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The Aproove Guide to Using Marketing Project Management Software Effectively

PM blog 1 May 24

Today’s marketing teams are asked to work on various projects simultaneously. That could mean everything from ghost-writing a blog article to publishing the latest social media post, launching a marketing campaign, or reviewing analytics and performance. Expectations put on marketers are increasing, and many teams are turning to marketing project management software to help them gain control over their workflows. 

This guide will help you learn what marketing project management software is, why you need it, what features to look for in it, how it works, and how to use it to its fullest. So, learn how to manage your marketing projects most effectively! 

Understanding Project Management Software for Marketing 

Marketing project or marketing task management software is a specific tool that helps marketing teams plan, execute, and track their projects. It’s a centralized workspace where the project team can collaborate, communicate, and plan throughout the project lifecycle. Such planning generally includes brainstorming new ideas, drafting new campaigns, and tracking their success using metrics. 

Benefits of Marketing Project Management Software 

Better teamwork: You can use marketing project or task management software to enable better teamwork between colleagues. Integrated functions like shared calendars, tasks, @mentions, and real-time messaging improve productivity through better team coordination.

Improved Efficiency: Marketing PM and task management software enables teams to operate more efficiently, with streamlined workflows and automated routine processes. Workflow automation, task automation, and visible project timelines allow marketers to track their work and stay on track.

Centralized Information: All project information is stored in one central place, with marketing project management software helping to remove lengthy, disorganized email chains and fragmented documents. Users can easily access the tasks, timelines, assets, and feedback they need, saving team members time.

Improved Accountability: Project management software encourages team members to be accountable by giving direction, setting deadlines, and tracking team tasks. Managers can track their progress when needed, identify everyone's contributions, and fix bottlenecks or delays in the project's ongoing flow. 

Data Insights: Many marketing project management tools, such as Aproove, are equipped with comprehensive reporting and analytics so marketers can track the health of their projects and identify areas that need attention. Insights can come from tracking project metrics, such as the percentage of task completions, campaign ROI, and resource allocation. 

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Key Features of Marketing Project Management Software 

Although the exact functions of project management software differ depending on the tool, some core functionalities are common to all. These functionalities are: 

Task Management: Creating, delegating, and tracking tasks is the fundamental functionality of any marketing task management software and any project management tool. Ensure you use a system that can be customized to map out your task list, dependencies, and reminders in an easily visible way. 

Workflow and Collaboration Tools: When working on a project, you need a tool that helps you communicate effectively so that you can deliver the work on time. A good tool should have features such as instant messaging, file sharing, and comments to facilitate collaboration between team members as they work on the project.

Calendar Integration: Project timelines connected to your team’s calendar allow everyone on your team to know when a deadline or milestone is approaching. The software can sync calendars so that no deadlines are missed. You can also configure your Project Management software to send out automated warnings about pending deadlines or conflicting decisions made by your team. 

File Management: Files, documents, and other project assets need to be stored in a centralized location so that different team members can access the master files and the most up-to-date versions simultaneously. So, look for a tool that provides robust file management functionality, such as version control and file-sharing permissions. 

Reporting and Analytics: You need to be able to gauge how well your marketing projects are going, so look for project management software for marketing that provides customizable reports and dashboards to give you a better picture of the performance of your campaigns. 

Integration: Make sure your marketing project management tool integrates well with other tools and workflows you already use. Look for integrations with popular marketing tools like CRM systems, email marketing software, and analytics tools. 

Best Practices for Using Marketing Project Management Software 

Although project management or task management marketing software can be great marketing tools, your team must correctly configure and use them to be truly effective. Here are some best practices to apply to get the maximum efficiency out of your marketing project management software. 

Define Goals and Objectives: Before starting any new project, define what needs to be done. State clearly what performance you want to see, and ensure your team has a shared understanding of the project's purpose and desired end result. 

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Make your software work for you... 

 Not all marketing teams work the same way. Find a project or marketing task management software you can customize to fit your team's requirements and style. The software should be configurable to cater to your business processes and not make you fit around the software's way of working. 

Provide Training and Support:  New tools can be scary for your team, so provide training and support for the software. Offer tutorials, workshops, and support to help them get used to the new software. 

Encourage Communication: Effective collaboration is critical to project management, so promote communication and teamwork among your team members.  

Regularly Review and Adjust Processes: Project management needs to be flexible. Review your processes and workflows regularly and adjust as needed. Seek feedback from collaborators and other team members. Analyse performance metrics and make process adaptations to improve workflows. 

Be Flexible and Agile: Working in the digital environment requires flexibility and adapting to changing priorities, deadlines, and requirements. Use marketing project management software to enable agile project management methodologies with sprints and iterations.  

Marketing project management software is a powerful tool for managing modern marketing projects. It centralizes resources, engagements, and communication so that teams can work together efficiently, with less friction, and achieve more significant results. By understanding the value of marketing project management software, its core features, and best implementation practices, you can easily manage projects so your team and the organization can thrive. 


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