12 Project Management Software Considerations for your Business

Project management software helps organizations achieve project success by letting users monitor and manage associated tasks to ensure they are accomplished on time and according to budget.

How does project management software impact projects across organizations? A crowbotics project management adoption statistics report reveals an overwhelming 77 percent of high-performing projects use project management software.  

Choosing project management software that meets your requirements does not need to be a complicated task. That is if you already know what things you need to consider before you pick the project management platform for your business.

The following is a comprehensive list of critical criteria for selecting project management software. While needs and requirements vary from business to business, this guide will help you choose the best project management solution for your organization.

Key criteria to look for in a project management software

1. User-friendliness

First and foremost, you need to consider project management software that can be used by everyone in the team. Project management software requiring extensive training does not need to be a deal-breaker, though. Hence, you need to evaluate if its features are worth your team’s time to get acquainted with the system. You can do further research and then try to compare the product with other alternatives. Some project management systems may offer the same features and benefits yet have an easier learning curve.

2. Scheduling and Planning

Your project management software should help you effectively manage projects and stay on top of individual tasks and project schedules. Visualization is an effective way of pinpointing potential bottlenecks and ensuring that everyone is on the same page. So, make sure that your project management software provides you with tools to do just that. One particular must-have tool in project management software is a Gantt chart. A Gantt chart provides a visual representation of tasks and project schedules. This tool lets you see at a glance if you are on track or already falling behind schedule.

3. Task Management

Another must-have feature of project management software is task management. It should allow you to create a list of tasks and deadlines and assign each task to a team member. After you have assigned these tasks, you should then be able to track each task’s progress and generate reports, so you can assess process efficiency and take action when needed.

4. Resource Management

Project management software should help you effectively plan, schedule, and allocate resources efficiently. Resource management includes labor, time, materials, machinery, equipment, and money. Project management software that has a resource management tool will allow you to see individual workload and availability. With that feature at your disposal, you would be able to balance workloads, prioritize tasks, and optimize efficiency. Effectively managing these resources ensures that no one is burdened with a heavy workload, workers are not idling, and materials, equipment, and tools are available when needed. Ultimately, you will enhance employee retention and ensure that your team will accomplish the project on schedule.

5. File-sharing

Your project management system should allow you and your team members to share and have access to documents, media, and other important digital files. Project managers should also have a way of controlling how these files will be added, viewed, read, and edited by assigning different levels of access. The project management software often has a range of options to make file-sharing possible, including media storage devices, shared hard drive, cloud-based storage, and SharePoint sites. A rule of thumb is to make sure that your project management solution supports multiple platforms, including Windows, iOS, Android, Mac, and various devices.

6. Communication

Communication plays a critical part in every project’s success. Many projects fail, and potential clients choose to walk away simply because of communication problems. In fact, according to this communication statistics report published by Project.co, 96 percent of people believe that the firms they have done business with could improve communication and project management. Therefore, your project management software should help you enhance communication within your team.

Built-in communication tools help make sure that responsibilities, goals, and expectations are clear from the get-go. These tools also help streamline communication and facilitate collaboration. If your project management software does not have an efficient communication tool, it’s time to explore other options.

7. Monitoring and Reporting

You should have access to monitoring and reporting tools to get an overview of how the project is doing. Ideally, your project management software will have project dashboards where you can view real-time updates complete with visuals like charts and graphs. Project dashboards help everyone involved in the project stay updated about how much of the work has been completed, which tasks are in progress, and how much time is left before completion, among other important metrics. Dashboards should be customizable to allow you to set preferences and display only the KPIs and data that matters. Likewise, project dashboards should be easy to read and interpreted. Factors that affect its scannability include layout, colors, fonts, white spaces, and amount of information.

Project dashboards should also be accessible in that it can be shared with stakeholders and external users. Typically, you would do this by generating a shareable link that lets them see the updates without granting them access to the system itself. Accessibility also entails the ability to be viewed from any type of device. Some project management software offers a guest portal that allows stakeholders and non-users to view progress and sign off on approvals. – Read more

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Industries That Benefit Most From Project Management Software

My Post (21)Teamwork and proper management are crucial for any business. The truth is that collaboration becomes significantly harder the larger a business gets. For businesses, this is a huge challenge as their capacity to grow will depend on the size and number of projects they are able to accomplish. Modern problems require modern solutions which is why it’s good that there are digital solutions when it comes to project management as well.

Project management software is made up of a set of tools that gives you and your team the capacity to handle and collaborate on certain tasks. With this tool, you can plan projects, manage scheduling, allocate resources, and even change management heads. The best project management tools make even Herculean tasks feel like a walk in the park.

In hindsight, such tools may seem trivial for you especially if you think that great leaders can spearhead projects easily. While that is true in some cases, these tools also help your team cope with large-scale projects and tough deadlines if you’re able to improve things both on you and your team’s end.

According to a study by the Project Management Institute, only 58% of organizations actually value the importance of project management software. This should be a wake-up call for you.

Project management tools are versatile and can help all industries. Below is a list of the most common industries that utilize PM software and how it benefits their specific needs.

1. Marketing Agencies

If there’s one industry that really needs project management tools, it’s marketing agencies. Project management software allows marketers to efficiently run a campaign.

At the start of the campaign, marketers have to go through an intensive brainstorming process and these tools are already applicable early on. Managers can begin distributing tasks to certain members using the tools so they don’t forget what their duties are later on. This is important as marketing campaigns require efforts from various disciplines.

Once tasks are distributed, teams can then use project management solutions to begin scheduling the phases of the marketing campaign. With the help of such tools, marketers will be capable of launching a marketing campaign on schedule.

2. Education

A tough part of becoming a teacher is setting up a schedule for an entire year’s worth of lessons across multiple classes. With project management software, teachers can easily create a curriculum to follow, allowing them to provide a workflow for their students to follow.

Moreover, these tools will also be useful in helping faculty members coordinate with each other so that they are able to come up with an informative but fair curriculum for their students. Once teachers in a faculty collaborate to create a curriculum using this tool, it will be easier for them to teach students in an organized manner.

On the other hand, teachers can use such tools for their students as well. If they are handling a large class, they can use project management tools for school work that’s on a large scale. Automated project management tools can even alert your students if there’s some work that needs to be done.

If you’re a teacher, trust us, your students will greatly appreciate it if you are going to add this tool to your teaching arsenal.

3. Construction

Creating skyscrapers from the ground up is complex; these towering structures are usually built with teams that go beyond the hundreds and can last for several years until completed. Without proper guidance and the right tools, the final product can be subpar and the project itself could take longer than usual.

Using automated project management tools, construction companies can streamline the workload of teams for a project. Ideally, firms in this industry should employ the software as early as possible so that they can manage the project from beginning to end.

One of the biggest features that will be useful for those in the construction industry is project budgeting. This ensures that companies won’t go above or below the budget they have for building materials.

4. Video Game Development

The video game industry has come a long way since it began during the early 50s. What used to be low-quality pixels before are now as close to reality as it can get. Along with the growth of the industry is the complexity of the work it takes to develop a game.

Video games are now multimillion-dollar projects created by large teams. By using project management tools, video game developers can easily fast track and organize the work needed for creating video games. Moreover, being more organized lessens the probability of having a buggy and clunky game at release.

5. Information Technology

Information technology is a broad line of work which includes handling digital security and even developing programs. When it comes to range of work, project management software is best used in this industry as professionals keep track of multiple types of work for their team.

For all of its uses in information technology, perhaps the software’s best utility can be seen during projects that tackle strengthening the security in a certain establishment. IT teams are often tasked with ensuring that the assets are safe from breaches and hackers. – Read more

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Improve Project Data Visibility with Business Intelligence Reports

My Post - 2020-02-24T181414.659.pngProject Managers, especially those in Professional Services, require timely, accurate and relevant information in order to effectively make decisions. Easy Projects’ Business Intelligence Reports (BI Reports) have the functionality of creating custom, targeted reports that provide integral data.

Easy Projects Business Intelligence is a premium reporting module that’s based on Microsoft’s Power BI application. These reports are versatile and can be used by the project team, C-level executives, clients and key project stakeholders for greater performance visibility.

The Benefits of Using BI Reports

Quality reports have a tangible impact on how you run your project effectively, whether that concerns finance, productivity, quality or efficiency. Easy Projects’ BI Reports offer:

  • Real-time visibility into your project data.
  • At-a-glance understanding of important information.
  • A complete end-to-end view of your business in one dashboard.
  • The ability to drill down into specific items of concern.
  • Access to multiple data sources, including those external to Easy Projects (financial systems, CRMs, inventory).
  • All of your reports in one convenient location.

Reporting Capabilities

BI Reports offer 60 premium dashboards that have been utilized by industry professionals. Easy Projects’ reports cover common project reporting needs such as project performance overviews, baseline reporting, and task deadline tracking.

Here are a few examples of reports we’ve built for our customers:

  • Quoted vs. Actual Labour Cost: This report compares a project’s financial performance against different criteria, such as which customers earn you the most money.
  • Resource Loading by Skill: This variation on the native Resource Loading report allows you to filter and group your users by the built-in Skills field. Now you can easily identify skill-based bottlenecks when planning out project timelines.
  • Project Selection: This report identifies projects that are the best candidates for specific teams or for certain quarters based on workload and potential profit.
  • Portfolio Status: This report provides an overview of how many projects are currently active in a portfolio, program or department and the respective statuses of each. This report can be filtered down further by the Project Manager in charge, end date, service type, and more.
  • Timesheet Trends by Team: This report offers you insight into underperforming teams by providing historical trends of timesheet logs by Team assignment.

– Read more

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