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Project management tool options: how to choose

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This guide outlines the project management tool options, and how to choose the best one for your needs.

A good project manager becomes great when paired with an excellent project management tool. Project managers rely not just on the skills they gain and sharpen through project management courses but on the project management software tools they use every day to manage tasks, workers, deadlines, budgets and the like.

Why use one?

A project consists of different stages. It all starts at conception, which is usually a joint work that selects specific objectives for a final result. Creating a new product, for example, is a project. The end result can be the creation of the product itself or the complete business plan ranging from production, logistics, marketing, sales, etc.

In a traditional constitution a project is structured in at least five stages: beginning, planning, execution, monitoring and completion. In companies that demand objective results, sometimes such steps are unfolded into others and functions are delegated to different actors in different locations. Keeping the whole process organized is a complex task.

Project management tools help control each of these steps. The project manager has in this tool the rudder to guide his boat in calm waters, controlling each stage of the project with the maximum detail so that nothing escapes his eyes.

Choosing project management software is perhaps the most important step for the project manager. The software is the tool that will ensure that all steps will be successfully completed. Ideally, the tool should be chosen even before the execution of the project, but this does not prevent the deployment of the software from being done at a stage when the project is already running.

There are many project management software systems on the market. Some requirements, however, are common to all projects, as these are basic needs that a project management tool must meet in the context of the Information Age.

What you need to consider

Connection

Today it is essential that project management is done online, because the data from the entire process tree will be accessible on the network at any time. Acelerato is an example of a tool that works 100% online.

Scalability

It is desirable that all software has the property of increasing its ability to meet team expansion. The success of a project is something that will only be proven when contact with the end customer is established. Sometimes team expansion is an urgent need and you can’t always wait for complicated contracts with complex licenses. Acelerato has individual licenses that can be requested as the success of your business grows. Infinite projects and infinite teams.

Security

It is essential that project management software values the security and integrity of information. Customer data must remain in complete security and nothing can be lost.

Integration

Nobody lives on an island. That is why it is very important that every project management platform has integration with the most popular tools in the market. Today social networks are an important source of market mapping. Staying integrated with them is a differential in the face of the competition that remains in isolation, using the same platforms as 15 years ago.

How to choose a project management tool

So, what makes an excellent project management tool? That depends on an individual project manager’s preferences and an individual project’s scope. Here is a guide to finding an effective project management tool in any environment:

Step 1: What Features Do You Need?

First and foremost, a project management tool should solve problems. Thus, a project manager’s first task in determining the features needed from a project management tool should be to identify  problems facing their team. Pain points that interfere with productivity can include:

  • Inefficient communication between departments
  • General disorganization of tasks and materials
  • Incomprehensible customer feedback
  • Imbalanced workloads

If a project manager has yet to see a team in action, they can inquire from their team about past performance and receive feedback regarding recurrent pain points. Project managers and their team can also brainstorm preferred features and rank them as high, medium or low priority based on budget, practicality and other factors.

Step 2: What Tools Are Available?

Few project managers step into a role where they are expected to build their project management tool from the ground up. Project managers should be able to survey the tools available to them to determine whether they can make the current trappings work, or whether they need to eliminate and replace non-functional and unnecessary elements. It is important to avoid becoming distracted by flashy user interfaces or powerful but non-applicable features; if a current project management tool isn’t used, it won’t work.

Project managers should also be aware of the most popular project management tools on offer. Those new to the project management field can take a project management course to learn the essential skills for success and familiarity with existing systems. It might also be beneficial to ask colleagues and peers about the project management tool they enjoy using, read reviews and recommendations on industry websites and communicate directly with software manufacturers to better understand the available options.

Step 3: How Does the Project Management Tool Work?

Testing is a critical step in adopting a new project management tool. Before a project manager can commit to using a tool, they need to ensure that it works as their team needs. Fortunately, most tools come with free trial periods, during which managers and their teams can experiment with the features of the tool.

If possible, project managers should pilot the project management tool with a real project, which will reveal the tool’s true strengths and weaknesses. Additionally, project managers should communicate with the tool’s sales team and customer service team during the trial period.

If the sales team doesn’t effectively market the features or pricing of the project management tool, or if customer service fails to provide adequate assistance in critical areas, project managers should look for a different tool with better support.

Step 4: Does Your Team Like the Tool?

Ultimately, it doesn’t matter whether a project manager loves a tool if their team does not. It is important for project managers to consistently gather feedback about the effectiveness of the tools in use, especially during project management tool trials but also after they have been accepted and implemented. Some questions to guide team reviews of tools include:

  • Does the project management tool make workflow more efficient?
  • Is updating the project management tool time-consuming or inconvenient?
  • What are the benefits/downsides of the project management tool?
  • How much time is required to become competent with the tool?
  • Do you recommend continued use of the tool?

Step 5: Are Your Executives on Board?

Implementing a new project management tool involves changing the minute-to-minute tasks of team members as well as workers in other departments, clients and members of the executive team, who might need to interact with the tool to check on progress or perform other responsibilities.

Thus, it is important that project managers obtain approval for the new tool from any relevant executives, who have more power to affect broader change. It might be useful to loop any affected executives into the process of selecting a new tool, but executives should at least receive a report explaining how the proposed new tool will be beneficial.

Project managers can find a useful project management tool — for now. Project managers should constantly be evaluating the project management tool in use and searching for better options to give their teams as much power and productivity as possible.

 

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