Factors to Consider Before Buying Project Management Tools

Tool

Software tools for project management are a dime a dozen these days. You have both open source and proprietary packages ranging from free to costing hundreds of dollars. But just because a software package is marketed as a solid project management tool doesn't make it so. As with all things software, there are some great tools – and some not-so-great ones, too. Often referred to simply as PM software, there are a number of common components every package needs. In fact, five such components are described below. They are compliments of the Janiko Group, an Atlanta firm that specializes in project management as a service. They offer on-demand project management. 1. A Measurement of Baseline Before anything else, a PM tool needs to have some means of measuring the baseline. Team members need to know the foundation from which they are starting. They need to know the minimum standards. They need to know what a completed project looks like in its minimum iteration. All of these things together make up baseline. Just as with scientific research, there is no way to measure the progress or success of a project without a comparative baseline. Creating a PM tool without a means to measure baseline is like building a house without a foundation. It is bound to crumble sooner or later. 2. A Measurement of Progress It goes without saying that PM tools need a way to measure progress. Project managers and team leaders need to be able to see progress at a glance. They need to be able to look across the entire spectrum of the project and know exactly where it is at all times. Without such a measurement, it is exceedingly difficult for managers to figure out where they are and what they are doing. 3. The Ability to Track Tasks The progress of every project is encapsulated in the individual tasks that make up a whole. As such, PM software needs to have the ability to track tasks as these are introduced, while they are in progress, and once they are completed. In a Kanban management system, tasks are visualized as color-coded squares on a board. Tasks change color and location as they progress throughout the project. How tasks are assigned and expressed is determined largely by the model being followed. Kanban is a form of waterfall project management whereas other methodologies might follow the agile core. Regardless, managers have to be able to track tasks in process. Otherwise, they are lost. 4. Budgeting Snapshots and Forecasts In order for managers and coordinators to do what they do they need an accurate assessment of financials at all times. Far too many PM tools skimp on this one component. Yet, financials are a big part of project completion. Managers need to know where they are in terms of their budgets. They need to know how much they have spent and how much remains. 5. Automation Capabilities Until recently, automation wasn't part of PM software. But now that some developers have begun to introduce it, automation is quickly becoming an indispensable tool. It allows for the automatic scheduling of certain events within the project management arena, to the extent that completion of one task automatically triggers and schedules the next. Automation takes a lot of the guesswork out of task scheduling. PM software abounds. Everywhere you look there are packages ready and waiting to be deployed. If a package does not include the five things described in this post, it is probably not worth looking at. Fortunately, there are some PM tools out there that go above and beyond.

Written by:

May 16, 2022

Reading Time: 2 minutes

As a project Manager, you’ve probably had to choose between different software management software and tools and found it difficult to pick one. This problem is common and there’s no reason to worry, since this article will serve as a tool to help you choose a software solution that evolves with your company. Evolution is one of the key factors to consider in modern, digital software. This means that intelligent tools is a major trend in technology and tools are not an exception. A successful and efficient project manager prioritizes, maintenance, efficiency, and innovation in their choice of a project management tool. This guide will help you recognize the elements that make one solution better than another in the market. 

The More the Merrier

Software development companies have a duty to their shareholders to maximize profits. However, this shouldn’t come at the expense of losing out on brand value and therefore only the best software development companies create software that have no limit on the number of members added. A good project management software should be one that allows you to add as many members as possible, or at least enough to make the project successful. A good software management tool cannot restrict the number of members on a given project because it is virtually impossible to determine how many members you’ll need for a project even before you start planning for it. 

Project Tracking

You’ve probably been on a project that suddenly became time barred because too much time was spent or wasted on a certain task. This scenario is common but the best project management tools should allow you to track time spent on each phase of the project thereby allowing you to utilize time properly. Time is an asset and when it is not properly utilized, it will lead to wastage and loss. A time tracker tool helps a project’s team to work from anywhere I the world as it also logs progress of the project enabling any team to pick up from where the last one left. 

Project Monitoring Using Gantt Chart

Technology has helped to monitor the progress of tasks during a project. For projects that are divided into many smaller parts, running concurrently and alternatively, it is difficult to know which tasks are ongoing and which ones are completed. However, Henry Gantt provided a solution using the Gantt Chart and since then various iterations of the chart have helped project managers to monitor progress of their tasks. Project management tools with Gantt monitoring is vastly better than one without.

 In essence, a project management tool should be able to provide these features and therefore before buying or contracting one, you should check to ensure these tools are hardwired into the system and don’t come as add-ons. Together they should enable you to review your productivity on a timely basis; whether it’s daily, weekly or even monthly. This feature will help you to plan effectively and even provide resources to cater for any unforeseen eventuality. So, before you write that check or subscribe to any service, make sure it is capable of putting these tools and services together in one seamless software. 

Last modified: May 16, 2022

Previous Story:
Is Trinka AI worth a try?
chain saw Next Story:
Things to consider before buying a mini chain saw

About the Author /

Amit Gupta is an experienced digital marketer, expert writer, and founder of Tech Magazine. With 5+ years in the industry, he specializes in creating in-depth content on technology, IoT, gaming, web development, and artificial intelligence. Connect on Facebook and Linkedin.