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How to Avoid The Common Pitfalls of Project Tracking

Lost in the Project execution maze?

In the fast-paced world of professionals, tracking projects and tasks efficiently is vital for success. While there are various methods for tracking, adopting effective tracking techniques can be a game-changer.

Many teams end up picking up the wrong methods of project tracking. These appear easy to start with but end of adversely impacting the success.

Let us explore what kind of tracking various teams choose.

Basic Level

This is pitfall number one. At the basic level, many small teams resort to using messaging platforms like WhatsApp or emails to share project updates and queries.

While convenient for quick communication, these methods lack the structure and organization required for effective project tracking:

Lack of Centralized Information:

Scattered project updates and discussions across multiple conversations. No centralized view of the project's progress and status.

Communication Overload: Challenging to filter and prioritize right updates due to numerous messages and emails. Leads to information overload and potential miscommunication.

Limited Organization and Structure: WhatsApp and email threads lack the organizational structure necessary for effective project management. Hard to categorize, track and reference information accurately.

Collaboration and Version Control Issues: Cumbersome collaborative work and file sharing. Difficulties in maintaining a single source of truth, version control, and ensuring everyone has access to the most updated project files.

Limited Project Visibility: WhatsApp and emails offer limited visibility into project progress and overall status. Difficult to identify bottlenecks, track milestones and make informed decisions in real-time.

Difficulty in Tracking Tasks and Assignments: Tracking tasks, assigning responsibilities and monitoring progress is not possible using WhatsApp and emails. They do not have dedicated task management features.

Inefficient Search and Retrieval: Finding relevant information within lengthy conversations or threads can be inefficient Delays in accessing critical information.

Somewhat organized

Moving up a level, some opt for using Excel spreadsheets. They provide a flexible platform for capturing:

  1. Project details

  2. Assigning tasks

  3. Monitoring progress

However, managing spreadsheets can become cumbersome as the project grows in complexity. Sharing and accessing them online becomes a challenge, and maintaining role-based access control is nearly impossible, resulting in everyone having access to everything. Excel spreadsheets are just a little bit better than using WhatsApp and emails for task tracking. They help in organizing data but have other major limitations:

Limited Collaboration: Excel spreadsheets are primarily designed for individual use, making it challenging for multiple team members to collaborate simultaneously. Coordinating updates and ensuring everyone is working on the latest version can be difficult.

Version Control Issues: Challenging to track and manage different versions when multiple members access and make changes This can lead to confusion, errors, and difficulty in maintaining a single source of truth.

Lack of Real-Time Updates: Manual updates result result in delays and inaccuracies. Real-time updates and progress tracking is limited, hindering efficient decision-making.

Complexity and Cumbersome Updates: Managing Excel spreadsheets can become cumbersome and time-consuming in a complex project. The sheets do not load properly in time if the data size is large.

Limited Accessibility: Excel spreadsheets may not be easily accessible to all team members, especially if they are not physically present in the same location. Sharing and collaborating on spreadsheets across different devices and platforms can pose challenges.

Lack of Task Management Features: Challenging to track and assign tasks, set deadlines and send notifications as Excel spreadsheets not specifically designed for task management.

Data Security and Integrity: Excel spreadsheets are prone to data corruption, accidental deletion, or unauthorized access, posing risks to data security and integrity.

Power User

To overcome these limitations, task and project management tools like, Asana, Trello, or Notion come to the rescue. These tools are designed for power users who want to take their tracking to the next level. They offer intuitive interfaces, collaborative features, and improved project visibility.

While using the above tools is not quite a pitfall it can become one. There is a learning curve involved, and tailoring these tools to specific organizational needs can be restrictive. There are other limitations for such tools:

Learning Curve:

Depending on the complexity of the tool, there may be a learning curve for team members to understand how to use it effectively. This can require time and training.


Many project management tools come with a price tag, especially if you require advanced features or a large number of user licenses. Cost considerations need to be factored into your budget.

Overwhelming Features:

Some tools offer a wide range of features and customization options, which can be overwhelming for users. It's important to strike a balance between the features you need and the simplicity of use.

Integration Challenges:

Integrating the project management tool with other existing software or systems used by your team might present technical challenges. It's important to assess compatibility and potential integration issues.

Customization Limitations: While many tools offer customization options, they may not meet all of your specific needs. This could limit your ability to tailor the tool to your exact requirements.

To truly master effective tracking, it's crucial to strike a balance between the flexibility of spreadsheets and the advanced features of project management tools. Getting a custom-made right-fit solution that aligns with your organization's needs, offers scalability, and allows customization will empower you to navigate the project maze with confidence.

Why a custom-built project tracking application?

A custom-built project tracking application offers the advantages of tailored functionality, increased efficiency, scalability, integration capabilities, improved collaboration, advanced reporting, and enhanced data security. It provides a powerful tool to optimize your project management processes and achieve better outcomes.

Tailored to Your Needs:

A custom-built application is designed specifically for your organization, taking into account your unique project management requirements. It can be customized to match your existing processes, workflows, and terminology, ensuring a seamless fit with your business operations.

Enhanced Efficiency and Productivity:

With a custom application, you can streamline and automate your project tracking processes. It can eliminate manual and repetitive tasks, saving time and effort for your team members. This increased efficiency leads to improved productivity and allows your team to focus on more value-added activities.

Scalability and Flexibility:

A custom-built application can grow and evolve with your organization. It can be designed to accommodate future needs and scalability, ensuring that it remains a relevant and effective tool as your projects and business expand.

Integration with Existing Systems:

If you have existing systems or tools in place, a custom application can be built to integrate seamlessly with them. This integration allows for smooth data exchange and eliminates the need for manual data entry or duplication, reducing errors and improving data accuracy.

Improved Collaboration and Communication:

Custom applications can include collaboration features that facilitate better communication and coordination among team members. It can enable real-time updates, file sharing, and discussion boards, fostering collaboration and enhancing project transparency.

Advanced Reporting and Analytics:

Custom applications can incorporate powerful reporting and analytics capabilities. It enables you to generate customized reports, track key performance indicators, and gain valuable insights into project progress, resource allocation, and overall performance.

Data Security and Control:

With a custom application, you have full control over data security measures and access permissions. You can implement robust security protocols to protect sensitive project information and ensure that only authorized individuals have access to specific data.

Effective tracking is key to project success. By acknowledging the limitations of basic messaging platforms and spreadsheets, and embracing purpose-built project management tools, you can steer clear of the project maze and achieve optimal tracking for your professional endeavors.


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