The Use of Technology in Project Management

       

by Cezar Babeș

In folklore, it is said that “every craftsman has his own tools.” Project management specialists are no exception. Tools represent the technology used to achieve project objectives effectively and efficiently, often making the difference between a successfully managed project and one destined for failure.  Why Do We Use Technology in Project Management?  Technology reduces complexity, improves communication, enhances efficiency, and ensures better resource and time management. Especially in the context of the digital revolution over the last two decades, project managers now, more than ever, have the ability to make much more informed decisions and can adapt their strategy and tactics in real-time based on data and statistics provided by these tools.  The History of Technology Use in Project Management  The development of technology used in project management has gained momentum throughout the twentieth century. Thus: 

• 1960s: Linear planning techniques and methods such as PERT (Program Evaluation and Review Technique) and CPM (Critical Path Method) emerged. 
• 1980s: Project management applications on personal computers appeared, with the launch of Microsoft Project being a significant moment in democratizing access to planning and monitoring tools. 
• 1990s: The explosion of the internet and intranet opened the doors to remote collaboration and real-time information access. 
• 2000s: Mobile and cloud solutions emerged, revolutionizing the way various project aspects were managed. 
• 2010s to Present: Progress in data analysis and visualization tools has offered new ways to interpret vast amounts of information for decision-making, not only in project management but in many other fields. 

What Tools Do We Use in Project Management?  One could say that project managers currently have too many tools and technologies at their disposal to help achieve project objectives. There are numerous categories in which these tools are divided, with some of them listed below: 

• Planning Software: Tools like Microsoft Project and Primavera allow meticulous project planning and progress monitoring, including resource planning. 
• Collaboration Systems: Platforms like Slack and Microsoft Teams support communication and collaboration among team members, vital for project success. 
• Agile and Scrum Tools: Jira, Trello, and Linear provide the ability to manage tasks and workflows in Agile and hybrid projects. 
• Documentation Management Platforms: Systems like SharePoint, OneDrive, Google Drive, and Confluence are solutions for storing and editing project documents in real-time. 
• Predictive Analysis and Business Intelligence (BI) Tools: Applications like Tableau and Microsoft Power BI facilitate data analysis and trend forecasting. 
• Financial and Budget Management Software: Apps like QuickBooks, Xero, and FreshBooks help track expenses, manage budgets, and make payments. 
• Project Portfolio Management (PPM) Software: Platforms like Planview and Clarity PPM offer project managers and organizations the ability to see an overview of all ongoing projects. 
• Risk Management Tools: Platforms like Riskalyze and simPRO can be used for identifying, assessing, and managing risks. 
• Visualization Tools: Applications like Miro, Mural, Draw.io, and Microsoft Whiteboard give users the ability to create graphical representations of their ideas. 

Overreliance on Technology – A Double-Edged Sword:  Technology in project management involves both positive and negative aspects. On the one hand, it streamlines processes, but on the other hand, it can create problems if not managed correctly. Here are a few examples: 

• Information Overload: Too much data causes headaches—both literally and figuratively. Active information filtering and prioritization based on relevance and importance to project objectives are necessary. 
• Loss of Interpersonal Skills: Teams become too dependent on digital communication, and face-to-face communication and conflict resolution skills suffer. It is vital to have opportunities for socialization among colleagues. 

• Dependency on Algorithms and Automation: Excessive trust in computer judgment negatively impacts human judgment and intuition, essential in professional and personal development. It is important to exercise critical thinking and use managerial experience, even at the risk of making mistakes. 
• Adapting to New Technologies: Keeping up with new technologies is tiring. For this reason, it is important to choose extensible tools that, once learned, allow for knowledge refinement, requiring learning only new features. 

The Future of Project Management Tools  With the incorporation of artificial intelligence and, especially, large language model (LLM) technologies, the technology used in project management promises to become more useful. These LLMs are capable of automating repetitive tasks, such as creating reports, taking meeting minutes, or analyzing customer feedback, theoretically freeing project managers to focus on more strategic aspects of projects.  The integration of LLMs into existing platforms foretells a radical transformation in how we work with project management tools, turning them from simple tracking mechanisms into intelligent assistants that optimize workflows and amplify efficiency. At least in theory. In practice, we will see.