Project Management software is a perfect solution for any business, as it offers a means of streamlining the various aspects that make running a larger company difficult. You can lower the costs of operations, improve your reporting capabilities, data security, productivity, and many more. Choosing a system that is best for your company, however, 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.
It’s important to know what you’re expecting, so start by establishing what problems and challenges you want the system to help you with. This is the state at which you should be very specific about what you expect from your software. If you know what you need, you’ll have much more control over your business. Talking with the people that will be the end-users (your employees using the software on a daily basis) is key! Knowing what they need vs what they want will help you establish what the system should have. By having your team involved you will also have a higher chance of getting them easier on-board with the app!
See exactly what the Project Management Solutions available on the market have to offer. Compare, read, ask for advice. See how they can affect the integration with your existing office systems. Test how well they fit your existing workflow: would they fit your structure or cause you more problems than the ones they would fix. Make a PROs and CONs list and see which option would be best for you. 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!
Make a list of the vendors that fit all of your needs the best. You need to identify the essential criteria that the software should have - what do you want the software to do? Should it be able to do Project planning, solve communication issues and improve your team’s collaboration? What are your company/team’s pain points? How can the system help you solve that without creating more chaos? Is the new software easy to use, intuitive and user-friendly? Does it have good customer support and training modules? Think ahead and create a shortlist having the future in mind!
Prepare some brief demo scripts that contain specific workflows that you want to evaluate. Discuss the strengths and weaknesses of the software you have seen, with your team after each demo. Ask away as many questions that you can during the demo 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 useful). Ask if the demo is recorded and ask for the recording, so you may show it also to your team. This way maybe they would have more questions/concerns that you can address prior to deciding on the system.
After you’ve narrowed down your options, take a look at which is the most optimal in terms of prices. But also remember that pricing should not be the number 1 factor - think long-term! Think of the benefits the apps can give you, think of the long term goals. Think big and think about the future! Maybe the cost seems high now, but looking at what the app can offer you, the customizable options, the possibilities the app gives you the long term return on investment may be even greater.
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 system and how well the vendor was able to address them. Are there whitepapers? Are there references the company can show you? What examples can they provide, of similar companies like yourself, and how they helped them change their way of working and made them leaner? How did the application help others in their daily tasks? Is it time-consuming and a pain to use or does it make their life easier? Finding answers to that question will clear a lot of things for your team.
Once you’ve taken into account all the important factors, it’s time to decide which Project Management solution is the best for the needs of your company. If you’ve followed our guide, you should have no trouble finding out which option works best for you. Make sure all the agreements and requirements that must be fulfilled are noted in writing with the vendor. Once you find your perfect PM fit, you will never want to come back.
Since you will implement it inside your company, you will see changes and rise in the productivity of your workers and/or change in the way your processes work. Sharing the progress of the work, accessing the data at any time (no matter where you are located!) will make your life easier and you’ll wonder why have you not done this earlier.