How to Find the Right Project Management Solution
Managing projects is like running a household full of kids. Trying to keep everything organized and running smoothly can be overwhelming. But with the right project management tool, you can avoid clutter, hit your deadlines, always know your resource availability, and a host of other benefits. This can all be achieved from an intuitive interface instead of chaotic Excel cells and tabs.
There are many different project management solutions to choose from, and making the right choice can seem daunting. The ROA Solutions team can help you look at the various solutions, decide and implement the right solution for your business.
Evaluation Process
When evaluating project management software, there are five keys to choosing the best one for you:
1. Outline Your Needs and Goals
Ask your team to participate in this step. Since they'll be using the software, you will want to understand what they need to execute effectively. Ask the following questions:
- What Roadblocks Are We Facing? Write down all of the challenges your team is dealing with. Be specific and concrete. Some issues may take some digging to uncover, but the extra effort will be worth your time.No problem is too small to address, but it's best to rank them from most important to least. That will help you prioritize necessary features later on.
- What Features Do We Need? It's easy to assume every issue is equally important, but trying to fix it all will likely lead to disappointment because either your expectations are too high, or you will have to blow your budget. Create a spreadsheet to help determine what is most important. List your issues in one column and specific features that will address those needs in the adjacent column.
2. Look for Non-Negotiable Features
Most products come with a wide range of project management features. As you evaluate your options, keep your specific needs in mind, so you don't get overwhelmed by all the attractive features you don't actually need. Here are some standard features most companies look for:
Collaboration
Collaboration tools help your team communicate more easily and work together more efficiently. A few main collaboration tools are:
- Messaging: This allows you to keep communication in one place, tag team members, and sort messages with hashtags.
- User Groups: With user groups, you can align multiple teams on a project, assign different roles, control access levels, and keep everyone working toward the same goal.
- Guest Accounts: If you have outside collaborators, having guest accounts enables you to give them access to individual project details so they can easily stay updated.
Team Management
The bigger your team, the more difficult it is to track everyone's progress. Resource management tools allow managers to easily view each team member's workload so they can keep it at a reasonable level. It also helps your project avoid bottlenecks due to teammates having more work than they can handle.
Another useful aspect of team management is time tracking. Project management tools display the number of hours each person has been assigned each week. Projects evolve based on changing demands. The ability to see your resource availability and rearrange responsibilities as needed will help your team stay focused on the right tasks.
Task Management
Project management software includes a variety of visual tools for managing your tasks. These tools let you get as specific and organized as you want. For example, you can view activity logs, add checklist items, add tags, and set due dates for each task.
Budgeting
Budgeting features provide insight on project expenses, so your projects are less likely to end up costing more than you hoped. Budgeting capabilities include: generating invoices, recording each projected expense, cataloging billable hours, forecasting, tracking bids, and viewing reports.
Integrations
Integrations let you extend your software's functionality. There are different types of integrations, and your requirements will determine which ones matter most. Here are some of the most common:
- File Storage: Most systems integrate with OneDrive, Dropbox, and Google Drive, making it easy to attach, share, and manage files.
- Email: Connecting your email and project management tool streamlines communication between you, your team, and your clients.
- Identity Management Systems: This allows you to use single sign-on (SSO).
Pay close attention to specific features and weigh which ones are most important because you may need to make some sacrifices.
3. Determine Cost
The total cost of your project management software depends on several factors:
One aspect that will affect the total cost is whether you want to deploy the software in the cloud or on-premise. Cloud pricing is usually based on the number of users per month and uses a subscription model. If you choose to go with on-premise deployment, you will probably have to pay a flat fee based on the number of users. Vendors usually offer monthly and annual plans. Paying once a year is almost always cheaper than paying monthly.
Another factor to weigh is that on-premise solutions require ongoing maintenance after installation. You will also need to consider the time cost for IT to keep the system running smoothly. With cloud solutions, vendors handle the maintenance remotely.
Ideally, you shouldn't pay for features you are not going to use. However, that can be hard to achieve. If you feel you need to push for a pricier option that gets you the right features, be sure to justify the cost. Focus on the increase in productivity and time saved from using software instead of manual processes.
4. Test the Software
Any product might sound good on paper, but you won't know if it's a good fit until you log in and navigate through the interface. Many vendors offer free trials so you can test it out and see if it does everything you need it to. For example, ROA Solutions Group offers a free 2-day trial. You can sign up for free trials from several different companies and compare them.
5. Evaluate the Vendors
Your relationship with the vendor is almost as important as the product itself. A strong relationship with your vendor will make for a positive and engaging experience. Not every vendor is going to be a good match for you. For example, if you need support or training, look for vendors that offer those things because some do not. Research as much information about vendors as you can before making your final decision.
Conclusion
Evaluating project management software is a challenge, but by focusing on your goals, knowing which specific features to look for, considering the pricing, testing out the products, and vetting the vendors, you'll be able to find the right solution for your company.
What stage are you at in your project management software evaluation? Are you facing any struggles with finding the right product? Are you located in Northeast Ohio? ROA Solutions Group can help. We have a team of experts that can quickly identify problems and find solutions for our clients in Cleveland, Akron, and Cuyahoga County. Call or email us to set up an appointment today!
