If you manage projects of any size, you probably rely on software to help you. For you that could mean an Excel spreadsheet or a system of folders in your email inbox. As your workload grows, so does your workforce, and that organization system must keep up. At some point, you need project management software.
Keep track of deadlines, versions, approvals, and feedback efficiently by using the right tools. Regardless of the size of your team — even if you work alone — you will get more done with good organization. Take these steps to choose the right project management software.
Figure Out What Problem You’re Trying to Solve
Good project management software can make anyone’s life easier. But think about what issues already challenge your team. Maybe you circulate documents that need a lot of approvals, for example. If you’re losing track of who has approved what, and in what order, look for a specific feature to solve that problem. Another common issue is losing track of project versions. Most software will provide some way to track the latest version of something while logging old versions.
Learn What’s Out There
Your temptation may be to go with the thing you’ve heard of most. Maybe you heard an advertisement or a friend mentioned which software they use for their business. The company with the biggest ad budget, or even the one with the most users, may not be the best one for you. Familiarize yourself with a lot of options and go to objective sources. You could start with PC Magazine’s list of the Best Project Management Software for 2017. Or, consult ProjectManagement.com.
Consider How Your Team Works Together
PM software typically breaks down a project into steps toward deliverables, with deadlines along the way. Each step is assigned to a team member, so that everyone knows who is responsible for what, when. So consider the dynamics and logistics of your team.
Are they all in one place, or working remotely? Do they live and work in different time zones, or are they generally online at the same time? Is most work circulated among the whole team, or do smaller teams take on their own projects? Are they all highly tech-savvy, or will some of them need something more user-friendly? Jane Callahan of Zapier advises, “Try picking something that fits the way your team already communicates and works.”
Plan For Growth
It goes without saying that the size of your team will factor into your choice. A three-person startup will communicate differently than a multi-national corporation. That being said, consider the size of your team one, five, or ten years from now. Researching a new software solution down the road, getting out of an existing contract, and retraining users slow you down. Invest the time and money now for something you can use long-term.
Estimate Costs
As with other types of software applications, some of these offer free versions with limited capacity. You might choose to test one out this way. Many others offer free trial periods, with more feature available.
Beyond the initial investment, think ahead to ongoing payments. By committing to a longer term contract, you may save month-to-month. If you’ve completed extensive research and thought through contingencies, a long-term commitment may be worth the savings. However, if you’re new to project management software, you could choose to ease in. Ask your sales rep how often the company tends to increase rates. Remember, if you sign on for a year, rates could go higher next time.
Remember the cost of training and implementation, too. An application with a steep learning curve will take time away from other things. The time investment now should pay off with increased efficiency later.
Ask a Lot of Questions
A good salesperson will know and anticipate the most important questions. Still, you know your business best. As with any investment, you should know as much as possible about what you’re getting into. You want to do business with a company that is willing to listen to all concerns and answer any questions.
Gather input from your entire team. If possible, include many of them in a sales demo. Encourage them to ask all of their questions, thinking ahead to specific uses for the software. You may think of new ones following your conversation with the salesperson or when you’re not even using the software. How many times have sudden ideas popped into your head in the middle of the night? If that happens, jot them down and remember to ask when you get the chance.
Expect the Unexpected
No matter how perfect a project management solution seems, you don’t know exactly how it will work, or how everyone will respond, until you use it. Anticipate time needed to adapt. As with anything new, you will adjust. Continue to ask questions if you get stuck, and reevaluate as you go.
IMAGE: James Oladujoye / CC0 Public Domain