Introduction

Project management software Instructor-led has become an integral part of any modern business setting. These tools offer a centralised platform for teams to plan, organise, and track their work more effectively. The landscape of project management is constantly evolving, especially as workforces continue to grow more complex and remote teams become increasingly prevalent. Better Business Cases Practitioner (with Foundation) course

Efficient project management tools offer the following benefits:

• Streamlined collaboration and communicationThe technical storage or access is strictly necessary for the legitimate purpose of enabling the use of a specific service explicitly requested by the subscriber or user, or for the sole purpose of carrying out the transmission of a communication over an electronic communications network. £2,400 +vat
• Better task tracking and deadline management
• Resource allocation See all dates
• Real-time progress tracking
• Improved productivity and efficiency.

Project management toolsPreferences help organisations optimise their workflows, eliminate bottlenecks, and complete projects on time and on budget. This guide is designed to provide you with the necessary information to help you select the right project management tools in 2025. In the following guide, we will cover the following topics: Self-paced

• The basics of project management tools Better Business Cases Practitioner (with Foundation) self-paced online
• The best tools to use depending on your business needs and budget
• Key considerations to help you make an informed decisionPreferencesIs change management a good career choice?£1,199 +vat
• Implementation and adoption best practices
• Future trends that are going to take over the market.Simon Buehring

No matter if you’re the owner of a small business, a freelancer, or part of a large-scale enterprise, this article will help you find the right project management solution for your needs. We’ll look at the best free tools, paid options, and carefully compare all these tools to the following criteria: features, ease of use, scalability and more.19 Feb 2026

By the end of the article, you should be able to select and implement a project management tool that will help your team reach new levels of success and take all your Self-pacedprojectsConsidering a career in change management? Read this article to understand why it's a growing field and how to get started. Better Business Cases Foundation self-paced online to the next level.

Understanding project management software £699 +vat

Definition and key features The technical storage or access is necessary for the legitimate purpose of storing preferences that are not requested by the subscriber or user.Business case FAQs

Project management software refers to a suite of digital tools and applications that enable teams to plan, execute, and monitor projects in an efficient and organised manner. These software solutions provide a centralised platform for collaboration, task management, resource allocation, and tracking project progress. Some key features commonly found in project management software include: Who approves a business case?

• Task management Usually on a project, the project sponsor (the person or people who are committing the funds) will approve a business case. Before approving it, they need to have confidence that the problems have been addressed and the right solution has been selected, that the benefits are achievable and realistic, when the investment will pay off, and how big will the return on investment be.: Allows users to create, assign, and track tasks or activities throughout the project lifecycle. What makes a good business case?
• Scheduling As you have seen in this article, there’s several important bits of information which goes into a business case. Don’t spend unnecessary time though adding information which isn’t required. Your project sponsor will have to read your business case before they approve it, and you don’t want to make their job any harder than it already is!: Enables users to set deadlines, create timelines, and manage project milestones and dependencies.The essentials of Lewin’s change model for successful change managementStatisticsThere are several things you can use to check whether your business case is adequate or not. Here’s a checklist of 13 questions to ask yourself before you submit your business case to your sponsor for approval:
• Resource allocation Are the reasons for the project consistent with the corporate, : Helps teams assign team members or resources to specific tasks and monitor their workloads.Simon Buehring portfolio
• Collaboration tools19 Feb 2026 or : Facilitates communication, file sharing, and document collaboration among team members. Statisticsprogramme management
• Reporting and analyticsLearn how Lewin's change model can guide your organisation through change. Uncover practical strategies and insights to facilitate smooth transitions. Scroll down for more information. strategies?: Offers reporting capabilities and analytics to generate insights on project performance, progress, and resource utilisation. Is the
• Time tracking project plan: Allows users to monitor the time spent on tasks or projects for time management and billing purposes. aligned with the business case? (e.g. are the costs and timescales in the project plan correctly reflected in the business case?)
• Budget management Are the benefits clearly identified and justified?: Provides tools to track expenses, manage project finances, and compare against budget estimates. Is it clear how the benefits will be realized?

Benefits of using project management tools Is it clearly defined what will judged a successful outcome?

• Discover essential project management terminology in our glossary. Gain clarity on crucial concepts and boost your project management skills as you explore our detailed guide.

Pros

• Clean and intuitive user interface Save preferencesSimon Buehring

Zoho Projects is a project management platform that is part of the larger Zoho suite of business tools. It is a cost-effective solution for small to medium-sized teams and offers a good balance of features and affordability.

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• User-friendly interface with customisable dashboards. Customer Support

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• Limited third-party integrations compared to some competitors [email protected]
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• May feel limited for large, complex projects.

Pricing [email protected]

• Plans start at $4 per user per month (annual billing)Preferences Copyright © 2005-2026 Knowledge Train Limited.

Enterprise-level project management software Registered in UK: 5566983.

Microsoft Project Registered VAT: GB872413526.

Microsoft Project Knowledge Train is a robust project management software, built for use on large and complex projects. It’s a solid choice for organisations that are already entrenched in the Microsoft ecosystem.Preferences®

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• Advanced scheduling and resource management 20 Old Bailey, London, EC4M 7AN, England, United Kingdom.
• Portfolio management capabilities Knowledge Train are experts in project management, PRINCE2, agile and change management training and certification. Choose from a full range of instructor-led and self-paced
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• Extensive and robust features for complex project planningThe technical storage or access is necessary for the legitimate purpose of storing preferences that are not requested by the subscriber or user.agile project management course
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• Highly scalable, suitable for large enterprises. PRINCE2

Cons ®

• Steep learning curve for new users , MSP
• Comparatively high cost versus other solutionsStatistics®
• Can be overly complex for smaller, less intricate projects. , ITIL

Pricing ®

• Pricing starts at $10 per user per month (cloud-based version). , P3O

JiraStatistics®

Jira , PRINCE2 is an Atlassian-built project management tool that, while primarily targeted at software development teams, can be customised for a variety of other project types. It has a particular strength in supporting ®Agile methodologies Agile, RESILIA. ®

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• Customisable ®Scrum and AgileBA and Kanban boardsThe technical storage or access that is used exclusively for statistical purposes.®
• Advanced issue tracking and bug management features are registered trademarks of Agile Business Consortium Limited. All rights reserved. The APMG International AgilePM and Swirl Device logo, APMG International AgileBA and Swirl Device Logo, APMG International Change Management and APMG International Better Business Cases and Swirl Device logo are trademarks of The APM Group Limited, used under permission of The APM Group Limited. All rights reserved. Better Business Cases™ is a trademark of Her Majesty’s Treasury. All rights reserved. DevOps Foundation
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Pros Guide”, “PMP” and “CAPM” are registered marks of Project Management Institute, Inc. Knowledge Train Scrum Essentials™, Business Learning Library (BLL)™, Business Analysis Learning Library (BALL)™, Agile Learning Library (ALL)™, IT Learning Library (ITLL)™, and Compliance Learning Library (CLL)™ are trademarks of Knowledge Train Limited. All rights reserved.

• High degree of customisability for different workflows and teams Knowledge Train Ltd is an Introducer Appointed Representative of NewDay Cards Ltd for the Newpay finance product provided by NewDay Ltd. NewDay Cards Ltd acts as a credit broker, not a lender. We will introduce you exclusively to Newpay finance products provided by NewDay Limited under this Introducer Appointed Representative arrangement. Finance available from other lenders is not covered by this arrangement. NewDay Ltd and Newday Cards Ltd are authorised and regulated by the Financial Conduct Authority (ref nos 690292 and 682417 respectively).
• Exceptional support for Agile methodologiesMarketing
• A large ecosystem of Atlassian products and third-party integrations.

Cons

• Configuration can be complex and time-consuming
• Primarily oriented towards software development projectsMarketingSearch
• User interface can be cluttered and feel less intuitive for some users.

Pricing

• Pricing starts at $7.50 per user per month (cloud-based version).

Workzone

Workzone is an enterprise-grade project management software that provides a good balance of powerful features with a relatively accessible user interface. It’s built to be flexible and serves a variety of industries and project types.

Key features

• Interactive Gantt charts and task dependenciesThe technical storage or access is required to create user profiles to send advertising, or to track the user on a website or across several websites for similar marketing purposes.
• Customisable project templates
• Resource management and workload balancing featuresManage optionsRequest a quote
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• Easier to use than some enterprise alternatives
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• Offers comprehensive onboarding and customer support.

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• Less well-known compared to some other tools Manage Consent
• May not include some of the specialised features of industry-specific toolsView preferences
• Pricing may be less competitive for smaller teams. To provide the best experiences, we use technologies like cookies to store and/or access device information. Consenting to these technologies will allow us to process data such as browsing behavior or unique IDs on this site. Not consenting or withdrawing consent, may adversely affect certain features and functions.

PricingSave preferences

• Custom pricing based on team size and needs.

Niche and specialised toolsView preferences

Airtable for customisable solutions{title}

Airtable{title}Functional is a flexible tool that blends the familiar spreadsheet interface with the power of a database, making it highly adaptable for {title} project managementManage Consent and beyond.

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• Customisable bases (think of them as databases) and views Functional
• Rich field types including attachments, images, and formulas
• Wide range of templates for various use cases Always active
• Automation and integration features
• Functional

Functional

• Always active

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• The technical storage or access that is used exclusively for statistical purposes.

• The technical storage or access that is used exclusively for anonymous statistical purposes. Without a subpoena, voluntary compliance on the part of your Internet Service Provider, or additional records from a third party, information stored or retrieved for this purpose alone cannot usually be used to identify you.

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• File storage solutions (Google Drive, Dropbox)
• Time tracking and invoicing software
• Development tools (GitHub, Bitbucket)
• CRM and marketing automation platforms.

The more integrated your project management tool is with your existing tech stack, the smoother your workflows will be.

Scalability and flexibility

2. : Create a detailed timeline that will walk you through the implementation process. Be sure to specify major milestones and due dates and consider a phased rollout for larger organisations.
3. Configure the software: Tailor the tool to match your existing workflows and processes, including project templates, user roles, and permissions.
4. Migrate existing data: Move existing data from your current project management system and other applications into your new software. Take this time to audit the information and ensure it is in good shape.
5. Conduct a pilot test: Try a trial run with a small group of users to test everything out. Use the opportunity to solicit feedback and make any necessary changes.
6. Communicate with stakeholders: Let everyone know what is to come, and why you are making the change. Outline the key benefits and encourage questions.
7. Launch and monitor: Put the new tool into use with the full team, and watch adoption closely, adjusting as needed.

Training and onboarding best practices

The process of training will also play a large part in adoption, so follow these best practices for training users on your new software:

• Tailor training to your user groups: The right training for one part of your organisation may not work for another. Provide materials that are specific to the needs of the different teams and departments.
• Utilise multiple learning formats: Not everyone learns the same way. Consider using a variety of methods to reach your entire team, including:
  • Live workshops
  • Video tutorials
  • Written documentation
  • Hands-on exercises.
• Create a knowledge base: Develop a centralised location where users can find resources, FAQs, and best practices.
• Identify and train “power users”: Find individuals who are especially tech-savvy and use them as internal champions.
• Offer ongoing support: Check in regularly to provide support and refresh training sessions. This is also a great way to introduce new features or overcome hurdles.
• Encourage experimentation: Give users time to play around with the software and discover features that are helpful to them.

Overcoming common challenges

Deploying new software can sometimes present challenges. Here are some tips to overcome common obstacles:

• Resistance to change
  • Communicate the benefits of the new system clearly and early
  • Be transparent and honest about potential concerns
  • Involve team members in the decision-making process.

• Integration issues
  • Collaborate closely with your IT department
  • Test thoroughly before full deployment
  • Have contingency plans for critical systems.

• Low adoption rates
  • Identify and address specific pain points
  • Highlight early wins and success stories
  • Consider gamification to encourage usage.

• Data migration complexities
  • Clean and organise data before migration
  • Use automated tools where possible
  • Verify data integrity after migration.

• Overwhelmed users
  • Implement the software in phases
  • Prioritise essential features first
  • Provide easily accessible support resources.

Measuring success and ROI

To measure the success of your new project management software, consider the following metrics:

• User adoption rate: Track the percentage of team members actively using the software
• Time savings: Measure the reduction in time spent on administrative tasks
• Project completion rates: Compare the rate of on-time project delivery before and after implementation
• Resource utilisation: Evaluate improvements in resource allocation and workload balancing
• Collaboration metrics: Monitor increases in team communication and file sharing
• Client satisfaction: Assess changes in client feedback and project outcomes
• Financial impact: Calculate cost savings and potential revenue increases attributed to improved project management.

Consider using the following table to track your KPIs:

Monitor these metrics and solicit qualitative feedback from team members regularly to continuously improve your project management processes. By following these implementation steps, anticipating potential obstacles, and measuring success, you can unlock the full potential of your new project management software. Keep in mind that successful adoption is an ongoing journey that demands sustained focus and optimisation.

Future trends in project management software

As the demand for effective project management software increases, developers are working to improve and enhance the tools available to teams and organisations. In this section, we will explore the future trends that are likely to shape the project management software landscape.

Artificial intelligence and machine learning integration

Artificial Intelligence (AI) and Machine Learning (ML) are rapidly advancing fields that are already being integrated into some project management software solutions. In the future, we can expect to see even more sophisticated AI and ML capabilities built into project management tools. Some potential applications include:

• Smart task allocation: AI algorithms can recommend the best person for a task based on their skills and current workload.
• Predictive analytics: Machine learning models can predict project timelines and potential risks with greater accuracy.
• Natural language processing: AI-powered chatbots can assist in creating tasks, updating statuses, and answering frequently asked questions.
• Intelligent scheduling: AI can optimise project schedules by considering multiple factors and constraints at once.

These technologies will empower project managers to make better-informed decisions and spend more time on the strategic aspects of project management.

Enhanced automation capabilities

Automation is already a key feature of many project management tools, but in the future, we can expect to see even more powerful and flexible automation capabilities. Some possibilities include:

• Workflow automation: Multi-step workflows can be automated, minimising manual tasks and errors.
• Intelligent notifications: Systems will learn from user behaviour to send timely and relevant alerts and reminders.
• Automated reporting: Scheduled reports can be generated and distributed automatically.
• Smart integrations: Integrations between different tools in the project ecosystem will be more automated, ensuring seamless data flow.

Automation will free up time from administrative tasks, enabling teams to focus on high-value activities.

Improved data analytics and reporting

Project management tools are already becoming more data-driven, and in the future, we can expect to see even more powerful data analytics and reporting capabilities. Some potential features include:

• Real-time dashboards: Interactive, customisable dashboards could provide users with real-time insights into project status, team performance, and other key metrics.
• Predictive analytics: Advanced data analytics could use historical and real-time project data to make predictions and offer recommendations.
• Sentiment analysis: Project management software could analyse team communication to gauge project morale and identify potential issues.
• Cross-project analytics: Organisations could use project management software to analyse performance across multiple projects and use this information to inform strategy and resource allocation.

In conclusion, the future of project management software is likely to be characterised by increased integration with AI and ML, more robust automation features, and enhanced data analytics and reporting capabilities. As technology continues to advance, project management software will become even more powerful and flexible, allowing teams and organisations to work more efficiently and effectively.

Increased focus on remote work features

With a rise in distributed teams and remote work, project management software is now expected to help teams connect and collaborate virtually. Solutions that don’t support remote or hybrid work will become obsolete as remote work becomes more of a norm:

• Virtual workspaces: Video conferencing features that integrate with digital whiteboards for online brainstorming and meetings.
• Asynchronous communication: Improvements to asynchronous communication features like leaving voice or video notes and contextual comments.
• Time zone management: Better tools for understanding and scheduling across various time zones.
• Virtual team building: Gamification features and team building activities in virtual environments.

The changing work environment and the move to distributed work will continue to be a driving force behind some of the key features and priorities for project management software. Project managers that stay informed on these trends will be better positioned to expect what’s next and prepare their teams to take advantage of new functionality and technology.

Case studies and success stories

Learning from real-world examples of successful project management software implementations can offer valuable insights and inspiration. This section showcases case studies from different scales of businesses and industries, detailing the challenges they faced, the solutions they implemented, and the results they achieved.

Small business implementation

Case Study: Green Leaf Landscaping

Green Leaf Landscaping is a small landscaping business with 15 employees. The company faced challenges with managing multiple projects simultaneously and often missed deadlines and struggled to allocate resources efficiently.

Challenge

Manual methods of tracking projects led to miscommunication and inefficient resource allocation.

Solution

Adopted Trello due to its visual approach and user-friendly interface.

Implementation process

• Set up boards for different stages of projects
• Created cards for each client project
• Assigned team members to specific tasks
• Used labels to denote priority levels and types of projects.

Results

• 30% improvement in on-time project completion
• 25% reduction in overtime hours
• Improved client communication through shared boards
• Enhanced team collaboration and transparency.

Key takeaway

Simple and cost-effective tools, when used thoughtfully, can make a big difference in small business project management.

Enterprise-level adoption

Case Study: GlobalTech Solutions

GlobalTech Solutions, a multinational IT services company with over 5,000 employees, required a standard project management solution across its various departments and global offices to replace a patchwork of different systems that were in place.

Challenge

The lack of standardisation and integration across departments and offices resulted in inefficiencies, data silos and difficulties in cross-departmental collaboration.

Solution

Adopted Microsoft Project, leveraging its capabilities at an enterprise scale and its seamless integration with the existing Microsoft ecosystem used within the company.

Implementation process

• Formed a cross-functional implementation team.
• Developed a phased rollout plan that prioritised departments and offices based on their needs and readiness for the new system.
• Created standardised project templates and workflows that aligned with the company’s project management best practices.
• Conducted comprehensive training sessions for employees at all levels and offered ongoing support during the transition.
• Integrated the project management system with existing ERP and CRM systems for a unified IT infrastructure.

Results

• 20% increase in project profitability through improved planning and resource allocation.
• 40% reduction in the time spent on administrative and manual tasks by project teams.
• Streamlined resource allocation and utilisation across global teams and projects.
• Enhanced reporting and dashboard capabilities, empowering executives with better insights for decision-making.

Key takeaway

Enterprise-wide adoption of a project management solution demands careful planning, buy-in from stakeholders and comprehensive training to ensure successful implementation and adoption across all levels of the organisation.

Freelancer and agency use cases

Case Study: Sarah Chen, Web Designer

Sarah Chen is a freelance web designer with a portfolio of clients from small startups to mid-sized companies. Before she started using a PM tool, she found it difficult to keep track of all her projects, deadlines, and client communications.

Challenge

Balancing client expectations, project timelines, and invoicing while operating as a solo freelancer.

Solution

Sarah chose to use Asana for its simplicity and ability to manage projects and client collaboration effectively. Its user-friendly interface and flexible task management features allow her to visualise project workflows easily.

Implementation process

• Created project templates for her common web design workflows, which saved time on setup for new projects.
• Set up client-specific boards within Asana for each project, making it easy for her clients to access and stay updated on their project’s progress.
• Utilised the timeline view to manage and visualise multiple project deadlines, helping her to avoid scheduling conflicts and meet client expectations.
• Integrated Asana with her time-tracking and invoicing tools to streamline administrative tasks.

Results

• Reduced the time spent on project administration by 50%, allowing her to focus more on design work.
• Improved client satisfaction due to transparent and accessible progress tracking.
• Increased her capacity to handle more concurrent projects by 25% without sacrificing quality.
• Streamlined the invoicing process, reducing payment delays and improving cash flow.

Key takeaway

For freelancers, the selection of a project management tool that can effectively integrate project management with client communication and reporting is crucial to improving operational efficiency and professionalism in client interactions.

Digital marketing agency

Case Study: Pulse Digital

Pulse Digital is a rapidly expanding digital marketing agency with a team of 25 staff members. The company was seeking a way to streamline its workflow for managing various client projects and to enhance team collaboration.

Challenge

Managing a high volume of campaigns for different clients across multiple marketing platforms, while ensuring quality and consistency for all client work.

Solution

ClickUp was selected for its customisability and rich feature set.

Implementation process

• Customised spaces for each client, project and marketing discipline
• Customised templates for different types of campaigns
• Utilised dashboards for monitoring campaign performance in real-time
• Implemented time tracking for accurate client billing
• Set up automations for standardised tasks and notifications.

Results

• 35% faster project delivery
• 20% increase in client retention
• Improved team collaboration and knowledge sharing
• Better resource management and workload distribution.

Key takeaway

Agencies need flexible tools that can handle a wide range of project types and client requirements while also encouraging internal collaboration.

These case studies illustrate the wide range of applications for project management software across different business sizes and industries. Some of the critical factors for successful implementations include:

• Selecting the right tool to fit the specific business needs
• Adequate planning and customisation during the implementation phase
• Proper training and support for end-users
• Integration with existing workflows and tools
• Regular review and optimisation of processes.

Organisations can take note of these success stories and use them as a guide for their own project management software implementation journey to achieve the most out of their chosen solution.

Conclusion

In this guide, we have delved into the world of project management software and its significance in today’s workplace. We discussed the following:

• The variety of project management tools available, from free options to comprehensive enterprise solutions
• The factors to consider when selecting the right tool for your team
• The best practices for adopting and implementing new project management tools
• The future trends in project management software development
• Real-world examples and case studies of successful implementations in different business sizes.

We hope you found the guide insightful and helpful. Project management tools have the potential to revolutionize the way teams work by increasing productivity, improving collaboration, and enhancing overall project success.

Choosing and implementing the right project management software is a crucial decision that can greatly affect the success and efficiency of your organisation. Keep in mind the following tips:

• Assess your needs: Evaluate your team’s requirements carefully before choosing a tool
• Prioritise user experience: Select a tool that is both functional and user-friendly
• Plan for scalability: Consider your future needs and choose a scalable solution
• Invest in training: Ensure proper onboarding and support for successful adoption
• Measure and optimise: Continuously evaluate the impact of the chosen tool and improve your processes.

Approach the implementation of project management software strategically and unlock new levels of productivity and collaboration within your team.

FAQs

What is the best free project management software?

The best free project management software depends on your team’s size and needs. However, popular and feature-rich free options include Trello, Asana, and ClickUp. All have free plans that are perfect for small teams and simple project management.

How do I choose the right project management tool for my team?

Choosing the right project management software for your team starts with assessing your team’s needs. Consider features, look for user-friendly interfaces, and take advantage of free trials to test different tools before committing to one.

Can project management software help with remote work?

Yes. Most of the modern project management tools offer features specifically for remote collaboration, such as real-time updates, video meeting integrations, and cloud-based file sharing.

What are the key features to look for in project management software?

Task management, team collaboration, time tracking, reporting, and integration capabilities with other tools you use are among the top important project management software features you should look for.

How much does project management software typically cost?

The average price range for project management software is from free to about $30+ per user per month, but the most enterprise solutions can be even more expensive. Most of the tools offer tiered pricing depending on the available features and team size.

Is it worth paying for premium features in project management tools?

Premium features are worth the investment if they meet your team’s specific needs and can lead to significant productivity gains. Evaluate the cost against the potential return on investment before upgrading.

Can I use multiple project management tools together?

You can use more than one project management software at the same time. Many project managers use different tools for specific purposes. It is possible but might cause data silos and should be managed effectively.

How long does it take to implement new project management software?

The time it takes to implement new project management software usually ranges from 2-8 weeks, depending on the complexity of the chosen tool and the size of your organisation.

What are the benefits of using AI-powered project management tools?

AI-powered project management software often includes features like automation of routine tasks, predictive analytics, and data-driven insights. They can also provide intelligent recommendations for optimal resource allocation and risk management.

How often should I reassess my project management software needs?

It’s a good practice to reassess your needs when introducing a new team member and/or when launching a new project. Otherwise, once per year would be a good review frequency.