THE BEST TOOLS FOR PROJECT MANAGEMENT AND HOW TO USE THEM: A Guide for Mastering Technical Skills

The demand for project management skills is growing rapidly—by 2027, nearly 88 million project management roles will be needed globally, according to the Project Management Institute (PMI). Plus, PMI reports show that professionals with project management skills can earn up to 22% more, making it a valuable skill set to develop.

Keeping track of tasks, deadlines, and team responsibilities can often feel overwhelming, especially if you're new to managing projects. If you’re looking to streamline your work and boost productivity, mastering project management tools is key. While it might seem challenging at first, these tools are designed to make your work life easier and give you a competitive edge in any field.

This guide will introduce you to the best project management tools and show you how to use them to build strong technical skills and lead projects successfully. A number of theses tools are taught at Skilled For Work Academy and how you can use them to master essential technical skills.

1. Trello: Organizing Your Projects Visually

One of the most user-friendly tools in project management, Trello is ideal for beginners learning the ropes of task management. Whether you're a stay-at-home mum organizing family life and coursework or a graduate managing job applications, Trello offers a simple, visual way to keep track of tasks.

How to Use Trello:

• Create Boards for Your Tasks: Trello’s boards can be used for different projects, and you can break them down into lists (e.g., "To Do," "In Progress," "Completed"). For students at SFW Academy, this method is perfect for tracking progress on technical skills like content creation and project management.
• Use Cards for Task Details: Cards within each list can hold task details, allowing you to keep all your project information in one place.

This hands-on approach to managing tasks is crucial in building a strong foundation for more complex project management tools.

2. Asana: Comprehensive Task and Workflow Management

Asana is another tool widely recommended for individuals looking to manage multiple projects simultaneously. At SFW Academy, we often encourage the use of Asana for its ability to create task dependencies, set deadlines, and collaborate with others.

How to Use Asana:

• Set Up Projects and Assign Tasks: Whether you're working on a team project or managing solo work, Asana allows you to break down large projects into manageable tasks. This is particularly helpful for career changers enrolled in programs like Product Management and Social Media Strategy at SFW Academy.
• Monitor Progress with Timelines: The timeline view allows you to see how your tasks are connected and what’s next in line. This feature is essential for learners who need to plan out complex projects with various dependencies.

Asana is an excellent tool for managing the content calendars, digital marketing campaigns, or technical projects you’ll encounter in the real world.

3. Slack: Efficient Communication for Remote Teams

Effective communication is at the heart of any successful project. Slack, one of the tools used during training at I-Train Africa, ensures seamless communication between team members. Whether you’re a professional managing a remote team or a student collaborating with peers on assignments, Slack’s channels allow for clear, organized conversations.

How to Use Slack:

• Create Channels for Different Projects: If you’re working on multiple technical skills, such as content creation and project management, create dedicated channels for each.
• Use Integrations: Slack integrates with tools like Google Drive and Trello, which ensures that all your project files and updates are accessible to the team in one place.

4. Google Workspace: Seamless Collaboration Across Projects

At SFW Academy, students are encouraged to use Google Workspace for document collaboration and project management. Whether you're managing documents for a project or organizing tasks, Google Workspace provides the flexibility and convenience of real-time collaboration.

How to Use Google Workspace:

• Google Sheets and Docs for Project Documentation: Use Google Sheets to track project budgets and timelines, and Google Docs to collaborate on content.
• Google Calendar for Scheduling: Stay on top of deadlines by integrating Google Calendar with your project management tools.

5. Monday.com: Customization and Automation for Larger Projects

For more advanced learners at SFW Academy, Monday.com is a great tool for managing larger, more complex projects. With its customizable dashboards and automation features, Monday.com offers a complete solution for project management and process automation.

How to Use Monday.com:

• Create Workflows and Automations: Customize workflows to suit your projects. For example, if you’re working on a social media strategy, you can automate content approvals and publishing schedules.
• Visualize Project Progress: Monday.com’s Gantt charts and timeline views help you track progress and meet deadlines—skills that are crucial for those pursuing careers in content creation or project management.

6. Microsoft Project: Advanced Features for Experienced Project Managers

Microsoft Project is often considered the gold standard in project management software. For learners at SFW Academy who want to specialize in Project Management or handle large-scale projects, this tool provides advanced capabilities like resource allocation, budget tracking, and detailed Gantt charts.

How to Use Microsoft Project:

• Plan and Assign Resources: Allocate team members to different tasks, ensuring that everyone is working efficiently and that all resources are used effectively.
• Track Budgets and Timelines: Manage the financial aspect of your project by keeping track of expenses and comparing them to the budget, ensuring you stay on course.

Why Project Management Tools Matter

According to the Project Management Institute (PMI), organizations that use project management tools effectively can save up to 28 times more money than those that don’t. At SFW Academy, we emphasize the importance of mastering these tools not just for individual projects but as a key technical skill for building a successful career in fields like Content Creation, Project Management, and Product Management.

With SDG 4 and SDG 8 in mind, the I-Train Africa community is committed to helping learners develop these skills to achieve educational and economic success.

By mastering project management tools like Trello, Asana, Slack, and Google Workspace, learners at SFW Academy can confidently navigate complex projects, manage multiple tasks, and stay organized. These tools are the backbone of technical skills that are essential for today’s job market.

With the right project management tools and techniques, you'll not only enhance your employability but also contribute meaningfully to the global workforce, in line with the sustainable development goals that drive I-Train Africa's mission.

Start mastering these tools today, and take the first step toward becoming a project management expert!