Skip to product menu
close
  • Sales
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Skip to main content

What is project tracking?

Project tracking is the practice of overseeing a project's progression by meticulously monitoring task completion and team engagement. It serves as a proactive management strategy, enabling early detection of challenges and deviations from the project plan. Project tracking facilitates timely intervention, optimizes resource allocation, minimizes risks, and ensures the alignment of efforts with the project's goals.

Why is project tracking critical?

Project tracking serves several essential purposes that contribute to the overall success of a project.

Set achievable goals and deadlines

Deciding to track your project involves establishing clear goals and timelines right from the start. Moreover, discussing these goals with your team ensures everyone knows the expectations. As you continuously track the project’s progress, you can assess whether the team is meeting its goals and adhering to deadlines. This ongoing evaluation allows you to make informed decisions at the right time.

Motivate and encourage the team

Regular project tracking allows you to acknowledge and celebrate achievements, no matter how small. Recognizing progress boosts team morale and motivation, fostering a positive work environment. Additionally, it allows for timely identification and resolution of challenges

Avoid costly mistakes

While we strive to minimize mistakes, they’re sometimes unavoidable. However, by proactively tracking the project’s progress, we can identify potential issues early on. This approach helps mitigate and prevent costly errors that, if discovered later, could lead to expensive corrections or setbacks.

Improve decision-making

Access to real-time project data allows for better-informed decision-making. Project managers can make timely adjustments to the project plan, allocate resources strategically, and address issues proactively. This improves the overall decision-making process and enhances the project’s adaptability to changing circumstances.

Optimize resource utilization

By tracking the project’s progress, you can assess resource utilization and identify areas where adjustments are needed. This optimization helps avoid bottlenecks, efficiently allocate resources, and prevent unnecessary delays. With constant monitoring, you can change timelines or move resources around to keep things on track if needed, preventing the team from burning out.

Enhance communication

Project tracking encourages regular communication among team members and stakeholders. This open line of communication facilitates the sharing of updates, challenges, and solutions, creating a collaborative environment where everyone feels informed and engaged.

Promote transparency

Project tracking is important for keeping your team informed about the project’s progress, their individual contributions, and how their efforts support overall goals. This transparency enhances collaboration, reduces misunderstandings, and ensures everyone is on the same page.

The four stages of project management

Typically, project management includes four stages: Planning, execution, monitoring, and completion.

  • 1

    Planning

    In the planning phase, which follows the project's initiation, it's imperative to thoroughly understand critical elements, like the budget and project objectives. This phase involves breaking the project into smaller tasks aligned with specific key performance indicators (KPIs). Setting clear goals and responsibilities for each team member is crucial, fostering a sense of ownership and clarifying expectations.

  • 2

    Execution

    The execution phase is where the team's expertise comes into play. With a keen eye on the KPIs and goals established in the planning phase, the team meticulously carries out tasks, ensuring alignment with the overall project objectives.

  • 3

    Project tracking

    Project tracking is a continual responsibility during the execution phase. Constant vigilance is necessary to foresee potential problems and address them promptly. Regular updates for the team and stakeholders promotes transparency.

  • 4

    Completion

    Merely completing all the tasks for a project doesn't signify its success; true success is achieved when the final outcome aligns with the set goal. Helping the team go through iterations to get the desired result is crucial to project completion.

Challenges in traditional project tracking

While project tracking might seem straightforward, deploying traditional methods to accomplish it presents challenges:

 

Communication overload

Without centralized tools, project managers and team members may struggle to keep everyone updated, leading to excessive emails, calls, and messages.

 

Inefficient document management

Manual tracking often means documents are scattered across various platforms or folders, making version control difficult and increasing the risk of errors.

 

Meeting fatigue

Without automated progress tracking, teams may rely on frequent meetings to discuss updates, which can be time-consuming and disrupt productivity.

 

Lack of real-time visibility

Without a tool to monitor progress in real time, it’s challenging to get an accurate and up-to-date view of the project status, leading to potential delays or missed deadlines.

 

Difficulty in task prioritization

Without clear tracking mechanisms, prioritizing tasks and allocating resources can become complex and error-prone.

 

Limited collaboration

Manual methods can hinder collaboration, as team members may not easily access shared documents, feedback, or updates.

 

Risk of data loss

In the absence of a centralized tool, there’s a risk of data loss due to human error or other unforeseen issues.

 

Inconsistent reporting

Without standardized tracking tools, reporting can be erratic and unreliable, making it challenging to analyze project performance or make informed decisions.

 

Difficulty in scaling

As projects grow in complexity or size, manual tracking methods become increasingly inefficient and difficult to manage.

 

Increased administrative burden

Without automated tools, project managers often spend a significant amount of time on administrative tasks, such as entering data, updating spreadsheets, and organizing documents, rather than focusing on strategic planning and execution.

Who needs a project tracking tool?

Project tracking tools are useful for organizations facing many different issues:

Project tracking using spreadsheets

Spreadsheets are fantastic tools. However, they’re not built specifically for project tracking and may fall short of addressing the complexities and nuances involved. If you’re looking to build workflows and have more structured data, it can be challenging.

Communication gaps on your team

In today’s era of hybrid work models, ensuring alignment within the team is vital. A communication gap, especially in a remote work scenario, serves as a clear indicator that a tool facilitating robust communication and collaboration is essential.

Juggling multiple apps to track projects

If you manage different aspects of projects using multiple applications—like a spreadsheet for tracking and a separate tool for communication (email/chat)—this could be a cue to explore a more integrated solution. Opting for a centralized tool streamlines these processes and provides a comprehensive overview. This becomes particularly crucial when project information is scattered across diverse platforms, making consolidation and analysis challenging.

Uneven workload distribution

Uneven workload distribution within the team can be effectively addressed using a tool that provides visibility into task assignments and progress. With every task documented, you gain a comprehensive view of the work assigned to each team member. This clarity enables easy workload redistribution when necessary, ensuring balanced work.

Benefits of project tracking software

Whether you’re a project manager seeking to optimize workflows or a team member aiming to stay on track, understanding the benefits of a project tracking tool can be a game-changer in achieving project success.

Effeciently manage project data

Data management is the backbone of effective project management, providing the necessary framework for accurate planning, execution, and monitoring. A project tracking tool ensures that project managers have access to reliable and up-to-date information, enabling them to make informed decisions based on real-time insights, rather than guesswork or outdated data.

Effeciently manage project data

View data from different perspectives

Individual preferences for viewing information vary—but with a project tracking tool, your team can cater to diverse preferences. Project tracking tools almost always offer different views, including grid, gallery, Kanban, and calendar. Each view has its own significance and can be customized independently, allowing each team member to choose their preferred view without impacting others.

calendar view

Establish smart relationships across data

A project tracking tool that has data management at its core will allow you to establish connections and relationships between data, contributing to a well-organized and interconnected database. This capability is particularly valuable, as it ensures that information isn’t duplicated, reducing redundancy and promoting data integrity.

Establish smart relationships across data

Eliminate application juggling

By consolidating all your project information in one place, a project tracking tool streamlines access, saves time, and reduces the effort spent switching between different applications, enabling your team to concentrate on collaborative tasks.

Collaborate in real time

Collaborative features allow you to easily assign tasks to your team members, track progress, comment on their work, and engage in productive discussions without leaving the tool. With these collaborative features, you can streamline communication and information-sharing.

Collaborate in real time

Automate mundane tasks

You can minimize the risk of human error and ensure consistent and accurate task completion by leveraging the automation capabilities of your project tracking tool. This software lets you create automated actions for specific triggers, eliminating the need for manual intervention for mundane tasks, such as sending emails or updating existing information. This frees up valuable time for your team to focus on more strategic aspects of your projects.

Collaborate in real time

Track projects on the move

Mobile project management apps provide real-time access to your project information, whether in the field or away from your desk, which empowers you to manage your projects effortlessly.

Collaborate in real time

Integrate with other applications

Having data flowing from other business applications into your project tracking tool is always beneficial. Integrating with third-party apps ensures that relevant data is easily accessible and centralized.

Project tracking with Zoho Tables

Different businesses and teams have their own unique approaches to getting things done—but many project tracking tools require you to conform to their rigid workflows. That’s why we’ve developed Zoho Tables, a flexible tool that seamlessly adapts to your team’s processes with minimal modifications. Our spreadsheet-like interface also ensures easy adoption.

Zoho Tables stands out for its adaptability, catering to any business, team, or function. With over 40 predesigned templates, including project tracking, it offers quick solutions that can be easily customized to fit your unique requirements. If you’re seeking a tailored approach, Zoho Tables allows you to create bases and tables from scratch to precisely align with your workflow.

Turn every project into a success story!

Start Your Free Trial