5 tips for choosing project management software
Are you in the process of choosing suitable project management software for your firm? If yes, then it means that your company is growing. Congratulations! With the right choice you will be able to increase efficiency and improve your results even more. Here are five tips from Project Canvas on what to consider, when choosing a project management software.
1. Reflect on your current situation.
What do you currently use to manage projects? What is good about the tools and what is not so good?
According to a report by Software Advice, approximately every second small business (46%) uses manual methods to manage their projects, such as spreadsheets, email, pen or paper.
Nine percent of the businesses, which indicated using non-project management software such as Microsoft Outlook and time tracking applications, admit that it does not fully address their needs.
Picture 1. Project management methods used by small businesses, prospective software buyers. Report Project Management Software. Small Business Buyer Review. 2014 Software Advice
2. Think of goals and gaps.
Why have you thought of acquiring a project management software in the first place? Which goals do you hope to achieve by using it? Once you got this answer, think of the functionality gaps that you are experiencing with your current way of handling your projects. To which phase do these gaps relate to? The initial or implementation one?
In the initial phase, expectation management, having a project overview and kick-start, as well as attracting the team and stakeholders on board are essential. In the execution phase, the communication among the team members as well as task and time management are important.
The best way to do it is to engage your team in the discussion and the decision making process. Compile a list of must-have and good-to-have features for your software. The list will guide you to the right choice.
According to the survey by Software Advice, 40% of the businesses looking for a project management tools are seeking to improve efficiency and accuracy in their work processes. The graph below might give you some hints on what other aspects might play a crucial role in their selection process.
Picture 2.Top reasons for software purchases. Software Advice.
3. Compile the list of options. After you have accomplished the above, make the list of the software available on the market. Rate the software according to your self-made requirements list from the tip two.
4. Make sure to give the power of decision making to those who are going to use the system.
It is not only you who is going to use the system. It is the team. If the software will be too complicated or your team is not willing to use it properly, your efforts will be in vain.
Finn Svenning, Danish project management consultant says on his blog: ‘Projects are complex and are becoming more and more complicated. One way to solve this challenge for a project manager is to use sophisticated tools and try to grasp and manage complexity. Another way is to empower people with the knowledge that will allow them navigating through and coping with complexity".
Your software should help you in empowering people.
Make sure the software matches your organization’s corporate culture and the set of skills. It has to be easy to start working with. Many small businesses prefer cloud-based solutions, as they are easy to grasp and allow users accessing their projects from anywhere in the world. Keep in mind as well, that the solution should reflect the future growth of your company and hence have the opportunity to upgrade according to the scale.
5. Do not get distracted from the actual leadership.
Lastly, make sure that the chosen software helps you to stay or become a true leader.
Susanne Madsen, a leading project management coach, says that one of the most often project management mistakes is managing tasks at the expense of leading people.
She shares her own story on her blog. Her career changed the moment when she realized that project management does not have to be stressful. She took a step back, started doing fewer tasks, delegating more, and the magic things started happening. New ideas and insights appeared, more time for communicating and engaging with stakeholders and the team was found, valuable feedback started coming in.
Let the same happen with your team after you have chosen the best suitable project management software.
Nurture and develop your leadership skills to be a great project manager. You might like going through this list of inspiring talks for project managers.
Any tips that you would add? Please share your thoughts in the comments below or in our LinkedIn group Project Canvas Pros.
Yours, Olga
Digital Marketer, Project Canvas
olga(at)projectcanvas.dk
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