9 Key Benefits of Using Project Management Software
Posted on 19th Apr 2021
Managers handle multiple projects all the time. The juggle with people, tasks, and goals to ensure that every project is successful. But managing projects, by nature, is not an easy task. Since there are a lot of moving parts, it can easily become chaotic and disorganized.
When you don’t use project management software, chances are that you’re wasting a lot of time on the little things and doing more work than necessary. It’s difficult to keep track of who’s working on what. Collaboration among teams is inefficient and spread across email threads and chat software. As a result, deadlines are missed and clients become unsatisfied.
It’s important to use an efficient project management system to help you stay organized at work while planning and executing projects.
How project management software can help you?
Project management tools come with the necessary features you need to efficiently plan your projects, manage available resources, respond to problems, and keep all the project stakeholders involved. Regardless of the type of services your business offers, having the best project management software can make a significant impact.
9 key benefits of project management software:
Improved planning and scheduling
Better collaboration
Effective task delegation
Easier file access and sharing
Easier integration of new members
Effective risk mitigation
Budget management
Remote working
Enhanced productivity
1. Improved planning and scheduling
Project planning and scheduling is an extremely important aspect of project management irrespective of the applied methodology. With these management systems, the previous record of the team relevant to the current project can be accessed easily.
Also, project managers can conveniently create a consistent management plan and prioritize tasks for the project’s success. With project management software, tasks like allocating resources, identifying dependencies, setting up deadlines, and creating project deliverables can be completed conveniently within no time.
Since a good start lays the foundation for a successful project, all effective project management tools come with features that help in streamlining the planning process.
2. Better collaboration
Project teams are sometimes comprised of members from different departments. They are required to handle their day-to-day responsibilities as well, which makes it hard for all other stakeholders to regularly attend meetings and stay updated. This communication gap can create unnecessary delays in the projects and problems that can waste a lot of precious resources.
A huge advantage of project management software is that it makes effective collaborations in a project extremely simple. It keeps all the communication in a unified place. Insights like project timeline and status updates can be accessed easily with a single click and important alerts can be automatically sent to the relevant parties.
3. Effective task delegation
Managers often find it difficult to fairly assign tasks to members which may affect the efficiency of the whole team. With a project management program, managers can easily delegate project tasks to members and find who is currently available.
This is also an easier option for team members as in task management, the only thing they need to do is check the software and start working on their tasks according to their priorities. In most cases, these programs also send out automatic reminders before the deadlines to ensure smooth and efficient operations.
4. Easier file access and sharing
Safely accessing and sharing important documents is quite important. Professionals have been using shared drives but using the project management software is a more practical option. Project management tools offer cloud-based storage where users can make changes, leave feedback, and annotate easily. These programs also keep a change log to ensure project transparency within the team.
5. Easier integration of new members
Projects are dynamic in nature and sometimes, inducting new members into the project team becomes necessary. It is, however, a challenging task to get new members up to speed within a short time. This issue can be easily handled with the use of any effective project management software. They have the ability to automatically maintain a project log and visualize the entire project in a simplistic manner.
6. Effective risk mitigation
Identifying potential bottlenecks and employing effective solutions are the makings of a great manager. With project management software, managers can enhance their risk mitigation strategies and take help from all the resources at hand to deploy effective countermeasures. This improves the overall efficiency of the team and also allows managers to allocate their available resources in an effective manner.
7. Budget management
As discussed before, a major benefit of using project management software is that they allow users to effectively manage every resource at hand. Over the course of any project, the chances of scope creep, the tendency of projects to go off the track, get quite high.
A project management software can help managers prevent that as it allows them to keep track of everything in real-time and prevent the project cost from skyrocketing.
8. Remote working
The physical location or department does not bind modern projects. Workforces are now scattered and managing them can be quite problematic. With remote project management software, project management to manage remote teams becomes easy as these programs help managers effectively lead their teams.
9. Enhanced productivity
Another major advantage of project management software is that it optimizes your decision-making process and improves productivity at work. As all of the important details can be found in a single place, you can always make informed decisions within the shortest time.
By: Kissflow