Day to day, most of us in the working world will be managing projects of some sort. It could be smaller projects, mid-size projects, or larger projects that involve lots of sub-projects. One things for certain…we could all use the help of a software to manage projects.
In addition to all having different project sizes and types, we all have different processes and methods for managing work. In this article, we’ll review various methods for managing projects, as well as some recommendations for the best software to suit each niche to help you find the best software to manage projects for you and your team.
Project Considerations and Goals
Managing projects effectively requires the right tools and techniques. Project managers need to have a clear understanding of the project scope, objectives, timeline, and resources – that’s the first step to successfully managing a project.
When thinking about these variables, here’s what you should consider.
Project Scope
Project scope refers to the defined boundaries and deliverables of a project. It outlines the objectives and goals that need to be achieved, as well as the tasks and activities that must be completed in order to reach these goals.
The scope helps to set expectations for the project team and stakeholders, ensuring that everyone is on the same page about what needs to be accomplished.
It also helps to prevent scope creep, which occurs when additional work is requested beyond the original project scope. By clearly defining the project scope, stakeholders can better understand the project’s requirements and stay focused on achieving the desired outcomes.
Project Objectives
Project objectives are specific goals or outcomes that a project aims to achieve. These objectives help to define the purpose and scope of the project, guiding the team in their work and ensuring that efforts are focused and aligned towards a common goal.
By setting clear and measurable objectives (i.e. goals and benchmarks), project managers can track progress, make informed decisions, and effectively manage resources.
Objectives also help to motivate team members and stakeholders by providing a clear sense of direction and purpose. Ultimately, project objectives are essential for successful project planning, execution, and evaluation, which give the team and larger org a helpful roadmap.
Project Timeline
Project timelines are essential for planning, organizing, and executing tasks within a specified period. They provide a clear outline of when each task needs to be completed in order to meet the project deadline. Timelines help team members stay on track, manage priorities, and allocate resources effectively.
By breaking down a project into smaller, manageable tasks with specific deadlines, timelines ensure that progress is measurable and achievable. They also help identify potential delays and allow for adjustments to be made to keep the project on schedule – Gantt charts are especially helpful for this!
Project Resources
Project resources refer to the people, materials, equipment, and funding necessary for the successful completion of a project. These resources are essential for achieving project goals and objectives within a specified timeline and budget. Proper allocation and management of resources are crucial for ensuring project efficiency and effectiveness.
Effective utilization of project resources requires careful planning, monitoring, and control to prevent waste, delays, and cost overruns. It is important for project managers, or the team leads, to identify and secure the necessary resources at the onset of a project and to reallocate resources as needed.
Top Methods for Managing Projects
They also need to communicate effectively with team members, track progress, and make adjustments as needed. There are several methods for managing projects, including Agile, Waterfall, and Lean, which we will break down here.
Don’t forget that everyone manages work differently, so just because your teammates uses Scrum doesn’t mean you are locked down to that method!
Agile
Agile methodology is an iterative approach to project management that prioritizes flexibility, adaptability, and collaboration. It emphasizes breaking down projects into smaller, more manageable tasks that can be completed in short, focused iterations called sprints.
This helps teams secure quicker feedback, regular communication, and the ability to make changes as needed. Agile methodology is well-suited for fast-paced, unpredictable environments where requirements may change frequently, promoting a more responsive and efficient way of working (i.e. product teams, development, tech).
Waterfall Methodology
Waterfall methodology is a traditional project management approach that involves a linear and sequential process flow. It consists of several distinct stages, such as requirements gathering, design, implementation, testing, and deployment, with each stage relying on the completion of the previous one. Typically we see teams use stages or labels in project management software to achieve a waterfall framework.
This method is systematic and structured, making it easy to plan and track progress. However, its rigid nature can hinder creativity and make it challenging to accommodate changes or feedback during the project lifecycle.
Lean Methodology
Lean project management is a methodology that aims to reduce waste and increase efficiency in project delivery. By focusing on delivering value and eliminating non-value added activities, lean project management aims to streamline processes, increase productivity, and improve outcomes (something we all want!).
This approach emphasizes continuous improvement, collaboration, and flexibility to adapt to changing project requirements. By incorporating lean principles such as visual management, flow, and pull systems, lean project management helps teams achieve more with less effort and resources. This could be a better method if you’re focused on consumer-based feedback versus agile or scrum.
If you’re wondering what the key differences between these methods are, here’s a quick breakdown:
Waterfall
Sequential and linear approach driven by:
- Phases
- Documentation
- Well-defined requirements
Agile
Iterative and incremental approach driven by:
- Flexibility & adaptation
- Embraces change
- Constant feedback loops
Lean
Maximizes value and minimizes waste driven by:
- Cross functional, small teams
- Speed and efficiency
- Eliminates non-value adds quickly
Tips for Picking the Best Software by Methodology
When selecting software to manage projects, it’s important to consider factors such as ease of use, scalability, collaboration features, integration capabilities, and pricing. It’s also imperative to consider which tools allow you to follow the methodologies you’ve chosen.
The Best Software for Agile Workflows
Hive
Hive is a project management software that combines the best features of popular agile methodologies like Jira and Trello. It offers a user-friendly interface with robust task management and collaboration tools. Hive’s integration capabilities allow users to connect with other popular tools such as Slack, Google Drive, and Salesforce. Its advanced reporting features make it easy to analyze project data and make informed decisions – so you’re not making decisions or project moves in a vacuum.
There are also a ton of great features in the free version of Hive, which can be accessed by anyone who wants to get started with project management.
Jira
Jira is a comprehensive project management tool that is highly customizable and perfect for teams working in an agile environment. It allows users to create detailed project plans, track progress, and collaborate with team members in real-time. Its extensive reporting features make it easy to monitor project metrics and adjust strategies as needed.
Trello
Simplicity is the name of the game with Trello. It’s a great visual project management software that is perfect for agile teams looking for a simple and intuitive platform. Users can create boards, lists, and cards to organize tasks and track progress. Trello’s drag-and-drop interface makes it easy to rearrange tasks and collaborate with team members in a visual way. There are many features for agile that you get in the free option of Trello, as well, making it a great option for beginners.
The Best Software for Waterfall Methodologies
Microsoft Project
This is a widely used software known for its comprehensive features and customization options. It allows users to create detailed Gantt charts, track progress, and set dependencies, making it ideal for managing complex projects with strict deadlines in waterfall workflows. With its integration with other Microsoft tools like Excel and SharePoint, it offers seamless collaboration and communication among team members.
Asana
Asana is another popular choice for project management, offering a user-friendly interface and easy task tracking. It allows users to create tasks, assign them to team members, set deadlines, and monitor progress in real-time. Asana also offers useful features like project timelines and customizable dashboards, making it a versatile tool for teams of all sizes who want to start working with waterfall.
Here’s a great breakdown of how Asana compares to Hive.
Wrike
This is a powerful project management software that is particularly well-suited for waterfall workflows. It offers a range of features such as task dependencies, time tracking, and customizable reports. Wrike also provides automation tools that streamline repetitive tasks, saving time and increasing efficiency.
With its countless features and robust capabilities, Wrike is a top choice for organizations seeking an all-in-one project management solution. Just be careful with Wrike’s pricing – things can get expensive quickly.
The Best Software for Lean Project Management
KanbanFlow
KanbanFlow is a lean project management tool that uses the Kanban method to visualize workflows and optimize efficiency. With features like task boards, time tracking, and collaboration tools, KanbanFlow helps teams prioritize tasks, limit work in progress, and identify bottlenecks. The software also offers integrations with tools like Google Calendar and Dropbox, making it easy to sync tasks and documents across different platforms.
Smartsheet
Smartsheet is a powerful tool for lean project management due to its versatility and user-friendly interface. It allows teams to collaborate and track progress in real-time, streamlining communication and reducing waste. The platform offers a variety of features such as Gantt charts, task lists, and customizable dashboards, making it easy to plan and monitor projects efficiently.
Smartsheet also integrates with other popular tools like Microsoft Office and Google Drive, simplifying data sharing and improving productivity. Additionally, the platform’s automation capabilities help automate repetitive tasks, saving time and resources.
Monday.com
Monday.com is an excellent tool for lean project management because it provides a streamlined visual platform for teams to collaborate, track progress, and stay organized. With its easy-to-use interface, customizable workflows, and automated notifications, Monday.com enables teams to quickly adapt to changes and respond to shifting priorities. The platform’s flexibility allows for agile project planning and execution, which is essential for lean project management.
Here’s a great comparison of Monday.com and Hive.
Selecting your software
Choosing the right software to manage projects is essential for project managers, small business owners, and freelancers to stay organized, collaborate effectively, and achieve success. Whether you’re working on small projects or large-scale initiatives, there are a variety of project management tools available to meet your needs in 2025 and beyond.
As you choose your software and move into implementation, there are a few recommendations we always give to teams getting started with Hive or other project management tools.
Designate a team champion
Make sure there’s someone in charge of onboarding teammates and ensuring a smooth transition. It’s much easier when there’s a single point person! Typically we see someone on the operations side or in the PMO office. If your organization is smaller, it might just be a coordinator or entry level teammate.
Identify information to transfer
When we see teams move over from another tool or from good old Excel, we ask that they identify any information they want to port over into the new tool. If you’re coming from Excel, that could be as simple as adding an Excel link to your project homepage, or as in-depth as embedding a Google Sheets link into a project dashboard.
If you’re transitioning from one PM tool to another, there’s typically an import/export functionality that you can utilize to ensure a smooth transfer of information.
Creating a Sandbox workspace
Another really important part of bringing teams into a new software to manage projects is creating that sandbox environment, i.e. a project or a workspace that is set up and ready to test out. It’s much easier to imagine yourself in a tool when there’s been some groundwork done.
This can either be kicked off in a tool like Hive with templates, or by importing materials from your previous tool and getting them streamlined into your new tool.
Automate, Automate, Automate
As AI and automation become increasingly popular, it’s a no-brainer to make sure that the tool you choose can automate with some existing workflows that your team is used to. Not only does this help ease the transition burden, but it provides immediate value to your team.
Concluding Thoughts
Regardless of the software choice you make, remember that it should always make your workflow and day-to-day easier. If you can’t see it achieving that, there’s no reason to pay for it. There are plenty of methodologies, organizational strategies, and tools out there – sometimes it just takes time to find the right one.
If you need help getting started in Hive, want any recommendations on the best software to manage projects for your flow, or any more information, email help@hive.com. We’d love to help!
