Project management software helps businesses complete non-routine work comprehensively and thoroughly. Projects usually take time and teamwork to complete successfully.
There is a start date and a deadline. Teams have tasks and goals that must be accomplished between these dates.
Some people use familiar software like Excel or other spreadsheet programs to track and manage projects. Some people use personal to-do list applications. Unfortunately, these programs were not designed for full project management and sooner or later they will not meet the needs of your organizational users.
Project management software is designed to track projects and manage resources in a centralized, organized, and efficient way. It also enables the project team members to coordinate among themselves or with other people to complete their tasks properly, accurately, and on time. Project-related information and conversations are documented and/or delegated. Furthermore, the number of tools and applications used is significantly reduced, unifying and streamlining the work process. Essential functionalities such as communication, file sharing, task assignment, and monitoring, among others, are consolidated into one platform.
Companies and teams that utilize project management software can realize several benefits. They can prevent project delays because tasks, dates, and persons responsible are clearly known to everyone involved. Information, assignments, deadlines, and issues are highly accessible and instantly viewable. Therefore, transparency and accountability are promoted. Communication and collaboration are easier to initiate and process, which keeps stakeholders informed, and projects on track. Also, with a large amount of data collected, it is easier to measure, review, and improve processes. If there is a broken step, a wrong assumption, or a lack of training, these can be identified and addressed.
The project management software market offers a great number of products and solutions. Some offer simple, straightforward tools, while others include comprehensive all-in-one capabilities. The following are the essential features customers should look for and consider in a PM tool:
Select a tool with an intuitive interface that is in line with or supports how the team works. Project management software can only be helpful if it is actually used. It must be easy to use and be learned with as little time spent on it as possible. Some software has powerful features for complex needs, but others can still provide the same results using simpler tools.
The best project management software has task management features that enable users to list out all tasks needed to complete the project. It should be assignable to a team member (or more). A due date can be set on the task, and the task list can be reordered to get the right priority. Moreover, users should be able to sort the list differently, such as by resource, date, or priority. Search capabilities should be present, as well as notification when the deadline approaches.
The PM tool must have the feature to display the timeline, whether in Gantt chart form or other views. It should also show the relationship between the different timelines and their dependencies. Spotting the possible impact of a delay or missed deadline should be plain and easy. With the right tool, users can quickly visualize tasks, their schedules, and their total effect on the whole project.
Today’s online project management software usually has features for file storage and sharing capability. But more than just online storage, the best project management software should have document management, organization, and secure sharing features. Users should be able to determine the most updated file, find it quickly, and share them even with external partners securely if needed.
Collaboration in today’s distributed teams can only be possible with built-in communication tools in PM software. Having to use external tools like email brings complexity to the work process. On the other hand, a messaging system within the PM software can facilitate real-time communication among team members, which helps save time. Also, they can go over conversation threads for proper context.
The best project management software includes simple-to-use but flexible reporting tools. These tools enable users to collect specific project data and organize them to show important aspects, such as budget, expenses, resource allocation, and performance. Some PM apps include pre-built reports that are commonly requested, while others allow users to create customized ones.
Most PM tools available today include dashboards. Dashboards are graphical views that provide information at a glance regarding the project. These views typically include charts, graphs, and other visual indicators that make it easy to consume the data being displayed. They are also helpful for providing high-level views of the project status. They can be included in reports given to upper management and stakeholders that are not particular about details.
As mentioned, the right project management software for a company is the one they want to use. If the user interface is poorly designed and visually unappealing, there is the possibility that users would want to spend as little time as possible with it. It is poorly designed if users have difficulty finding the right tool, have difficulty entering data, or get lost in the navigation. In contrast, a clean, simple interface provides a great experience, encourages usage, and can even be showcased to their clients.
Users need flexibility in creating the right work environment to do their jobs. Customization enables them to add enough changes to the PM tool to make their work more meaningful and easier to complete. Some software allows users to add custom colors, labels, and other fields for more accurate project tracking. Others give them more flexibility in creating reports with a choice of charts, filters, groupings, and sorting. Some also allow the export of data in various file formats.
The best project management software not only focuses on tasks but also has features to manage time, budget, and resources. Time management features can include synced or shared team calendars or planners. Budget management features should be accessible through integrated budget reporting, time tracking, billing, and automated invoicing. Resource management in PM software can include managing not only personnel time and availability but also venues, facilities, and other resources.
The features listed are the most essential in managing projects but also are commonly found in many products. If your team or organization needs more features for specific or more complex projects, you may want to consider advanced visualization tools for reporting or API integration to connect with apps that you are already using. Other features that are getting increasingly important also are those that handle risk analysis, issue tracking, and expense reporting. Keep in mind, however, of your most critical requirements because your choice of PM software should always be based on it.
