Project Management within administration

[symptome]

I'm looking for a way to better optimize the way, the staff communicates/coordinates things which are relevant for my board.
I would call them projects because we work on new things each day.
How do you do that?

1. you do it within vb without anything else
2. you do it with the vb project-add-on
3. you do it with another vb add-on (which?)
4. you do it with another software

Thanks a lot!
Marcel