Project management software can be a great asset for any team, but it's important to choose the right tool for your specific needs. In this essay, I'll share six steps to help you select the best project management software for your team.
If you're a business owner, and you're running out of time trying to manage and delegate tasks to your team, by just remembering them off the top of your head, or maybe you don't have a system for tasks right now.
In this video, we're gonna be covering how you become a superstar with an epic task management system.
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1. Identify your challenges and constraints
There are a variety of project management tools available, each with its own unique capabilities. That's why it's important to first identify your specific needs before selecting a software solution.
Before you start looking at different project management software options, it's important to take a step back and assess your specific needs. What challenges is your team facing that you hope to address with a new tool? What constraints do you have in terms of budget, time, and resources? Answering these questions will help you create a list of must-have features for your new software.
Write down every difficulty and restriction you're up against. Be as explicit as you can be, so it will be abundantly evident which choices are possible solutions and which can be quickly ruled out.
Some things that might be important to you when choosing a school are below. This is not everything, but it's a good starting point.
- Budget
- The tool's team size and scalability
- Integration possibilities
- The ability to give permissions and review/approve actions
- Guest access requirements
- File storage capacity refers to the amount of data that a system can store
- Security measures
2. Create a list of top options
Once you know what you're looking for, you can start narrowing down your options. There are dozens of project management software tools on the market, so it's important to do your research and only consider the ones that offer the features you need.
3. Test each app yourself
It's very difficult to make a wise decision about which project management software will work best for you without trying it. Sign up for the free trial, or if they don't have a comprehensive free trial, then contact them to request one. If a company won't give you a trial of the entire package, it's probably a sign that you should look elsewhere.
Even with a close examination of the program, it is essential to evaluate what it provides in its most basic form. Determine if the additional features are simply that: extras. Without the extra bells and whistles, stellar project management tech will do everything you need it to in its simplest form.
From what I've seen, the most important thing in a user interface is that it's easy to use. If you're going to be using this tool to track all your work, you need to be able to do common tasks without getting confused or needing to click through a bunch of menus.
4. Test each app with your team
After you've tested the software yourself, it's time to involve your team. Ask a few team members to try out each app and see how they find it. This will give you a better sense of how user-friendly the software is and whether it's a good fit for your team.
You must be sure that your team is on board before investing in new software for them.
Use your team to test your options in a setting that is as close to your normal working environment as feasible. You should complete the following tasks to see how they function in the app you're testing:
- Give members access with different levels of permission.
- Tasks and subtasks should be created and distributed to team members
- personalised notifications
- Make a variety of shared views (calendar, Kanban, or whatever is available)
- Set due dates and mark items as finished.
5. Get feedback from your team
Once you've had a chance to test the software with your team, it's important to get their feedback. What do they like about the software? What do they find challenging? What features are most important to them? This feedback will help you make a final decision about which software to choose.
Before deciding which app to use, gather their honest thoughts. There are several ways to gather feedback:
- Ask each team member what they think of each tool in an interview.
- Send a survey to gather feedback from people
- meet all of the team members at once to talk together
- Together, walk through the tool and gain real-time input.
Whichever of these approaches you decide to use, be sure to ask team members about the app's experience as well as the features or capabilities they like or dislike.
Did one app help them feel organized and at peace while another app made them feel uneasy and confused?
The degree to which your team embraces the tool over time will likely be most strongly influenced by how they felt about the experience, therefore it's critical to pay close attention to both of these types of feedback.
6. Calculate and justify the cost
Finally, you'll need to consider the cost of the software. Some tools are free, while others come with a monthly or annual subscription fee. It's important to calculate the cost of the software and compare it to the benefits it will offer your team. If the software is a good fit for your team and offers the features you need, it's worth investing in.
How to pick the right project management tool for your business
When you find a tool that feels appropriate, use it. Purchase a month-to-month or short-term contract first. You can always export your data to another task management tool later if you're ultimately unsatisfied. But if you've followed these instructions, you'll probably have a tool that can make your team function more effectively.
Need help setting up your Project Management Tool?
Click the button below and an itGenius consultant will be able to help you.
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