Does your team need project management software

There are so many various options on the market, that you may easily get confused. In this article, we will outline when is the time project management solutions come up in handy and what to consider while making the choice.

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Project management software allows users to handle the tasks, set deadlines, allocate roles and resources, and arrange all the undergoing processes in a logical structure. Such software is usually based on classical project management methodology, let it be Agile, Scrum, Lean, or Kanban. As a rule, all the companies start from a piece of paper as a to-do list, then develop to some checklists, and finally, they are mature enough to implement a full project management system.

The moment you realize that several people are dealing with the same tasks, and there is a necessity to instantly see the progress is the right time to start looking for a proper project management solution.

Project management tools help to do the following:

1. show the general outline of the tasks
2. set the stages and relevantly allocate resources
3. prioritize
4. meet the deadlines
5. identify the problem issues and deal with them just-in-time

So, the companies that are interested in project management software are usually rather big with many simultaneous processes going on, and teams that need relevant organization.

Now let's focus on how to choose the tool that will help, not distract the team members from their job. Before any search, you should know exactly what you are looking for, so there should be a list of requirements. Your list may include:

1. progress visualization
2. setting tasks priorities
3. customizable notifications about any changes
4. setting the hourly rates for performers
5. assigning due dates
6. linking and separating tasks
7. integration with chats or messengers for easy cooperation with the team or the customer
8. creating, saving, sharing reports

Depending on the project, the list may be either shortened or expanded.

There are hundreds of tools available today. They can be googled with "top project management solutions for my business". Here we have chosen the ones we trust and appreciate.

1. 1. Kanban JS UI widget

A tool, based on Kanban methodology. The solution is ready to be used independently, or you can easily integrate it into your current project.

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1. 2. Gantt Chart

This one is based on Agile. It has the functionality of complex scales and zooming, critical path, and resources diagram.

1. 3. Planfix

A nice solution for flexible process configuration.

1. 4. Wrike

A universal solution, that allows communication between teams.

1. 5. Trello

Best suits small teams, as it lacks reporting and time tracking. But all the other functions are simple and clear.

When the tool was chosen and implemented, there is still a possibility that something goes wrong. We will try to warn you against possible difficulties:

1. Team members are confused and can't figure out how the system works.

Dealing with this issue is easy and difficult at the same time. Any new tool has a learning curve. Try to choose the shortest, but always allocate some time for the employees' exploration of the solution. Workshops may be organized, or experienced colleagues will assist other team members. The process of studying the tool and getting used to it should be taken into consideration.

1. The system becomes messy.

Search filters can help in this situation. Customizable panels for specific tasks may also work. On the whole, just make sure your employees know what they do and keep the tasks board in order.

1. Many repeated tasks appear.

Templates are there to help. They will take all the routine and successfully cope with it.

Conclusion

To sum up, project management solutions are very useful tools that can significantly facilitate the performance of the whole team. However, all the pitfalls should be considered carefully to avoid unwelcomed difficulties. If the implementation process is carefully planned, you will enjoy the benefits of the system that will serve you well.

Marvin Fry

Update 22 July 2021