7 Proven Productivity Tools for Project Management: Save Hours of Work

General , IT Use Cases

Project management is a vital skill for successful teams. With projects becoming increasingly complex, professionals are constantly on the lookout for the best productivity tools for project management that can streamline workflows and foster collaboration.

The market is saturated with numerous project management solutions, making it overwhelming to find the right fit. That’s why instead of bombarding you with an exhaustive list, we have handpicked seven tried-and-true tools that have proven their worth time and again. These tools have earned their reputation by consistently delivering exceptional results and simplifying the project management process for countless teams.

At zenphi, we understand the challenges of project management firsthand, and we rely on these tools ourselves. They have been instrumental in saving our teams hours of work every week while propelling our productivity to new heights.

So whether you’re a seasoned project manager seeking to optimize your team’s performance or a team leader searching for tools to enhance project efficiency, this list offers valuable insights and practical options. From robust task management platforms to intuitive collaboration tools, this selection covers a range of functionalities that are essential for efficient project execution.

Productivity Tools for Project Management

Best Productivity Tools for Project Management: Collaboration

Google Workspace Best Productivty Tools for Project Management

Google Workspace

While it’s likely that you’ve heard of Google Workspace, not everyone realizes the full extent of its potential as a collaboration platform. However, this office suite offers a wide array of benefits specifically for project management, making it a powerful tool for teams striving for efficiency and collaboration. Here are some of the key benefits:

      1. Seamless Collaboration: Google Workspace provides a unified platform where team members can work together seamlessly on project-related tasks. The suite of apps, including Docs, Sheets, Slides, and Forms, allows real-time collaboration, enabling multiple team members to edit and contribute to documents simultaneously. This feature fosters efficient teamwork, eliminates version control issues, and ensures everyone is on the same page.
      2. Centralized Communication: With Gmail and Google Chat integrated into Google Workspace, communication among team members becomes streamlined and centralized. Team members can exchange messages, share updates, and discuss project-related matters in real-time, minimizing the need for scattered communication channels and reducing miscommunication.
      3. Efficient File Management: Google Drive serves as a cloud-based storage solution within Google Workspace, allowing teams to store, access, and share project files securely. The ability to organize files in folders, set access permissions, and collaborate on files directly from Google Drive simplifies file management and ensures that team members have the most up-to-date information at their fingertips.
      4. Enhanced Scheduling and Time Management: Google Calendar is an essential component of Google Workspace that facilitates scheduling and time management for project-related activities. Team members can create and share calendars, schedule meetings, set reminders, and manage project timelines, ensuring efficient coordination.
      5. Mobile Accessibility: Google Workspace is designed to be accessible across devices, including desktops, laptops, tablets, and smartphones. This mobile accessibility enables team members to stay connected and productive even when they are on the go, allowing them to access and work on project-related tasks from anywhere, at any time.
      6. Extensive Integrations: Google Workspace offers seamless integration with a vast range of third-party apps and services, expanding its functionality and adaptability to meet specific project management needs. Integrations with project management tools, time tracking apps, communication platforms, and more provide teams with the flexibility to customize their workflow and leverage their preferred tools alongside Google Workspace.
      7. Robust Security and Data Protection: Google Workspace prioritizes the security and privacy of user data. With advanced security features, such as data encryption, two-factor authentication, and regular system updates, Google Workspace ensures that project-related information remains protected and confidential.

    📗 Google Workspace for Business Productivity ebook

    Whether you are already utilizing Google Workspace or considering implementing it for your team, this ebook will serve as your comprehensive guide to unlocking its productivity features, techniques, and more. It will help you harness the full potential of Google Workspace and make the most of its collaboration tools.

    Best Productivity Tools for Project Management: Task Management

    While Google Workspace caters to many team activities, it’s important to acknowledge the value of specialized task managers. However, with the plethora of options available, it can be daunting to choose one without the fear of missing out (FOMO). When it comes to managing tasks, we understand that simplicity is key. Fancy features may be intriguing, but at the end of the day, what truly matters is getting the job done efficiently. With this principle in mind, we have handpicked these tools to ensure they offer a straightforward and intuitive experience, allowing you to focus on productivity without unnecessary complexity.

    Trello Best Productivty Tools for Project Management


    Trello is a user-friendly task management tool that has garnered a loyal following. Its simplicity is its strength, providing you with an intuitive interface to create boards, lists, and cards that represent your tasks and their progress. With Trello, you can automate repetitive actions, collaborate seamlessly with your team, and easily track the status of your projects.

    Asana Best Productivty Tools for Project Management


    Asana is a robust task management tool that offers a wide range of features tailored for teams of all sizes. With its extensive template library, integrations, and project management capabilities, Asana excels in managing multiple complex projects. It provides you with a bird’s-eye view of your team’s tasks, timelines, and dependencies, empowering you to stay organized and prioritize effectively.

    Smartsheet Best Productivty Tools for Project Management


    Smartsheet is a productivity hero, renowned for its ability to increase efficiency and save valuable time. Its powerful features enable you to streamline project setup and execution, resulting in a 70% increase in productivity and saving thousands of person-hours annually. With Smartsheet, you can automate workflows, collaborate in real-time, and track progress with ease, making it an invaluable tool for project management.


    Whether you need a robust task manager, a centralized documentation platform, a dynamic presentation tool, or a collaborative team portal, Notion has you covered. Its versatility and powerful features make it a valuable asset for teams seeking a comprehensive project management and collaboration solution.

    Moreover, Notion’s recent AI enhancements have revolutionized productivity in remarkable ways. It now serves as your trusty writing creative assistant, offering an array of powerful features that can streamline your work and save you valuable time. Whether you’re generating ideas for a project or planning a team strategy, Notion’s AI-powered tools can assist you in exploring new perspectives and fueling your creative process.

    Best Productivity Tools for Project Management: Process Automation


    Project management extends beyond task management—it involves optimizing processes to maximize productivity. And when it comes to boosting productivity, nothing comes close to the power of process automation. Among the leading process automation platforms available, zenphi stands out as a remarkable no-code solution tailored specifically for Google Workspace users.

    With zenphi, you gain access to a comprehensive suite of automation tools that seamlessly integrate with popular platforms such as Asana, Trello, Smartsheet, and all Google Apps. This extensive range of integrations empowers you to automate various processes, eliminating manual workload, reducing errors, and enhancing overall productivity.

    Zenphi allows you to automate anything from project onboarding to document generation such as reports, contracts, and other project-related assets, saving you countless hours of manual work. Another widespread use case is automating approval workflows that often involve multiple stakeholders and can be prone to delays. With zenphi, you can automate the entire approval process, from document submission to review and final sign-off, ensuring a smooth and efficient workflow. This not only accelerates project timelines but also reduces the risk of miscommunication or oversight.

    The best part? You don’t need advanced programming skills to implement automation with zenphi. Its intuitive no-code interface allows users of all technical backgrounds to effortlessly design and execute automated workflows. Simply drag and drop the workflow steps like building a lego house, and you’re good to go.

    Learn more about process automation in project management in this comprehensive guide.

    Best Productivity Tools for Project Management: App Builders


    When it comes to managing projects on the go, having a reliable mobile app can make all the difference. AppSheet, a seamlessly integrated tool with Google Workspace that offers a valuable benefit for project management by enabling users to build customized mobile apps without coding. This empowers project managers to access and manage project-related information on the go, facilitating real-time collaboration, efficient task management, and enhanced productivity. With AppSheet, project teams can stay connected, streamline workflows, and make informed decisions, all from the convenience of their mobile devices.

    Moreover, you can unlock the full potential of your AppSheet apps by incorporating zenphi’s powerful process automation capabilities in the backend. Discover how this seamless integration can streamline your project management processes and enhance collaboration, all while keeping you productive wherever you are.


    These seven proven productivity tools for project management are carefully selected to save teams hours of work every week. From collaboration and task management to process automation and app building, each tool offers unique features and advantages. By harnessing the power of these tools, you can streamline your workflows, enhance team collaboration, and boost overall productivity!

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