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Project Management Tools and Adapting to Client Workflows

Claire Surma
Claire SurmaTuesday, April 30, 2024
Project Management Tools and Adapting to Client Workflows


At Echobind, we believe that understanding and adapting to the unique needs of each client is not just an approach but a necessity. This blog post delves into how we customize our project management strategies to sync with our clients' workflows, tools, and overall business ethos, ensuring our exceptional projects are matched with high-level processes.

Customizing Project Management to Client Needs

From startups to established enterprises, the diversity in workflow and technology stack is vast and varied. To navigate this diversity, Echobind does not just apply a standardized template of management practices; instead, we tailor our strategies. This adaptability is not merely about staying flexible; it’s about embedding our processes into the client's operation.

For instance, when working with tech startups, we often encounter a dynamic and fast-paced environment where decisions and directions can pivot rapidly. For these clients, our project management approach focuses on agility and transparency, employing tools and methodologies that support quick changes and easy updates. Conversely, when we engage with more established companies, the emphasis might shift towards integrating with legacy systems and adhering to stricter protocols, which requires a different set of tools and a more measured pace.

Tools Echobind Team Members Love

A critical aspect of our adaptable project management strategy is the tools we employ. At Echobind, we select tools not just based on our preference but based on what will work best for the client’s environment and project needs. Here’s a look at some of the tools our team members prefer and how they cater to different project requirements:

Project Management Tracking:

  • Linear: Is the newest project management tool designed by and for software development teams. It excels in managing tasks, tracking bugs, and organizing sprints in a clean, intuitive interface that minimizes clutter and maximizes productivity. Linear makes it really easy for our internal and client teams to track milestone progress and is ideal for technical client’s that value speed in their project management processes.
  • Shortcut: Formerly known as Clubhouse, Shortcut is a great tool for both technical and non-technical team members. Shortcut enables teams to track progress, prioritize tasks, and comprehensive burndown reporting, making it a preferred choice for both waterfall and agile teams aiming for rapid development cycles. Shortcut is a great tool for client’s to easily review task progress, comment on features, and approve epics.
  • ClickUp: ClickUp is versatile and can be tailored for various teams, making it suitable for both developers and creatives. It combines features of project management, document storage, and task tracking, all in one platform, making it a robust tool for managing complex projects.

Client Communication:

  • Loom: Loom has revolutionized how we communicate changes and updates to clients. By allowing us to create quick videos explaining complex issues or showcasing new features, Loom helps reduce miscommunication and speeds up approval processes.
  • Slack or Discord: Instant messaging platforms like Slack and Discord are vital in maintaining day-to-day communication. They foster a sense of community and immediacy, which is crucial for agile projects and continuous integration environments.
  • Google Hangouts or Zoom: For more formal meetings, presentations, or when dealing with clients who prefer face-to-face interaction, these tools ensure that we maintain effective communication irrespective of geographical distances.

User Flow Mapping and UI/UX Design Approvals:

  • Whimsical: Whimsical is a versatile tool that excels in creating clear and engaging user flow diagrams, wireframes, and mind maps with a user-friendly interface that supports real-time collaboration. This tool streamlines the design approval process by facilitating easy communication and rapid feedback from all stakeholders.
  • Miro: A visual collaboration platform that is highly beneficial for product managers involved in strategy development and project planning. It provides an expansive digital whiteboard where teams can create user flow diagrams, brainstorm ideas, map out product roadmaps, and more. Miro's strengths lie in its ability to facilitate strategic sessions and gather inputs from various stakeholders, making it an essential tool for high-level planning and decision-making in product development.
  • Figma: Figma is a comprehensive design tool that enables simultaneous UI/UX design, prototyping, and feedback gathering. Its collaborative features allow team members and stakeholders to interact directly on the platform, enhancing workflow efficiency. Figma is ideal for managing design approvals due to its integrated commenting and version control capabilities.

Challenges and Solutions in Custom Project Management

Customizing project management to fit each client’s unique needs comes with its set of challenges. One major challenge is the alignment of tools and processes between the teams. Often, integrating new tools into an existing framework can be disruptive and may meet resistance. To counter this, Echobind focuses on extensive onboarding sessions and regular training workshops to ensure that everyone is on the same page.

Another challenge is maintaining the balance between flexibility and control. While adapting to client needs, it is crucial to ensure that the project does not deviate from its core objectives and timelines. We achieve this balance by setting clear, adaptable goals and maintaining continuous communication with all stakeholders.


At Echobind, our approach to project management is not one-size-fits-all. We understand the unique challenges and needs of each project and client, adapting our tools and techniques to offer customized solutions.

Our strategic thought process in organizing and tracking project progress, coupled with our flexibility in tool integration, sets us apart in delivering projects within timelines and budgets.

For prospective clients looking for a digital agency that is adept at the latest project management practices and committed to customizing these practices for success, Echobind is a partner you can trust.

Claire is a project manager right here at Echobind and would love to help you hit your software goals this year. Reach out to us at anytime.

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