1.1 Planning

Planning is the first step and the foundation of every project. Zoho Projects enables you to create detailed and visual plans by breaking tasks into components such as:

• Milestones: Mark key points in the project timeline.
• Task lists: Group related tasks together.
• Tasks: Main tasks that need to be completed.
• Subtasks: Specific details of each task.

Smart planning with Zoho Projects

The tool also integrates Gantt charts and Kanban boards.

A Gantt chart acts as the "roadmap" for your project, helping you easily track the connections between tasks and ensure everything stays on schedule. If a task is delayed, users can quickly adjust and update the plan without disrupting the entire workflow.

Gantt chart

Meanwhile, a Kanban board organizes tasks as cards, categorized by completion status or priority. You simply drag and drop tasks between columns to update their status.

Kanban Board

1.2 Tracking Progress

Tracking progress in Zoho Projects is the art of managing every moment. Zoho Projects allows you to accurately measure the time spent on each task. From the start time, estimated completion time, to the actual time taken—every piece of data is recorded and compared to identify deviations.

With the integrated timer feature, every working minute is logged, like an upgraded and non-boring version of traditional timekeeping.

Users can also create detailed timesheets with both billable and non-billable hours. These timesheets provide clear evidence of the time spent and can be exported into formats like CSV, XLS, or PDF for invoicing or deeper analysis.

1.3 Issue Management

During project execution, errors or issues are almost inevitable. Few platforms on the market today can address these issues as effectively as Zoho Projects. Instead of letting minor problems accumulate into major obstacles, Zoho Projects helps you "nip them in the bud," ensuring the project runs smoothly by:

• Listing bugs or issues.
• Assigning bug-fixing tasks to appropriate team members.
• Integrating with GitHub and Bitbucket, allowing you to view source code changes related to issues directly within the platform.
• Monitoring the bug-fixing process to ensure all issues are resolved on time.

1.4 Resource Management

Resources in a project are not just people but also include time, budget, and data. Zoho Projects provides a comprehensive solution for managing all these elements:

• Human Resources: Allocate tasks efficiently to avoid situations where some team members are overburdened while others are underutilized.
• Time: Create personalized schedules for each member to ensure no task is overlooked.
• Budget: Record and track actual expenses against planned budgets, keeping everything under control and avoiding overspending.
• Data: Store, retrieve, and share data easily while ensuring security and quick access whenever needed.

1.5 Team Collaboration

No large project can be completed by one person. The collaboration and communication capabilities of Zoho Projects are indispensable, as the tool offers robust support for teamwork through:

• Interactive Feeds: Similar to an “internal social network,” this is where you can stay updated on all project-related changes. Comments, images, and documents can be posted directly here.
• Chat and Forums: Exchange ideas, discuss tasks, or simply connect with teammates through personal or group chat rooms.
• Document Sharing: This feature allows you to store and share documents in a common space. The version control system ensures all team members are working with the latest version.

1.6 Detailed Reporting and Analysis

Zoho Projects is not just a management tool but also a "smart analytics engine," helping you assess and enhance performance through a comprehensive reporting and analysis system, featuring:

• A Variety of Reports:
  • Task Reports: Who is doing what, the current progress, and remaining tasks.
  • Issue Reports: Which bugs have been fixed and which are still unresolved.
  • Expense Reports: Detailed budget tracking for individual tasks or the entire project.
  • Forecast Reports: Helping you predict budgets, timelines, or required resources.

Additionally, Zoho Projects integrates with Zoho Analytics, offering over 50 customizable charts and reports. Users can design their own charts, embed them on websites or blogs, and easily share, export, or print them as needed.

1.7 Integrations and Extensions

One of Zoho Projects' standout features is its ability to integrate with various tools within the Zoho ecosystem and third-party platforms. For example:

• Integration with Zoho CRM to manage customers.
• Synchronization with Zoho Desk to handle issues.
• Using Zoho Analytics for project data analysis.

Moreover, you can integrate with popular tools like Google Drive, Microsoft Teams, or Slack to enhance collaboration capabilities.

1.7 Mobile Applications

Zoho Projects offers seamless access across both web and mobile platforms, ensuring you stay connected to your work wherever you are.

• Web Application: All you need is a browser and an internet connection. No need for complex software installations, as Zoho Projects runs smoothly on all popular browsers, delivering an uninterrupted experience.
• Mobile Application: Specifically designed for iOS and Android, the Zoho Projects mobile app lets you manage your projects on the go. Whether you're in a meeting, on a business trip, or working remotely, you can access tasks, track progress, and communicate with your team effortlessly.

2. Pricing of Zoho Projects

Zoho Projects offers competitive pricing in the project management platform market. Specifically, it provides three main service plans:

• Free Plan: Suitable for teams of up to 5 members, featuring basic functionalities like 3 projects, subtasks, whiteboards, and 5GB of storage.
• Premium Plan (4 USD/user/month): Ideal for small to medium-sized businesses, offering unlimited project management, time tracking, Blueprints, and intelligent insights through Zia.
• Enterprise Plan (9 USD/user/month): Designed for large enterprises, it includes advanced security features, flexible customization, and robust integrations.

Below is the pricing table along with the features of each plan:

Zoho Projects Pricing Table

Compared to competitors, Zoho Projects stands out due to its integration capabilities with other tools within the Zoho ecosystem and its affordable pricing. However, higher-end competitors like Asana and Monday.com offer sleeker interfaces, broader integrations with third-party tools, and more comprehensive support for large-scale, multi-department businesses.

Thus, Zoho Projects is best suited for teams that:

• Have a limited budget
• Need to manage multiple projects
• Prioritize time-tracking and automation features

3. Pros and Cons of Zoho Projects

3.1 Pros

• Affordable Pricing:
  As mentioned, pricing is a major advantage of Zoho Projects. With plans starting at just 4 USD/user/month for the Premium plan and 9 USD/user/month for the Enterprise plan, it offers comprehensive project management features without straining your budget. Moreover, a 10-day free trial is available for testing the platform.

• High Data Security:
  Zoho Projects prioritizes data security with features like modern encryption, intrusion detection/prevention systems, and a 24/7/365 secure infrastructure (including video surveillance, biometric access, and fireproof systems). Users can confidently rely on the platform for secure operations.

• Multilingual Support, Including Vietnamese:
  Supporting over 25 languages, including Vietnamese, Zoho Projects ensures accessibility for users worldwide, especially in Vietnam.

• Efficient Task Management:
  Internal communication tools help team members stay updated and share information seamlessly. The Gantt chart is a standout feature, providing a clear visual representation of project progress.

3.2 Cons

• Limited Task Search:
  Task search functionality is restricted to individual projects. Zoho Projects should improve this feature to allow system-wide task searches with results displayed on a single page.

• Bug Reporting Process Needs Improvement:
  Users have reported that the bug reporting feature requires screenshot attachments, which don’t always upload successfully. A clearer, more stable bug reporting process would enhance user experience.

• Less User-Friendly Dashboard:
  Some users have noted issues with the dashboard, such as difficulty adding customer contact details or organizing customer names alphabetically. When exporting customer information, the data only includes basic fields like internal ID, name, email, role, and invoice.

4. Conclusion

While no software is perfect, and Zoho Projects has its drawbacks—such as limited search capabilities and dashboard improvements—it offers great value for its price. With its attractive pricing and comprehensive features, Zoho Projects is undoubtedly a worthwhile option, especially for those looking to avoid the expense of high-end alternatives.

So, if you're seeking an optimal project management solution for planning, progress tracking, and performance analysis, give Zoho Projects a try!