How We Chose the Best Project Management Software
Plenty of companies have launched software and services meant to help individuals and teams get ahead of to-do lists or organize and manage projects. But with so many project management software companies touting multiple features and services, checking "invest in the right project management tools" can be a real headache to cross off your to-do list. That's why we've done some of the work for you. We evaluated the top contenders in this space on what's most important for project management resources.Planning and Tracking Tools
One of the biggest reasons to invest in project management tools is to help you map out a large effort and track where you are across all the processes involved. Project tools without tracking and planning features are ultimately just glorified to-do lists, so we looked for options that included features such as scheduling, Gantt charts, budget and expense tracking and reporting as well as task lists.Collaboration Options Plus Document Management
A big challenge for project teams is keeping communication lines open and streamlined while wrangling all the documentation that might relate to a project. When reviewing project management software options, we looked for services that featured email integration and messaging options to keep teams connected as well as task listing and assignment structures to help people collaborate without working over each other. Document management is also an important feature, as it lets teams share, sort, store, and manage documents related to their efforts.Supports Third-Party Integrations
Finally, for many businesses, it's important to be able to integrate and use existing technology solutions, making third-party integration capability a must have for some.What Is Project Management Software?
Project management software actually covers a wide range of solutions, from basic time management apps to full-fledged teamwork systems replete with communication, documentation, and analytical features. But the common factor across all these solutions is that they’re designed to help you get things done faster, more accurately, and with greater collaboration.
In most cases, project management software is cloud-based because that lets you work with people in various locations, including remote employees, business partners, and freelancers. Each person can access the solution via their own computer or apps on a mobile device. Depending on the solution you choose, you can create access parameters so each person helping with your project only sees what he or she needs to do their part. This can help you protect your business when working with external partners.
Project management software can be helpful in a variety of circumstances — even in day-to-day business management. It’s not limited to defined projects, such as you might deal with if you’re taking a Six Sigma continuous process improvement approach to your business. For example, some project management options are ideal for keeping track of field operations, freelance contributions, or movement toward regular business goals.
Benefits of Project Management Software
Typically, you pay a fee for project management software, so it’s important to understand whether the solution offers your company return on investment. Here are just a few common benefits that can be experienced with the right project management software.
- Increased productivity. The communication, collaboration, and tracking tools inherent in many project management solutions boost productivity. People are able to get the answers and resources they need faster. They know what they should be working on next and who to pass the work to next. Some project management software lets you track and monitor progress so leadership can step in proactively when something seems to be stalled.
- Reduced costs. The ability to analyze and track productivity helps you define bottlenecks in processes and correct them to reduce waste. Collaboration tools also help ensure people aren’t working over each other and that you’re getting the right resources to everyone without paying for resources that aren’t necessary.
- Faster time to market. Whether you’re developing an app, creating a new product or simply improving a process internal to your business, project management software helps you document a planned timeline. And, just as it helps keep you within the monetary budget, these solutions can help you stay within a time budget to come in on or ahead of the deadline.
What to Look for in a Project Management Software Solution
The exact features and benefits you need in a project management software depend on your business needs and what type of projects you’re managing. It also depends on whether you have third-party solutions that you already use and like. For example, if you use Slack for messaging with your employees or teams, you may not be as concerned about finding a project management software that has this feature. You may, however, want one that integrates with Slack for more seamless workflows.
While the decision is definitely one you have to make for yourself, here are a few questions to consider when looking for project management software.
- Does the software support your desired workflow? If you’ve already designed a workflow that works for you, changing it simply to fit the template of project management software isn’t always ideal. Look for options that are flexible enough to meet your needs.
- Does the resource add value or just work? It’s easy to fall into fake organization mode when working with project management solutions. There are so many options for recording, tracking and analysis progress that you can get caught up in doing these tasks and never make headway on your actual workflow. Look for solutions that can automate or make tasks easier and not those that simply add tasks for no purpose.
- Can you collaborate via the resource? Will the solution make it easier to work with other people, or simply add another layer of work? For example, if you already communicate and share information with email, can you integrate those workflows into the system or are you going to have to enter everything twice?
The Cost of Project Management Software
Prices for project management solutions range widely and depend on factors such as which level plan you opt for and how many users you want to be able to access the app or program. Most are sold as SaaS (software as a subscription) and are priced based on monthly fees. You may be able to reduce the total cost of the investment by paying annually, which sometimes comes with a discount.
Pricing starts as low as $3 a month and ranges as high as $500 per month depending on what type of solutions you’re looking for. In some cases, you can also choose to purchase on-premise solutions, but that might come with additional technical staff and resource expenses. When you pay for SaaS, you typically get all of the technology and support included in the price.
On average, the type of software a small business might be most likely to use costs between $10 and $30 per user per month.
Other Project Management Software Resources
- A Guide To Choosing Project Management Software for Your Small Business
- What Are the 5 Stages of Project Management for Small Businesses?