As teams have become more spread out due to the increase in remote working, the need for project management tools has increased. Not only do project management tools keep teams organized and on track, but they also help to improve communication and collaboration. So whether you work as a sales team, virtual assistant, marketing director, designer, operator, or run any type of team that works on projects together, you likely need a project management tool.

Without a project management tool, it can be difficult to keep track of all the moving parts of your business. In this comprehensive guide, we will teach you how to choose the right project management tool for your business. So, whether you are just starting out or looking for an upgrade from your current system, this guide is for you! Here are 7 steps to help you choose the right project management tool for your business.

Choose the Right Project Management Tool In 7 Easy Steps

1. Evaluate If You Need A Project Management Tool

Not every business needs a project management tool. In fact, only 23% of organizations use some type of project management software. So, before starting your search for a new tool, you'll want to evaluate if it's the right choice for your company. If any of the following sounds like your team's current situation, it might be time to consider a project management tool.

Deadlines Have Been Missed

If your finding that your team is consistently missing deadlines, project management software may be a good solution to help keep everyone on track. Project management tools typically allow teams to set deadlines, track progress, and collaborate more effectively.

Your Team Works Remotely Or Different Hours

If you have a team that consists of members halfway around the world or who work at different times, it would be helpful to have a project management tool. Since these types of tools help to organize projects and communication, project management tools can be beneficial in these types of situations. They'll allow each team member to work on the project independently, accessing notes and information that other members have left earlier in the day or the night before. This ensures everyone is on the same page without having to be in the same room.

There Is No Consistent Way To Track Projects

If you have a team that is working on multiple projects at once, and there is no easy way to track who is doing what and when, then project management software may be for you. In most cases, project management tools come with features that allow you to separate out each project, making it clear how much you've progressed on each task with a quick overview.

You Have Multiple People Working On One Task

If you find that different team members are often working on the same task, project management software can help to avoid confusion. In most cases, project management tools allow for file sharing and document collaboration so that everyone has access to the most recent version of the project, instead of team members having to constantly send out update e-mails or working on the same tasks!

2. Consider Your Biggest Challenges Or Issues As A Team

Once you've evaluated if you need project management software, the next step is to consider your most significant challenges or issues as a team. This will help you determine which features are the most important to you when choosing a project management tool.

For example, if you struggle to keep track of deadlines, then a project management tool with a built-in calendar would be ideal for you. On the other hand, if communication is an issue, you'll want to search for project management software with features like chat or commenting capabilities. Understanding your company's needs will help you determine the type of project management software that's important for your business.

3. Create Guidelines For Your Potential Project Management Software

Now that you have a general idea of what you are looking for in project management software, it's time to create guidelines for your potential tools. This will help keep your search focused and make it easier to compare different options.

Your guidelines can be as specific or as general as you'd like, but some good things to consider include:

The Size Of Your Team

How many people are on your team and will need to access the project management software? Some project management tools are designed for smaller teams or have restrictions on the number of people who can access the tool at one time.

Scalability

If you're currently a smaller business, but you have plans to grow into a larger organization in the future, it's essential to consider the scalability of your project management software. Can it grow with you? Will it still be effective if you add more team members? If the software cannot adapt to your growing needs, it might not be the best option for your business in the long term.

Ability To Integrate With Current Platforms

Many project management tools have the ability to integrate with other software that you might be currently using in your business. This can be incredibly helpful, as it means you won't have to switch over to an entirely new system and can instead use the project management tool as an addition to your current platforms.

Price

The price of project management software can vary greatly, so it's essential to consider what you are willing to spend. There are a number of free project management tools available, but if you need additional features or support, the price can quickly add up.

Storage Capacity

If you have to share documents or resources with team members consistently, you'll want to make sure that the project management software you choose has enough storage capacity to facilitate the projects you're working on.

Administrative Options

Can you assign different permissions or roles to each team member? Will you need to track project hours or budget information? These are just a few of the administrative options that can be important to consider.

4. Narrow Down Your Research To 2-3 Options

Once you better understand your needs, it's time to start narrowing down your research. This can be done by evaluating project management software against your guidelines.

Don't stress if you can't find the perfect option right away – project management software is constantly evolving, and new tools are being released all the time. But, by setting some specific criteria, it will make the selection process a little easier.

5. Test Out Each App With A Small Team

Once you've narrowed down your search to a few project management software options, the next step is to try them out. All of the project management tools on the market have free trials or demo versions that allow you to test out the software before making a purchase. When trying these tools out with your team, you'll want to rate each software on a variety of tasks, including:

Dashboard view

Is it easy to see an overview of all the projects and tasks that are assigned to you? Can your team quickly get the information they need? Having an easy-to-use dashboard will help increase productivity and avoid frustration.

Creating Projects

How easy is it to create a new project or task? Can you do it within seconds, or does it take a while to configure the settings just how you want them? The point of a project management tool is to make it simple to organize different projects and tasks, so the easier it is to create new ones, the better.

Assigning Tasks

Can team members easily assign tasks to each other? Are there specific tasks that certain team members can only assign? This is an important aspect of project management, as assigning tasks is one of the key ways to keep a project on track.

Adding comments/notes

How easy is it to add a comment or note to a project? Can team members do this without having to leave the project? Will other team members be able to view updates in real-time? This is another helpful way of keeping everyone on the same page, as it allows for real-time communication.

Organizing project folders

Can you easily create folders to organize your projects? Can you add sub-folders if needed? Being able to organize your project files neatly can save time and frustration down the road.

Viewing project history

Can you see a history of all the changes that have been made to a project and by who? Can you revert to previous changes if needed? This can be helpful for troubleshooting or for reviewing past projects.

Notifications

How are team members notified of changes or updates to a project? Are notifications sent via e-mail, text, or in-app? Can you customize the types of notifications that are sent? Having customizable notifications is critical, as different team members might prefer different methods.

6. Rate Each Tool As A Team

Once you've tried out a few project management tools, it's time to rate them as a team. You'll want to either allow each team member to write down private feedback about each tool or have a team meeting to discuss everyone's thoughts. This will help you reach a consensus about which project management tool is the best fit for your business.

7. Move Forward With Your New Project Management Tool

Once you've chosen a project management tool, it's time to start using it! By taking the time to evaluate your needs and do some research, you'll be able to find the perfect tool for your business. And, with the right project management tool in place, you can focus on what's really important – running your business.

Conclusion

While there are many factors to consider when choosing a project management tool, the steps above will help you find the right one for your business. Utilize these steps, and you'll be on your way to better managing projects and improving productivity. Have you found another process that works better for you? Let us know in the comments below!

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