A great project management tool can be the difference between a high-performing and low-performing team. There are many different products that you could choose from, but choosing one for your business is no easy feat considering how it will determine the company’s future productivity and efficiency.
Project management software is not one size fits all. Finding the right fit for your organization may take time and research, but it’s worth having a process in place to make an informed decision rather than settling on something that doesn’t meet your needs.
This article will cover key features project managers should look out for when evaluating PPM tools so you can find what works best for your team or company.
However, before we go through the checklist, there are two important things that we need to look at first, and those are:
Assess your current project management practices
Project management software helps teams plan, coordinate, and complete their tasks more efficiently. Organizations use project management to help them develop new innovative products or technologies while achieving goals promptly.
A good project management software should have the features and functionality your organization requires to manage projects its own way. It is important to prioritize these core processes before choosing any specific aspects of a tool because you may need them for it to work as an enterprise solution.
You can verify it by asking yourself questions like:
● How fast does your team get started with a project?
● Are there communication barriers in your team?
● How is the project workflow?
● Can you track individual contributions and progress?
● How often do you finish a project within the initial deadline?
And now the checklist to choose the right online project management software.
Any company chooses or decides to employ a project management tool because it keeps portfolios aligned with business needs, pivots quickly when business needs change, and integrates new technologies with the ppm solution.
If your business and company are facing obstacles like inefficiency, improper data storage, low visibility of what everybody is doing, and not being able to make an informed decision due to lack of planning, here is what you need to look for before making a purchase of new project management software:
It should meet your company’s strategic and business needs.
A good way to help your organization meet its goals would have software that centralizes everything in one place. This means it can process the project data and give out accurate, real-time information about projects across all teams. Having this will allow for better management of resources as well as transparency, so everyone knows what’s going on with each team’s progress within their work activities or methodologies because there is “one single source.”
Portfolio management is easier with continued visibility into the pipeline during all phases of
the project lifecycle. It’s easier to pivot quickly when there are changes in capacity, strategy, or goals.
A PPM solution should support the ongoing iterations of a demand shaping process and ensure that portfolios are optimized. It should also facilitate better demand management by prioritizing projects, reducing redundancies, and eliminating non-strategic initiatives to give optimal outcomes for the portfolio .
The project intake process is integral to success, so make sure your PMO has sophistication when evaluating supply versus demand, resources, capacity to prioritize effectively.
A good PPM solution should provide you full, enterprise-wide visibility into all the resources and their skill sets to better plan for project management. The best PPM can help with crucial aspects of resource planning like building teams, handling unplanned requests, monitoring scope creep (unexpected increases in task requirements), clarifying assumptions around timelines and budgets, and allow tracking of how much time was spent on a particular job versus overall allocated time.
A good PPM solution should have the ability to create real-time dashboards for stakeholders to make more informed decisions. It also needs the capability of conducting ‘what-if’ analyses so that future portfolio decisions can be made based on information gathered from these operations.
Dashboards can help your decision-makers compare real-time data across different portfolios. They allow you to toggle between views and explore different dimensions of the data, making it easy for everyone involved in portfolio assessment with a PPM solution.
Portfolio And Project Reporting
To be certain that your reporting tool is the best fit, consider a solution that offers role-based dashboards to monitor key components across your PMO. Look for features such as mobile apps and email support, which will allow you to check on progress from anywhere, at any time! Make sure it can grow with you by investing in tools like ad hoc reporting for business users while providing advanced report-building capabilities.
Look for a tool that offers project transparency. A good solution will allow team members to track task progress while balancing control and collaboration at the same time.
Realtime updates keep projects on track and make your teams productive by getting timely feedback from users about their priorities in relation to others’.
Lastly, look for individualized workflows which give flexibility today’s managers want when running multiple tasks simultaneously with different stakeholders involved across various locations or around the clock.
I am sure by now all your answers have been answered above, and you have a clear idea of choosing the right project management software for your business.