Project Management Software 101: A Guide for New Project Managers

Written by Zac Johnson
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Project management software is the ultimate solution for businesses looking to stay organized. The program allows you to collaborate on tasks with your team members. You can share progress reports and documents too.

The project management tools help you delegate assignments to your employees.

It’s evident that project management goes beyond collaborating on tasks. This guide focuses on answering one question: What is project management software?

What is Project Management Software?

Project management software definition can be extracted from the following questions: Is your company looking for a tool for organizing assets? Do you want a solution that facilitates smooth communication between your vendors, clients or team members? Are you looking for a solution for budget tracking or scheduling?

New project managers may find it overwhelming to manage several project components at once. Project management software programs allow them to scale up their processes for productivity.

Project management software examples include Microsoft Project and the Zoho Office Suite.

Types of Project Management Software

Software used in project management varies on factors such as company size and intended use. You can find one as either desktop or cloud-based software. Some are developed for specific work obligations or industries.

They’re as follows:

Desktop Project Management Software

Desktop project management software programs allow you to organize your tasks from a PC. All changes made on your project are saved on the PC’s hard drive.

Such programs are available on the market as either free or paid versions with different features included. They require an Internet connection to allow you to collaborate on or share a project.

Cloud-based Project Management Software

The cloud-based ones require a reliable Internet connection since they’re hosted on a web server.

They allow for more security and control since your project will be saved on the cloud. You can even access your project or share files with colleagues regardless of your location.

Cloud-based project management tools are ideal for teams with an active online presence.

What Are the Features in Project Management Software Programs?

Software programs should foster your ability to be efficient and productive at work.

Program management software programs evolved over the years to include several incredible features. Your goal is to care about their impact on the productivity of your team.

Here are some of the features your teams need for project management.

Progress Tracker

Tracking your milestones helps you identify both strong and weak points for improvement. Get a solution that enables you to map your work and monitor significant strides.

A progress tracker allows you to correct identified issues before delving deeper into the project.

Scalable Task Manager

A scalable task manager allows you to define workflows based on the roles of your team members. This feature gives you control over your task delegation process.

Relying on it helps you become flexible when prioritizing tasks and setting deadlines. Find expert assistance on scaling your tasks from this website.

Typical task manager solutions and services offered through third-party solutions usually include:

  • Agile Transformation
  • Agile Workshops
  • Business Agility
  • Project Management
  • The Scrum Kickstart Package

Team Communication Tools

Your project can only run well if your teams communicate with each other. Using different apps for communication can be tiring and time-consuming.

Your team members need an all-in-one tool with impressive communication options. The solution should allow you to engage in productive conversations without disrupting your workflow.

Tools for Setting Role Permissions

Your project management software should cater to the needs of every team member. You need a solution that sets role permissions on tasks that require individuals with particular knowledge.

Such a feature helps you prevent data loss caused by team members that aren’t knowledgeable in a given field.

Each platform and software is going to be different, but each should also come with their own tutorials and guidance videos. This is something Hubspot has done really well with, as they have thousands of customers and teams using their software.

Easy-to-Use Navigation Features

The program should make it easy to access files and documents. Its user interface should include intuitive features for easier navigation. Choose one that’s compatible with your teammates’ devices.

Time Tracking and Reporting Tools

Reporting allows your teams to stay accountable for their actions. Reporting tools give you data on the timeline for executing tasks, the current project stage and the achieved milestones.

The software should feature time tracking tools to provide a real-time update on your work progress.

Why Project Management Software Programs are Essential to Your Work

Your goal when handling tasks and meeting deadlines is to be self-sufficient. Self-sufficiency entails allowing processes to flow as you focus on essential assignments.

Project management software programs enable you to create a self-sustaining model for your teams.

Here are other advantages they can add to your line of work.

Ability to Prioritize Tasks

Projects come with different deadlines, specifications, and tasks. The role of a project manager is to track and organize tasks based on priority.

Project management tools help you accomplish essential tasks first without compromising your ability to tackle the rest.

Optimize Business Processes

You can make your workflow smoother by optimizing your business processes. The optimization process involves examining achievements, failures and redundant tasks.

Count on this activity to identify problems and recommend appropriate solutions. Project management software programs make such a process simple to execute.

Easy Integration

Project management solutions are designed to work with other applications and systems. You can use them with social media sites to share snippets of your work.

They work well with customer relationship management tools too.

Higher Level of Organization and Standardization

Your teams can use project management solutions when working on multiple projects for similar customers. Such solutions help them standardize the process and reduce the time needed to track progress.

They feature several templates you can use to customize each client’s assignment.

Improved Information Sharing and Collaboration

Your team members should aim for transparency when working on the same project. With the right project management tools, they can share ideas for productivity.

You can even assign specific tasks to each one of them and track the status of the work.

How Technology Is Reinventing Project Management Software

Technology is changing how people meet their job responsibilities and manage work.

Digital innovations including smart devices are allowing more people to work far apart. New enterprise software programs are offering limitless opportunities for executing tasks.

Project managers can succeed by relying on a solution that fosters transparency. Project management solutions offer seamless user experiences to both small and large businesses.

Here are some of the market trends on project management software you can learn.

Team Members Are Operating Far from Each Other

The project management industry continues to record an increase in remote users.

Team members are collaborating on projects with large distances between them.

Software developers continue to release new cloud-based solutions as a reaction to this trend. Such updates focus on social networking and collaboration tools.

Project Managers Relying on Big Data Analytics

Previous versions of project management software only allowed for simple data tracking. The modern ones enable project managers to find insights from large data sets.

They come embedded with business intelligence tools for efficiency. You can use them to incorporate data from a recent project into an existing one.

Compatibility with Mobile Devices

Software developers are making project management solutions more adaptable on mobile devices.

Mobile users nearly account for more than half of the traffic generated on websites hosting the software. You can run the software as a mobile app or from your phone’s Internet browser.

What to Consider When Buying Project Management Software

Besides focusing on price, you should look for a solution that can meet your project’s needs.

Register for the trial versions to establish whether a program is worth your cash. Being savvy and keen can also help you get a better deal.

Use the following factors to guide your purchasing decisions, or refer to this complete review on Write — which has applications and securities in place that make it easy for anyone to control users, projects, and data across a wide range of platforms.

Your Implementation Plan

The software program can get your tasks organized. An implementation plan helps you decide on how you’ll use the software to meet your goals. Enlist your team members’ help to map ways for integrating it into your workflow.

Ask Your Teams for Suggestions

Project management solutions are only helpful if you consider your teams’ needs. Encourage them to share suggestions about features they’d love to use.

Base your purchasing decision on their feedback. Consider the program’s application and adoption in your project.

Sample the Trial Versions

Software demos allow you to use a particular program before purchasing it. Trial versions help you determine whether a solution is adequate for your needs.

Pose questions to the software vendors about the product. Pay attention to the means they use to respond to your queries.

Compare and Justify Costs

Determine whether the program’s benefits match the time and cash required to use it.

Find a software program that scales up your business. Compare costs across different vendors too.

Get one that’s suited for both your budget and project needs.

Get the Best Value Out of Your Project Management Software

I hope this guide has answered your “what is project management software” question.

Your upcoming project should be executed with the best tools you’ll ever find. You have to look for a solution that can improve your teams’ input in the project. Focus on getting project management software with the powerful tools you need.

As with all content and services offered through this site, feel free to contact me with any questions or comments you might have. I’m looking forward to hearing from you so we can partner up.

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