How to use Zoho Projects for tracking client deliverables and deadlines

Let’s be honest: tracking client deliverables and deadlines gets messy fast. Sticky notes pile up. Spreadsheets turn into a graveyard of forgotten dates. If you’re juggling multiple clients and projects, you need something better. That’s where Zoho Projects comes in—a project management tool that promises to keep your work organized and deadlines clear. But does it actually help, or just add another layer of hassle? Here’s how to set up Zoho Projects for the real world, without getting lost in the weeds.


Step 1: Set Up Your Workspace—But Don’t Overthink It

When you first log into Zoho Projects, you’ll see options to create organizations, projects, and more. Ignore the temptation to “customize everything.” Just:

  • Create a new project for each client, or for each set of deliverables if you work with clients long-term.
  • Name projects something you’ll instantly recognize. (“Acme Website Launch,” not “Project X.”)
  • Set a start and end date—even if you have to guess. You can change these later.

Pro tip: Skip the color-coding and logo uploads for now. Get your tasks in first. Pretty comes later.


Step 2: Add Your Deliverables as Milestones

Most people dump everything into a to-do list and call it a day. That’s a recipe for missed deadlines. Instead, use Zoho’s “Milestones” to group big chunks of work—these are your deliverables.

  • Create a milestone for each major deliverable (e.g., “Homepage Design Complete,” “Client Review,” “Final Launch”).
  • Assign each milestone a deadline.
  • Under each milestone, you’ll add tasks (next step).

Why bother with milestones? Because they give you a bird’s-eye view. You’ll see exactly what’s due and when, instead of scrolling through a forest of micro-tasks.


Step 3: Break Down Deliverables into Tasks and Subtasks

Now, take each milestone and break it into bite-sized tasks:

  • Click into your milestone and start adding tasks—think “Write homepage copy,” “Design mockup,” “QA review,” etc.
  • If a task feels too big (“Develop website”), break it into subtasks.
  • Assign each task to the right person—yourself, a teammate, or even the client, if they’re involved.
  • Set due dates that make sense. Don’t just set everything to the milestone due date; stagger them based on real work.

What works: Zoho’s task lists are flexible and easy to edit. You can drag and drop, rearrange, and adjust dates as things change.

What doesn’t: Don’t bother with custom fields or automation rules unless you’re managing a huge team. For solo users or small teams, the basics get you 90% of the way.


Step 4: Use Dependencies—But Only When You Need To

Zoho Projects lets you set dependencies (e.g., “Can’t start X until Y is done”). This can be helpful, but it’s easy to overdo.

  • Use dependencies for big, obvious blockers only. For example, “Client must approve wireframes before design starts.”
  • Don’t waste time linking every little thing. If you’re spending more time building the Gantt chart than doing the work, scale back.

Pro tip: Dependencies can get wonky if your team ignores them or if you reschedule tasks too often. Use them for clarity, not as a crutch.


Step 5: Set Up Reminders and Notifications (But Don’t Let Them Drive You Nuts)

Missed deadlines usually happen because things slip through the cracks. Zoho can help—if you set it up right.

  • Turn on email or in-app notifications for task assignments and due dates.
  • Set up automatic reminders for upcoming deadlines (a day or two before is usually enough).
  • Resist the urge to enable every notification. Otherwise, you’ll tune them all out.

Honest take: Zoho’s notifications are useful, but they’re not magic. You still need to check in regularly—no software will do your follow-ups for you.


Step 6: Share Access with Clients—But Set Boundaries

One of Zoho Projects’ strengths is letting clients peek in on progress (if you want them to).

  • Invite clients as users with limited access, so they can view milestones, tasks, and upload feedback.
  • Set permissions carefully—don’t give clients the ability to delete tasks or change deadlines.
  • Use the built-in comments to keep feedback organized, instead of endless email threads.

What to ignore: Don’t force clients to log into Zoho if they’re not interested. Some will love it; others will hate it. Give them the option, but don’t make it a requirement.


Step 7: Use Views and Reports to Stay on Top of Deadlines

Zoho Projects offers a slew of ways to look at your data: Gantt charts, calendar views, dashboards, and progress reports.

  • Use the calendar view for a quick glance at what’s due this week or month.
  • The Gantt chart is great if you’re managing lots of overlapping tasks or want to spot bottlenecks.
  • Dashboards can show you overdue tasks, upcoming milestones, and overall progress.

What works: These views are helpful for catching problems before they snowball. If you see a deadline slipping, reassign tasks or adjust dates—don’t just let things drift.

What doesn’t: Don’t waste time customizing fancy reports unless you’re presenting to higher-ups. For most client work, a simple list or calendar is enough.


Step 8: Actually Use It—And Keep It Simple

The real challenge isn’t setting up Zoho Projects; it’s making it a daily habit.

  • Check your tasks each morning. Update statuses as you go.
  • Close out completed tasks and milestones—don’t let them pile up.
  • Adjust deadlines when things change. Don’t let the tool become a graveyard of missed dates.

Pro tip: If Zoho Projects starts to feel like a burden, you’re probably overcomplicating it. Stick to milestones, tasks, and due dates—that’s 90% of the value right there.


What to Skip (Unless You’ve Got Time to Burn)

Zoho Projects is loaded with features—timesheets, forums, automation, bug tracking, and more. Some of these are great for big teams or complex projects, but for tracking client deliverables and deadlines, most are overkill.

  • Timesheets: Only useful if you bill hourly or need to track internal time.
  • Forums and chat: Easier to keep quick discussions in Slack or email.
  • Automation: Cool in theory, but a time sink to set up and troubleshoot.
  • “Gamification” features: Fun, but don’t actually help you hit deadlines.

If you’re just starting out, ignore these until you hit a real need.


Wrapping Up: Don’t Let the Tool Run the Process

Zoho Projects can help you stay organized and hit client deadlines, but only if you keep it simple. Focus on:

  • Clear milestones for each deliverable
  • Breaking down work into manageable tasks
  • Realistic due dates and regular check-ins

Don’t get seduced by every bell and whistle. Start with the basics, build a habit, and only add complexity if you actually need it. Iterate as you go—your process will get better with time, not with more features.

Ready to try it? Set up your first project, punch in your deliverables, and see how much smoother your next client gig runs. And if Zoho Projects isn’t working for you? Don’t be afraid to try something else. The goal is to get work done, not just admire your dashboards.