How to Choose the Best SaaS Project Management Tool for Marketing Teams

It’s tough to keep up with marketing projects when the digital world is so fast-moving, and increasingly advanced. From content coordination, through to multi-channel promotions, marketing departments are spinning millions of moving parts every day. This can be costly without the appropriate marketing project management tool, resulting in missed deadlines, disallowed processes and overrun teams. That’s where SaaS project management software comes in! 

Such software applications provide marketing teams with a centralized place to plan, manage and deliver projects precisely and smoothly. If you’re developing a product, setting up a social media campaign, or conducting a brand re-imagining, SaaS products can give you the organization and visibility you need to get it off the ground. But with so many to choose from, it can be hard to know which is best for your team. 

On the Aproove blog today we’re here to tell you everything you need to know about SaaS project management software, and in this guide we share what types are available, and what they can do for you, so you can decide which is the best SaaS project management tool for your marketing team, and keep everyone on the right track. 

What is SaaS Project Management Software? 

Project management SaaS (Software as a Service) is a cloud-based tool for teams to organize, execute, and track projects from inception to completion. In contrast to other software that has to be installed and maintained on physical machines, SaaS tools are located in the cloud, accessible from a web browser, and usually automatically updated by the provider. They’re primarily used by marketing teams to collaborate in real-time, automate processes and keep you informed of the project status. SaaS project management software helps marketing teams stay organized and on task wherever they are by bringing work, communication and reporting into one place. 

Types of SaaS Project Management Software 

There are various SaaS project management software products to fit different workflows and the needs of a marketing team. Some tools, for example, have a task management section that lets you define, assign, and track tasks. These are perfect for teams that want a simple way to hold everyone responsible for their tasks. Others focus on team collaboration — collaborative boards, chat channels, @mentions and shared files for group communication. 

For bigger projects, the best SaaS project management tool can offer more advanced features like Gantt charts, resource allocation and dependency management. These are typically employed by campaigns that have a lot of moving pieces and very short deadlines. There are also many SaaS tools that now have built-in platforms that allow you to customize your dashboards and workflows for your marketing goals (both in terms of structure and customization). 

Benefits of Project Management SaaS Software for Marketing 

Marketing teams that use SaaS project management software experience a multitude of benefits, and the most noticeable one is much better organization. These tools unify campaign planning, tasks, deadlines, as well as messaging, so there is no chance of misinformation or misunderstanding. Automated reminders and tasks within the marketing project management tool can keep campaigns on time, even if you’re working on multiple projects at once. 

One more big benefit is the improved collaboration. Marketing campaigns are often built with input from multiple parties — designers, copywriters, and other partners. SaaS products make this work easier by providing common platforms for comments, approvals and updates without lengthy email-threads. Additionally, most tools have reporting functionality which allows teams to use this information to tinker with strategies and make data-driven decisions. 

Why are SaaS Project Management Tools Important? 

Advertising campaigns are more involved than ever before, with lots of different tasks, deadlines, and multifunctional teams. When not planned, even the best-intentioned project can run over or under budget. These difficulties are solved by SaaS project management software that provides a system for planning, delivering and tracking projects. 

The best SaaS project management tool will also create more visibility where teams can track what is going on, and where it has slowed down, and then tweak accordingly. This visibility is important for keeping people accountable and staying in ‘the same boat’ with the campaign. Additionally, thanks to the availability of SaaS tools, groups can work in real-time from the office or on the go, which is especially critical with today’s hybrid work models. 

Enhancing SaaS Team Efficiency with Project Management Tools 

Efficiency is the linchpin of marketing campaigns, and SaaS project management tools are aimed to enhance it in various ways. By automating tasks like status updates or deadline reminders, these tools let team members get back to strategic work, creative brainstorming, and more. Instant updates mean everyone is up to speed without the lengthy status meetings or email drips. 

With a SaaS marketing project management tool having integration options, marketing teams and agencies can connect their project management software to other systems that they’re already using (CRMs, analytics tools, social media calendars). This provides a data flow with seamless information transfer among systems, eliminating redundancies and increasing efficiency. Therefore, marketing teams are able to carry out campaigns faster and better without compromising quality or accuracy.  

Things to Consider When Choosing SaaS Project Management Software for Marketing 

There are a number of things to consider when choosing a SaaS project management system. So the first thing you have to do is find out what your team’s needs are. Know if your team has any issues right now, whether it is with deadlines not being met, communications, or not clearly seeing the project progress. This will enable you to narrow down which features you really need, like task management, workflow automation, online proofing or collaboration. 

Scalability is another critical factor when it comes to a marketing project management tool. The best SaaS project management tool should grow with you as your team expands or complex projects get bigger, delivering more capabilities or capacity on demand. It also needs to be user-friendly, and even the most powerful tool won’t work if your team is unable to make sense of it properly. Seek out software with an easy-to-use interface, mobile accessibility, and training tools. 

Last but not least, organizations should consider security and compliance. Marketing involves a lot of personal data, like managing customer data or confidential strategies. Make sure that the tool you’re considering meets all security requirements (SOC 2 or GDPR) and offers strong data protection (encryption, regular backups). Tools are also worth trying through free trials — you’ll be able to see how well they’ll fit into your process and your team’s requirements.  

If you take in all that we’ve mentioned above, you’ll be able to identify the best SaaS project management tool that doesn’t just fit your current requirements but will help your team to evolve and succeed when it comes to your marketing. And, with the right tool, your campaigns will run smoother, faster, and more successfully, allowing your team to achieve its creative and strategic objectives.