Keeping work-related information organized is vital to a company. This is where project management software comes in handy. It will help organize the team’s workload and enable collaboration between teammates.
Have you been considering buying project management software to ensure that everything runs smoothly? With so many options out there, where do you even start?
We’ve got you covered! Keeping reading to learn how to choose the best project management tools and software for business.
List Your Needs
When you first start your search you need to know what you need. It’s good to start out by listing where things are falling short.
Is it the scheduling? Are you falling short when it comes to tracking project progress? Is it communication?
Sit down and write down any area that is falling short and that can be improved. Once you know this it will give you guidance on what to look for when you begin your search.
Look at the Collaboration Features
Project management involves overseeing a team get the job done. Which is why communication and collaboration are so important.
If having transparency within the organization is important then you will want to search for a project management tool like Podio that will allow the team involved to experience full transparency as well.
The main thing is to see how the collaboration features in the software will help your team move forward towards the end goal with as little stress as possible.
If you want to keep track of every expense during a project this is a tool you will want to see if the software you’re considering has. There are project management tools that offer automated expense reporting for invoices.
You would be able to sync time tracking and expense reports with an invoice. Then everything is generated and added to the invoice based on the information reported. This is a great feature to have to avoid any math errors.
Most project management tools offer 7, 14, or even 30 day free trials. Test run the software you’re considering to make sure firsthand that the new software will work for your needs.
During this step, you can involve your team and let them test run it too. Having their opinions will be helpful before you make your final decision.
While you’re having the test run keep track whether the software improved efficiency. If it did write down how it improved it. This data will come in handy if you need to get approval to change to new project management software.
After the trial period also ask your team for feedback. Their feedback is as important as yours because they will be using this alongside you.
Look at Their Customer Support
Not only will you want to make sure that you have the right features to complete projects as smooth as possible, but you also want to know how their customer support is. Do they have a dedicated team to help you in the beginning? It’s best if they have a support team that can help your team jump right in.
Usually, you won’t have time to spend on learning a new system and teaching your team because you have deadlines to meet. For this reason, you will want to find a company that will help you not only during the onboarding stage but also in the future.
There are software companies that offer unlimited support and unlimited training. There are even some that go the extra mile and give you a dedicated point of contact for you and your team.
Make sure you cover all the questions such as: Is there help on the weekends? Will you be dealing with a real person vs a bot? What is the normal turn around time when submitting a support ticket?
This might sound tedious or like common sense but you’d be surprised when you begin to ask questions and do your research.
Calculate the Cost
When you first introduce new software to your team it’s going to cost you time and money. You will want to calculate what this cost will be. Will it be worth it?
When you find the right tools it will make the time and money spent well worth it. Because it will make projects easier, in the long run, the software will pay for itself.
The cost will vary based on the size of your project and team. Some teams can get away with paying an extra $50-$100 per month on project management tools while others have to pay hundreds of thousands of dollars.
No matter the amount the point is to figure out if it’s worth it for your needs. Keep in mind that you want to justify the cost to anyone else that needs to approve the new software tools. If there is someone you have to report to, they will want to know how much the change will be and if it will be worth it.
Time to Choose Your Project Management Tools
Now that you have the tools to choose the best tools and software when it comes to project management you can begin your search. Having the right project management tools will impact the success of the project and will also help the project manager stay on course.
Don’t forget to keep your team’s needs in mind and plan ahead for future growth.
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