The project management software market is a vast one with a lot of project management software to choose from.
There are project management software packages that meet the needs of different organizations, and it can be difficult to know which project management software will work best for your needs.
This blog post provides you with a list of eight features that every project manager should look for in project management software.
What is a Project Management Software?
A project management software helps project managers to plan, organize and manage all aspects of a project.
The project management process requires the project manager to coordinate activities that have been delegated by upper levels within an organization for completing projects on time and under budget.
There are many tools available in project management software packages for creating work plans, establishing milestones, monitoring progress against standards via reports etc.
Significance of Project Management Software:
1) Proper project management software can help project managers to save time.
For example, if you are using Microsoft Excel for project management, you will have to create a separate worksheet for every task and then link these sheets together.
This takes a lot of time, especially if your project is large. On the other hand, dedicated project management software will allow you to create tasks and subtasks, assign resources and track progress in one place.
Thus, it can save the project manager considerable amount of time by avoiding the need to duplicate data or use multiple tools.
2) Good project management software can help project managers to save money.
An improperly managed project can easily go over budget, while a well-managed project will stay within its budget.
This is because proper project management software enables the project manager to identify and manage risks proactively.
For example, if you are using Microsoft Excel for project management, you may not have the ability to monitor your project costs in real time.
However, if you are using dedicated project management software, you can track spending as it happens and make changes to your plan as needed.
Thus, good project management software can help project managers to save money by avoiding cost overruns.
3) Good project management software can help project managers to meet project objectives.
Without good project management, the chances of meeting project goals are reduced drastically.
This is because proper project management enables you to identify and manage risks proactively so that they do not affect your ability deliver on time.
On the other hand, dedicated project management software will allow you to create tasks and subtasks as needed throughout a work plan while tracking progress against milestones based on actuals versus planned values.
4) Good project management software can help project managers to stay on track.
Proper project management enables project managers to identify and manage risks proactively, thereby avoiding any major delays in the project schedule or tasks assigned.
As a result, there is a greater possibility that tardiness will occur due to miscommunication between teams working on different projects simultaneously.
Because of this, project management software may help teams communicate with each other effectively throughout the life cycle of their work plan activities, so as to avoid missed deadlines that might have serious implications for corporate success.
5) Good project management software can help project managers to produce better quality products.
project management software enables project managers to plan and manage resources effectively so as to avoid over-commitment of resources, which can lead to schedule delays and reduced product quality.
Hence, good project management software can help project managers deliver high-quality products on time
6) Good project management software can help project managers to better manage customer expectations.
When a project is delivered late or does not meet the customer’s expectations, it can lead to bad reviews, lost customers and even lawsuits.
This is because proper project management enables project managers to plan and manage resources effectively so as to avoid over-commitment of resources, which can lead to schedule delays and reduced product quality.
List of 8 Significant project management software features:
The project management software market offers a variety of packages, each with its own unique set of features.
When looking for project management software, it is important to consider the features that are important to you and your team.
Task management is a key project management software feature that helps project managers to keep track of activities and milestones.
Having the ability to create tasks, set priorities for them, assign due dates and monitor progress against deadlines are all crucial project management features.
When selecting project management software, make sure it has good task-management tools so you can avoid missing any important deadlines or other key deliverables in your projects.
You should also consider whether or not you might want certain team members notified when changes occur with their assigned tasks.
In project management software, project managers can also create new tasks from emails they receive as attachments.
Task Management Features to Look for:
- Task creation and assignment
- Prioritizing tasks
- Setting task due dates and deadlines
- Tracking project progress against milestones via reports or dashboards.
2) Time Tracking:
Time tracking is an important project management software feature that can help project managers track time spent on various tasks or milestones.
Not only does project management software have to be able to keep a record of the number of hours worked by each team member, but it should also provide reports for measuring efficiency in project completion times.
With tools that allow you to automatically generate task progress reports based on inputted data, you can obtain accurate information about where your project stands at any given point.
You may want automatic updates sent out when certain milestones are reached so all members involved will know how much work has been done and what still needs to be completed before deadlines are met.
3) Kanban Boards:
Kanban project management software is designed to help project managers visualize workflow activities.
Using this type of project management tool, project managers can create standard workflows for their projects and assign them to certain team members or groups.
By using kanban boards in your project management software, you will be able to easily see the status of each activity that needs to be completed in order for a project's goals/milestones to be reached.
This type of project management software is ideal for project managers who need to keep track of the progress of many small tasks that make up a larger project.
4) File Sharing:
When working on a project, it is often necessary to share files with team members.
Project management software that includes file sharing capabilities makes this process much easier by providing a secure location where project files can be stored and accessed by authorized users.
In addition, project managers can use file-sharing features to upload project documents for team review and comments.
Some project management software even offers the ability to create groups so that certain team members can only access specific folders/files.
5) Gantt Charts:
Gantt charts are a project management tool that helps project managers track the progress of tasks and milestones over time.
This type of chart is especially useful for project managers who need to be able to see how individual tasks relate to the overall project timeline.
By using gantt charts in your project management software, you will have a visual representation of when each task needs to be completed and what dependencies exist between them.
6) Communication Features:
In project management software, project managers can use communication tools to facilitate team collaboration.
There are many different ways project managers can communicate with their teams using project management software, such as via text messages or even video chat sessions.
Project managers should always choose a project management tool that allows them to easily connect and stay in contact with the members of their project team at all times.
7) Reporting Features:
Good project management software will come with a variety of reporting features.
These features allow project managers to track the progress of their projects and generate reports on various aspects of project performance.
By using reporting tools, project managers can get an accurate picture of how well their project is proceeding and where any potential problems may lie.
8) Ease of Use:
It is important that project managers select project management software that is easy to use.
If the software is difficult to navigate or understand, team members will be less likely to use it which can lead to problems down the road.
Project managers should always test out a few different project management software programs before making their final decision in order to ensure that they are selecting one that is user-friendly and easy to learn.
These are just eight of the many characteristics to search for when selecting a project management software program.
By using software with these features, project managers may be certain that they are getting the most out of their investment.
Running an agency?
Clientvenue is an all-in-one client portal and client requests management software.Learn more