As a business owner, you know that there are a lot of moving parts to keep track of. Projects come and go, employees need to be managed, and deadlines need to be met. It can be difficult to stay organized and on top of everything without the help of some type of project management software. But when is the right time to start using project management software? In this blog post, we will answer this and more.
How to know when to use project management software
As a business owner, you know that there are a lot of moving parts to keep track of. Projects come and go, employees need to be managed, and deadlines need to be met. It can be difficult to stay organized and on top of everything without the help of some type of project management software. But when is the right time to start using project management software? In this blog post, we will answer this and more.
If you find your business stumbling on any of the following then it’s time to migrate to a new project management solution:
Organization
There are a few key indicators that it might be time to start using project management software. The first is if you find yourself constantly forgetting what tasks need to be done and when they’re due. This can lead to missed deadlines, frustrated employees, and ultimately, unhappy customers. If you’re constantly playing catch-up, it might be time to consider a project management tool.
Team Size
If you have a large team, it might be difficult to keep track of everyone’s progress without some sort of system in place. Project management software can help you see who is working on what and how much progress has been made. It can also help you assign tasks and deadlines, which can make sure that your projects are completed on time.
If you have a small team, you might be able to get by without project management software. However, if you find yourself forgetting what needs to be done or constantly playing catch-up, then it might be worth considering. There are a lot of great options out there, so take some time to research and find the one that’s right for you.
Resource management
Another indicator that it’s time to start using project management software is if you’re starting to feel like you’re not in control of your projects anymore. This can manifest itself in a number of ways, such as feeling overwhelmed by the sheer number of tasks, not being able to track progress on individual tasks, or not being able to see the bigger picture. If you’re starting to feel like you’re losing control, it’s time to invest in a project management tool.
Complexity
Another factor to consider is the complexity of your projects. If you find that you’re constantly forgetting details or having trouble keeping track of all the moving parts, project management software can help you stay organized and on top of everything. There are a lot of different features that can help you with this, from to-do lists and calendars to task tracking and progress reports.
If your projects are relatively simple, you might be able to get by without project management software. However, if they’re starting to become more complex, it’s worth considering investing in a tool to help you stay on top of everything.
Budget
Finally, you should also consider your budget. Project management software can range in price from free to hundreds of dollars per month. If you’re just starting out, there are a number of free and low-cost options available. However, if you have a larger budget, you might want to consider a more comprehensive program.
Tools
Do you ever feel like you’re drowning in tools? Are you constantly switching between tabs to keep on top of to-do lists and time tracking? Do you still use Outlook or Google Calendar to keep track of your appointments?
The more tools you have, the more time you spend managing your projects rather than working on anything actually productive. Finding a project management tool that has all of the features you need to expedite the management process or integrate with other tools you use will allow you to devote more time to the project and less time to non-profitable administrative tasks.
Your current tasks lists on sticky notes and spreadsheets should be obsolete thanks to your project management application. If you still find it simpler to keep track of your tasks using sticky notes and spreadsheets, you should reconsider your alternatives.
Training
Investing in new employee training may be costly, particularly if you have to spend more time teaching them how to stay on top of their tasks than you do teaching them how to do their real job function.
A properly implemented project management platform will remove much of the hand-holding required when onboarding new staff, plus allow them to stay abreast of what other staff’s responsibilities and current tasks are.
The most efficient way to train new staff is to allow them to train themselves, which project management software encourages them to do.
Communication
Finally, if you find that your team is constantly arguing or running into conflicts, it might be time to start using project management software. A good project management tool will help team members stay on the same page and avoid misunderstandings. It can also help resolve conflicts before they escalate.
If your team is constantly asking you for updates on projects, this can be a sign that they feel out of the loop and are having trouble keeping track of their own work.
By using project management software, you can provide them with a centralized place to see what needs to be done and when it’s due. This will help them stay organized and on top of their work, which will lead to fewer questions for you.
Project management software also eliminates chatter, as people are able to answer questions themselves by simply looking at the dashboard rather than asking people what they’re doing or when it will be done by.
Final Thoughts
There are a lot of factors to consider when deciding if project management software is right for you. By taking into account the complexity of your projects, your budget, and the communication needs of your team, you should be able to make an informed decision.
If you’re still not sure, there’s no harm in trying out a free or low-cost option. The most important thing is that you find a tool that works for you and helps you get the job done.