14 Jan 2020 7 min read

7 Steps How To Choose The Best PM Solution For Your Company


The PM solution ensures deliverance of your projects and controls your budget spend, making your company run smoothly. Since you will implement it inside your company, you will see changes and a rise in employee productivity. It's a big step towards change in the way your processes work!

The 7 steps to getting your company on board for a perfect Project Management solution that fits like a glove!

Project Management Software is a perfect solution for any business, as it offers a means of streamlining various aspects that make running a larger company difficult.

The Proper Construction Management Software can help you:

  • lower operating cost

  • improve your reporting capabilities

  • increase data security

  • maximise productivity

  • and much more

However, choosing a system that is best for your company can prove to be a challenge on its own. Here’s a step-by-step guide on how you should go about choosing your perfect fit Project Management software solution.

1. Know your expectations and prioritise

Knowing what to expect is essential, so start by establishing what problems and challenges you want the system to help you with. You should be very specific about your expectations regarding your future software. If you know what you need, you will have much more control over your business!

The best way to find out would be to talk to those who are going to be the end-users (your employees using the software daily). Knowing what they need vs what they want will help you establish the features that each system should have. By keeping your team involved, you will also have a higher chance of getting them on board with the app!

2. Evaluate all of your options carefully

Do research about the available Project Management Solutions on the market. Compare, read, ask for advice. See how they can affect the integration with your existing office systems. Test how well they fit your current workflow: would they match your structure or do more harm than good.

Make a pros and cons list and see which option would be best for you. Remember that sometimes the cheaper solution is not necessarily the best one, especially when it comes to the software that should fit your needs like a glove! Get the Decision Team involved in the evaluation process - key people that will use the system. Evaluate the options that you have and move forward to point 3: make the shortlist!

3. Create a shortlist of the Project Management Software solutions you choose

Make a list of the vendors that best fit all of your needs. You need to identify the software's essential criterion - what do you want it to do?

  1. Which solutions should it have? For example, should it be able to do Project Planning, solve communication issues and improve team collaboration?

  2. What are your company's/ team's pain points?

  3. How can the system help you solve that without creating more chaos?

  4. Is the new software easy to use, intuitive and user-friendly?

  5. Does it have good customer support and training modules?

Think ahead and create a shortlist having the future in mind!

4. Take a close look at software demos

Prepare some brief demo scripts that contain specific workflows, which you want to evaluate. After each demo, discuss the strengths and weaknesses of the software you have seen with your team. Ask away as many questions as you can during the presentation and track the answers that you receive.

If possible, take someone from the Decision Team with you to have a second opinion (maybe also an outsider view would be helpful). Ask if the demo is recorded and if it is, ask for the recording so that you can show it later to your team. This way, they may have more questions/concerns that you can address before deciding on the system.

5. Compare the prices

After narrowing down your options, take a look at possible project management systems in terms of pricing. But also, remember that price should not be the most critical factor! Think long-term! Especially that tools that you can customise to your company's needs and challenges might be more expensive.

However, it is worth considering it as a long-term investment. The cost may seem high now, but the possibilities that the software gives you for the long-term return on investment may be even greater. That is why it is so crucial to consider which solutions and customise options you need! Think big and consider your company's future!

6. Check the references

Ask the vendor or check online to find out how well the system has worked out for other similar companies. Find out what challenges they faced with the software and how well the vendor could address them.

Worth considering:

  • Are there any Whitepapers or Case Studies?

  • Are there references the company can show you?

  • What other examples of similar companies can they provide? How did they help them change their way of working and make them leaner?

  • How did the software help their clients in daily tasks?

  • Is it time-consuming and painful to use, or does it make their life easier?

Finding answers to these questions will clarify a lot of things for your team.

7. Time to decide!

Once you've taken into account all the crucial factors, it's time to decide which Project Management solution is the best for your company's needs. If you follow our guide, you should have no trouble finding out which option works best for you. Make sure all the agreements and must-have requirements are written down by the vendor.

Believe us, once you find your perfect PM fit, you will never want to go back to your old system.

Additional step - future benefits!

Are you prepared for the upcoming change? Once you implement the right software, we are sure you will feel the difference. Digital tools will help you increase productivity, streamline your work and automate the manual and repeatable process.

Sharing the progress of work and being able to access data at any time (no matter where you are) will make your life easier. You'll be wondering why you have not done this earlier!

Start your search for the perfect software by scheduling a demo with Archdesk. We are sure our solutions will help you obtain all the productivity and efficiency goals listed above. So why not give it a try?

Discover all the features of Archdesk!

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2022-09-30 01:09:17