complete package like ProofHub, teams can eliminate their need to use many tools and simplify the entire process. It combines all of the necessary tools to foster better team collaboration and stay on top of your tasks. 

With the ability to manage countless projects and provide efficient team communication, ProofHub is perfect for both in-house and remote teams. It assists you with nearly every project and team management function like managing tasks, keeping track of team progress, time tracking, managing files, communicating with your team, generating project reports, and more. 

Let’s take a closer look at why ProofHub is a comprehensive work management solution for hybrid teams.

  • Task Management

Task Management In PoofHub

It is challenging to keep track of work when you have a distributed workforce. You don’t have a clear understanding of how your team is actually working. Effective task management is crucial if you want to manage hybrid teams successfully. It helps your team keep track of their priorities and keep up with the deadlines. 

With ProofHub, it is super easy to assign tasks, set priorities, track progress, avoid bottlenecks and stay on top of your team’s work. 

Mentioned below are ProofHub’s core task management features that will help you manage your hybrid team’s tasks effortlessly.

  • Kanban Boards

Kanban board in ProofHub
ProofHub’s Kanban boards are the most effective way to plan your tasks and projects. They are a visual representation of the overall status of your project and team’s work.

The board view provides you with a clear insight to map your team’s workflow, check status and progress and make way for transparent team communication.

It splits your tasks into different sections known as stages, for example, to-do, in progress, and done. You can always customize your workflows as per your project requirements. 

Thus, it will be easier for you to identify what tasks are presently in progress, how many tasks are done, whether there are any bottlenecks, what needs to be done next, the priorities, and so much more. 

Thus, using kanban boards is a must if you wish to optimize your hybrid team’s task management.

  • Gantt Charts

Gantt Chart Feature in ProofHub
Hybrid team management is somewhat similar to juggling multiple balls. You are constantly juggling between your in-house and remote employees, projects, tasks, communication, and much more. The moment you miss out on something, everything can go into vain and have crazy consequences. 

That is why it is essential to have a visual overview of how things will map out over time. This is where the Gantt chart comes into play. 

A Gantt chart is a visual timeline of projects, related tasks, and resources over time. It displays tasks against time and gives you a clear insight into who is assigned to which task, the duration of tasks, how long the person took to complete a specific task, dependencies, and overlapping tasks. 

It is safe to say that the Gantt chart is the perfect tool for planning, scheduling, and managing tasks to meet deadlines.

  • Table View

ProofHub Table view
Managing data with a distributed team can be overwhelming. Just like your teams, you end up having all of your important information spread all over the place. 

ProofHub Table view lets you manage data in one place and gives you the bigger picture of all your work at a single glance. It allows you to plan and present project-related information in an organized manner. 

Assign tasks, share important details, and ensure that every critical data is in the right place. The table view gives you the flexibility to sort data based on the priority and arrange your work just the way you like so that you never miss out on important information. 

You can also track and capture information pertaining to your project through custom task fields and configure your tasks according to project prerequisites.

Get all the essential tools your hybrid team needs to work efficiently under one roof. Sign up for ProofHub.

  • Communication & Collaboration

Establishing effective communication and collaboration within your team is one of the most challenging aspects of hybrid work. It will be a lie if we say that we do not agree with the fact that collaboration works better where everyone is either co-located or digital. 

With some people being on-site while others working remotely, it can be pretty confusing and frustrating to figure out an appropriate way to communicate and keep both teams on the same page. 

Yes, we agree that all those video calls and audio calls are just amazing for active communication, but passive communication i.e.emails, texts, reports,and more, plays an equally important role in team management, especially in hybrid teams. It is very easy for passive updates to get lost in a hybrid work environment. 

Thus, with a company-wide collaboration and communication software like ProofHub, keeping your office-bound as well as remote teams in the loop is a piece of cake. 

Here are some of ProofHub’s collaboration and communication features that you and your hybrid team will love. 

  • Chat Application

ProofHub Chat feature

Team collaboration is incomplete without team communication and vice versa. Although there are various mediums available for you to communicate with your mates, finding the most reliable one is still crucial.

You can’t always keep video calling your team members for every little thing. It is essential to have a platform to quickly communicate with each other and get work done.

ProofHub’s inbuilt chat application allows you to get instant replies and makes direct messaging with your team members and clients easier. You can use the chat tool to communicate with your colleagues personally or through a group chat.

  • Discussions

discussions feature in ProofHub
Many people believe that a perfect brainstorming session can only take place in person. Well, that’s not true. The world has gone all virtual now, and it is very much possible to have virtual discussions to generate ideas and come up with the most creative solutions to problems. 

The discussions section in ProofHub lets you brainstorm ideas with your team to resolve a specific matter or develop creative ideas for the new project. 

You can share ideas to and fro and ensure that every team member participates in the discussions taking place on a particular matter. 

It also gives you the flexibility to create different topics and select specific people you wish to have separate discussions with. 

  • Notes

ProofHub Notes
It is very common for hybrid teams to deal with confusion. People often end up forgetting important stuff discussed in the meetings. They miss out on critical information. 

For that matter, there should be a shared platform where all the team members can participate and share important stuff to make sure that nothing falls through the cracks.

ProofHub notes are here to the rescue. 

Notes are one of the core features of ProofHub. They are easy to use and a perfect platform for teams to jot down every piece of information relevant to their projects and tasks. 

It gives teams the freedom to capture minutes of the meeting, create Wikis, store project-related requirements, mention rules or guidelines for a specific topic, and much more.

Individuals can instantly capture their ideas, outcomes, and decisions made in meetings and refer to them whenever they want. 

  • Proofing Tool

ProofHub Online Proofing Tool
You would agree that it can be tedious to manage hybrid teams when you have creative projects in your pipeline. Without the convenience of face-to-face feedback, you often have to rely on guesswork, and things may get extremely confusing.

You miss out on minor but significant things, essential details go unnoticed, and you wind up in a never-ending circle where you only pay attention to the things that don’t even matter.

In that situation, ProofHub’s online proofing tool will be your best buddy and makes managing hybrid teams a breeze. It combines all of the necessary proofing capabilities to help you and your team streamline the design review and approval process.

It lets you provide actionable feedback on the files, designs, images, documents, or PDFs.

  • Progress Monitoring

Associate milestones with tasks and track progress in ProofHub
Team managers who relied on hallway talks, casual check-ins, pre-meeting chats to get an idea about how their team members are performing, what they are working on, what their schedule is, and the problems they are dealing with, are feeling out of place now. 

They find it hard to adapt to this new working style because they cannot see the tasks being completed physically as all of their team members are working from different places. 

For this, a team progress tracking software like ProofHub can be a great help. 

Mentioned below are ProofHub’s core progress tracking features that will help you stay on top of your hybrid team’s work. 

  • Project Reports

Reporting Feature in ProofHub
ProofHub provides you with detailed custom reports for an individual team member or the entire project to help you
analyze project progress seamlessly. 

It lets you visualize every little aspect of your project and the overall progress that has been made in one place. 

You can quickly check the amount of work completed against the total work with a detailed burn-up chart. Not just that, you can also get an idea about the speed at which tasks have been accomplished. 

  • Time tracker

Time Tracking in ProofHub
Now that all your team is distributed at different places, it is more important to keep track of your team’s time.

Time tracking helps the team members master their own performance. It also enables you to analyze the overall work hours and assess the productivity of your team members. It provides you visibility, transparency and lets you manage resources efficiently.

ProofHub’s time tracker brings all your time data to a central place. You can add timesheets and set time estimates. You can even track time manually or use an automatic timer for it.

  • Activity Tracker

It is easy to keep track of who’s doing what while working out of an office, but it is literally a myriad of challenges when you have a hybrid team.

Every manager wants to have an idea about his/her team’s day-to-day operations without having to micromanage or interrupt.

The activity tracker in ProofHub provides insight into all the changes and updates being made in the projects. It notifies you about every little activity done by a team member. 

So, if any of your team members complete a task, post comments, achieve a milestone, create notes, and more, you will get to know about it all automatically. 


A hybrid workplace is an excellent opportunity to experience a new style of working. It will only help us develop new ways to make things work and stay prepared for any other challenge in the future. 

All in all, managing a hybrid team basically means creating a balance between the in-house and remote workers and making way for more vital teamwork. 

A hybrid team can function in extraordinary ways if provided with the right technology, excellent communication, information sharing methods, defined responsibilities and tasks, and, most importantly, a constant support system.

Keep track of your team’s work and stay productive regardless of where you’re working from. Give ProofHub a try.


What skills do you need to manage a hybrid team?

Top of the list are adaptability, proactive communication, emotional intelligence, and inclusivity. One quality that sticks out is the ability to communicate effectively and efficiently.

How do you effectively manage a hybrid team?

You may manage a hybrid team effectively by using time management techniques, integrating a task management and team collaboration system, and ensuring that your remote workers adopt a balanced working style.

How do you keep a hybrid team connected?

To keep a hybrid team connected you need to integrate team collaboration software with robust communication, and project mangement features.

Tips For Leading Effective Hybrid Teams.

Some top tips for effectively leading a hybrid team include selecting the right people with the proper temperament, keeping track of employee performance, and developing clear job objectives to establish accountability.

14 Best Airtable Alternatives Worth Considering In 2022

14 Best Airtable Alternatives Worth Considering In 2022

The best thing about apps like Airtable is that they are simple, intuitive, and fairly easy to get started. However, the challenge is that their functionality is limited and this is the reason that teams have to start looking for its alternative.

And this is exactly where you need a better replacement for it- Airtable alternatives. No doubt, Airtable is a popular data and project management tool, is trusted by many companies for it’s simple, intuitive interface. 

But seems like being popular among the masses doesn’t make Airtable the best choice. Time and again, users have been complaining about not being satisfied with Airtable due to its limited functionality. And, hence they are always on the lookout for alternatives to Airtable.

If you are also having second thoughts about Airtable, I am going to provide you with the list of best substitutes for airtable that can help you run things better. 

So, let’s go.

What is Airtable software?

Airtable Software

Airtable is an online project management solution designed to target data organization and collaboration within companies. Airtable uses a known-to-all spreadsheet format and is compatible with multiple devices. In addition to that, it integrates services such as Dropbox, Box, Evernote and Google Drive. 

With Airtable, you can put together the best aspects of spreadsheets and databases to organize anything, with anyone. You can the intuitive, easy-to-use software application use for customer-relationship management (CRM), task management, project planning, and tracking inventory.

Why Do You Need An Airtable Alternative?

Airtable excels at managing data, however it is insufficient for managing other aspects of a project. The days of project management using spreadsheets are long gone.

Here are a few reasons why you need to start using an Airtable substitute.

  • Limited task management features

Airtable is great when it comes to spreadsheets and data management but if you’re looking for a solution that provides you efficient task management solutions that then airtable is just not the right choice for you. Although it’s not a built-in capability, technically speaking, an Airtable basis does let you create a spreadsheet grid where you may assign tasks.

In order to assign a task, you must manually use and edit the Airtable grid. And if you’re a user who frequently needs to delegate responsibilities to your team, things might quickly get tiresome.

  • Lack of team collaboration tools

Airtable does not provide you any team collaboration features and the sole way to collaborate in this software is through comments. 

Yes, comments are a great way to provide feedback and ask for a task’s status but if you wish to have in-depth discussions or conversations with your team members, you would need a collaboration feature like chat application or discussion forum. 

  • Expensive

As mentioned above, Airtable provides you very limited features and in order to manage your projects seamlessly you’ll have to opt for other tools that will cost you a lot of time and money. 

Therefore, you must choose an Airtable alternative that not just provides you effective database management features but also takes care of all of your work management as well as team collaboration needs in one place.

If you’ve been relying on Airtable and searching for a better all-in-one alternative at the same time, not to worry. Below is the list of Airtable alternatives you can switch to today without worrying about your data or your work process getting messed up. 

14 Best Airtable alternatives

1. ProofHub

ProofHub airtable alternative

Yes, an all-in-one software should be simple and intuitive for all users—but that’s not it. Airtable has a simple and intuitive interface, yet teams won’t consider it as an ideal PM tool. And that’s because teams today aren’t just satisfied with simplicity, they need more features… and more features… and more features.

An ideal project management software should be packed with features that can help an individual, a team and even an entire organization plan, work, collaborate, deliver results faster and more effectively. ProofHub does the same. It is one of the best Airtable alternatives available today.

ProofHub is a cloud-hosted project management solution that comes packed with scalable features that make it a perfect alternative to software like Airtable. 

Here are some of the top features of ProofHub that make it the best alternative to Airtable:

  • Task Management  

If you solely use Spreadsheets to manage your tasks, you must be aware of the multitude of problems created by them. 

Yes, Spreadsheets are excellent for managing data, but depending only on them in today’s fast-paced environment when there are far superior alternatives is not the wisest course of action.

That is the key factor why ProofHub offers you robust task management features.

1. Table View

If you like to manage your tasks using traditional Spreadsheets only, ProofHub’s Table View has got your back. It lets you see your tasks and data in a powerful, and manageable table format. 

The Table View ensures that you receive a concise, accessible overview of everything going on in your projects. 

You can easily re-arrange, resize, hide, or sort the rows and columns. Custom fields in table view allow you to make way for additional information and customize everything according to your needs. 

2. Board View

Kanban boards are known to streamline task management and provide you with a clear picture of your work. The Board View in ProofHub allows managers to establish clear processes. It ensures that tasks proceed through each stage of the workflow by having access to all project tasks in one location.

You may label columns to according your work process, then drag and drop Kanban cards from one stage to the next. Each card contains the due date, assignee, and subtasks, hence, the board becomes the best source for project progress updates in real time. It is the best way get bird’s eye view of your tasks and avoid any sort of bottlenecks.

3. Gantt Charts

You can easily create project plans that help you remain on track and meet deadlines using the powerful Gantt charts provided by ProofHub. They enable you to see how tasks and due dates relate to one another so that you may spot issues and resolve dependencies easily. 

It becomes simple for you check if things are going according to the plan and come up with strategies to make sure that everyone is on the same page. Using Gantt Charts, you can simply update your plan to maintain the direction of your project even as work changes and deadlines vary.

  • Communication

Chat Feature in ProofHub
Yes, Airtable does allow you to communicate and share feedback with your team members through comments but do you think that’s the best way to collaborate?

Not really! At least we don’t think so.

You can’t just rely on comments to communicate with each other.

ProofHub provides you efficient team communication solutions to make sure that you can connect to your team instantly. 

The in-built chat application allows you to send instant messages to your co-workers.You may communicate with your team members in a group or one-on-one chat session with ease.

Not just that,

ProofHub also offers you a dedicated space to have real-time discussions with your team. There, you can create topic-based channels and brainstorms ideas seamlessly. 

The list is still not over!

You also get features like a Proofing tool where you can easily provide feedback to your team by adding comments and annotate changes by using markup tools. The Notes section allows you jot down important information in specific notebooks and share them with your team.

  • Time management

Time management feature in ProofHub

There is no doubt that Airtable is an excellent work management tool but it lacks a lot of essential features like time tracking.

Yes, it does provide you amazing integrations for the same but why rely on an integration when you can have all the required features in-built in a single application?

ProofHub’s built-in automatic time tracker allows you keep a track of your team’s time and productivity. 

You can easily record how much time you spend on projects using ProofHub’s time tracking software. You can also define time estimates, upload timesheets, create time reports, and gather all of your time data in one place.

  • Project Reporting

ProofHub’s project reports provide you a consolidated view of your project’s overall progress. You can see and follow your work from every perspective. 

You can check the status of your work’s progress using a reporting tool, and assess the performance of your complete team in one location. 

Additionally, you may view project details including the project manager, status, deadline, and status of the work.

ProofHub’s Pricing:

ProofHub – Standard PlanAirtable – Plus Plan 
$45 per month for 5 users (billed annually)$10 per user per month (billed annually) = $50 per month for 5 people.

For more information on our pricing plans, kindly visit our pricing page.

Best Suited For: Teams of all sizes and types

Collaborate and get projects delivered, faster. Switch to ProofHub!

2. Smartsheet

Smartsheet as airtable alternatives

Smartsheet is a SaaS, enterprise-ready work management and collaboration software. This alternative to Airtable is trusted by over 80,000 businesses and teams in  175 countries. Smartsheet is regarded for its amazing project management, collaboration, and file-sharing functionality. It’s an intuitive application with which businesses and teams can track and manage everyday work-related stuff like projects, tasks, task lists, customer information, sales pipelines, event schedules, and more.

Smartsheet feature highlight:

  • Dashboards
  • Calendar view
  • Gantt view
  • Attach files
  • Reminders
  • Forms
  • Update requests
  • Alerts and automated actions
  • File sharing
  • Resource management
  • Reports
  • Export, email, and print
  • Custom branding

Best suited for: Companies of all sizes

Pricing: Smartsheet’s Pro plan is available at $7 user/month and Business plan is available at $25 user/month.

3. Fusioo

Fusioo as airtable alternatives

Fusioo is another excellent Airtable alternative that is an online app for building and managing a custom online database. The app is designed to make it easier for teams to manage their projects, events, ideas, clients, workflows, store relevant data, create custom dashboards, visualize data, plan projects, track deadlines and more. One of the best things about Fusioo is that it can be easily tailored to meet the specific requirements of a team or an entire organization. 

Fusioo feature highlight:

  • Kanban board
  • Custom online databases
  • Graphical data presentation
  • Data visualization
  • Visual analytics
  • Task management
  • Dashboard creation
  • Customizable reporting
  • Configurable workflow
  • Workflow management
  • Role-based permissions
  • Data storage management
  • Project templates
  • Collaborative workspace
  • Discussion board

Best suited for: Small to large businesses

Pricing: Fusioo’s Standard plan is available at $19 user/month. 

4. Notion

Notion as airtable competitor
Document management isn’t just about being able to save all the data in one place. Today, the real value of document management and project management comes from being able to share and collaborate on the data with others. Notion is an Airtable competitor that is perfect for such a job. With Notion, teams and businesses have got multiple ways to connect to their data. They can make dashboards in minutes, publish live reports in seconds and invite your team to collaborate on them with in-app comments and a slack integration.

Notion feature highlight:

  • Analytics
  • Unlimited data dashboards
  • Data visualizations
  • Strategic goal-based planning
  • Report generation
  • Data connectors
  • Slack conversation support
  • API access
  • Visual reporting
  • Public/private dashboards

Best suited for: Individuals and teams of all sizes

Pricing: Notion’s Person Pro plan is available at $4 user/month and Team plan is available at $8 user/month.

5. Quip

Quip alternatives to airtable
If you are looking for a straightforward and simple
Airtable alternative, then Quip is the perfect option for you. It’s an easy app that allows teams to create living documents. It offers tools to create and edit documents, spreadsheets, and lists in the cloud. In addition to this, the app integrated well with chat, docs, task lists, and spreadsheets. No more endless chain of emails and overly-complicated document versions, Quip makes it super easy for you to simplify communication, collaboration, and document management. 

Quip feature highlight:

  • Document sharing
  • Tasklist
  • Chat and messaging
  • Spreadsheets
  • Access on any device, anytime
  • Import and export

Best suited for: Companies of all sizes

Pricing: Quip’s Starter plan is available at $10 user/month and Plus plan is available at $25 user/month.

6. Zenkit

Zenkit alternative to airtable
Zenkit is one of the best Airtable alternatives that offers you robust
project management apps with simple, user-friendly, and clutter-free design. The app is designed to help project managers better handle various aspects of projects. Whether its task management, scheduling, resource allocation, budgeting, and/or reporting—Zenkit is streamlines everything so that your projects are delivered to the exact specifications while enhancing both individual and collective productivity.

Zenkit feature highlight:

  • Collaboration
  • Calendar
  • File Sharing
  • Prioritization
  • Product Roadmapping
  • Project Management
  • Offline mode
  • Supports Agile
  • Supports Kanban
  • Supports Scrum

Best suited for: Companies of all sizes

Pricing: Clickups Unlimited plan is available at $5 user/month and Business plan is available at $12 user/month.

7. ClickUp

ClickUp app like airtable
When you compare ClickUp with other project management solutions, you’ll see that it’s cheaper, easier to use, and
better than Airtable. In fact, it’s a hybrid PM solution that comes packed with tools and capabilities for all user/business types—sales, marketing, design, and development. ClickUp also offers a number of customization/modification options for teams and businesses to tailor it to work as per their specific needs.

ClickUp feature highlight:

  • Data import/export
  • Document management
  • File sharing
  • Multi-task management
  • Product planning and road-mapping
  • Supports Agile
  • Supports Kanban
  • Supports Scrum
  • Supports Waterfall
  • Task management
  • Testing / QA management
  • Workflow automation

Best suited for: Companies of all sizes

Pricing: Clickup’s Pro plan is available at $7 user/month and Business plan is available at $25 user/month.

8. Procore

Procore best airtable alternative
Procore is a centralized hub for teams to connect and share information seamlessly. Procore offers a unified platform where teams can easily gain insights for most critical decisions and empower standardized operations. Procore facilitates unlimited, seamless collaboration, allowing people to work with anyone, from anywhere, in real-time. It is a super collaborative,  all-in-one platform designed to streamline project management. Furthermore, it provides reliable customer support that adds more value to the product.

Procore feature highlight:

  • Document management
  • Drawing management
  • Collaboration tools
  • Email tracking
  • Meeting minutes
  • Remote document access
  • Time and expense tracking
  • Productivity reporting
  • Procore drive
  • REIs

Best suited for: Large teams

Pricing: Procore customized its pricing according to your team size and type. 

9. Evernote

Evernote best airtable alternative
Evernote is undoubtedly the best of its kind. It’s a web-based
Airtable competitor for professionals who need a better way to get their job done. The application offers plenty of features for project collaboration, scheduling, and task management within one suite. It allows you to create project task lists, assign tasks, collaborate on them with others, share updates when required, all in one place. Evernote supports multiple devices, thereby allowing you to stay connected to work on any device (such as laptops, tablets, and smartphones). 

Evernote feature highlight:

  • Web clipping support
  • Store notes, web clips, files, and images
  • Edit rich text and sketches
  • Geolocation
  • Snap photos, record audio, save documents
  • Save favorite webpages
  • Sketch on a page and sync notes to any device
  • Share notes and collaborate on files
  • Annotation and markup
  • Give feedback and share ideas

Best suited for: Individual and teams of any size

Pricing: Evernote’s Personal plan is available at $7.99 user/month and Professional plan is available at $9.99 user/month.

10. Basecamp

airtable alternative

Basecamp is an online communication and information sharing tool that makes it easier for teams to stay on the same page while working on a common project. The tool provides a simple interface in which managers can create projects, assign tasks, document progress, and manage teams the way they want.  It is one of the top atlternatives to Airtable.

Basecamp feature highlight:

  • Calendar
  • Gantt charts
  • Project templates
  • Scheduling
  • Recurring Tasks
  • Set Priorities
  • Task History
  • Document Management
  • Forums
  • Instant messaging
  • Social collaboration platform
  • Resources allocation and forecasting
  • Project tracking

Best suited for: Large teams

Pricing: Basecamp has two pricing plans; the $0 and the $99 per month plan.

11. Hansoft



Hansoft best airtable alternative

As an agile planning tool, Hansoft helps large teams stay on the right track in their projects. Scalability is one of the biggest positive points of Hansoft, making it one of the best Airtable alternatives. You can easily plan, manage, and track your projects using this agile software. The reporting features are an added advantage that makes Hansoft a highly sought after option for agile teams. 

Hansoft feature highlight

  • To-do list
  • Kanban boards
  • Gantt charts
  • Portfolio management
  • Time tracking
  • Bug and issue tracking
  • Reporting
  • Dashboards
  • Integrations 

Best suited for: Large teams

Pricing: Hansoft has a quote-based pricing policy.

12. Google Workspace (Formerly G Suite)

Google Workspace best airtable alternative
Google Workspace is a collection of apps from Google that are meant to help teams with their productivity, and boost their collaboration efforts. As part of G Suite, you get everything that your team needs for managing their day-to-day activities. Right from emails to content management, collaboration, presentations, video conferencing, instant communication, and a lot more – you get it all bundled together in one place. 

G Suite feature highlight 

  • Professional email
  • Online storage
  • Instant communication
  • Video conferencing
  • Calendar
  • Employee engagement
  • Spreadsheets, notes, and lists

Best suited for: Teams of any size and type

Pricing: Google Workspace’s Start plan is available at $6 user/month and Standard plan is available at $12 user/month.

 13. Workfront

Workfront best airtable alternative
Workfront is a work management tool designed for enterprises to help their teams get work done faster. Whether you are working on website design, marketing campaign, or software product development, Workfront is made to simplify the way people work and it is one of the best
Airtable alternatives. One of the best things in Workfront is the long list of integrations that make it a powerful tool for all types of teams.

Workfront feature highlight

  • Consolidated task management 
  • Project management 
  • Gantt charts
  • Project budgeting
  • Issue tracking
  • Critical path
  • Time and expense management
  • Resource management 
  • Project monitoring
  • Automation 
  • Workflow management
  • Cost management 
  • Communication channels

Best suited for: Large teams

Pricing: Available on request.

14. LeanKit

LeanKit airtable competitors
Leankit is another popular project management software that works great for project managers to plan and execute their projects. The software stresses on the kanban method of getting work done methodology. Owing to its ease of use, LeanKit is a popular choice for teams from various industries. The best thing about LeanKit is that it helps in carrying out connected work across teams with its powerful collaboration features. 

LeanKit feature highlight

  • Kanban boards
  • Real-time work tracking with updates
  • Risk management
  • Project planning
  • Process mapping
  • Work history
  • Powerful analytics functionalities
  • Integrations 

Best suited for: Teams of any size and type

Pricing: Leankit’s team plan is available at $19 user/month and Scaled team plan is available at $29 user/month.


Airtable is without a doubt a top-notch spreadsheet software, but it’s a still far from the perfect project management tool. It lacks built-in tools for work management and team communication. 

Simply said, you cannot perform various tasks with different tools. You’ll waste a lot of money and time doing it.

But fear not—you now have a long list of Airtable alternatives to evaluate before settling on the ideal programme.

How about getting started with first option on the list? 

ProofHub is an all-in-one task management and team collaboration solution that provides you everythin to manage your work in one place and that too at a very reasonable price.

Sign up right now and see for yourself!

The Long-Awaited Content Workflow Management is Here

The Long-Awaited Content Workflow Management is Here

Is your content frequently late?

Do you have any issues having it assigned?

Is it common for it to become stuck in limbo?

If you’re nodding, it’s time to revamp your content workflow management. 

Before any content creators’ fingers strike keyboards, you need to outline your content workflow to keep your content team on track.

I’m sure you’re already thinking about and asking yourself, “What is content workflow?” What are the advantages? How can I put together a content workflow system that will help me reach my goals?

Relax! This article was written with you in mind, and I’ll address all of your questions.

First Things, First—What is a Content Workflow?

Content workflow is a structured set of actions that includes everything included in your content strategy and execution, from planning through publication and subsequent marketing.

Tasks like these are common in a content workflow:

  • Outlining
  • Writing
  • Reviewing
  • Editing
  • Approving
  • Publishing
  • Auditing 

A content workflow addresses all of your questions about how you want your content strategy to provide the desired results.

  • What is the purpose of this content?
  •   What kind of content do I want to put out there?
  •   What are my aims and goals for each content type?
  •  Who is in charge of what?
  •   What are the best channels to use?
  •    Which tools should I use?

Imagine how difficult it would be to manage a project with as many details as the one described above without a system in place.

I am not saying that you won’t be able to complete your work, but it would definitely be challenging.

Manage Multiple Projects Easily. Try ProofHub today!

Why is content workflow important?

We spend far too much time looking for the files we need to edit, post, design, and so on. We then go on to the next task.

And then we go through the same exasperating “procedure” all over again a few days later.

And that isn’t all. It occurs in every aspect of content creation, from work assignment to deadline setting to performance evaluation.

But what if we put that effort into improving the content workflow management process instead of focusing on those vexing tasks?

A content workflow management system is a tool or software that simplifies the procedures involved in creating a piece of content, from conception to conclusion.

Here’s what your team can do with a content workflow:

  • Divide the content creation process into achievable jobs
  • Determine the state of development for each piece of content 
  • The steps involved in receiving approval
  • Know who is in charge of each stage and when they are due

When it’s their turn, a defined content workflow informs individuals in all roles where the content is in the process and what they need to do to deliver what’s needed when it’s needed.

Let’s explore further! 

Benefits of Utilizing Content Workflow For Your Business 

Creating outstanding content is like preparing your favorite meal. You’ll need a recipe if you want to consistently achieve great results. Consider your content workflow to be your recipe for success.

In comparison to manual email collaboration, an effective content workflow management system offers the following benefits.

  • Content consistency: A content workflow management system aids in the design of regular processes and routines for all content generating jobs.

 You may establish a pattern for obtaining greatness while retaining your creativity. As a result, creating amazing content becomes a habit for you rather than a one-time affair.

  • Improved teamwork and collaboration: Using a workflow management system, your team may be more productive by communicating and collaborating more effectively.

Everyone on the team has a clear understanding of their function and the responsibilities that come with it.

  • Better content quality: A content workflow management system can help you design and document set processes for accomplishing a task, resulting in higher quality material.

Troubleshooting is considerably easy when a problem emerges. You can instantly pinpoint where the content production pipeline is falling short.

  • Allow for the automation of repeatable processes: You won’t be trapped writing emails, filling up a content calendar by hand, or replying to endless social media answers all day.

A content workflow management system aids in the organization of these activities, as well as the introduction of specific software to manage repeated tasks and procedures.

  • Improves other parts of content strategy: what happens after a flawless execution and your material is published? I hope you don’t believe that’s it?

You must promote your content, track results, and tweak content as needed for improved success.

Nothing is ignored or completed too quickly with a content workflow management system. Everything is given the time and attention it requires. As a result, high performance is guaranteed.

How To Set Up A Solid Content Workflow

Now’s the time to take action.  

Before we jump into action mode, remember that the workflow of content creation varies depending on the content type, the needs of the customer, and the channel of publishing. For instance, designing visuals for an Instagram campaign differs from writing a blog post for a company’s blog.

Despite the tiny changes, the overall pattern and flow are very similar.

Enough is enough. I feel you are now ready to take your workflow management to the next level.

Here are my top recommendations for companies and in-house teams using content management software to manage their workflow.

1. Document Everything

When it comes to content development, one of the first things I do is map out each step required to complete a task efficiently inside a business workflow.

The most critical things to get down first when documenting your workflows are particular specifics such as:           

  • Who is going to finish the project or task?
  • Are there going to be multiple task owners?
  • Are there any bottlenecks or interconnections between the owners to consider?
  • Are there any firm deadlines, and are iterations necessary?

But how can we know what happens to all of this data?

There are tons of benefits to developing content documentation within your content management software. It makes active work visible, displays previous updates, and makes every page easily accessible. You’ll never run out of ways to streamline your workflow once you start using automation and task connections to standardized procedures. This benefits the entire company, not just the content marketing team.

ProofHub creates a central spot for all of our content history and attributes by combining Table view and custom fields. When an article is updated, the task associated with it is updated to reflect that activity.

ProofHub enables you to produce custom reports and obtain comprehensive, exact, and up-to-date information on projects in terms of tasks, milestones, and tracked time.

You can add additional information about the tasks, such as a field for date, currency, numbers, or anything else important to your projects and workflow, and have the ability to manage more data on a single window.

Once you’ve documented all of your workflows, make sure your whole team has regular access to them so they can refer to any important information as they finish their portion of the process.

ProofHub's table view and Custom Fields: content workflow

ProofHub’s table view and Custom Fields make it simple for the whole team to manage and access tasks.

Don’t know where to begin?

Check out our tutorial on how to build custom fields or jump right into our blog to learn more.

2. Understand Dependencies

After you’ve started documenting your workflows with your team, think about the linkages and dependencies that exist between the tasks and the team members that do them.

Workflows can sometimes include a sequence of tasks that can be executed in practically any order, or at least in phases. Others need everything to be done in a specific order, with assets that must be “carried” from one phase to the next.

Creating a chain of different tasks connected together using dependencies enables you to indicate which tasks are happening when, by whom, and in what order. It’s crucial to any project-based and deliverable-oriented team (spoiler alert: if you don’t think your team has projects or deliverables, you’re wrong).

ProofHub’s Gantt charts let you define dependencies between multiple project tasks. You don’t have to go to each task and update the task dates if the first task is postponed in the case of dependent tasks. The first task drags all dependent tasks along with it. Setting task dependencies on a Gantt chart gives you a solid idea of what’s coming up.

monitor task progress: content workflow

Set task dependencies, monitor task progress, see resource workload, and improve planning. Find out how it works.

3. Conduct regular reviews and modifications.

As projects, plans, and team members change, you’ll need to update your workflow. While you don’t need to fine-tune and change your documentation for every minor detail, you don’t want it to become so outdated that your team members can’t use it as a reference.

It’s critical to audit, test, and renew your content on a regular basis in content marketing. It could be due to a drop in performance or because you’re preparing a site-wide sweep. I’m not recommending you abandon such efforts in favor of automation, but this can serve as a catch-all for monitoring your content’s performance.

Naturally, not all content is made equal.

You may not have to audit on a regular basis for constant articles. You can set a rule to prevent the automation from activating by adding a custom field or marking the task as “constant.”

All I’m saying is that a quarterly workflow audit, in which you and your team discuss current workflows and any needed updates, adjustments, or optimizations, is a fantastic goal to aim for.

4. Share your projects with both guests and the general public

Content management software can help you build a safe dotted line with people outside your organization, whether you’re managing clients or outsourcing work. Guest features and shared views can be used in a variety of ways in content marketing campaigns.

Here are two common scenarios for bringing external users and projects together.

  • Communicating your content marketing efforts to your customers

One of the most intangible aspects of a digital marketing plan is content. Even if your customers recognize the value of content, giving them clear visibility into what’s happening is still beneficial.

If you have dedicated Content project managers, you may already have an excellent structure in place to keep your clients informed. But, in my experience, even when you set out time for these updates, busy schedules and competing time zones make it difficult to maintain constant contact.

Project management software can assist you with part of this task. Your clients can check on ongoing efforts and progress at any moment by giving them access to project timelines or single task views.

Create a transparent work environment from the start of the project to the end. This establishes an additional layer of trust right away and allows you to devote more time to achieving your customer’s goals.

  • Organize your Outsourcing

Some of the best campaigns are the result of in-house and outsourced marketing. Without project management and collaboration tools, these teams would struggle to be as effective. Working with external content writers or a link-building firm and being able to connect with them through the same platform saves a lot of time and effort.

You can build a collaborative workplace with limited visibility into projects, similar to working with customers. You’ll still have access to all of the best project management software features while protecting critical company data.

5. Continue the Process

Keep going once you streamline your workflow! You’ll repeat the procedure as you add team members, tasks, projects, dependencies, and more until you have a fluid workflow for organizing your work. Adjusting and executing workflows will become second nature over time, and your team will be able to accomplish more with less resources.

We’ve already discussed the advantages of workflow management, but for companies with multiple projects running at the same time, there’s another method that will ensure you don’t miss a deadline.

Start using reliable content management software!

What Can Content Management Software Do for You?

There’s nothing like ditching your notebook and switching to an agile content workflow management solution to keep your work running smoothly.

Every project your team works on has a workflow, whether you recognize it or not.

A skilled manager will be able to organize and coordinate workflows so that team members stay on track and collaborate effectively.

That is what content management software accomplishes for you.

A content workflow management system can help you improve your performance, maximize your resources, and keep your team happy.

Naturally, with such important software, there are a plethora of solutions available. Here, we’ve broken down a few key components of effective content workflow management software so you can pick the one that’s right for you. Here’s what to look for, in no particular order:

1. Workflow automation

There’s no need to waste time on routine tasks like contacting all team members when a task is completed when those processes can be automated. Content workflow management software will not only provide automations, but will also enable you to fully customize your new processes to meet a variety of requirements.

A marketing content writer, for example, can submit a piece for approval and leverage automation to notify the editor that it’s ready for editing. Once the editor has completed their work, they can use automation to notify the writer as to whether the document needs more revisions or is ready to publish.

2. Real-time collaboration and communication

The program enables your team to cooperate and communicate in real time. This makes a significant difference for a growing team working on numerous projects. A content workflow management platform, rather than relying on endless email chains or regular Zoom sessions, may streamline communication and guarantee that everyone is on the same page.

Additionally, teams can tag peers on the project task itself using workflow management software, which offers greater context and removes the need for extra meetings.

Collaborate, coordinate, and connect with your team easily. Try ProofHub today. 

3. Multiple view options

 You may want to visualize your workflows and procedures in a to-do list from time to time. A Gantt chart is more appropriate at other times. Workflow management software allows users to choose the view that best suits their preferences. Teams can use numerous views at once and alter them on the fly with the most powerful workflow management solutions.

For example, if a marketing team collaborates with the support department to develop more customer-oriented collateral, they could set up a shared workspace to track progress. A Kanban board and a bar chart could be used by the marketing team to track which writers are taking which materials.

The support team may want a Gantt chart to track which customers to focus on, a list of existing materials and customer notes, and whether a support team member reached out to marketing to cooperate on the material. Both teams can access all views on the same board, and they can even use different views at the same time to gain a complete perspective of the project.

 Try ProofHub: Adopt Your Own Style

Content creation should not be a source of stress for you. It should be as effortless and pleasurable as possible.

There is no one-size-fits-all approach to content workflow management. Use configurable content management software to create methods that work best for your team. Above all, continue to optimize your workflow as if it were a content marketing campaign.

ProofHub has been used to handle different content marketing campaigns by thousands of people. Our goal is to increase global productivity at work.

Want to learn more about how this can be accomplished on our platform?

Start with our content management software for a flat charge and take us for a free everlasting test drive. Request a demo or start your free trial


Top 10 Reasons Why Projects Fail (And How To Solve Them) 

Top 10 Reasons Why Projects Fail (And How To Solve Them) 

Before we embark upon the journey of project failure, its reasons and solutions, I am going to mention one of the quotes related to project management to lay the foundation of the article.

“Failure is simply the opportunity to begin again, this time more intelligently.” – Henry Ford.

We’ve all experienced it.

You become tremendously excited about a project at first. You do your homework, make a thorough plan, assemble a capable team, and kick start your work.

Then, suddenly as you move ahead, everything starts falling apart. Deadlines are not met. Deliverables fall short of expectations. Customers and supervisors are, to put it mildly, disgruntled.

Simply put, it’s a disaster.

Although you are not alone in trying to escape from this array of project failures, simply reading this article indicates that you have already taken a crucial step. So here’s to planning beforehand and avoiding frequent project hazards.

When a Project is Considered a Failure?

I have been asked this question many times, and it’s hard to give a concrete definition of project failure. 

The thing is that a failed project for one organization might not be the same for another one. 

Why? Simply because the definition of failure can vary from project to project, organization to organization, and so forth. Even a complete project can be labeled a failure if it does not meet the ROI target. 

A project may be labeled a failure for the reasons listed below:

  • The project failed to achieve its goal.
  • You did not receive the desired deliverable.
  • The work wasn’t finished on time.

Like I said before, failure is a tricky term. Even if you miss a deadline or don’t meet a target, “failed” projects might nonetheless produce major benefits. While failure is never pleasant, it frequently occurs when ambitious goals are set.

For example, we at ProofHub believe that if your success rate is 100% all the time, you most likely did not plan ambitiously enough. However, it is critical to ensure that projects fail for the correct reasons, such as creating a stretch goal to stimulate forward momentum, rather than an avoidable trap.

Project Management workflow

Easily plan, collaborate, organize and deliver projects of all sizes, on time with ProofHub- One project management software with all the right tools in one place. Request a demo!

A Look At Project Failure Statistics

Every project, regardless of industry, requires a project management software. Its significance is more apparent today than ever before.

Things in the workplace are prone to go away without project management. These key project management statistics for 2022 can be quite eye-opening.

When reading these statistics, it doesn’t matter where you are in the project management chain. It can, however, show the importance of project management to the global and industry-wide influence it has.

  • Companies that lack effective project management delivery systems are more likely to miss deadlines and overspend.
  • 67% of projects fail because project management is undervalued.
  • Approximately 44% of all managers do not believe in the importance of project management software.
  • Only 46% of firms place a high priority on project management.
  • Using a good program reduces the likelihood of project failure by 10% and reduces the likelihood of scope creep by 17%.

Keep your team, stakeholders, and clients on the same page for better transparency and collaboration. Switch to ProofHub NOW!

Why Do Most Projects With Such High Potential Fail?

Projects fail for a variety of reasons. The most prevalent reasons for project failures, according to Project Management Institute research, include changes in organizational priorities, improper requirements collection, and changes in project goals.

Why Do Most Projects With Such High Potential Fail

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10 Reasons why projects fail and their solutions

Before we study the most common reasons projects fail, it is to be understood that each project is different. 

This means that reasons for project failure are not necessarily the same for any two projects, though there might be a few common causes for a project’s downfall. 

On a brighter note, you can work on each reason for project failure to make your next project a successful one. Here are ten reasons we’ve discovered to persist in poorly run or unsuccessful projects. The solutions are listed after that.

1. Unclear Goals And Objectives 

Do you know that an estimated 37% of projects fail due to unclear project objectives and milestones? How can you expect your project to be successful when you do not set clear-cut goals and objectives for your team to work on? At ProofHub, this is the first and essential step whenever we have a new project in our hands. 

Unfortunately, not all teams follow suit. 

Businesses that fail to set out clear goals and objectives for employees waste a significant chunk of their time and efforts. Following are the effects of vague project goals and objectives. 

  • Unclear objectives lead to unclear operational methods
  • The quality of performance can be justified on an individual basis
  • One does not realize when the project veers off the track until the last moment
  • People involved in a project cannot perform with maximum effectiveness

2. Lack Of Resource Planning

Resources in project management refer to men, money, and materials. What are you supposed to do without adequate resource planning for project management? If you’re not using a good task management tool, then it’s likely that your human resources are either being under-utilized or overworked. You’ll fail to notice that some of your team members are working on too few tasks while others are working on too many tasks simultaneously (remember the side-effects of multitasking?). 

Financial planning is another important aspect of project resource planning. Projects with poor cost estimations and irregular tracking will likely surpass their original budget. Project managers who don’t know how to track and manage finances are likely to push the project to failure. 

3. Poor Communication Across The Organization

PMI (Project Management Institute) says that poor communication leads to project failures one-third of the time. Another worrisome fact for organizations is that 56% of budgets allocated to projects are at risk due to poor communication. Teams that face communication delays, or the lack of it, will experience trust and transparency issues. 

The main reasons for communication failures across organizations can be attributed to: 

  • Absence of communication policy
  • Lack of stakeholder engagement
  • Lack of mutual understanding amongst employees
  • Project managers assume that communication has taken place when it doesn’t

The effects of poor communication within the workplace can have devastating effects on the project in the form of- poor collaboration, loss of productivity, stressed employees, unhappy customers, and mistrust in the workplace, amongst others. 

Whether it’s delayed communication, lack of communication, or no communication at all, the fact is that without an effective communication strategy, your project is likely to fall through the cracks. 

4. Inadequate Stakeholder Management

Stakeholders have an inherent interest in the project, either for the good or bad of it. It is the responsibility of project managers to identify all stakeholders and communicate with them on time, without any delays. Not doing so can increase the likelihood of project failure.

There are many reasons for poor stakeholder management, and some of the most common ones are mentioned below. 

  • Defining stakeholders too narrowly
  • Failure to maintain a balance between compliance and strategic opportunities
  • The tendency of company executives to get defensive too quickly in the face of negative comments
  • Hiding self-interest 
  • Stakeholders are taking away resources prematurely
  • Lack of interest from stakeholders
  • Stakeholders are unaware of project progress

Engaged stakeholders offer support and insights to drive your projects towards success, but disengaged stakeholders may become barriers to success.

5. Poorly Defined Project Scope

The project scope outlines everything you’re going to do (and not going to do). Scope creep in project management refers to uncontrolled, continuous changes in a project’s scope. Generally, a poorly defined project scope results in scope creep, where the former is vaguely defined, documented, or controlled. 

Scope creep is seen as a negative occurrence, which should be avoided. A project with a poorly defined project scope has more chances of failing and experiencing a range of problems, like: 

  • Failing to meet client expectations 
  • Continuous changes being requested throughout the project course
  • Major changes are required during the project life cycle
  • The budget goes beyond the allocated budget
  • Failing to adhere to deadlines

Poorly defined project scope invariably results in poor employee performance, poor client accountability, longer timelines, and higher project costs. 

6. Inaccurate Cost And Time Estimates

Inaccurate cost and time estimates are often the vague guesses of team members who calculate the expected duration of tasks and the project’s cost based on an average duration of time and cost it took for previous projects. While this method of calculating estimated task duration and cost may turn out to be accurate, it can also lead to completely inaccurate estimates. 

This can cause all sorts of trouble for employees who are assigned tasks and asked to complete those according to estimated times. When tasks aren’t completed in line with the estimated time, employees have to face the ire of the senior management for no apparent fault of theirs. 

Inaccurate estimates are often the result of two underlying causes: 

  • Upfront planning
  • Poor estimation practices

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7. Inadequate Risk management

Risk management enables project managers to detect and analyze concerns that may arise during the project and hinder its progress. If you are not managing risks effectively, there are good chances that they might appear during the later stages of the project and cause major scope creep. 

Poor risk management can result in a delay in the project schedule, poor user adoption, late-running projects, overspent budgets, and project failure. It’s a fact that no project goes perfectly, and things can go wrong. Projects have a certain degree of uncertainty about them, and having a risk management plan can lower the uncertainty besides increasing the likelihood of completing your project on time. 

8. Inexperienced Project Managers

How can you expect a rookie project manager to take charge and ensure your project is executed and delivered successfully? No way I am saying that new project managers don’t have it in them, but it’s just that their inexperience in handling projects does increase the likelihood of project failure as compared to a seasoned and resourceful manager. 

And then, some organizations don’t take project management seriously and think that anyone can manage a project. As a result of this lackadaisical approach, many assistants or consultants are made accidental project managers without any credentials to their name. 

They might be excellent in their discipline, but minus experience in project management, they can be one of the main reasons for your project failure. 

9. Unrealistic Expectations

When it comes to project management, it’s not expectations but unrealistic goals and objectives that can spell the doomsday for projects. Often disguised as optimism, unrealistic expectations have caused the downfall of many projects. This situation occurs when project managers fail to analyze (accurately) the strengths, skills, and competencies of every team member. 

As a result, employees are overburdened with tasks that they might find difficult to complete in time. You should know what your team can do and in what time frame. Your expectations should be realistic, i.e. they should sync with your team’s capabilities. 

10. Monitoring And Controlling

Monitoring and controlling the project is perhaps one of the less understood facts that project managers and their teams are not paid adequate attention to. You don’t need to be a rocket scientist to figure out that you should “track, review, and regulate the progress of the project; identify areas that call for changes in the planning, and initiate the corresponding changes.

Every attempt should be made to ensure that the project stays on track, and when it falls behind on budget or schedule then the plan should be changed to get the project back on track.

Many project managers create a schedule only to never update it. Even if they update a schedule, it is just to fill in percent did, which is an erratic figure often picked out of nowhere by the team member.

Don’t know which tasks take how much time to complete? Don’t worry. Record the time spent on completing tasks manually or using timers. Start your free trial!

3 Notable Project Failures Examples and Lessons Learned

When massive projects fail, they make headlines — and occasionally end up in history books. Their findings are useful for every manager:

What mistakes can undo all of your hard work and should be avoided?

What difficulties might be expected at different stages of a project and how to deal with them.

Here’s a look at three of the most well-known project failures from the past and today.

1. Edsel by Ford

This ambitious endeavor by Ford is one of the most notable historical failures: a brand-new car named after Henry Ford’s son, significant market research, dedicated production facilities – and, as a result, enormous expectations. However, by the time the study was completed and the car was unveiled in 1957, the market had already turned to tiny cars, which Edsel was not.

Lessons learned: While rigorous study and elaborate development are important, it’s always important to keep in mind the speed of market dynamics. Slowing down a project implies losing out on market chances.

2. New Coke

The advertisement claimed that “America’s taste just got better.” Coca-Cola discovered that individuals preferred the new taste to the traditional one after testing the new recipe. That was unsurprising: the new beverage was supposed to taste more like Pepsi, which was gaining momentum on Coca-Cola. Coke has been reintroduced. I mean, what could possibly go wrong? Nope. Because the new beverage didn’t sell as well as predicted, Coca-Cola reverted to the old formula.

Lessons learned: if something works, leave it alone! There was nothing wrong with the original product, thus “improvement” was needless.

3. Berlin Brandenburg Airport

Finally, but certainly not least. The most recent and important example of systematic project failure is the third Berlin airport project. Scope creep, unplanned modifications, a large number of stakeholders with disparate interests, and poor communication combine to make it a typical example of how large projects fail.

Lessons learned: all areas of project management are crucial, and if many of them are managed poorly or not at all, the project will fail – even if it appears to suit the needs of a large number of people.

What Can Be Done To Minimize Project Failures

Minimize Project Failures

Even the darkest of clouds has its silver lining. While failures are part and parcel of project management, you can always learn from your mistakes to succeed in the future. The key to success in project management is never to repeat the same old mistakes of the past. The Sooner you realize it, the better it will be for you, your project, your team, and the entire organization. 

So, let’s find out how project managers can ensure that their next project is executed as planned and any potential problems are identified and resolved before they get too big to cause a potential project failure. 

1. Plan Diligently

As a project manager, look at the bigger picture. While project planning can take time, the results are worth every minute you spend on it. Yes, there can be eagerness on the part of project managers and stakeholders to get started with the project, but if you plan right then you’ll see how easy it gets for you and your team during the execution stage.  

Project planning requires comprehensive analysis and structuring of the following basic steps:

  • Setting project goals
  • Determine project deliverables
  • Creating project schedules and milestones
  • Creating supporting plans
  • Task assignment
  • Risk Assessment 

2. Identify Loopholes

Identifying problems with the project before they get out of hand isn’t as big a challenge as it is made out to be. Taking your team members into confidence is the key here. Ask your project team members to be upfront with what they think can be some potential loopholes in a project that can deviate it from the track. 

Interview key team members to find out the business drivers [for the project], the political environment, organizational barriers, and what worked well in the past,” says Rob Prinzo, CEO of project management training and consulting firm The Prinzo GroupThey’ll tell you what’s wrong with the project.” 

3. Check Your Resources

Your team or organization has limited resources (people, space, technology, equipment, money), and you have to execute your project from these. This is where smart project managers use resource management to organize and utilize those finite resources to successfully steer the project home. 

Project managers can use the following tips to identify the right resources for your project. 

  • You and your client should have a common understanding of what work is to be done in the project
  • Identify what human resources are required for the project, and for how long, and check their availability
  • Identify all facilities (office space, desks, computers, software, production areas) that are required and arrange them before the project starts
  • Check the skills of the participants to assess their strengths and weaknesses

4. Set Realistic Expectations

Being optimistic about project outcomes is never a bad thing. However, unrealistic expectations can hurt both your employees and the project big time. Many project managers are perhaps more optimistic than required, and it’s easy to cross the line in excitement and set unachievable deadlines or over the top goals

Push aside your excitement and eagerness, take a deep breath, and look at this project and your team realistically. Focus only on achievable goals and give yourself and your team enough time to achieve that. You can check the progress of the project by using an accurate and reliable time management tool that will help you bring all your time data in one place. 

5. Track Project Progress 

Tracking your project progress at every stage is crucial to determine whether or not your team would be able to complete it within set deadlines. You need to clearly understand who is working on what tasks are being completed on time and which ones are not. 

Don’t go by your gut instinct on anything. Every minute detail, every activity has to be recorded in a single location that can be accessed easily anytime. Using Kanban Boards and Gantt Charts inbuilt in great project management software is a great way to have a visual timeline of your project and adjust to goals or deadlines accordingly.

Track your project progress at every stage! Give ProofHub a Try!

6. Communicate Well, Communicate Often  

We’ve read about how poor communication is one of the primary reasons for project failures. Unless all team members, clients, and external stakeholders are on the same page, it’s near impossible to collaborate well. So, it’s imperative to ensure swift and communication lines to ensure uninterrupted workflow as well as avoid any type of misunderstanding among team members. 

As a project manager, you should be easily accessible for your team members and encourage them to not hesitate in coming up with new ideas, suggestions, and concerns. Also, you should define communication modes for exchanging different types of information. 

For example, Video calls for team meetings, phone calls for a quick conversation, emails for official communication, and Group chat for quickly sending and receiving direct messages. Make sure that you let your team members know clearly about the time you will be available for communication and otherwise. 

You don’t want someone to ring you when you are having dinner with your family, right? 

7. Use The Correct Methodology

Your methodology selection can prove to be a vital cog in your project management and its result. As a project manager, it will be one of the important decisions you will take as it will have an intense impact on teamwork. That said, different project management methodologies have their pros and cons. 

You should carefully choose the right PM methodology based on your project type and scope. Given below are some examples of top-rated project management methodologies.

  • Waterfall method
  • Hybrid approach
  • Agile/Scrum
  • Critical Chain Project Management
  • Critical Path Method (CPM)
  • Integrated Project Management Technique

There’s no single PM methodology that can suit every project. So, you should understand the project requirements and select the one that best suits your project.

How ProofHub can assist you in avoiding project failure

You have already read about some of the most common mistakes that can cost your project dear. The good news is that there is a solution to every problem. Hard work, planning, learning from past mistakes, and having the right project management tools is the only way to deliver your project successfully. 

A solid project management software can help you get past the question of why projects fail and focus on completing your projects successfully.

ProofHub is an award-winning team collaboration and project management software that offers all the right tools to keep your project and team members in check from a single location. ProofHub, with its gorgeous visual tools and built-in communication channels, can assist you in making your next projects more successful.

Use ProofHub to enhance team collaboration and keep your project going in the right direction. Book a demo!