The challenge of task tracking: Key issues for project managers and associated risks

Table of contents

The challenge of task tracking
Overwhelming data and manual work
Inefficient reporting and difficult task tracking
Poor tracking of tasks
Resource allocation struggles
Keeping teams engaged and accountable
The risks of poor task tracking
Choosing the task tracking system
Solution: Implement a suitable project tracking software
Smarter task management with AI assistants

The challenge of task tracking

Project managers operate in an increasingly complex, tech-driven environment where effective task tracking is critical to project success. However, many project management tools fail to allocate resources properly, making it difficult to balance workloads effectively.

Overwhelming data and manual work

One of the most significant obstacles project managers face is managing excessive data while relying on manual processes. Common issues include:

• Manually updating data across multiple platforms
• Capturing screenshots from various tools to compile reports
• Wasting valuable time aggregating data instead of analysing it

This manual approach is time-consuming and prone to errors, leading to inefficiencies in project management.

Inefficient reporting and difficult task tracking

Reporting is a persistent challenge for project managers due to complex workflows and cluttered interfaces. They spend too much time reformatting data to meet the needs of different stakeholders.

Poor tracking of tasks

Effective task tracking is crucial for project success. Without proper documentation and monitoring, minor problems can escalate, causing delays and increasing costs.

Resource allocation struggles

Project managers often lack visibility into team workloads, making it difficult to balance resources efficiently. Many project management tools do not provide real-time workload insights, leading to either burnout or underutilisation.

Keeping teams engaged and accountable

Ensuring that team members remain engaged and on track is another major challenge. Project managers frequently need to send reminders and monitor progress manually. Some team members appreciate detailed tracking (e.g. project time tracking) for its transparency and accountability, while others worry that features like hourly breakdowns may foster micromanagement, which could be counterproductive and demotivating.

The risks of poor task tracking

Neglecting proper task tracking can lead to significant project risks:

• Budget overruns: Inaccurate cost estimations lead to financial mismanagement.
• Project delays: Lack of alignment among teams results in missed deadlines.
• Reduced efficiency: Ineffective processes hinder overall productivity.
• Scope creep: Uncontrolled expansion of project requirements strains budgets and timelines.
• Communication breakdowns: Miscommunication leads to increased errors and operational friction.

Choosing the task tracking system

When picking a project tracking software, here are some key things to think about:

• Integration with existing tools: It's important to consider how well the task tracking system integrates with the tools you already use. For example, if you use Microsoft Office, you might want a system that integrates well with Outlook or other Microsoft products.
• Features: Consider what features are essential for your needs. Some users might need Gantt charts, calendar views, or Kanban boards, while others might prioritize simple to-do lists or time tracking capabilities
• Ease of use: The system should be user-friendly and not require extensive training to use effectively. This is especially important if you need to onboard a team quickly.
• Scalability: Consider whether the tool can grow with your needs. If you anticipate needing more advanced features or additional users in the future, ensure the system can accommodate that growth.
• Collaboration features: If you're working with a team, look for features that facilitate collaboration, such as task assignment, shared boards, and communication tools.
• Mobile app: For those who need to manage tasks on the go, mobile access can be crucial. Ensure the system has a reliable mobile app or mobile-friendly interface.
• Customization: The ability to customize the system to fit your workflow can be a significant advantage. This might include custom fields, templates, or automation option.
• Cost: Evaluate whether the system fits within your budget. Some tools offer free versions with limited features, which might be sufficient for individual users or small teams.

Gantt chart for task tracking

Solution: Implement a suitable project tracking software

Easy Project is a unified platform designed to address these task tracking challenges with:

• Automated manual processes
• Customisable, clear reporting tools
• Robust issue tracking capabilities
• Advanced resource allocation features
• Engagement tools to keep teams on task
• A user-friendly interface for seamless adoption

Easy Project transforms scattered, unstructured work into a streamlined, collaborative environment. It offers personalised dashboards and project management dashboard, enabling real-time project oversight and efficient time management.

Project management dashboard in Easy Project UI

Smarter task management with AI assistants

Want to take task tracking and reporting to the next level? Try Easy Project’s AI Task Summary and AI Project Status, which boost efficiency by automatically generating project status reports and providing clear, actionable task summaries. Save time with instant insights from discussions and meeting notes, keeping your team informed and focused.

Watch the video by our Product owner about AI Project Status!

Watch 4-minute video

Try Easy Project, a project management software with task tracking that streamlines workflows, improves collaboration, and keeps your projects on track. Task tracking has never been easier with AI-powered insights and automation.