Project deadlines are an essential part of managing teams effectively. However, they can sometimes be difficult to accomplish due to a variety of factors, such as lack of communication, poor planning, unexpected changes, or distractions. If your team is running behind on project deadlines, don't worry. There are many tools that can help you get up to speed and improve your performance. In this article, I introduce you to some of the best tools you can use to optimize your teamwork and achieve your goals.
Cloud-Based Project Management Tools
One of the first things you need to do to get up to speed on project deadlines is to have a clear, shared vision of what needs to be done, who does it, and when it gets done. To do this, you can use cloud-based project management tools, which allow you to create, assign, monitor and update tasks quickly and easily. Some of the most popular and effective tools include:
- Asana: A project management platform that allows you to organize work into projects, sections, tasks, and subtasks. You can add due dates, priorities, comments, attachments, and tags to each task. You can also view project progress in different views, such as list, board, calendar, or timeline. Asana integrates with other applications, such as Gmail, Slack, Google Drive or Microsoft Teams.
- Trello – A project management tool that lets you create boards, lists, and cards to organize work. You can drag and drop cards to change their order, status, or assignment. You can also add due dates, checklists, tags, comments, and attachments to each card. Trello syncs with other services, such as Dropbox, Google Drive, Evernote or Zapier.
- Monday.com – A project management platform that allows you to create custom dashboards to manage work. You can choose from diverse types of columns, such as text, date, person, status, priority, or formula. You can also add sub-items, updates, attachments, and comments to each item. Monday.com connects with other tools, such as Gmail, Outlook, Zoom, Slack or Jira.
These cloud-based project management tools will help you keep your team aligned, informed, and motivated. You will be able to see the status of each task, identify bottlenecks, resolve problems, and celebrate achievements.
Time tracking and scheduling tools
Another thing you need to do to catch up on project deadlines is to manage your time efficiently. To do this, you can use time tracking and scheduling tools, which allow you to measure the time you dedicate to each task, plan your agenda, and optimize your productivity. Some of the most useful and powerful tools are:
- Toggl Track – A time tracking tool that allows you to record the time you spend on each task with a single click. You can create projects, clients, tags, and rates to categorize your work. You can also view detailed reports and graphs on your performance, both on the web and in the mobile app. Toggl Track integrates with other applications, such as Asana, Trello, Google Calendar, or Gmail.
- Google Calendar: A time scheduling tool that allows you to create and manage events, meetings, and reminders. You can invite other people, add locations, notes, and attachments to each event. You can also view your calendar in different views, such as day, week, month, or year. Google Calendar syncs with other services, such as Gmail, Google Meet, Google Tasks or Google Keep.
- RescueTime: A time optimization tool that allows you to analyze the time you spend on different activities, such as work, leisure, email or social networks. You can set goals, limits, and alerts to improve your focus and avoid distractions. You can also view reports and graphs about your productivity, both on the web and in the mobile app. RescueTime connects with other tools, such as Google Calendar, Slack, Zapier or IFTTT.
These time-tracking and scheduling tools will help you track the time you spend on each project, organize your schedule, and improve your efficiency. You will be able to see the real and estimated time of each task, adjust your priorities, avoid stress and burnout.
Feedback and review tools
Other thing you need to do to catch up on project deadlines is to get and give feedback effectively. To do this, you can use feedback and review tools, which allow you to share and receive comments, suggestions, and corrections about your work. Some of the most practical and versatile tools are:
- Google Docs: A document editing tool that allows you to create, edit, and share text documents online. You can add comments, suggestions, and revisions to each document. You can also view change history, compare versions, and restore drafts. Google Docs integrates with other services, such as Google Drive, Google Sheets, Google Slides or Google Forms.
- Loom: A video recording tool that allows you to capture your screen, your camera, or your voice. You can create explanatory, demonstrative, or instructional videos to communicate your work. You can also see the reactions, comments, and statistics for each video. Loom connects with other applications, such as Gmail, Slack, Notion or Figma.
- Miro: a visual collaboration tool that allows you to create and share interactive boards. You can use different elements, such as sticky notes, shapes, images, diagrams, or mind maps. You can also add comments, votes, and polls to each board. Miro syncs with other services, such as Google Drive, Dropbox, Slack or Zoom.
These feedback and review tools will help you improve the quality and consistency of your work. You will be able to see the strengths and weaknesses of each project, request and offer help, resolve doubts and errors.
Automation and integration tools
Another thing you should do to catch up on project deadlines is automate and integrate work processes. To do this, you can use automation and integration tools, which allow you to connect and coordinate different applications and services. Some of the most innovative and flexible tools are:
- Zapier: An automation tool that allows you to create custom workflows between over 3,000 apps. You can create zaps, which are sequences of actions that are triggered when an event occurs. For example, you can create a zap that sends an email when a task is completed in Asana or creates a card in Trello when a form is received in Google Forms.
- IFTTT: An automation tool that allows you to create custom recipes from over 600 services. You can create applets, which are combinations of conditions and actions that are executed when a rule is met. For example, you can create an applet that saves a file to Dropbox when you take a photo with your phone, or that turns on a smart light bulb when the sun sets.
- Integromat: An automation tool that allows you to create custom scenarios between more than five hundred applications. You can create modules, which are blocks of functions that connect. For example, you can create a module that extracts data from a spreadsheet, filters it, and sends it to a database.
These automation and integration tools will help you save time and resources. You will be able to simplify and optimize repetitive tasks, synchronize, and update data, avoid human errors.
Learning and development tools
Another thing you need to do to catch up on project deadlines is to learn and develop new skills and knowledge. To do this, you can use learning and development tools, which allow you to access courses, tutorials, books, podcasts, and other educational resources. Some of the most interesting and accessible tools are:
- Coursera: an online learning platform that offers you more than 4,000 courses and specializations from the best universities and companies in the world. You can learn about topics such as programming, design, business, languages, sciences, or humanities. You can also obtain certificates and degrees recognized by the labor market.
- Skillshare: An online learning community that offers you more than 30,000 classes and projects on creative, technical, and professional topics. You can learn about topics such as photography, illustration, marketing, writing, music, or entrepreneurship. You can also share your own projects and receive feedback from other users.
- Audible: an audiobook and podcast platform that offers you more than 500,000 titles and programs from different genres and categories. You can listen to stories, biographies, essays, conferences, courses or interviews. You can also access exclusive and original Audible content.
These learning and development tools will help you expand your mind and capabilities. You will be able to acquire new skills, update your knowledge, be inspired, and have fun.
Mindset and Wellbeing Tools
Another thing you need to do to catch up on project deadlines is to take care of your mindset and well-being. To do this, you can use mindset and well-being tools, which allow you to improve your mental, physical, and emotional health. Some of the most beneficial and recommended tools are:
- Headspace: a meditation and mindfulness app that offers you hundreds of guided sessions and exercises to reduce stress, anxiety, insomnia, and other problems. You can choose between different themes, durations, and levels. You can also track your progress and see statistics about your mood and attention.
- Fitbit: a fitness and health app that allows you to track your activity, sleep, heart rate, weight, and other indicators. You can set goals, challenges, and reminders to stay motivated and healthy. You can also see reports and graphs about your progress and well-being.
- Calm: a relaxation and sleep app that gives you hundreds of stories, sounds, music, and meditations to help you relax, sleep, and wake up better. You can choose between different environments, voices, and themes. You can also customize your experience and create your own sound mix.
These mindset and wellness tools will help you improve your quality of life and performance. You will be able to relax your mind, strengthen your body, balance your emotions, and increase your energy.
Conclusion
Project deadlines are a challenge that you can overcome with the right tools. In this article, I have shown you some of the best tools you can use to optimize your teamwork and achieve your goals. These tools will help you manage time, get, and give feedback, automate, and integrate processes, learn, and develop new skills, and take care of your mindset and well-being. I hope you found this article useful and that you try these tools to catch up on project deadlines. Good luck!
