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Your team is important and varied, working from all different locations and bringing unique collections of skills together. Your team also needs to be able to communicate and collaborate so tasks can be worked on together and completed when needed.
It’s possible that your team isn’t used to working together, and some members may not even be used to collaborating at all. This is why effective project management is so important – it’s often the only way to get everyone working together toward the same goal so that the correct outcome can be delivered.
In this article, we’re going to start by asking you a few questions that will help you assess where your business is right now regarding project management. Then, we’ll talk about common project management hurdles, namely the ones that can be solved with the right tool. After that, we’re going to give you an overview of how project management tools can help, then we’ll dive into the core features to look for and break them down by sub-feature.
We’re also going to tell you about which features may be missing and how these drawbacks of some tools can make project management a lot harder. To end, we’re going to give you three cost-specific shopping tips, talk quickly about choosing the most popular tools, and leave you with a game plan for finding the software that’s right for your team.
Table of Contents
In order to choose the right project management solution for your business, you need to know how your project management processes and workflows work now. Answer these questions to paint a picture of your current project management situation:
You also may need to team up with your IT director to determine the technical requirements for setting up and integrating a new project management system.
There are a number of hurdles that teams and project managers face all the time, including:
The right project management tool can help or solve many or all of these common challenges.
Source: Easy Project
Project management tools help the entire team see a project through from start to finish while ensuring it’s coming in on time and within the budget. They let project managers assign goals, schedules, and tasks, then allow team members to collaborate in a centralized location. Documents and versions of documents can be shared and stored for everyone to access, and they can include information about the changes that have been made. Project management software will usually have a dashboard where everyone can get an overview of the project, including status, performance and overall progress.
Project management tools are there to support the team so they can get the work done, accounting for different work styles and environments. That means that teams can be traditional, like all working within the same office building, or non-traditional, such as remote teams working from international locations.
Without the right features in the tool you choose, you’ll need more tools to encompass everything you need. When teams have to use several productivity tools at once, productivity ends up being limited instead of maximized. Plus, since team members will pick and choose which tools they use the most, it’s nearly impossible to get everyone on the same page and communicating effectively. Consider these core features when searching for the best project management software.
No matter how experienced you become with your project management tool, there’s going to come a time when you need outside help. Personally, I wouldn’t use any important business tool without knowing that there’s a customer service team behind it that will help me. Ideally, the software you go with will have two types of support:
When experimenting with the project management tool, like during your free trial period, give the customer support team a few challenges to see how they respond. Even knowing that they get back to you quickly or that they take a week to respond could impact your decision. If you don’t have the extra time to test out customer support, check out reviews to see how other users have experienced the software’s customer service.
As projects are worked on, team members are going to share documents and make changes to those documents. Project management software lets this happen all within a secure, centralized location. Features of document management may include:
While flexibility isn’t necessarily a set of tools within your project management software, it is a highly important component of software, affecting everything from usability to scalability. Here are a few things to pay attention to in terms of flexibility:
Even the best, most robust project management software may not have every single feature you need, or you may want it to be a complement to certain tools you already use. If you’ve determined which tools you currently use that will be a help instead of a hindrance to performance, then you’ll want to choose project management software that smoothly integrates with your current processes. Here are a few examples of common integrations:
Management of Resources and Workload
It’s important for project managers to have a clear overview of current and upcoming work in order to accurately manage resources and workload. These features can help with the following:
A helpful feature is workload self-assessment, which means that team members can give feedback on their own workloads. This lets the project manager know if a team member is comfortable or uncomfortable with what’s expected from them. By having this information, the project manager can make changes before a task goes past deadline without being completed.
Monitoring and Reporting
Monitoring and reporting features, specifically those in the central dashboard, let the project manager and the team see how all projects are moving forward. Features may include:
Planning and Scheduling
With planning and scheduling features in your project management software, you can set goals and also figure out how you’ll reach them. Features may include the following:
When it comes to planning and scheduling projects, consider using Gantt charts. These horizontal bar charts will illustrate two important elements of a task: the duration and the hierarchy. The Gantt chart will connect to the tasks that are on your Kanban board (we talk about Kanban boards below) in order to automatically update the project’s progress.
Source: Team Gantt
Project management software should be secure so that the team and only the team has access. Security features may include:
Task management features include an array of tools to help assign, organize and prioritize tasks so they are completed correctly and on time. These tools can help with the following functions:
An incredibly helpful task management tool is the online Kanban board, which is a way to visually organize and manage a project. The Kanban board has cards and each card represents a task. The cards can go in one of three columns based on what stage the task is in Planned, Working On or Done. As the task moves through these stages, the person assigned to the task moves the card to the correct column. Each card can also have a checklist with sub-tasks so that everyone knows the specific actions that need to be taken in order to complete the task.
Source: Task Pigeon
Team collaboration features let you collaborate with all sorts of team members, whether they’re internal, remote or external. Having a virtual, all-encompassing workplace helps the team to plan and work together.
Team collaboration features include:
When it comes to team collaboration features, the most important tool may be the communication tool. While some software will be able to pull in your emails, it’s more convenient for everyone to have built-in communication abilities. Here are some perks of having a built-in communication tool:
When deciding which project management tool is right for you, it’s helpful to know the common drawbacks of many tools on the market today. Looking for the features you want to be included is only part of the process – you also want to check that certain features aren’t part of the package.
Extraneous Features that Complicate Tasks
At first, it may seem great that a project management tool has a feature for each and every tiny little part of the concept-to-delivery process. However, when there’s a tool for every task, this can complicate the project management software altogether. Not only could tasks end up taking much longer than necessary to complete, but the software itself will have such a steep learning curve that it will be impossible to get every team member to learn the software completely.
Missing Features for Simple Tasks
On the other side of having a suite of unnecessary features is missing features for basic, recurring tasks. For example, if your project management tool doesn’t have a notifications feature, team members won’t be alerted to the milestones they’re nearing or the deadlines that are approaching. This limits how well the project manager can communicate with the team.
Lack of Transparency
When status reports are restricted to just a few people on the team, transparency is limited. Team members benefit from seeing how well a project is going and which issues need to be resolved. Unless there’s a serious or legal issue to restrict project-related information, consider project management tools that encourage transparency so everyone truly feels like they’re part of the team.
Requires Extensive Training to Use
The best project management tools are intuitive and easy to use, which means they don’t require extensive training in project management techniques. Tools that have a severe learning curve and require a lot of training are more of a liability than a strength. If the project manager can’t get up to speed quickly and also guide the rest of the team to use the project management tool, setbacks and failure are much more likely.
We’ve talked about the features to consider when it comes to finding the best project management software for you, and while that’s going to be the main part of your search process, we didn’t want to let you go without offering a few more shopping tips, particularly related to price.
A Note About Popularity
There are a ton of project management tools out there to choose from, and narrowing down your options can feel like a never-ending cycle of research and note-taking. While we would never want to discourage you from going with a newcomer to the scene that truly has a wonderful suite of project management tools, we feel that going with the more popular choices is the safest bet.
The products that are most popular are popular for a reason – they have a great track record with customers and they’ve essentially set the benchmark when it comes to features. The solutions that are in demand are in demand because they work so well. While these tools may not be the right solution for you, they’re a great place to start.
Now that you have a handle on your current project management workflow and you’ve uncovered the features you do and don’t want, it’s time to apply that knowledge. Make a checklist that includes both your current and projected requirements, including the features you need. Also, note which features you’d like but that isn’t a necessity (for example, which features you’d prefer to have but won’t pay extra before). It’s also helpful to determine where you’re happy to make a trade for the sake of functionality (which feature would you give up in order to have another one in its place).
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