Blog Key benefits of automation in project management

Key benefits of automation in project management


Are you using automation in your project management? 'Automation' might sound complex, but chances are you're already using computers and software to help you perform your job. In this article, you can learn more about what automation in project management looks like, where you can use it, and how it can help simplify and streamline your tasks, saving you time and reducing costs.


What is project automation? 

Project automation is the process of using technology to complete tasks with little or no human intervention. For example, as a project manager you review resources and task progress on daily basis. Automation tools can do this for you and will alert you about any issues such as missed deadlines, a project delay, overspending or resources overload. Automation in project management will complete a predefined process for you, meaning that the success of the automation directly depends on how well and how smoothly those processes (workflow) are established.

Before automating a project workflow, you will need to map out the processes and identify where the inputs come from and where the outputs go. The links between tasks, departments and people have to be clear.  As you start applying automation, you will notice that processes performed by a machine bring more predictable results.  


When should you use automation in your project management system? 

The purpose of automation in a project management system is to offload manual repetitive tasks and to minimize errors. Prior to introducing automation into your processes, asking yourself the following questions will help you to identify processes which are suitable for automation: 

  • Which manual processes are the most time-consuming? 
  • Which processes are repeated? 
  • Which processes are well documented and mapped? 
  • Which processes are basic enough to be completed by software tools without your supervision? 

Have a think about the impact on the project if one of the processes is not completed correctly. After identifying the areas where automation can be implemented, decide which project automation tools will help you to achieve your goals. Find out what automation tools Vault ERP offers.


Let’s have a look at some of the processes where businesses use project management automation.


Project stages in a workflow – Processes will be triggered automatically based on steps in the workflow and by recognizing dependencies.  


Recurring tasks – If a project task is being recreated over and over again, this action can be automatically performed by a system based on specific requirements.  


Task updates – An automation tool registers a change of status or marks a task as complete and triggers the creation of a new task list or tasks according to set criteria. Tasks will be automatically assigned to the correct departments or personnel by using the right project management tool. Also, task templates can be inserted if it is practical. 


Communications/notifications – Notifications and updates will be sent automatically so that project members do not need to check in and can focus on important tasks. Information will be synced with other departments or projects involved in processes. Automation creates one platform where all relevant data is held and updated.  


Time tracking – Assignees can track their time on tasks and projects. This will provide valuable information on how efficiently resources are being used. With the right time tracking tool, you will be able to extract reports and statistics which will give you an indication about whether you budgeted correctly and how much time has been spent on which task. Time tracking also gives you an insight into employees’ performance. 


Checklists – These allow you to create task lists for repeatable processes and routine tasks. Completing routine tasks follows specific procedures and processes, and checklists ensure adherence. For example, they can be created by QA teams for testing or creating project templates. Checklists can help you not only with project management but with any repeatable processes like invoicing, business trips or human resources. 


For automation to show optimal results, integration with other project management tools is recommended. Automation in project management will maximize your ROI. You can find out more about maximizing your ROI in project management here.


Key benefits of automated project management software 

Increased time

Time is money, right? Well, with automation you can save a significant amount of time. Available resources will be utilized more effectively. Offload dull, repeatable tasks from employees and let the software take over. You can do more in less time, meaning you can launch more projects while maintaining the same number of employees.  


Productivity boost

Get a productivity boost by implementing task templates for multiple projects and creating effective workflows. Recurring tasks will be managed by software, thus saving you time, reducing human errors and ensuring consistency in how tasks are completed and to what standards. You can read more about the productivity boost here.



Integration with other project management tools and apps will centralize information sharing and consolidate updates on one platform.  


Streamlined communications

This eliminates unnecessary email threads and excessive communications. Automation makes approvals and reporting transparent, easy, and timely. Collaboration across departments improves, and stakeholders are kept up to date on statuses and work progress. 


Reduced risk

This is another benefit of automated project management software. A good solution will help you to calculate the critical path, typically by using a Gantt chart. Automated alerts will notify the team about deviations from the critical path and potential issues. 


Identifying bottlenecks

When a task’s status remains unchanged for some time, a bottleneck can be spotted. An automation tool will send related notifications so it can be dealt with promptly. 


Automated Reports and KPIs

These provide a solid base for project analysis. Kanban boards are used in an agile development environment to get a holistic view of project-related data. 


Maintains quality

Automation maintains quality across all projects and processes. It ensures that tasks are complete consistently and at the required standards. Defined task and processes templates will clone projects and tasks, saving time and resources. 



Employee motivation will increase once you have trained them on the new technology. The dull tasks completed by your technological helper will free up human creative potential for more valuable tasks and increase employee engagement. 


In short, it’s evident that automation in project management will bring you huge benefits in the long term. The effort you need to put in first, such as identifying the processes and creating comprehensive workflows, is certainly worth it.  

Don’t know where to start automating your project management? Vault ERP can give you the tools you need. Find out more.



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