There are software tools available for pretty much everything nowadays, and project management is no exception. In order to keep your projects organized and on track, it’s a good idea to invest in project management software.
Project management systems can help you stay on top of tasks and save you time and money in the long run. Not only are there many types of software to choose from, but also a seemingly endless number of features.
The question is, how do you decide which software is best for your needs? And once you’ve selected a product, how do you make sure you’re getting the most out of it?
In this article, we’ll discuss the different types of project management software and how to select the right one for you. We’ll also explore the features you should be looking for, as well as how to get started using it for better project management.
Project management software: what is it?
One of the best investments a business can make is to invest in project management software. This type of software helps businesses stay organized and keep track of their projects through features like Gantt charts, calendars, and task lists.
Currently, only 23% of businesses use project management software to organize their processes. Considering that the majority of highly successful projects are powered by project management software of some description, it’s in your best interest to become part of the 23%!
How project management software helps with organization
Project management software is an excellent way to help keep your organization on track. By creating a project plan and breaking down your project into tasks, you can use the software to monitor deadlines, assign resources, track progress, and generate reports. This can help to ensure that your project stays organized and on schedule.
Project management software helps to boost the organization of your team and projects by:
- Providing a platform where all project-related files and conversations can be housed in one place
- Offering templates and tools to help with creating timelines, Gantt charts, and other project planning materials
- Facilitating communication between team members through message boards, chat features, or file sharing
- Allowing you to track and compare progress on different projects
- Generating reports on project milestones, budget, and time usage
By providing a centralized location for all project files and communications, as well as tools and templates for project planning, project management software can help to keep your projects on track and on schedule.
Benefits of using project management software
There are many benefits to using project management software, such as:
- Ease of use: most software is easy to learn and use, even for those who are not experienced in project management.
- Flexibility: can be tailored to fit the specific needs of your project.
- Accessibility: able to be used on a computer or mobile device, and can be accessed from anywhere.
- Collaboration: allows for team collaboration, which can help to improve communication and efficiency.
- Reporting: provides tools for tracking progress and generating reports, which can help you to assess the status of your project and make necessary adjustments.
With the right tool, your team will be much better positioned to organize and manage their projects — but which tool is the right one for you?
Finding a project management software program
Not all project management systems are going to suit your company’s needs. You may have to try a few different ones before you find the right one. There are many types of software programs on the market, and only certain programs will be able to help you manage your projects in the way that you want.
The best way to find software is to ask other businesses what software they are using. You can also search for reviews of different software programs online. Once you have a few programs in mind, you can try out demos of the software to see if it is a good fit for your company.
What do you need in your project management software?
Before hunting around, it’s important to ask yourself a few questions about what you are looking for in a management tool.
1. What features do you require?
Not all project management software programs have the same features. Some programs are more suited for small businesses, while others are designed for larger companies. Make sure to find a program that has the features you need to manage your projects effectively.
Some of the most common features include
- Task management
- Time tracking
- Budgeting and forecasting
- Document management
2. How many people will need access to the program?
If you need to share your project files with other team members, make sure the tool you choose allows for multiple users. Some programs are designed for a single user only, while others allow for more users but come with a higher price tag.
3. What type of projects will you be managing?
Not all project management software programs are created equal. Some are designed specifically for managing software development projects, while others are better suited for marketing or construction projects. Be sure to find a program that is tailored to the type of projects you will be working on.
4. What is your budget?
Project management programs can range in price from a few dollars per month to several hundred dollars per year. Make sure you find one that fits your budget without sacrificing features or usability.
5. How tech-savvy are you?
Some programs require a lot of technical know-how, while the majority are cloud-based and can be accessed from any device with an internet connection. Others require you to download software to your computer. Be sure to find a program that is easy for you to use.
How to implement project management software for better organization
Once you have found a project management tool, you’ve made considerable progress toward better organization — but the road doesn’t end there. A big part of whether the tool is successful is how you use it.
Set your team up for success
The first step is to make sure everyone who needs access has it. This includes not only your team members, but also clients or other stakeholders who need to be kept in the loop. You’ll also want to set up notifications for when tasks are due, changes are made, or other key events occur.
It’s important to create a structure and stick to it. Decide on the categories of tasks that will be tracked in your project, and establish a naming convention for them. For example, you might have “research,” “design,” “development,” and “testing” as task categories, and name tasks accordingly: “Research findings for new website,” etc.
This level of detail will help you track your progress and ensure that all the necessary steps are taken to complete the project. It can also be helpful to create a timeline or Gantt chart to track dependencies and visualize the project schedule.
Avoid excessive and redundant use
The key to using project management software effectively is to use it as an aid, not a crutch. Don’t add extra steps just because you can; only document tasks that need to be tracked and completed.
And most importantly, be flexible — your project might require changes to the plan, and that’s okay. Use the project management tool to make those changes and keep everyone updated.
With the right tools and a bit of discipline, you can use project management software to help you stay organized and in control of your projects.
Top project management software in 2022
Looking for ideas on which software to use? Here is a list of options to suit your company:
- Day.io helps companies of all sizes track their time and projects through a simple, user-friendly interface and a range of useful features.
- Asana is best for companies that are growing quickly and need a project management tool that can handle more complexity.
- Basecamp is great for small businesses or solopreneurs who want to manage one or two projects at a time.
- Trello is an excellent choice for companies that want a Kanban board style of project management.
- Jira is perfect for software development teams or companies that need to track a high volume of tasks.
It’s important to select the right program for your specific needs in order to get the most out of it.
In 2022, it’s time to take your teamwork up a notch and invest in project management software. With so many great options on the market, there’s no reason not to make your business run smoother and faster with the help of this organizational savior.
Project management software can help you manage timelines, tasks, resources, and budgets for any number of projects. It can also keep your team on track and organized with a central place for all project-related communication.
No matter which software you select, be sure to take the time to learn how to use it effectively. With a little practice, patience, and persistence, your team will be organized and productive like never before!