You know by now that the right set of software will aid your project delivery. In this article, we will advise project managers on how to approach building a tech stack for IT projects. And why digital timesheets are one of the tools that should form its foundation.
When it comes to software, things might seem quite simple from the project manager’s point of view. As long as there's a way to monitor the project's progress, functional communication channels, and quick methods to contact the team—they’re considered sorted, right? Wrong! The tech stack for successful project delivery is more varied than that. Many project managers often don't look beyond the usual setup, and they may not even realise that other options exist. But we're here to help you broaden your horizons.
There are many types of software available for nearly every aspect of a business. The key to selecting the right solution is to think creatively within the context of your project. While the fundamental principles of project delivery should remain consistent, there is room for innovation in how these steps are carried out. That’s exactly where you should focus your attention. After all, nothing can improve if you stay within your comfort zone.
What Software to Include in a Project Manager’s Tech Stack?
While the tech stack will vary greatly between projects, here are some tools every project manager should have:
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Project management software;
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Time tracking software;
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Document sharing software;
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Budget management software;
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Collaboration platform;
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Accessible communication channels with both the team and the client.
While the remaining tools added will depend on the objectives, budget, and other determining factors of the project, none of the above should be skipped in favour of them. Our article will explain why.
Benefits of Digital Timesheets in IT Projects
In this article, we want to discuss digital timesheets specifically and why they are included in the list of tools a good IT project tech stack should have. Although other tools are no less important, we are most experienced with timesheets. Therefore, we believe we can explain it in greater detail.
Easy Management of Mixed Teams
Sometimes, the team already available to you isn’t enough for a project. This doesn’t mean they’re less competent or that your company needs to hire a new full-time worker. It simply means that the project you’re working on is slightly outside your usual expertise. Which isn’t a problem. Hiring workers on a temporary contract basis isn’t a new practice; however, it has become increasingly popular during and after the pandemic. It’s an optimal solution that helps you save money and achieve great results, especially if you continue working with the same contractor on more than one project.
The challenge with a mixed-team approach is managing it effectively. While your regular team operates within a single billing rate for their time, contractors often have different arrangements. The more outsourced workers you engage, the more complicated it becomes. However, this complexity can be mitigated by using digital timesheets. Many solutions are highly customisable and flexible, making time tracking for mixed teams and their billable hours straightforward.
Effortless Approval Workflows
Another difficulty projects, especially in IT, encounter is flimsy approval procedures. Not only can they cause serious delays in project delivery, expense reimbursement or employee compensation, but they also become breeding grounds for significant errors. A good timesheet solution should address this issue from the outset, already being equipped with tools that help streamline the approval process. For example, at Timesheet Portal we have reduced its steps to the point where the assigned approvers can give their ruling without even logging into the system.
While most digital timesheet tools focus solely on timesheets, some include a variety of different modules. Depending on what the vendor offers, you may be able to use one tool to create approval workflows in areas that aren’t solely timesheet-focused. Not to boast, but Timesheet Portal is one such solution. Why not explore what we have to offer?
Other Components of Your Tech Stack
While our focus is on digital timesheets, it would be unfair to completely overlook other tools as well. Unfortunately, if we attempted to discuss them all, this already lengthy piece would triple in size. Instead, we have selected the two that are closely related to digital timesheets and are sometimes combined as one solution.
Onboarding, Document Sharing and Compliance
The reason we are grouping these three features together is that in the right software, they will actually integrate. Simply put, they are closely connected and can be used together as effectively as they work independently. For example, if you’re onboarding a contractor for a project, you won’t need to go back and forth collecting their paperwork and manually uploading it to the company’s server. Instead, the documentation they provide through the onboarding module will be stored in the designated space. The same applies to compliance-related matters - they become much easier to access, and some solutions will even notify you of their expiry date.
Not to mention, document sharing is generally essential for any project. Whether you’re sharing details internally or with the client, having centralised file storage is more convenient than constantly switching via email. It also tracks and reverts changes made to the files, allows multiple people to work on it simultaneously, and provides a couple of layers of security. In other words, software with these features is crucial to any project.
Expense and Budget Management
We’ve briefly discussed expenses when talking about approvals, so let’s explore this topic further. As you know, every project has a set budget, and unless you stay alert and attentive, you risk exceeding it. Which, of course, can have very serious consequences. The issue is, when discussing budgets, many elements that fall under this category are often overlooked, thereby compromising the financial stability of the project.
That said, it’s absolutely essential to add software designed to monitor your budget’s status to your tech stack. The best option in our opinion is an expense management solution. Not only does it make it simple to log and approve expenses, but it also facilitates analysing its impact on the overall budget. Sometimes, you can find it as a module within another tool instead of a standalone solution, meaning you won’t have to worry about extra integration efforts. An example? Timesheet Portal, of course.
Link It All Together
There’s no point in collecting just a collection of stand-alone solutions because having them doesn’t make a tech stack. The idea of a digital toolbox is that the tools are connected in a way that enhances each other’s processes. Luckily, it’s more straightforward than it sounds.
Stay Mindful of Integrations
The key to having a functional and united tech stack is ensuring your solutions can be integrated with each other and communicate effectively. The way to achieve this is through integrations. It might be challenging if you already have many digital tools that are disjointed. In that case, we recommend either developing a custom API to connect them or considering replacing some of the tools.
If you’ve already got some of your tools working together well, expanding your stack becomes straightforward. Just look for software that offers the features you need AND integrates with your existing toolbox. We want to emphasise that meeting both of these criteria should be non-negotiable. Even if it takes a bit longer to find the right tool this way, the wait will be worth it. Also, if you don’t see integrations that interest you listed, don’t be discouraged immediately. Contact the vendor—sometimes, they aren’t listed.
Summary
Digital timesheets are essential in a tech stack for IT projects, not just an option. Whether you’re working with your full-time team, contractors, or a mix of both, they make team management and client communication much smoother and simpler.
Overall, project management software isn’t the only tool a project can benefit from - there are plenty of others that help improve flow and delivery. They might cover areas slightly different from traditional project manager tasks, but they still contribute to a project's overall success. We’ve suggested a couple of options in this article; however, different projects may find different tools more beneficial than others. Ultimately, you know what your project needs. One thing we can say for sure is that digital timesheets will work for everyone.
Why not begin developing your stack by adopting them? Timesheet Portal is here to support you.