Why Email Shouldn't Be Your Project Manager

Do you still rely on email to manage projects with your team? It’s time to rethink that approach. Here’s why: Managing projects via email is like trying to juggle with one hand tied behind your back. It’s cumbersome, inefficient, and frankly, outdated. Here’s what you’re dealing with: 1. Email Black Hole: Important project updates get lost in the avalanche of daily emails, causing critical delays. 2. Chaos Overload: Trying to track tasks and deadlines through email chains is like herding cats. It’s chaotic and prone to mistakes. 3. Teamwork Trouble: Real-time collaboration? Forget it. Email makes it nearly impossible to sync up with your team effectively. 4. Document Disaster: Keeping track of the latest document versions through email attachments is a recipe for confusion and outdated information. 5. Inbox Overload: Wading through a flood of emails just to find project updates wastes valuable time and energy. Switch to a project management tool that centralizes communication, organizes tasks, and supports real-time collaboration. These tools help keep your team on the same page, streamline workflows, and boost productivity. Ditch the email chaos and embrace a smarter, more efficient way to manage your projects. You’ll wonder why you didn’t do it sooner! #ProjectManagement #EmailOverload #TeamCollaboration #WorkSmarterNotHarder

Your project team doesn't need another email They need direction. As PMs, it's easy to default to communication through volume. → More updates → More check-ins → More IMs/Slack threads/email chains Real project leadership is guidance. So team members know what they should be focused on, what other stuff (blockers, decisions, etc.) is out there, and what progress has been made. Here's 3 tips to lead with direction: ☝ Cut the commentary Be upfront and quick on the main points. What's happening. What needs to change. Who owns it. When you need it. Keep communications crisp and let team members fill in what they need. ✌ Anchor to priorities Every update should provide reinforcement. "Here's where we're headed and here's how X gets us there." This is how you keep teams aligned when the work gets messy. 🤟 Ask "what will this message cause someone to do?" If the answer is nothing, don't send it. Informing stakeholders is important. But whenever possible, communicate with the intent to MOVE people. Effective project managers don't just talk. They guide complex teams through complex change to bring about something of value. Talk is cheap. Guidance (and delivery) is gold. 🤙

Back in 2014, I was in Confluence every day managing cyber projects. From 2016–2018, it was Microsoft Project. From 2018–2021, it was Asana with my team and Trello with my clients. Since then? Smartsheets, PowerBI, Trello, and more. Here’s the reality: We’re well past the days of running projects out of spreadsheets and inboxes. And yet… Only 𝟮𝟱% 𝗼𝗳 𝗼𝗿𝗴𝗮𝗻𝗶𝘇𝗮𝘁𝗶𝗼𝗻𝘀 use dedicated project management tools. That means 𝟳𝟱% 𝗮𝗿𝗲 𝘀𝘁𝗶𝗹𝗹 𝘁𝗿𝘆𝗶𝗻𝗴 𝘁𝗼 𝗺𝗮𝗻𝗮𝗴𝗲 𝗽𝗿𝗼𝗷𝗲𝗰𝘁𝘀 𝘄𝗶𝘁𝗵 𝗘𝘅𝗰𝗲𝗹 𝗼𝗿 𝗲𝗺𝗮𝗶𝗹. That’s not just a workflow issue. It’s a 𝗿𝗶𝘀𝗸 𝗶𝘀𝘀𝘂𝗲. • Missed dependencies • Slower execution • Teams burned out chasing updates instead of outcomes Excel can be great for managing data. But for most organizations, the gap between managing data and managing execution is exactly where projects stall. 𝗠𝘆 𝘁𝗮𝗸𝗲𝗮𝘄𝗮𝘆: The right tool won’t fix a broken process. But the wrong tool will make even the best process harder. I’ve seen this play out across cyber, marketing, and enterprise transformation projects. Choosing and implementing the right system can mean the difference between constant firefighting and actual momentum. What’s the best (or worst) PM tool you’ve used and why?