How to Use a Project Management App to Track Your Team's Workload

6 Nov, 2023 | Read in 7 minutes

Optimise team productivity with our guide on using a project management app for efficient workload tracking. Discover the keys to successful project management.


As you know, keeping track of projects and managing your team's workload efficiently is crucial in business. 

Fortunately, with the advancement of technology, project management apps have become invaluable tools for businesses. 

About 75% of employers understand that working together as a team not only improves the quality of work but also makes managing workloads more straightforward. 

When teams collaborate smoothly, they share tasks, and ideas, and provide assistance to one another, making work more manageable and efficient.

By using a project management app, teams can help the principles of teamwork into practical action. This app simplifies workload management and enhances productivity, enabling teams to tackle challenges and attain success in their projects.

What is a Project Management App?

A project management app is a software tool that allows you to plan, execute, and monitor projects and tasks within your organisation. These apps are designed to streamline project management processes. 

This app also enhances collaboration and keeps everyone on the same page. 

They offer a centralised platform for team management to work together, share information, and track progress.

Key functionalities of the management app include task assignment, timeline management, document sharing, communication tools, and workload tracking. 

Further, by integrating these features into a single platform, project management tools simplify the management of complex projects and help teams stay organised and efficient.

What is Project Tracking?

Project tracking, also known as project progress tracking or project monitoring, is a crucial aspect of project management. It involves the continuous observation, measurement, and recording of a project's progress.

In essence, project tracking involves keeping a close eye on various project elements, such as tasks, timelines, resource allocation, costs, and overall progress, to determine if they are in line with the project plan and objectives. 

Project tracking aims to provide project managers and stakeholders with real-time information on how well the project is advancing, allowing them to make informed decisions and take corrective actions if needed.

Here the key components of project tracking typically include:

1. Task Assignment: Start by assigning tasks to individual team members. Specify responsibilities, deadlines, and any dependencies. A good project tracker should allow you to allocate tasks quickly and effortlessly.

2. Progress Monitoring: As team members begin working on their assigned tasks, the project tracker lets you monitor their progress. You can see which tasks are in progress, completed, or delayed. This real-time visibility is crucial for ensuring that projects stay on schedule.

3. Status Updates: Encourage team members to provide regular status updates. A robust project tracker should allow them to mark tasks as "In Progress," "Done," or "Blocked" and provide comments on any issues or challenges they encounter.

4. Workload Management: One of the most valuable aspects of a project tracker is its ability to help you balance your team's workload. By assessing the tasks each team member is working on, you can redistribute work to ensure that no one is overwhelmed or underutilised.

5. Risk Management: Identifying and managing potential risks that may impact the project's success.

6. Communication: Facilitating communication among team members and stakeholders to keep them informed about project progress and issues.

How to Track Project Progress

Tracking project progress with the best app for project management is a fundamental aspect of project management. Here's how to do it effectively:

Set Clear Objectives: Define the project's objectives, milestones, and key performance indicators (KPIs). These will serve as benchmarks for measuring progress.

Task Breakdown with Clear Deadlines: Divide the project into smaller, manageable tasks. Assign each task to the responsible team member and set not only deadlines but also clear and realistic deadlines. Having precise deadlines ensures that everyone understands the time frame for each task.

Real-Time Updates for Transparency: Encourage your team to update task statuses regularly. This practice offers real-time insights into project progress, fostering transparency by ensuring that everyone is aware of the project's current status and any potential challenges.

Reporting and Analysis: Most project management tools offer reporting and analytics features. Use these to generate progress reports and identify areas that may need attention.

Communication: Effective communication is vital. Ensure your team uses the app's communication tools to discuss project-related matters, seek clarification, and address issues promptly.

Must-Have Features of App for Project Management

When it comes to choosing the best app for project management, several options are available, each with its unique features and advantages. Some popular project management tools include:

1. Project Monitoring and Reporting in VirtualSpace

Comprehensive Project Tracking: A reliable project management app should offer comprehensive project tracking capabilities. This includes real-time monitoring of tasks, timelines, resource allocation, and other vital project elements. The app should ensure that project progress is transparent and easily accessible to all team members, fostering efficient decision-making.

Detailed Reporting: Robust reporting features are essential for assessing project performance. The app should provide in-depth reports that enable project managers and stakeholders to gain insights into project progress, identify areas requiring attention, and make data-driven decisions. These reports should offer a clear snapshot of the project's health.

2. Collaborative Work Using Various Project Views 

1. Gantt Charts

Gantt charts offer a visual representation of project timelines. Within a project management app, Gantt charts serve multiple purposes:

  • Timeline Visualisation: Gantt charts allow project managers and team members to see the project's timeline at a glance. Tasks and their dependencies are displayed in a sequential format, making it easy to understand when each task is scheduled to begin and end.
  • Task Dependency Management: Gantt charts clearly illustrate task dependencies, helping to identify critical paths and potential bottlenecks. This is vital for ensuring that tasks are completed in the correct order to prevent delays.
  • Resource Allocation: Resource allocation is enhanced as Gantt charts provide a clear overview of when team members are assigned to specific tasks. This helps in preventing overallocation or underutilization of resources.
  • Progress Tracking: Gantt charts allow for real-time tracking of task progress. Team workload tracking can be updated, and project managers can see how actual progress aligns with the planned schedule.

2. Task Lists

Task lists are a fundamental project management feature, offering a structured approach to task management within a project management app:

  • Task Organisation: Task lists provide an organised and systematic way to list and categorise project tasks. Team workload tracking includes assigned tasks, deadlines, and priorities in a simple, easily digestible format.
  • Detailed Task Description: Each task within a task list can include detailed descriptions, checklists, and attachments. This level of detail ensures that team management involves all the necessary information to complete team member’s tasks effectively.
  • Priority Management: Task lists often include priority levels, enabling team members to focus on high-priority tasks first. This helps in maintaining project momentum and achieving key project milestones.
  • Checklist Integration: Checklists can be included within task lists, allowing team members to break down complex tasks into smaller, manageable sub-tasks. This feature ensures that nothing is overlooked and promotes thorough task completion.

3. Kanban Boards

Kanban boards are a popular choice for agile project management, providing a visual way to manage and track tasks:

  • Task Workflow Visualisation: Kanban boards use columns and cards to visualise task workflow. Each column represents a stage in the workflow (e.g. "To Do," "In Progress," "Done"). Team members move task cards across columns as they progress, making it easy to see the status of all tasks.
  • Flexibility and Adaptability: Kanban boards are highly flexible and adaptable. Team members can easily reprioritise tasks, add new ones, or adjust the workflow to accommodate changing project requirements.
  • Work-in-Progress (WIP) Limits: Kanban boards often include WIP limits to prevent overloading team members with too many tasks at once. This encourages a steady workflow and helps prevent task congestion.
  • Visual Cues: The visual nature of Kanban boards provides immediate visual cues about task status. This transparency fosters collaboration and understanding among team members, as everyone can see what tasks are in progress and what's next.

3. Monitoring Key Project Milestones

  • Milestone Tracking: Tracking key milestones is critical for successful project management. The project management tool should enable the creation and tracking of milestones, which represent significant achievements or deliverables within the project. This feature helps project managers and team members focus on the critical stages of the project and ensure they are completed as planned.
  • Progress Assessment: Milestone tracking allows project managers to assess project progress based on the completion of key phases. It provides a clear picture of how the project is advancing and helps in identifying any potential delays or issues at crucial stages, allowing for timely corrective actions.

Wrapping Up

In the dynamic business world, using a project management app is essential for tracking and managing your team's workload efficiently. 

With the right app, you can streamline your projects, collaborate effectively, and ensure everyone is on the same page. 

By using the best app for project management, you can keep a close eye on your team's progress, balance their workload, and achieve project success. 


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