No matter what business you're in, you'll undoubtedly have to manage numerous projects. Maybe you need to coordinate a product launch, develop a new website, or plan an event. The problem is there are often a lot of moving parts and people involved in these projects, making it difficult to stay on track. This is where project management software like Asana, Trello, and Microsoft Project comes in.
What is project management software?
Project management software helps businesses with project planning, scheduling, resource allocation, and progress tracking. It can be used for various project types, including product development, marketing campaigns, field projects, and more. Most project management software will come with the following features:
- Kanban dashboard – lays out every stage of a project, the task that needs to be completed, who is responsible for each task, and the current status of the task
- Task management cards – provides detailed task checklists and deadlines
Messaging – allows team members to provide task status updates and leave notes and comments at each stage of the project
- File sharing – enables teams to share project-related documents without having to send emails back and forth
- Gantt chart – graphically represents your project time line and when each task needs to be completed
- Project tracking – notifies team members of deadlines and gives them updates on project progress
- Reporting dashboards – provide valuable insights on productivity and expenses, and helps you identify potential problems in a project's pipeline
Why should you implement project management software?
Project management software offers a host of benefits that can help businesses improve their operations. These include:
1. Seamless project planning
Project management software provides an intuitive way to lay out every task that needs to be completed for a project. Within a project-specific Kanban board, you can create rows for each stage of the project and add cards for each task. You can also assign deadlines, responsibilities, checklists, and statuses to each task. This allows teams to create templates for common projects and replicate them with ease, so they can quickly start executing the projects.
2. Improved project visibility
Kanban dashboards and Gantt charts provide a clear overview of every aspect of a project from start to finish. This can help managers identify potential bottlenecks and make necessary adjustments to keep the project on track. For instance, when a task is taking longer than expected, you can quickly delegate more workers to the task or adjust resources to get back on schedule. Full project visibility may also reveal processes that can be streamlined to improve efficiency.
Additionally, managers can track project expenses in real time with Gantt charts. This level of transparency can help businesses avoid going over budget and ensure that they are getting the most bang for their buck.
3. Improved team coordination
With project management software, you can improve collaboration by keeping all communications in one place. Instead of having frequent ad hoc meetings or sending emails back and forth, teams can have comprehensive project-related discussions and messages within the project management system. This is particularly useful for unifying distributed teams.
What's more, users have access to the same project dashboard and team calendars, making it easier for everyone to stay on the same page. Users can even share files, reports, and photographs at every stage of the project with a click of a button. This helps improve the flow of information and prevents misunderstandings that often cause major project delays.
4. Better resource allocation
Another benefit of project management software is that it can help you optimize how you use your resources. Having a clear overview of everyone’s assignments can help you avoid overloading team members and ensure that everyone is working on tasks they are skilled at. You’ll also be able to quickly assess your team members' availability, so you can minimize labor underutilization.
5. Enhanced productivity
Project management software increases the productivity of both managers and team members. For managers, project management tools automate administrative tasks, such as creating reports and generating progress updates. This leaves them with more time to focus on strategic tasks that can move the project forward.
As for team members, project management software gives them a clear overview of their responsibilities and the timeline for each task. Rather than having to search through emails or documents, they can quickly find the project-related information they need in one central location. Plus, simply knowing that their actions are visible to the entire team can encourage team members to work more efficiently.
6. Increased customer satisfaction
The operational efficiency that project management software provides often leads to increased customer satisfaction. When projects are completed on time and within budget, it builds trust between the business and its clients. And when clients are happy with the end result, they are more likely to do business with you again.
Alternatively, if projects are taking longer than expected, you can better manage customer expectations by providing them with regular updates on the project’s status and timeline. This way, you can minimize complaints and surprises that could damage business relationships.
Project management software is a nonnegotiable tool for businesses that want to streamline their operations and deliver high-quality results. If you want to know which project management software is right for your business, consult with Athens Micro today. We can assess your needs and find the best solution to help your business thrive. Contact us now to get started.