Once you have a certain element of responsibility in a business, it becomes essential to use project management software. While the initial benefits may be obvious, there are some handy tips and tricks to help you really get the most out of the software you’re using. Anyone operating the system knows enough to make the most of the scheduling, task managing, and time tracking, as well as contact and calendar sharing, however few project managers use any extra features. While their project is planned, and they may be on budget, they may have missed out on some opportunities. Follow the tips listed below to make sure you’re getting the most out of your software and staying one step ahead of your competitors.
1. Analyze What You Need
Before you even open your software, think about the project itself. Is it internal or external? Will you need to implement a budget or handle invoiced? You need to know before you start if you are simply setting up an area where your staff can collaborate, or whether or not you need to allocate tasks and work. Without a basic analysis before you begin, you may overlook features that can help you.
2. Choose the Right Software
When you’re buying project management software for your business, you will find that you have hundreds, if not thousands of options to choose from. “While it may be tempting to make a decision based on budget, that would not be in the best interests of your business. Some software is just intrinsically complicated and hard to use, other options are user friendly” – says Stacey Wall, an Operation Manager at Paper Fellows.
3. Make Sure You Can Scale Your Software to Different Projects
When you first start using software, you will probably focus on the basic features, and test it on some small teams. While this is wise, as you gain confidence, there should be extra features you can implement, and the software should be capable of handling bigger projects as time goes on and your project managers master it.
4. Make Sure It’s Mobile Friendly
Having management software that isn’t mobile friendly means that your employees absolutely must be at their desks to collaborate, which may not always be the case, especially in an emergency. This is particularly important for global businesses, which may need people to access projects via tablets while abroad or in airports.
5. Integrate Your Software
While the software may be new and scary to start with, integrating it with core applications is a great way to ease your whole staff into the new application. Amber Coburn, a Data Analyst at Essayroo, comments: “It also increases company-wide use of the software, which will help the transition process. A great place to start is email, as the software can be integrate without causing a lot of changes to the user.”
6. Have Realistic Expectations
Project software is an excellent tool that can streamline project management and make sure that processes are automated. This doesn’t replace a good project manager, nor can it work miracles on a failing project.
7. Involve Your Staff in Selecting Software
For something big and complex to be accepted across a business, it is going to need a champion. Carol Wise, a System Operator at Boomessays comments the issue: “The best chance of having relevant staff members championing the software is by involving them when you choose the software, and offering them early and intense training to make sure they’re confident before the software is even installed.”
8. Train Your Staff
Before you implement anything in business, you should give your staff appropriate training. When integrating something as complex and essential as project management software, you need to provide more training than usual to make sure all employees are comfortable and confident.
9. Take the Time to Define Workflows
Defining work flows upfront will be a significant time investment, but it will make all of your processes simpler in the future.
10. Ensure a Uniform System
Everyone involved on a project should be using the software – other mistakes are made, messages are lost, and the automation offered by the software is impossible to achieve.
11. Track Costs and Productivity
Having this data in real time can help you foresee delays or problems, and solve issues before they even occur. Using real-time reports means you can make changes as and when you need to, rather than looking back and trying to figure out where a mistake was made.
Project Management Software can be seamlessly integrated into a business and produce immediate results if the above tips are followed when it’s implemented.
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ABOUT THE AUTHOR: Gloria Kopp is an digital marketer and a business consultant from Manville city. She graduated from the University of Wyoming and started a career of a web content writer and an educator, now she works as a tutor at Write My Essay company. She is a regular contributor to such websites as Engadget, Assignment help, Huffington Post, and others."