5 Reasons Why You Need A Project Management Software


If you’re running an online business then I’m sure you have a lot of different things going on at once. All the different projects and tasks can be a bit overwhelming.

If you’re anything like me, I had planners, notebooks, sticky notes — you name it, all over my desk with different notes on projects and important dates. It started to become a bit overwhelming, that’s for sure.

I’m that girl that loves shopping for a new planner come the new year, and love the paper and pen method but as my business grew, I knew it was time to make a change. 

In comes project management software.

I use Asana, but there are plenty of others out there such as Trello, Basecamp, Clickup, Airtable, etc. The main idea is to get all your projects and workflows into one centralized hub in order to keep your business organized and productive. 

Here are 5 reasons why you should use a project management software. 

Get Organized

One of my favorite things about using a project management software is how organized it has made me. It’s the centralized hub for my business. You can create different projects for all different areas of your business.

For example, content creation, client work status, launch plans, accounting, onboarding and offboarding — the list is endless.

Rather than going in between different programs or notebooks to keep track of everything, it’s so much easier to have your one stop shop for everything. 

You can have one place for:

  • Seeing what tasks needs to be done that day

  • Updating clients or team on a project

  • Building out plans for launches and campaigns

  • Assigning work to your team

A list of tasks that need to be done with corresponding due dates

A list of tasks that need to be done with corresponding due dates

It really is that simple, and once you get started and see how efficient everything becomes, you’ll fall in love with using it. 

Action Plans

Having your projects laid out digitally, allows you to create action plans based on your end goals. You can easily create tasks and subtasks that will help you to achieve them. 

Subtasks for a blog post

Subtasks for a blog post


With different modes, such as calendar, board and list views, you will be able to see your progress on multiple projects in any way you prefer. 

By creating a project you can set milestones for along the way and build up your plan to complete the project. Through the project planning you will set your due dates and assign out your tasks as needed to keep everything on schedule and moving forward. 

Having these plans recorded somewhere and then easily being able to assign due dates and a person to complete the project is a true time saver. You won’t have to take the time to remind anyone or yourself about what needs to be done and by when.

Streamline Communication with Clients/Team

Say goodbye to the back and forth on email and the cluttered inbox. In a project management software, such as Asana, you can keep all your communication in one place. Asana allows for you to have threads in tasks and/or projects so you’ll never have to go digging for that one email that has extra details on a project. 

Whether you’re communicating with your team or a client, Asana can house all your communication. You can tag a certain team member or client in a chat to include them into the conversation if they aren’t on the project already.

Built in communication

Built in communication


This built in feature saves so much time and energy and really is such an incredible tool.

Save your workflows as templates 

It’s typical to do the same processes over and over for certain things in your business. From creating content to client on-boarding, it’s always good to get these processes laid out in steps so you can easily get through them without missing anything.

In Asana, you can create project templates for projects you do often. For example, writing a publishing blog posts usually becomes a standard recurring task in most creative online businesses. By outlining these steps in a template, you can keep using the same template for each blog post you create. You’ll never have to write out all the steps again, you’ll just make a copy of the template and add in the new blog title. 

Sample Blog Post Template — just click duplicate task and change out the task title to your blog post title

Sample Blog Post Template — just click duplicate task and change out the task title to your blog post title


You’ll have every step that needs to be completed already outlined so you’ll only need to assign due dates and assign a person or yourself to complete them.

Keep Yourself Accountable 

By having everything recorded in one system and with due dates assigned, you now have a new accountability buddy. Every time you log on to Asana you will see your list of tasks you need to complete for that day.

Being able to check off tasks as you go becomes so rewarding and fun— knowing you’re getting things done and focusing on the tasks that matter. You’re never going to ask yourself, “what should I work on today?” Now you have all your plans in one place with specific due dates so you’ll always remain on track, or be able to adjust timelines as needed.

Also, if you download the mobile app for Asana, you can get notifications to your phone at the start of each day so you get a briefing of what work needs to be done. You can also set up an email notification with the same information if you’d like. 

If you don’t have a project management software...

I highly encourage you to start using one. Once you get your business going on it, you’ll feel more organized and efficient. Whether you choose Asana or another software, make it a habit to get everything into the system and commit to using it daily.

Taking this step will help your business become more streamlined and you’ll see the time you have saved from having these systems in place.