Why Project Management Tools Must Change

Personal productivity tools make managing your own workload easier. And project management tools help with wrangling group work. But there’s a big gap between th

Think about all the tasks on your plate for the next week or so. Some of those tasks belong only to you. They’re your responsibility, and you’re the one tracking their deadlines. Some probably belong to a personal project of yours, and some are just one-off tasks that need to get done. Also, some of your tasks are probably part of group projects. On these tasks, a company leader or project manager also monitors your progress, and your work impacts others.

Hopefully, you’re already using a good personal information manager to enhance your productivity. Because of the scope and complexity of knowledge work today, online PIMs like Outlook or the Apple suite (Calendar, Address Book, Reminders, Apple Mail) are good choices.

Beyond your personal productivity system, chances are you also have to use your company’s project management tools when you’re involved in group projects. Some popular examples of these tools are Microsoft Project, Asana, Basecamp and Trello.

Here’s where the problem comes in. If you have to check both your personal task manager and your company’s project management tool for everything you have to do, that’s inefficient. You might feel like you’re spending more time tracking your work than actually doing it. But, at the same time, leaders do need to manage group project deadlines, and it’s valuable for everyone to be able to see the current status of a project.

Imagining Better Project Management Tools

We need better solutions — and I’m surprised they don’t exist yet. Why, for example, didn’t Microsoft create better integration between Project and Outlook tasks?

Ideally, I’d like to see project management tools that seamlessly sync completed tasks between personal information management tools and project management tools. The project management tool sync tasks  to an individual employee’s personal task manager, while still allowing the rest of the group to see the task and its status. In the personal task manager, the employee could assign whatever alarms, categories, contexts and personal due dates to the task that suit her. When the task changes status, this status change is synced back to the project management tool. This would require syncing at the specific task level.

Another solution would be project management tools that do a good job handling both individual tasks and tasks related to group projects. The tools on the market I’ve seen that do both of these things are complicated and are not intuitive for people to pick up on their own. They are more enterprise-level and require both technical training and training on the workflow behind the tool. They also typically rely on the project to drive the work, which requires users to contort their tasks to fit a project: for example, some people create a “project” called “personal,” which isn’t really a project at all, but it’s the only way to manage personal tasks in a project management tool. Instead in my tool-utopia, when a task is entered, the user could assign whether or not that task is part of a project, and whether that project is a group project (with a status to be shared by the tool with others) or a personal project that no one else needs to see.

Until something changes, though, we’re stuck with the extra work of tracking our tasks both in our personal systems and in project management tools for the benefit of our teams. It’s a roadblock to greater efficiency that I hope will be overcome soon.

e two, and that’s a problem.