How To Choose the Right Project Management Software for You

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Managing projects can be a daunting task with many people, resources, and schedules to keep up with while striving to keep costs low. This is why Project Management tools are important no matter how big or small the project. Not only do they help managers keep track of the project and stay organized, the best tools work across devices to help teams stay productive.

At its core, Project Management software allows organizations and teams administer a project while managing costs and budgets, maintaining quality, as well as keeping documents filed and easy to access. A good Project Management software is able to help in project planning as managers are able to see project tasks and where they are connected. This process also helps in task management so that team members would know what to do and when.

Document sharing and collaboration, and calendar and contact sharing, are also integrated in Project Management software to help employee productivity and connectivity. And with bug error management and time tracking, these programs can help boost the efficiency of the team members so that they can finish projects on time.

While these things are some of the basic requirements of a good Project Management software, every organization has its different needs, which means that a one-size-fits-all solution will not work. It is then important to ask what your organization really needs to help you decide which Project Management software is best for you. This will help you avoid spending money on a tool with too many or too little features, both of which will cost you.

Here are some tips on how to choose the right Project Management software for your business.

  1.   Ask yourself: Do you really need a Project Management software in the first place?

A software investment is like a marriage proposal. You have to make sure that it’s the right tool you need or risk having all that time, money, and even emotional investment go down the drain. More often than not, projects lack definitive aspects, which is why these tools are needed.

One of the major reasons for having a Project Management software are delays in the timetable and confusion in communication. The inherent planning tools, such as the Gantt charts in Microsoft Project, can help teams avoid delays and see in charts exactly what’s going on in the project in real time. Companies like ARUP were able to save 40 hours a month, increasing their response and decision-making times, making the company more responsive, flexible and strategic.

  1.   Assess what you need

When you invest in new software, you should be able to make a checklist of what you need. Not all software are created the same, so you should be able to pick what suits your company best. Is your team’s greatest need in resource management, but have no problems with collaborating with one another? Then you should take that into consideration when thinking of buying a Project Management software. Or maybe your team is collaborating on a new app, so resources are not so much an issue as collaboration.

When features compete, the best thing to do is take into consideration what your project needs and eliminate those that don’t have them. Always take into consideration your industry, your tasks and your people.

  1.   Qualify your choices

Once you’ve eliminated the products without the features you need, the next thing to do is to have an outcome-driven approach to selecting your Project Management software. In this approach, the important thing is to reach a certain outcome that could qualify as a success.

Companies like Xerox use Microsoft’s Project Management software for their global development project teams with the goal of increasing team productivity and cost reduction. With the right software, the company was able to increase productivity by 40 percent and they were able to reduce their costs in IT development by 30 percent.

  1.   Count your costs

After narrowing the search further, it’s now time to figure out how much your organization is willing to spend on this new technology. Will you go for the cheapest option, or for the more expensive one that you think would be more beneficial the more your team and projects grow? Will the benefits outweigh the costs you incur or will the outcome and changes not that significant?

  1.   Prepare your team

Before adopting the new technology, users have to be considered. Will they be able to learn the Project Management software quickly, or will they need a longer time to be able to grasp its different functions? A demo program would be the best way to see how your team adapts and how quickly they learn. From the demo, you would also be able to see if the program was as simple as you thought or too complicated without the proper training and guidance.

  1.   Get team feedback

Often, organizations apply programs that may have some issues with the users who will be dealing daily with it. Or maybe they have other suggestions to make the experience better. Making employees a part of the decision-making process makes them more engaged. They are also more likely to feel empowered and thus perform their best.

Looking for a Project Management software is similar to making any technological changes in the business. Find the software that will be best for the enterprise, and the task objectives and the money spent on the new technology will be an investment that will be worth a lot for the organization in the long term.

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