Project management, in simple terms refers to the application of knowledge, skills, tools, and techniques to project activities to meet project requirements or goals set by an organization. Simply put, it is the practice of planning, organizing, and executing the tasks needed to turn a brilliant idea into a tangible product or service.
Project management is meant to ensure that a team's work aligns with goals set by the said company and meets the criteria for success within given constraints and time frame.
Project management therefore is meant to guide a project from the beginning to the end. With a structured approach, teams are able to achieve specific goals within a defined time, a specific budget and resource constraints. Whether you're launching a new product, organizing an event, or implementing a company-wide initiative, effective project management is the sure way to reach definite success.
Project management software therefore is a digital tool designed to help teams plan, organize, and manage their projects effectively.
Phases of Project Management.
Planning.
In the first stage, the company defines the project scope, the project objectives and various steps to achieve these objectives. In this stage, the company comes up with a detailed roadmap, planning resources and also identifies potential risks and measures to take when faced with these potential risks.
Executing.
This is where the company puts the plan into action by coordinating people and resources, managing stakeholder expectations, and overseeing the completion of tasks as earlier planned.
Monitoring.
Monitoring involves tracking progress achieved in the project so far, measuring performance against key indicators, and adjusting as needed to keep the project on track.
Closing.
This is the formal ending of the project. In this stage, the company will evaluate the project's success, document lessons learned while pursuing the project( for reference with future projects) and release resources.
Main types of Project Management Software.
There are four major types of Project Management Software. The four main types of project management software include desktop, web-based, integrated, and client-server software. Among all these, determining which type to use directly depends on number of people working on the project as well as the number and scope of the projects being handled.
There are many different brands of software used by project managers. The most commonly used Software brands for project management however are Trello, Asana, Basecamp, Smart Sheet, Teamwork, and Microsoft Project. Companies choose different brands basing on their organizational needs.
Factors to consider while evaluating the best software for Project Management.
While choosing the best Software for your project management needs, there are a few factors your supposed to keep in mind in order to determine the exact software that will meet your needs as an organization.
Customization needs
Many companies hire professional project managers who in most cases use elaborate software that is specifically designed for their individual needs, not a team’s needs. However, what happens when there is need to bring in a whole team to cater for a certain project? Yes, you need to keep this In mind because sometimes, project plans change too and revising them wrecks havoc. Besides, team members usually have different ideas and therefore need different software tools to cater for their needs.
A good project management tool should therefore provide the flexibility to manage all your team’s projects, adapt to changes quickly and easily, and save time on routine work.
Ease in use and implementation.
It is not always that your entire team will magically adopt to the Project Management software you have chosen. It is quite unfortunate but true that in most cases, implementing new applications or software is often complex and challenging, so you should take time to understand what a particular tool will involve for your entire team. You need to evaluate how user-friendly the tool will be to learn so you can determine how quickly everyone can get on track.
While doing this, look out for tutorials, demos or support documents that will help in guiding the entire team on how to use the newly acquired software. If your acquired software has a free trial( which would be the best thing to ever happen), be sure to use some of these resources during your free trial to make sure they will be of help in using the Project Management software.
The Pricing.
This is where all hell breaks loose if your to ask me. Before you opt for this specific Project Management software, have you checked your budget? You best do that first. You therefore need to make sure the tool you choose can scale with your team as it grows. You wouldn’t want to choose one solution only to discover a few years later you need something different because well, your team suddenly grew bigger.
And also, you need to keep track of how the price for the plan you choose is determined (is it by each involved person? A flat rate? Monthly fee? This will help you figure out which tools could become cost prohibitive as your team grows. You need to be able to choose the plan that will give you the most value for your money. Also, make sure you can easily upgrade when you need to.
Data security and Protection.
Since you’re managing your team’s projects in this tool, you need to feel confident that your work and ideas are all secure. Regardless of your company’s requirements, there are a few admin, data, and security features you will need in a project management tool. With this said, make sure the tool you choose has admin controls so you can add, manage, and remove employees and guests when you need to (well, what if an employee leaves but still has access to the company's project ideas?)
You may also want to ensure that your project management tool allows you to set privacy permissions, such as public or private, for projects and specific pieces of work so only the appropriate people can see them.
Mobile Accessibility and Responsiveness.
In today's fast-paced business environment, mobile accessibility is key when selecting project management software, especially for remote teams. Choose PM software that offers this kind of setting therefore.
You also need to consider Mobile access. The beauty in mobile access is that it allows your team to stay connected, update tasks, and collaborate on projects from anywhere, at any time. Imagine you have a remote team. This would be best for the team because it ensures everyone can contribute and stay informed, regardless of their location. With mobile-friendly PM software, you can ensure that your remote team remains productive and engaged, even when they're working from different parts of the Country or world.
Team collaboration features.
When it comes to projects, effective collaboration is a huge must. Now imagine your entire team working in one workspace. That would be equivalent to sharing one mind with fellow idealists.
When choosing a project Management software, ensure to choose one that has collaborative features. It would be like one place where all team members can plan, manage, and communicate about their goals, projects, tasks, files, and more.
There are various factors that companies need to keep in mind while choosing the right Software for Project Management. Before anything else, they need to keep in mind that this particular software should be in alignment with the company objectives in order to meet their needs for a certain project.
