Making the Most of Your Project Management System
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So your company decided to spend for a project management system…how do you know that you chose the right project management system? How do you make sure that you are getting the most of this investment in software?
This post will offer pointers for the pre-purchase and post-purchase scenarios. Go over the following guides to help you make the most of your project management system.
1. Be sure that you are getting all the features you need. Choose a project management software that has the most possible features you need. Consider a software that comes with lead management, client management, job or human resource management, time sheets, purchase order, document management, invoicing, reporting, and invoicing or billing functions. Don’t just rely on the advertisements, though. Be sure that the features listed are really usable and can address your needs.
2. Get something that is compatible with the current system you have. As much as possible, find something that is compatible with your pre-existing system. If you already have an accounting system, for example, find something that can integrate your current accounting system. This is to avoid the need to move your data to a new system and having to get acquainted with a new platform.
3. Use trial periods when available and choose one with good customer support. If a software is offered with a free trial period, be sure to make the most of this opportunity to test everything before buying. Be sure to test all of the features and ask for assistance if there are problems encountered. The trial period is also a good time for evaluating the responsiveness of customer support.
4. Prefer something cloud-based. It would be better to get a project management software that is hosted on the cloud. This way you can have anywhere anytime access to it. Just make sure it is highly secured and the company providing it is reputable. You certainly wouldn’t want your company’s data to be exposed to possible cybertheft.
1. Know the system meticulously. If you took extra effort to get acquainted with a project management system while you were narrowing down your options, you need to get your project management system more as you are already about to use it. You have to be familiar with the its full range of functions. It’s not enough to know just the basics.
2. Make use of the technical assistance or support that comes with the software. As mentioned, you have to choose a project management software that comes with dependable support. And don’t forget to make use of this support. If you encounter bugs or technical issues, quickly contact support to have it addressed. There’s no need to try figuring things on your own when the software supposedly comes with reliable technical support.
3. Provide proper training on how to use the system. Don’t expect your staff to quickly learn how to use the software on their own. While most project management software are intuitive enough, it’s still better to properly orient everyone on how to make the best use of the software. Some features might not be taken advantage of. Some processes may not be done according to how they are designed to be efficiently done. It’s better to conduct a proper orientation to allow all users to get acquainted with the software.
4. Integrate other systems you already use if possible. There are software that can make use of the data other software generate. If you are using the Xero accounting software, for example, you can use it alongside an integrated project management software like WorkflowMax to more efficiently handle accounting, purchase order processing, and invoicing. WorkflowMax can also work with a host of other third party software including Hubspot, Salesforce, Zendesk and more.
5. Be sure to use the collaboration features. Project management software with collaboration features provide a lot of palpable advantages. They promote efficiency and provides a convenient platform for all members of a team to connect, even remotely, and have all steps documented. it would be a big waste not to use the collaboration features. Even if the project does not require a lot of collaboration,
6. All or nothing – don’t do things halfheartedly. Decide if you want to migrate your data to the new system or you want to stick to your old software tools. If your project management software has its own collaboration, messaging, and document management tools, it would be better to use them and ditch the olds ones you have. This way you can take the full advantage of having all tools in an integrated interface. Running multiple systems in your computers is not only going to tax your computers’ resources. It can also result in confusion and wasteful duplications.
7. Update. Over time, the project management software’s developer will be releasing updates. It’s important to get these updates as these can mean security fortifications, patches to address bugs or issues, or new features that can greatly benefit your operations.
Spending for a project management system does not automatically mean efficiency and advantages. You need to consider the points discussed above. Software are mere tools. They are only as good as their users are. They can only provide the advantages they are meant to provide if they are used properly and if their full range of functions is used according to how they are meant to be utilized.