Project management software is essential for all professional services businesses because we are project-based businesses. It’s the key to ensuring that projects are completed on time and within budget. This is even more important in the case of the modern ad agency whose margins are being squeezed by factors that we have discussed before.
But with so many different options available, how do you know which project management tool is right for your business? Not all project management (PM) software is created equal. It is important to find a program that will fit the specific needs of your business to ensure its success.
In this blog we will look at:
- The Benefits of PM Software (for anyone that needs convincing.)
- Choosing the right software – things to consider.
- The 10 essential features to look for in your PM Software.
Let’s begin
Benefits of Project Management Software
The benefits of using project management software are numerous. Here are just a few:
Increased productivity
When businesses have a project management software program in place, they can complete tasks more quickly and efficiently. This is because all the necessary tools and resources are readily available in one place.
Reduced stress
With a project management software program, businesses can avoid the last-minute rush to complete tasks. This is because all deadlines and milestones are clearly visible in the software, so businesses can plan ahead and work at a more relaxed pace.
Improved communication
One of the biggest benefits of using project management software is improved communication between team members. With all tasks, deadlines, and milestones visible in one place, team members can easily stay up to date on the status of a project.
Better organization
Project management software helps businesses to keep all their projects organized and under control. This is because the software provides a central place where businesses can track progress, share files, and communicate with team members.
Increased profitability
When businesses use project management software, they are more likely to complete projects on time and within budget. This is because the software provides a clear overview of all aspects of a project, so businesses can easily identify and solve problems before they cause delays or cost overruns.
Choosing the best project management software
When it comes to choosing the right project management tool for your business, there are a few things you need to consider.
- Size and scope of your business
- The number of employees who will be using the program
- The specific needs of your agency
- Your budget
10 Features to look for in a Project Management tool
Irrespective of the above below is a list of 10 things that any self-respecting PM software must have:
1. User experience
The software you choose should be easy to use and intuitive. Otherwise, you’ll spend more time training your team on how to use the software than using it to manage projects.
2. Collaboration
Look for software that makes it easy for team members to communicate and collaborate. The software should allow you to create project groups, assign tasks, and track progress.
3. Calendar and email integration
Choose software that integrates with your existing calendar and email system. This will make it easier to keep track of deadlines and progress.
4. Resource planning
A good project management tool will allow you to track and manage resources. This includes people, equipment, and materials.
5. Reporting
Look for software that provides comprehensive reports. These reports should include project progress, budget, and task completion.
6. Customization
The best project management software is customizable to fit your specific needs. Look for software that allows you to create custom fields, workflows, and reports.
7. Integration
The software you choose should integrate with other business applications. This includes accounting, CRM, and HR systems.
8. Support
Choose a software vendor that offers comprehensive support. This includes training, documentation, and customer service.
9. Security
Make sure the software you choose has robust security features. This includes data encryption, user authentication, and access control.
10. Pricing
The cost of project management software varies depending on the features and functionality you need. Be sure to get a price that fits your budget.
By taking the time to find the right software, businesses can save themselves a lot of time and money in the long run. The right software will help you complete projects on time and within budget. It will also improve communication and collaboration among team members.
Applying Project Management principles to Agencies
This is the latest of a series of blogs about the importance of project management and operations for agencies. To check out the others have
Why email and spreadsheets are not agency management tools
I am preparing for the interview that I will be doing with Carlos Pezzani, ex Grey and Y&R Latin America who has more than 30 years
The agency ‘holy grail’ – profitably estimating projects
Let’s face it, one of the biggest challenges agencies face is profitably estimating projects. Clients are demanding more work for less and the days of
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