About Project Management Software

We understand there are plenty of project management software choices in the market today. The challenge isn’t just knowing what is available, but what is the right solution for you and your business. Helping you make that decision is what our site is all about.

I. Why a Project Manager Might Want Software

Software vs. Spreadsheets

If you’ve been doing project management for any length of time, you might have advanced through your career using spreadsheets to manage your responsibilities. For many, spreadsheets work just fine for their needs. Besides, who wants to spend time learning a new system?

For others, the limitations inherent in spreadsheets keep them from managing projects effectively. Greater flexibility, clearer data presentation, and a system designed specifically for the needs of a project manager are necessary. Enter project management software; systems designed exclusively to address the common needs found in project management.

Some of the advantages of project management software have over spreadsheets include:

• Visual representations of project management data that help you chart progress, performance, and cost quickly and effectively including configurable dashboards that give you “at-a-glance” access to essential project information.

• Collaboration with project team members. Allow access for data input and retrieval for multiple users.

• Customized reporting so you can present progress and milestones clearly to those not inherently familiar with project management data.

• Document and file management, email integration, and other communication tools all in one program rather than several.

• Access to software via multiple computers and handheld devices like smart phones.

• Charts and graphs specifically tailored to project management

II. 5 Key Project Management Tools To Look For

When looking for the right project management software option, be aware of the following key tools we feel are essential basics for any program:

1. Scheduling/Gantt Charts – Scheduling is at the heart of project management. Make sure any program includes easy to use scheduling tools that give you enough flexibility to handle the needs of your projects. Gantt charts are one type of bar graph that help with visualizing project timelines.

2. Collaboration and Communication Options – Integrating collaboration and communication into the project management software itself saves you the hassle of having to use additional programs to handle communication needs. Look for software that allows team members to easily communicate with one another right in the software itself if you anticipate this as a key need for your organization.

3. Configurable Dashboards – Dashboards give you a graphical summary of key information at a glance. Adding the ability to configure these dashboards to serve your information retrieval needs is important, especially if you handle many projects at once.

4. Resource Tracking – Managing both time usage and costs are essential for effective project management to control cost overruns or time bottlenecks that can sink projects. Make sure the software allows you to track the essential time and cost data for your projects. This is extremely helpful for project managers that need to frequently report on the status of projects to superiors.

5. Customized Reporting – No one likes to be constrained by their software. Check that the project management software you settle on lets you decide what types of data to include in reports. Since every business has different needs, flexible reporting is a must.

III. Desktop Or Web Based Project Management Software?

It may sound like a trivial point but the platform project management software runs on is a vital consideration. Web based software runs on a server and is accessible by logging in from a web browser. The advantages are easy access from any Internet-connected location for any team member. The disadvantage is that you are sometimes not in control of your own data. What happens when you want to change project management programs? Do you get to keep your data? How easy is it to export your data and integrate it into other programs? How secure is your data? Think ahead and choose the platform that best meets your needs. There are advantages and disadvantages of each option.

IV. The Difference Between Proprietary and Open Source Project Management Software

Proprietary software means the creators of the program own the rights to the code and can limit your access to the program according to their license terms (usually spelled out in the End User License Agreement or EULA). Open Source software includes the actual source code and typically allows you greater flexibility in accessing and even possibly modifying the program for your needs. Often Open Source software can be run on more machines and gives you some flexibility in redistributing the program.

There are pros and cons to each licensing option. Proprietary software is the traditional standard of software licensing. Open Source may make more sense for companies looking to customize the software or possibly save some cost on multi-seat licensing. Although Open Source may sound like the best option, it comes with drawbacks. Some times funding is not sufficient for frequent updates, improvements, and user support. Since the code is available to the public, there may be security concerns. Use caution when evaluating Open Source vs Proprietary options.

V. Tips For Choosing The Right PM Software Option

1. Set a Budget – Project management software can get expensive, especially as many vendors have moved toward a monthly fee system. Software that costs $50 a month adds up to a $600 annual cost year after year. One time fees may make better sense but make sure you know the costs of software upgrades.

2. Decide Who Needs Access – If you have multiple individuals who need access to the program to make updates and check the status of projects, web based solutions probably make the most sense. If you are the sole project manager and only plan on using the software from one location, a desktop option might be the right one.

3. Be Aware of Who Controls Your Data – Sometimes to lock in your business software companies will effectively hold your data hostage, not allowing you to export your data for use in other programs. Make sure you have flexible options if you ever decide to change programs.

4. Decide How Long You Want to Spend Learning a Program – Lots of features make good selling points but if a software program is extremely complex, it may have a large time cost to learn and implement. Multiply that across many individuals needing to use the program and it can be a real problem. Trying out a demo of the program will give you a good idea on how difficult the main features are to use for you and your team.

5. Focus On the Essentials – Decide what tasks a project management program will help you do better and find the program that does those things best. Focusing on the essentials will make sure your program actually contributes rather than detracts from your efficiency.

We hope this brief guide will help assist you in finding the right project management software option for you and your business. Spending a bit more time up front to find the right solution will save time and money in the long run and saving time and money is what good project management is all about.