A Comprehensive Guide to Choosing the Ideal Project Management Software
We live in a world where we are bombarded with a lot of things. Eventually, disorganized things will make you unmotivated to function properly. If you are in the business industry you will know why having an organized workflow can be a big help to you. Being a project manager, you have to handle multiple projects. And every day, they juggle how are they going to distribute tasks or how are they going to achieve goals to a given specific timeline within the complex project. Having a good project management tool makes project planning, scheduling, execution, as well as distribution of individual and team tasks become much more bearable especially if you want team collaboration to be practiced in your business.
There are many different project management softwares out there. If you are having a hard time with what to choose, for your business, I will help you out with this article.
What is a Project Management Software?
A project management tool is a software that helps an individual or team to manage different tasks related to a project. It organizes the project and makes it easier for the individual or team working on it. The main function of a good project management tool is to help the people involved in the project to be organized so that they can work efficiently and effectively. Unlike an excel sheet, dashboards, or simple undertaking sheets used by some small businesses to keep themselves organized; a project management software is designed in such a way that it eyes all your projects like the palm of its hand.
Plus, a project management app has all the necessary functions which facilitate data flow in an organized manner, this way it facilitates the status of the task or if teamwork is being practiced just by monitoring it from your screen. You can analyze all your data and compare them from present to past years if you have used a good program like this one.
5 Benefits of Project Management Software
Well, in this article we are going to explore 5 benefits that you can achieve by using a good project management software. So if you are looking for some reasons to justify why you should invest in one, then read on.
Easy Task Management and Tracking
If managers are handling a lot of projects, oftentimes distribution of tasks becomes inefficient. With project management tools, tracking tasks become easy because most of them use visual tracking tools, such as Gantt charts or flowcharts. These tools help project managers see at a glance how all the tasks in a project are progressing and where any bottlenecks are. In most cases, online project management software like Asana has a feature where members will be automatically reminded through email or pop-up notification of the deadlines and if they have past-due tasks which are very essential especially if you have a lot of things to do in your task lists.
Collaboration
An effective project management software can help teams collaborate more effectively even if they are far from each other. When each team member has access to the same information, they can work together more easily to resolve any issues to can easily express their ideas and suggestions. This is especially important when it comes to project deadlines, as failure to meet them can cause significant delays. Also, project management tools often have features that allow team members to collaborate remotely.
Resource Management
Often, projects have a fixed allocation of resources such as the costs and hours used. Proper resource management is required to stay within the allocated budget and time and prevent wastage when projects are abandoned due to overrun budgets. Through the project planning and project data presented in the project management solution, you can manage your time more effectively. By having access to all the information necessary to ensure the timely completion of the project, you can avoid potential delays, frustration and incur lower costs as you follow the project progress. In addition, many tools have features that allow you to keep track of deadlines and milestones, as well as track hours worked on each project task. This way, you will have a complete understanding of how much work you have left to do in order to complete the project on time.
Organized
One of the most important goals of any business is to remain organized and efficient. By using a project management tool, you can streamline the process of managing your projects and tasks, leading to a more organized workplace and even received real-time feedback on your tasks. In addition, many tools have features that allow you to manage files and track all aspects of the project from beginning to end. This way, you will be able to create accurate records of all the work that has been done, as well as any ongoing projects.
Accessibility
One of the most important considerations when choosing a project management tool is accessibility. Not only do you need a tool that is easy to use and understand, but also one that is compatible with your current workflows and computer systems. By using a tool that is designed specifically for managing projects, you will make it easier to keep track of all the details involved in the project. Many tools have multiple viewing options, as well as search capabilities, so you will always be able to find the information you need quickly and efficiently. This way, everyone working on the project will have access to all the information and files such as docs, pdf, or excels that contain the necessary instructions to complete the task successfully.
Who Should Use a Project Management Software?
Anyone who manages or leads a project should consider using a project management app. This includes individuals who work on projects as part of their regular job responsibilities, as well as those who manage and lead projects for their own personal businesses. In addition, many tool providers also offer educational materials and online courses that can help you to improve your skills in team collaboration These resources can assist you in improving your leadership skills, as well as help to modernize the way that projects are managed.
Also, any business that is involved in the development or management of project progress should use a project management software. This includes companies that are involved in the manufacturing, construction, engineering, and marketing sectors. Companies that have a large number of projects requiring various stages of planning and execution should consider using a project management tool.
How Does Project Management Softwares Work?
A project management software usually manages and records a project’s tasks, milestones, and associated costs. It also helps to monitor the progress of the project, manage resources, and communicate with stakeholders.
When you first sign up for a project management app, you will be required to create an account. This account will allow you to access all of the features of the tool, as well as track your progress and performance during the project. Once you have created your account, you will be able to add projects and tasks to it. You can also use the tool to view detailed information about each project, including budget data, timeline tracking, and other project information. You can also create reports that will help you to stay informed of specific aspects of the projects, such as budget data or schedule performance.
5 Factors to Consider When Choosing a Project Management Tool
There are a lot of things to consider when choosing a project management tool especially since different tools offer different project management solution/s for your business. Below are some of the factors you might want to consider when choosing the best and most powerful tool for your business.
Functionality
Some of the key factors that you should consider when choosing a project management tool are its functionality. Make sure that the tool you select can meet your needs and requirements, both functionally and in terms of design. Ultimately, this will play a major role in how quickly and easily you can access the information that you need while working on a project. Some of the more popular tools offer comprehensive menus and user interfaces that are easy to navigate. Plus, any of these tools also offer online training resources so that you can learn how to better use the tool and manage your projects.
Features
The features that are available in different project management tools can vary, but there are some key features that you should always consider. These features include the ability to track and manage projects from inception to completion, storage and access to project files, communication tools for team members, and scheduling tools that allow you to budget and monitor deadlines. Having a chat feature is also helpful for much easier communication when a member has concerns. It’s important to look for a tool that offers integrations with other software programs so that you can
Ease of Use
The ease of use is arguably one of the most important factors to consider when choosing a project management tool. The tool should be easy to navigate and use, whether you are a beginner or an experienced professional. Any tool that is too hard to use will end up being completely ineffective. Therefore, make sure the project management tool you choose offers intuitive features that will help to streamline your daily workflow and ensure more efficient communication within your organization.
Cost
The cost of a project management tool is definitely an important factor to consider when choosing the best option for your business. Not only will the cost vary depending on the specific features and functionality of the tool, but it can also affect how often you need to upgrade or purchase additional features. It’s important to decide how much money you are willing to invest in order to improve your project management capabilities and ensure consistent progress on all of your projects. If you have a small team, you can sign up for a free plan which most project management softwares provide. However, as your team scales, cost can scale up exponentially especially when the software charges based on per user. It is also important to break down your options and chooses a tool that meets your specific needs and requirements.
Reviews
The reviews you read on project management tools can help you make an informed decision about which tool is right for your needs. Reviewers will typically note the features and functionality of a tool, as well as how user-friendly the tool is. Additionally, reviews may mention specific faults or problems that users have had with the tool. By reading through reviews before making a purchase, you can avoid potential headaches down the road.
Best Project Management Software
NiftyPM
This is my favourite PM software. NiftyPM is accessible via browser but also includes a desktop and mobile apps. Calendars, multiple different task views such as Kanban, list, timeline and Gantt chart are included. You can assign recurring tasks which is perfect for any business not limited to software development, creative team but even for a lead generation or physical product business. There are direct chats, group chats and project discussions as well as comments. Most importantly, they are the only project management app that includes API and Zapier integration for chat messages, effectively replacing tools like Slack and Microsoft Teams.
Other powerful features include the ability to add a custom view, which embeds an iFrame of a URL. You can add custom reports or special portal only accessible for collaborators. There is also a feature called Nifty Docs which functions similar to Google Docs, allowing you to work solely within the
These are features that not even the most popular PM software like Microsoft Project, Zoho Projects, Jira software, Adobe Workfront, Monday.com and Clickup has. Pricing is also a lot more affordable and it includes unlimited projects. It is my most highly recommended PM software for all project managers working in a small business out there.
Blue
Formerly known as Bloo, but they changed their branding due to having the same name as a popular Korean pop star and a toilet cleaner(I know right!). However, don’t be fooled by their funny brand name story. Blue is all about simplicity. It is so simple to use without any complex features, that anyone without any experience working with a collaboration tool can use it.
This means your clients can be invited to work together without having to teach them or turning them off from using it because of complexity. Your clients will love how easy it is to navigate and make use of Blue.
Propovoice
While not primarily a project management tool, it comes with simple task management features and is a open source WordPress plugin. Its main focus is invoicing and proposals, but they are constantly developing project management features to make the workflow much more seamless. Because it is a WordPress plugin, you will need to host it yourself but it does not require expensive webhosting. You can consider using Starthost which will go very well with Propovoice as they both have a one-time payment lifetime plan, perfect for a small business with limited budget to invest in a project management solution.
Final Thought
If you are using the Google Apps from Google Workspace, and you are thinking of improving your workflow and team collaboration, you should consider upgrading into a dedicated project management software. All project management tools are intended to help participants set up and manage projects in a systematic manner. However, there are many different approaches available for this purpose – depending on the needs of your company or organization as well as individual demands from those responsible for carrying out their tasks within that context. This is an essential aspect when it comes to finding the right tool for you so that no time will be wasted.
It can be too overwhelming to choose the best project management tools for your business especially when you have too many options in the market. So I hope this article will clear your mind and help you decide which tool you want to utilize for your business to be more organized and prosper.
