How to use bitrix24 to project tracking

How to Use Bitrix24 for Project Tracking

Posted on November 16, 2022

We at Infobuilder strive to bring the team closer together amid this challenging transition from in-person to remote work setting.  We know staying on top of projects and tasks at work has been hard to maintain over the last couple of years. With team members now dispersed into multiple locations, organization seemed to become more fragmented. As the cracks between the remote team widen, the more challenging it is to keep everyone’s actual progress in check.


Fortunately, with Bitrix24, we can now keep everyone’s tasks in one place, thereby creating a shared virtual platform where everyone can monitor their projects, track other team members’ progress, be informed of their deadlines, and ultimately have a clear picture of how the whole team works across the enterprise. 


If you’re looking for a tool to help you stay on track with your goals and deadlines, here’s why we believe Bitrix24 is the best investment to take.

The Challenges of Tracking Projects in Remote Work Setting

“Monitoring tasks and deadlines has always been tricky, even back when everything was still consolidated in the office,” began Ms. Charity Santiago, Infobuilder’s  Project Director. As someone tasked to keep everything in check, Ms. Charity had to rely on different tools to stay on top of ongoing projects and assignments. 


“I’ve been using free Kanban tools even way before the pandemic,” she recalled. “But while these free tools are helpful, they have limitations. For one, there’s a risk involved when putting data on a stranger’s server. Since these tools are for free, you can’t simply go after the platform when your data gets lost,” she explained. 


When the pandemic sent everyone to their respective home, Ms. Charity said they had to turn to available collaboration apps and create new working norms out of these platforms’ available features. “We took the monitoring to Google Sheets,” she said. “The app helped us achieve easy viewing of tasks and more uniformed reports at work,” she added.


Still, despite the efforts and use of multiple collaboration platforms, Ms. Charity admitted the same isn’t enough to maintain efficient project tracking across the entire team. “We can see the tasks, but, of course, that wasn’t enough. Tracking remains manual. There’s no notification on deadlines. And when needed, you have to reach out to the responsible persons one by one,” she explained.


The same observations were shared by our Business Analyst, Mr. Raymond Debuque. “We track tasks through Google Sheets, and then communicate through Telegram. Ultimately, the whole process is very informal. We are able to work through it, but the frequent switching sometimes affects our concentration and adds to the silos,” he continued.

How to Use Bitrix24 for Project Tracking:
Tools and Features to Take Advantage of

With Infobuilder’s recent migration to Bitrix24, employees can now enjoy the convenience of having everything in one place. The software performs as an all-in-one virtual work environment where end-users can chat with one another, schedule and attend meetings, plan projects, create tasks and subtasks, distribute said assignments, set due dates, submit outputs, monitor task status, and more.


When asked how they utilize the platform to keep on track of their actual work progress, the employees pretty much summarized their approach as follows:

  • Task and Subtasks Creation

Project management is among the strongest features of Bitrix. Using the platform, users can simply create and assign tasks efficiently. To do so, one only needs to go to Bitrix’s Tasks and Projects section, click the New Task button, name such a task, put a description of the work, and assign roles for different persons who are needed for the task.


“With Bitrix, I don’t have to wait for our next meeting. I can just assign the task and set a deadline for each of them,” shared Ms. Charity. 


She also expressed her appreciation of the platform’s subtask creation feature, which allows users to break down big projects into smaller, more manageable pieces. “Sometimes, you might think the project isn’t moving, when in fact, it’s progressing from one subtask to another. It helps you achieve better insights and real-time updates. It may also help you identify points of trouble,” she added.

  • Scrum

Bitrix also comes with professional Scrum tools, such as sprints, backlog, story points, and more. With such features, Agile and Software Development teams can easily arrange their tasks according to stages or due dates.


To get started with Scrum, users only need to go to the Tasks and Projects section of Bitrix, choose Scrum, and click on the Create button.


“Before Bitrix, I didn’t really use Scrum for tracking agile projects,” admitted Sir Raymond. “But with the platform, I eventually learned to appreciate the tool. It eliminated  the need for me to juggle multiple applications just to have complete visibility of the project at every level. All that I need to see and keep track of are consolidated into one place,” said Mr. Raymond.

  • Kanban

Like all other project management platforms, Bitrix also comes with a Kanban feature, a workflow visualization tool where tasks are divided into columns that represent different stages of a project.


“I also like the Kanban feature of Bitrix,” said Ms. Charity. “It’s great for monitoring tasks. Unlike before where everything is simply shoved into Google Sheets, with Kanban, we can create separate columns for tasks that are pending with the client, tasks that are pending with the DA, with the Devs, and with the SysAds. It makes it easier for our brains to process which is which,” she explained.

  • Time-tracking and Setting of Deadlines

When creating tasks, Bitrix allows users to set due dates and enable automatic time tracking to monitor how long it takes to complete a project. Such features help employees have the liberty to map out their own plans and schedules that fit their shifts.


To set a deadline for a task, one simply needs to fill in the dedicated deadline box that pops up with a logo of a calendar when creating a task. Users can enable automatic time-tracking by clicking the More button and checking the Task Planned Time box.


“Before our migration to Bitrix, our Agile team followed a traditional, waterfall style of project management,” recalled Mr. Raymond. “While the whole approach still helped us stay on schedule, the shift to Scrum bolstered our overall efficiency. With Bitrix, we can easily map out our targets, track team progress, and meet deadlines,” he added.

  • Centralized Calendar


A centralized company calendar is also part of Bitrix’s features.


“It’s great that the platform comes with a unified view of the Calendar,” said Ms. Charity. “With it, you can easily see your colleague’s schedule, view how he/she plans to go through the project, and determine what date and time he/she will be available,” she explained. 

The Bottom Line

The shift to remote work can be liberating, but it also comes with tons of challenges. With work-life balance now fused in one place, it’s easy to lose track of targets and deadlines. Worse, since individuals are now physically away from their team, activities and tasks might come off looking fragmented rather than continuous and intact. 


You can prevent the risk of team disintegration and fragmented workspace culture by implementing collaborative tools, such as Bitrix24.


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