Improving Agency Workflow with Project Management Tools

hey reliable - Brian Checkovich by Brian Checkovich
August 1, 2023
Improving Agency Workflow with Project Management Tools

We understand the power of efficient workflows and the role they play in driving agency success. With the help of our bespoke, hand-coded web development services and the strategic use of project management tools, we’re determined to simplify your workflow and make your workday smoother. In this post, we’ll delve into how project management tools can be your secret weapon for improving agency workflow. So, whether you’re a seasoned agency looking to optimize your processes, or a freelancer seeking to streamline your projects, this one’s for you.

Are you struggling to manage your agency’s projects effectively? Is your team spending more time organizing tasks than actually doing them? If the answer is yes, you’re not alone. Many agencies face challenges when it comes to managing their workflow efficiently. But here’s the good news: improving agency workflow isn’t as daunting as it might seem, especially with the right project management tools.

Project Management Tools – A Key Component in Agency Workflow

Let’s face it, managing a web development project isn’t always a walk in the park. It’s like juggling multiple balls in the air. From coding to testing, from client meetings to deadline tracking, the list of tasks seems endless. In this hectic environment, having an organized and efficient workflow is not just beneficial – it’s a lifeline. That’s where project management tools come into play.

Project management tools act like a well-oiled machine, harmoniously bringing together all the elements of your project. They provide a structured, centralized platform to manage tasks, track progress, and facilitate communication. It’s like having a command center, giving you an overview of the entire project at a glance.

But what makes these tools so essential? For one, they greatly increase transparency. Team members can see what others are working on, and managers can easily monitor progress. This visibility also aids in accountability, ensuring every team member stays on top of their tasks.

Next, these tools streamline communication. No more sifting through endless email chains or trying to remember who said what in which meeting. With in-built communication features, project-related discussions stay within the context of tasks, making communication much more manageable.

Project management tools also excel at improving resource allocation. By providing clear visibility into each team member’s workload and deadlines, they help in distributing tasks evenly, ensuring no one person is overburdened.

Finally, and perhaps most importantly, these tools save time – lots of it. Automation of mundane tasks like status updates, report generation, and meeting scheduling frees up your time to focus on what matters most – crafting fantastic web experiences.

With so many project management tools out there, you might be wondering which one is the most used, or if familiar tools like Jira and Excel count as project management tools. Don’t worry, we’ll tackle all these questions in the following sections.

a group of people having a meeting in an office

Analysis of Top 10 Project Management Tools

When it comes to project management tools, the options are abundant, and selecting the right one can seem a bit like finding a needle in a haystack. But fear not! We’re here to break down the top 10 project management tools, focusing on their unique features and how they can be utilized to enhance your agency workflow.

  1. Jira: Jira, predominantly used by software development teams, is a comprehensive tool that offers flexible project and issue tracking. It allows for customizable workflows and has powerful reporting features. Although a bit complex for beginners, its scalability and integrations make it an excellent choice for large teams.
  2. Asana: This tool is perfect for task management and monitoring work progress. Asana’s interface is user-friendly, offering features like task dependencies, subtasks, and customizable dashboards. Ideal for teams of all sizes, it facilitates seamless communication and collaboration.
  3. Trello: Trello stands out with its simple, card-based system. Ideal for small teams or individual freelancers, it’s a visual tool that makes task tracking a breeze. While it may lack advanced features like Gantt charts, its simplicity and intuitive interface make it a crowd favorite.
  4. offers a highly customizable platform that accommodates different workflow styles. It supports automation of routine tasks and provides comprehensive views of project timelines. With a vibrant, color-coded interface, tracking project progress becomes an engaging experience.
  5. Microsoft Project: A part of the Microsoft Office suite, this tool is packed with robust features like Gantt charts, project timelines, and resource management tools. Microsoft Project is a bit on the pricier side, but its extensive features justify the cost for large organizations.
  6. Slack: Known more as a communication tool, Slack also supports project management with its channels, threads, and app integrations. It simplifies collaboration and real-time communication, making it ideal for teams working remotely.
  7. Basecamp: Basecamp is an all-in-one project management and team communication tool. It provides to-do lists, file sharing, messaging, and scheduling functionalities. With a flat pricing structure, it’s an attractive option for growing businesses.
  8. Zoho Projects: Zoho Projects stands out with its value for money. It provides all the necessary features like task management, time tracking, and reporting at a comparatively lower price, making it ideal for small businesses or startups.
  9. Wrike: Wrike is known for its flexibility and ease of use. It provides custom workflows, detailed reporting, and seamless integration with a variety of other tools. Its intuitive design makes project management less daunting for beginners.
  10. Smartsheet: Smartsheet is essentially a project management tool designed like a spreadsheet. It’s perfect for teams comfortable with Excel but seeking advanced project management features. It offers timelines, resource management, and automation capabilities.

Each tool comes with its unique strengths, and the best one for your agency depends on your specific needs, team size, and budget. Up next, we’ll explore the world of free project management tools and see how they measure up against their paid counterparts.

Free Project Management Tools – Do They Measure Up?

Imagine having access to a suite of tools that could streamline your agency workflow, enhance team collaboration, and optimize task management, all without spending a dime. Sounds pretty great, right? This is precisely what free project management tools offer, and in this section, we’ll dive into whether they measure up to their paid counterparts.

Free project management tools, like Trello, Asana, and Basecamp, provide a range of features that can boost your agency workflow without stretching your budget. They allow for task tracking, team collaboration, and basic project management functionalities that can be sufficient for small teams or simple projects.

One of the significant advantages of free tools is, undoubtedly, the cost. Especially for freelancers or startups with limited resources, free tools provide an accessible entry point into structured project management. They allow you to explore different features, understand what works best for your workflow, and then decide if a paid tool would offer added value.

However, it’s important to remember that ‘free’ doesn’t always mean ‘limitless.’ These tools often come with certain limitations, such as a cap on the number of users, limited storage, or restricted access to advanced features like Gantt charts, time tracking, or comprehensive reporting. For instance, the free version of Asana limits access to its timeline feature, which is crucial for visualizing project progression.

In contrast, paid project management tools often provide more comprehensive, robust, and scalable solutions. They offer advanced features like automation, integration with other tools, and customizable dashboards that can significantly enhance efficiency, particularly for larger teams or complex projects.

So, do free project management tools measure up? The answer depends largely on your specific needs. For smaller teams with straightforward projects, they can certainly be a valuable asset. However, as your team grows and projects become more complex, you might find the advanced features and scalability of paid tools to be worth the investment.

A Closer Look: Examples of Management Tools

As we venture further into the discussion, it’s essential to remember that project management tools form just one category within a broader spectrum of management tools. These can range from time tracking tools to communication tools, to document management tools, each playing a critical role in improving agency workflow.

Let’s take a closer look at a few examples:

  1. Time Tracking Tools – Tools like Toggl and Harvest are essential for keeping track of how much time is being spent on various tasks. They can provide insights into productivity and help in better resource allocation.
  2. Communication Tools – Tools such as Slack, Microsoft Teams, or Google Chat facilitate instant messaging and video conferencing. They play a vital role in keeping teams connected, particularly in today’s remote work environments.
  3. Document Management Tools – Tools like Google Drive or Dropbox are indispensable for storing, sharing, and collaborating on documents. They ensure all project-related files are easily accessible to the team.
  4. Design Collaboration Tools – Tools like Figma or Adobe XD facilitate collaboration in real-time on design files. They play a crucial role in streamlining the design process and enhancing design collaboration.
  5. Customer Relationship Management (CRM) Tools – Tools like Salesforce or HubSpot are key to managing customer relationships, tracking leads, and facilitating marketing efforts.
  6. Code Collaboration Tools – Tools like GitHub or Bitbucket provide a platform for teams to collaborate on code. They allow for version control, code review, and seamless integration with other tools.

While project management tools are undoubtedly central to streamlining workflow, the importance of these other management tools can’t be understated. They all work in harmony to create an efficient, productive, and collaborative work environment.

hey reliable - office space with people working on laptops


With the ever-evolving landscape of web development, having a robust project management system is no longer a luxury – it’s a necessity. But the journey to improve your agency workflow doesn’t end at just selecting a tool from a project management tools list. It extends to understanding how to effectively implement and utilize it within your team.

Project management tools can act as your personal assistant, helping you stay on top of tasks, deadlines, and team collaboration. They provide a central hub, bringing together all the threads of your project and weaving them into an organized, manageable structure. Whether it’s handling client requirements, tracking project milestones, or communicating within the team, these tools have got it all figured out.

However, it’s important to remember that these tools are only as good as the way they’re used. A tool can offer a host of features, but unless it aligns with your team’s workflow and is utilized effectively, it won’t yield the desired results. Hence, investing time in understanding the tool, training the team, and customizing the features to suit your needs can go a long way in enhancing productivity.

Questions or comments about this post? We're here for you at!


6 E-Commerce Trends We’re Watching
Resources 6 E-Commerce Trends We’re Watching You live in a cabin in Vancouver, your customer lives in a flat
Best Practices for Asking the Right Usability-Testing Questions
Resources Best Practices for Asking the Right Usability-Testing Questions Objection! One of the most iconic moments in a courtroom drama is when
Alice Doesn’t “Click Here” Anymore: Forget the Generic and Get Descriptive with Your Links
Resources Alice Doesn’t “Click Here” Anymore: Forget the Generic and Get Descriptive with Your Links Click here? Not anymore. Those days are long gone, when users would click
Send a quick email