Choosing the Best Project Management Software in 7 Steps

If you’ve ever wondered what Project Management Software is, you’re not alone. Project management software is a tool used by teams to divide large projects into smaller ones, manage their progress, and analyse the productivity of their members. It can also be used in other business areas to streamline communication and manage numerous projects. Regardless of industry or size, this software gives the most important benefits to the success of businesses. 

Unlike manual planning, project management software allows you to see the entire scope of a project, planning, monitoring, and analysing each step of the process. The program also helps you communicate with team members and clients. It can also help you make smarter decisions, including which resources to devote to which projects and when. And if you’re working with a global team, project management software can also help you manage time better.

For businesses, selecting the best project managed tool is a tricky task. When choosing the best project management software, there are several factors to keep in mind. These factors are Free trials, limitations of free plans, pricing and support team. Then there’s the functionality of the tool itself. How will it work with external parties? And, of course, how effective will it be? Read on to find out! Choosing the best project management software is a critical task if you want to complete your projects.

Define Your Needs 

The first and the most important in choosing any product is to look at your needs. Before going for a software management tool, the company should thoroughly research their current problem and the possible solution. The company or individual should note down all the current issues in bullet points and discuss them with the team. For example, in an organisation, some possible problems might be in the form of; 

• The communication gap between different teams 
• Project deadlines not meeting 
• Disorganised team members 
• The customer is not satisfied 
• Too many useless and time-wasting meetings
• Time management is almost none
• And many more… 

Do a Research for Management tools. 

Once you have identified your problem and are cleared about your needs, it’s time to start searching for a software management tool. This is an important step that can lead you to success or failure. It is essential to ask the management and your team about their feedback. Ask questions and involve people from within the organisation as much as possible. To find the best project management tool, you should; 

• Ask the opinions of your colleagues and team members. 
• Discuss your concern with other project managers of the same industry 
• Find top tools and compare their features 
• Use websites like Linkedin and connect with relevant people to help you finalise the required tool.

Some of the trending project management tools are; Trello, Hive, Asana, Odoo, Airtable, Wrike, Notion, ClickUp, Clarizen, Paymo, Infinity, Teamwork etc. 

Test Free Software Management Tools

When your requirements are limited, then there are specific tools available. However, these tools are only suitable for small scale businesses and when you want limited features. These days there are many free project management solutions available. However, it would help if you always remembered that these options might come with limited features and personalised support. Free management software is helpful and works well for students of management studies, but at the industrial level, it fails.

Another problem with free project management software is that it often has hidden costs. For example, free software may not offer customer support, have a limited number of features, and aren’t secure enough to protect your data. Moreover, a free version of a project management software program may require you to train your entire team on how to use the application. 

Find Open Source Project Management Tools

If you’re looking for a cheap solution, consider using open source project management tools. While there are limitations to free software, open-source applications are great for small-sized teams and individuals. They don’t cost anything, but they won’t come with technical support or frequent updates. 

Paid Project Management Tools with Trials

Most companies and businesses use only trial versions and then don’t go for the premium plan. It is essential to understand the limitations before signing up for a free trial plan. While many free trial plans may seem appealing, there are many factors that you should consider before choosing a software solution. If you are working on a small budget, a free trial plan may not suit your needs. A free program might not provide enough features to be worthwhile, or it might be limited in how much it can do.

Many software programs offer a free trial plan for seven, fourteen or thirty days. Although this may sound like a lot, this is typically not enough time to test the full functionality of a project management software solution. So, typically it is not an excellent choice to abandon any software management tool in the trial period. 

Test Premium Plans

Pricing for enterprise-level project management software can vary widely. The features and price tag may depend on the number of seats, users, and several projects your organisation has. While you may save money by avoiding the most expensive options, you may sacrifice features or customer service. Additionally, low-cost options may limit the number of tasks or projects you can manage. Nevertheless, low-cost options often serve as a good starting point for smaller businesses.

While best project management software tools are available on a subscription basis, you must be sure to check the costs of premium plans. Many of these plans are more expensive than the free versions, best suited for students and small teams with few users. Depending on the number of users, you may be charged $15 per user per month, while larger organisations may pay $20 or more per user. If you’re on a tight budget, spreadsheets may be the best option for managing your projects. However, the lack of Gantt chart capability and ease of use make this software a poor choice for large organisations.

Purchase and Implement Project Management Tool

Once you are all done with the above essential steps, it is time to purchase the tool for your organisation. It is necessary to know that most of these tools are based on the number of users. This means the number of users in an organisation, the more you have to pay. If you have a bigger team or want to hire more resources, you have to plan accordingly. 

Once the tool is on board, it’s time to start using it, but before implementation, the project manager will need to train all the team members who will use it. For example, your HR manager should be prepared if you want to manage office resources. Bring all the people on board and create teams. 

For example, if you have a software development company, there should be teams of Software developers, QA analysts, HR managers, Marketing etc. Once everyone is on board, it’s time to follow the project’s timeline strictly. You must ensure that team members use the tool for every project activity.