My Toolbox: A Project Management System

I believe effective project management tools should empower people - not overwhelm them. Many existing platforms are designed for large enterprises, packed with features that small teams and freelancers rarely need. This complexity often slows down rather than supports productivity.

To explore a better way, I designed and developed a streamlined Project Management System (PMS). My goal was to create a tool that reflects my project management philosophy: simplicity, usability, and practical value.

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The Problem

While there are many capable free project management tools available, like Trello, I wanted to explore a fundamental question: What would a project management system look like if I designed it from scratch to embody my own philosophy? This became an exercise in creating a free alternative that translates my core beliefs into a working system.

The Solution

I built a lightweight Project Management System using Django that strips away unnecessary complexity while keeping essential functionality. The system provides intuitive task and project management with dual viewing options (list and board views), task prioritisation, keyword search, and tag-based filtering - delivering exactly what small teams need without the bloat.

The Impact

By stripping away unnecessary complexity, this system demonstrates how thoughtful design can improve workflows, encourage adoption, and keep projects on track. It embodies the principle that the right tool is not the one with the most features, but the one that best supports the team’s goals.

To take the project further, I applied a replatforming strategy (“lift, tinker, and shift”) to migrate the system onto AWS. This approach ensured the tool could scale more reliably and benefit from cloud infrastructure. The live demo was decommissioned in November 2025 to conclude the project's AWS Free Tier phase. The full source code is still available for review here: https://github.com/lzrdGreen/api-pms/

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Self-Hosting Option

For a more in-depth look, the full source code for this project is available on GitHub. You can set up the application on your local machine by cloning the repository and following the setup instructions.

GitHub Repository: https://github.com/lzrdGreen/pms

Some essential categories of Project Management Tools

Productivity Tools:

• Word Processors (e.g., Microsoft Word, Google Docs): These are used for creating project documentation, such as project charters, status reports, and meeting agendas

• Spreadsheets (e.g., Microsoft Excel, Google Sheets): Useful for tracking budgets, schedules, and creating various project-related charts, including RACI charts and risk registers

Collaboration Tools:

• Email: A primary means of communication for sharing updates, documents, and coordinating with stakeholders

• Project Chats (e.g., Slack, Microsoft Teams): Facilitate real-time communication and collaboration among team members, making it easier to discuss project-related issues and share information quickly

Scheduling and Work Management Software:

• Trello: A visual tool that helps teams organise tasks and track progress using boards and cards

• Asana: A comprehensive work management platform that allows teams to plan, assign, and monitor tasks, ensuring everyone is aligned on project goals

These tools enhance efficiency, communication, and organisation, which are critical for successful project management.

The benefits of integrating project management tools:

Improved Communication and Transparency:

• Integrating tools like Slack or MS Teams with Asana or Trello facilitates a seamless flow of information

• Real-time notifications about task updates and comments help keep everyone informed, reducing reliance on lengthy emails and ensuring alignment among team members

Enhanced Efficiency and Productivity: Linking project documents and data to specific tasks allows team members to access necessary resources immediately, streamlining workflows and reducing time spent searching for information.

Better Decision-Making: Access to crucial data regarding resource allocation, risk management, and issue resolution empowers project managers and team members to make informed decisions quickly, ultimately leading to better project outcomes.

The effective use of tools can significantly enhance collaboration and overall project success.