Project Management Integrations: Keeping Teams Efficient

Updated on by Hayley Brown

Understanding what your team is working on, whether a large or small organisation, is crucial for steering them towards achieving your business objectives. For instance, a marketing team needs to know who is working on advertising campaigns, when someone else is writing content, and analysing data. The team then understands the stage of a project, who is working on it, and the timeline. 

Creating integrations, and automating processes between your project management applications, and other SaaS platforms can help unify a team even further. 

What are Project Management applications?

Project management (PM) applications have the ability to help plan, organise, and manage resources of a team, or organisation. They are user-friendly, drag and drop interfaces where teams can see tasks, collaborate on projects, understand project scheduling and timelines, and check project statuses. 

Project management platforms enable teams to work in an agile fashion. Easing task management whether that is office based teams, or remote teams. Encouraging stability throughout their projects, so they can consistently, and seamlessly work together. 

Popular Project Management Connectors

What are typical project management integrations? 

Project management integrations are typically used to help organise tasks, assign them, track file storage, encourage team collaboration, and see project timelines. Building integrations between these applications, and others used by your team, can be simple workflows. Designed to respond to issues, tickets or comments. Alternatively they may be somewhat complex integrations, designed to automate time-consuming processes, linking attachments, or orchestrating sales leads. 

Communication and Project Management Integration

Communication tools are vital for any team, but especially when managing remote teams, and trying to organise, and assign tasks. Creating seamless integrations between project management systems and communication tools can help. 

A communication integration could be created to send messages to Slack when a new comment, issue or review request has occurred in GitHub. The messages are immediately sent to the appropriate channel and picked up or assigned to a team member to chase. This creates a solution for recurring tasks, and automates a process that can take up time.

PM & Communication Integration

Example Integrations: Communication Platform – Project Management 

  • Post teams GitHub commits to Slack channel
  • Send new GitHub pull requests to Slack channel
  • When a new milestone in GitHub has been triggered send a Slack message  

Collaboration and Project Management Integration

A useful integration with a project management platform is incorporating collaboration tools such as Google Drive, Sheets, and Docs. In building this integration it allows team members to track projects, see project statuses, as well as share and store project files. Encouraging team collaboration, file sharing, reducing file duplication, and real time project management. 

For instance Trello, a web-based list-making application that helps keep track of everything. It is a popular project management platform which allows users to create new tasks, and set up custom alerts. An integration with Google Drive allows access to files anywhere. Meaning a new card can be created when a Google Sheet or Doc is uploaded to a specific Drive folder. 

Alternatively a custom workflow could be built for a Google Drive folder. It can be created for a new Trello card and project, which keeps project files in one location. 

PM & Collaboration integration

Example Integrations: Collaboration tools – Project Management 

  • Save new Trello card attachments to Google Drive
  • Move Trello cards when Google Drive files are updated
  • Send Gmail email when Google Drive files have updated and moved the Trello card

CRM and Project Management Automations

Creating secure integrations between a CRM and project management application can be beneficial to teams. As it will help manage accounts, and fulfil orders. 

For instance using a project management solution like Asana. A web and mobile application designed to help teams organize, track, and manage their work. The integration between Asana and Salesforce, could be implemented for when a new account is added. This then triggers an outreach task in Asana. This is then automatically assigned to the relevant sales representative who can follow up with the lead. 

Project Management & CRM integration

Example Automations: CRM – Project Management 

  • Using Asana connect tasks and projects to specific Salesforce records, which can then be assigned to team members
  • Create an Asana task when a Salesforce object has been updated/created

Email and Project Management Automation

Staying on top of projects can be made easier if integrated with your emails. So, a useful integration with third-party applications is between a project management application and an email provider. 

For example, an email can be triggered from your PM system when a task has been moved, updated, or completed. A new project management card could also be created from a new email received. As well as a card being created for receiving an email with attachments. 

Project Management & Email Integration

Example Automations: Email Platform – Project Management 

  • Create new card in Kanbanize from email, link email attachment(s), and in a weeks time (delay) create meeting in Microsoft teams for project progress review 
  • Send email when Kanbanize card is updated or closed

Calendar and Project Management Integration

Keeping track of project timelines, budget tracking and deadlines can be a challenge. Building a customised workflow can help alleviate any missed deadlines/issues, or over running project timelines. If you are using JIRA, an issue tracking application and has features that support every stage of your software development process. It can be integrated with another project management application, and a calendar platform to automate the reporting of issues. 

For example, when a new issue arises in JIRA a new Trello card can be created, and assigned. Then the project or issue deadline can be added to Google Calendar as an event. Therefore project or issue due dates are not missed. 

PM & Calendar integrations

Example Integrations: Calendar – Project Management 

  • Create new Trello card from JIRA issue, add to Google Calendar as an event, and email project assignment to team members 
  • Generate JIRA issues from new inbound emails 

How is this use/beneficial for an organisation? 

Using project management applications and integrations have numerous team benefits. For instance, planning and scheduling is improved, collaboration is increased, and task delegation is effective. As well as access to files being easier, remote working is effective and engaged, onboarding new team members is more efficient, productivity is enhanced, and budgets can be visually be managed. 

Ultimately creating a streamlined and efficient working team with automated processes, and useful integrations enabling the flow of data between applications.

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Hayley Brown

With several years experience in the digital marketing space after graduating from Sussex University, Hayley has gone on to work in the retail and education industries. In 2020 she joined the Cyclr team and is working alongside Daniel in the Marketing Department.