Three Tips To Choose a Better Project Management System For Your Company

Posted by Gordon Tampol, Principal of GPMS on Thursday, May 21, 2015

Managing projects is no easy task. Project managers crave for the process to be easily manageable and simple as can be. However, it is not always possible because with every project comes unique hurdles and un-forecasted problems. There are many different kinds of project management software systems that promise to simplify the process. Yet, most of the organizations are reluctant to change because of certain (often complex) features, learning curves and pure comfort with current systems. We asked dozens of users why their choice of project management software failed to live up to their expectations, and they replied with a variety of reasons.

In an effort to be solution oriented, though, we flipped those negatives to positives to illustrate ways to make the most of what you have, even when there are shortcomings. Here are 3 tips to get the most out of your project management software.

1: Choose The Project Management System Right For Your Company And Budget

There are hundreds of PM systems out there, and some can be a bit expensive. Go through their features in detail and see if you need to use all of them. Unless you need to use the features provided in them, it would be a waste of investment to pay for services you won’t make use of. Be sure you easily understand the use of its most prominent features. If you can’t understand them, you can’t benefit from them. And, obviously, consider the price you’ll have to pay monthly or annually. Choose the package that suits your budget.

2: Always Remember Mobility

Your team members may not always be in the office. Make sure they can keep up with the tasks and report progress even from their mobile devices. Hence, always go for a mobile optimized platform. Even your CEO would want to know about the progress when he’s on a foreign trip. When being able to access data from his cell phone or tablet, he won’t bother calling the team just for an unwanted briefing.

3: Be Realistic About Expectations

PM systems are designed to assist and automate project management processes, not replace a project manager. Realistically it provides three basic functions: data management and acquisition, decision modeling and reports and graphs. Team members should update data about their work on it regularly. Having ample data will allow the system to generate reports and graphs and will provide assistance in making future decisions on the project. Do not mistake it for something that will give you advice or suggestions without any data relevant to the project. Also ditch a PM system that starts giving you false expectations.