Month: July 2016

7 Quick Tips Regarding Project Management App

Project management is a task of great responsibility in modern organizations. In order to execute a project successfully, the project manager and his team should be supported by a set of tools. The most important and useful tool is the Project Management App, which helps in increasing the overall efficiency and productivity of the business.

7 Quick Tips Regarding Project Management App

Source: synquis.com

Below are the seven quick tips to get the most out of your Project Management Tool:-

  1. Find a project management system that’s right for your organization and budget:

There are scores of PM software you can choose from. If you’re looking for a basic tool to manage tasks, streamline communication and share files then steer clear from programs that offer extra unnecessary features. If the software is too overwhelming or complicated to use then your team will hesitate to use the software. In that case, the project manager will have a hard time to get his team to efficiently use the project management system. Whichever project management tool you decide to go with, give your prospective system a thorough test drive to ensure that the solution is simple and requires minimal support from IT to make the transition easier.

Must Read: Top 10 Myths About Project Management Software

  1. Don’t forget about mobility:

The workforce of today is dynamic and increasingly mobile. Therefore, choose a project management app that is mobile optimized. This will allow your team to be more productive and efficient even while they’re “on the go”.  A mobile-optimized platform means employees can use their smartphones and tablets to access files and information and collaborate anytime, anywhere.

  1. Make sure the software can integrate with other key applications:

File sharing is an important component for collaboration. Whether the data is hosted on local servers or in the cloud, file sharing should provide data security as well as an easy interface that keeps everything organized. The project management app should be able to integrate with other key apps to facilitate project costing, expense reimbursement, payroll and other processes.

  1. Be realistic about expectations:

PM software should support and automate excellent project management processes, not replace them. You have to set realistic expectations from the system. It’s good to know that a project management tool mainly provides three basic functions: data acquisition and management, decision support and reporting & graphing.

Also Read: 5 Tips to Succeed in Project Management

  1. Do an incremental rollout – and make sure people are properly trained:

Based on the task assigned to a team member, you have to provide access to specific capabilities with the PM system. Rolling every capability out to every employee on day one may be disastrous. As and when the project team expands, you may incrementally roll out everything to small sets of users or roll out specific capabilities to all users. Before you roll out the software, make sure people are trained on at least the basic features and provide advanced training to those who require it.

  1. Make sure all team members are using the PM software and not another system:

If you’re using a project management system with integrated communication tools, then you need to make sure that all team members use only the PM software and not any other system. This will ensure that the entire project team knows each and every aspect of the project and there is no communication gap.

  1. Use your PM system to keep track of costs and productivity:

If your PM software has an in-built real-time information and reporting system for status and margins, utilize it. These metrics will help you to track the progress of a project and make it easy to make necessary adjustments to ensure profitable and on-time delivery.

Also See: Time Management Tips for Project Managers

Top 10 Myths About Project Management Software

Top 10 Myths About Project Management Software

Top 10 Myths About Project Management Software

Project management isn’t easy, regardless of the industry you’re in. Even though the project management software remains one and the same, it is the ability of the project manager (PM) to efficiently manage various people and resources that makes a project successful. However, even when an individual has a project management professional certification, there’s no guarantee a project will succeed. Project management software is an integral part of a project’s success. Any myth regarding project management tools can hamper the progress of a project.

The top 10 myths about project management software are busted below:-

 1. Project management software is too expensive:

Incorporating project management software may be a bit expensive in the beginning. But once it is developed according to your business needs, it will turn out to be a profitable investment. How? Project management software can be used for managing multiple projects. Plus, it adds to the overall business efficiency and profitability, thereby saving other costs.

Must Read: 5 Tips To Succeed in Project Management

2. Project management software is an unnecessary overhead:

Budget-conscious PM’s often challenge the need for project management software. They believe that it is more easy and efficient to just get on with the project. But the fact is that these tools add value and efficiency to the project by helping PM’s in meticulous planning, proper utilization of time, money and resources, effective communication, risk management, etc. This will in turn save time and money in the long run.

3. New project management tools will slow us down:

More often than not, this myth is propagated by those who despise “change”. Usually, project managers have a reputation of using process-intensive methodologies that favour ideology over pragmatism, which can slow up the decision making process. The fact is that project management software helps PM’s to efficiently run a project by being able to plan effectively and ensure optimum use of time and resources.

4. Project managers need to be detail oriented and not strategic in nature :

The PM should not only be able to determine the finer details of the project but also understand how the project supports organizational goals.  It is equally important to have a strategic perspective of the project. Project Management software comes handy when it comes to execution of projects based on the organization’s strategic goals.

Also Read: Project Management for Dummies

5. Project managers cannot be effective in their role unless they have specific technical expertise in the given field that the project falls within:

Project management software is versatile enough to be used to manage any project across various industries and fields. Project managers need not be an engineer to manage a construction project or an IT technician to manage a software development project. However, the PM should have basic understanding of the industry and know how to manage a team.

6. You can’t stop a project after it has started:

You may have spent a lot of money setting up a project, hiring an experienced team, purchasing project management software, etc. However, if the project isn’t meeting its desired business goals or not performing as per the plan, there is nothing wrong with stopping the project after it took off. If the project has become unviable, it’s better to stop fighting a lost battle. This would help in reducing additional losses.

7. It’s about processes than people:-

This myth springs up from the notion that project management software leads to process automation. Using PM tools does not necessarily mean doing away with manpower. It may increase overall efficiency but human resources are needed when it comes to handling clients and vendors, sourcing materials and completing day-to-day tasks as required by the project.

8. You have only one shot to get it right:-

Today’s competitive business environment makes the use of project management software inevitable. When you select particular software, you may not always be right in the first instance.  That’s quite okay. If your business is dynamic, you need to ensure that the project planning tool should be scalable to keep up with a growing team and meet changing requirements.

Also Read: Why Project Management is Essential for Small Business

9. With the use of project management software, communication tools are not that important:

Frequent communication between various members of the team as well as the client is the perfect way to keep a project on track. When team members are in different locations, scheduling regular calls in addition to other forms of digital communication ensures open and clear communication takes place. Therefore, project management software and communication tools go hand-in-hand. Secure team chats and Email Apps which are integrated with the workspaces can help save a lot of time.

10. Software fixes everything:

Project management software plays a crucial role in the success of any project. However, there are other factors which are equally important for a project’s success such as efficient project managers, co-operating team members and clients, available resources and materials, etc. Also, success of the software implementation depends on a number of factors including training, characteristics of the software and integration with the current workflow and management processes.

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