Some businesses have a false idea that simply choosing a project management software will ensure the success of all their endeavors. And while the use of software really does put you on the right track, there are some important points that must be considered for the system’s implementation to be successful and meet the company’s expectations.
First and foremost, you need to understand that project management software is just a tool, and no matter how good and sophisticated it is, it still needs to be used well to ensure the best results.
The good news is that in our years of experience accompanying companies in the implementation of project management solutions, we had the opportunity to observe the most common mistakes made and create a list with the points that must be observed to ensure the success of its implementation. Below, we share what these points are!
What is the Importance of Project Management Software?
Project management software is a program that helps you plan, collaborate, organize, track, and deliver projects of all types on time and in an integrated way. It brings teams, managers, and clients together on a single platform, allowing everyone to be on the same page.
Basically, the management software takes care of the small repetitive tasks in an efficient way, so that the team involved in the project can focus on the activities that add value and allow them to deliver results. The program does this on five fronts:
- Collaboration: A project involves a team, often large, collaborating in pursuit of the same goal. The project management software allows everyone to work individually on their activities, but with a focus on the whole, knowing where and how each activity fits in.
- Deadline: Without a system in place, it can be difficult for the team to follow up and meet deadlines. The software provides a holistic view of everything that is being done and the hierarchical relationships between activities so that each member strives to meet deadlines.
- Resources: Managing the resources in a project is fundamental to ensure that the execution happens without deviations. For this, it is essential to have the right resource allocation at the right time. The project management software highlights the allocation and availability of all resources, showing when they will be available so that the team can plan ahead and assertively.
- Budget: Throughout a project, it is very easy for things to get out of control. The goal of a project manager is to keep the actual cost below, or at least within, the estimated cost to maximize the company’s profit from the project.
- Documentation: Every project involves documentation that needs to be organized and accessible. The project management software organizes all documents securely, sharing access to all team members.
Implementing Project Management Software: Going Beyond Functionalities
There is no doubt, then, why project management software is important. However, reaping the benefits we listed above will depend entirely on how you and your team handle the implementation of the system. For this, you need to consider some points that go beyond the technical and functional requirements of the chosen solution.
Over the years we have observed that it is very common in IT solutions implementation projects, and especially in Microsoft Project Online projects, to focus excessively on the functionalities and technical characteristics of the software, leaving the human and organizational aspects in the background, when they are not completely forgotten.
Usually, people create a list of functional and technical requirements and forget that the solution will be operated by people to meet business objectives and that this combination will be the key factor between success and failure in the implementation of the project.
The success of any implementation will depend essentially on issues that involve less technology and more people and business aspects. It is important to pay attention to the following points.
1. Alignment of Expectations
The implementation of project management software must come from a defined business need, a solid value proposition, showing the gains and benefits after the solution is implemented. Usually, this benefit will come in the form of a return on the investment (ROI) that the company made to acquire and install the software.
Calculating the benefits, quantitative and qualitative, of software implementation is always the first step; a definitive business requirement must be established before any purchase ideas are put on the table. In other words, ask yourself: what is the purpose of project management software for your company? There needs to be a methodological understanding of how to use the solution to its full potential, and of the suitability of the solution for your organization’s level of project management maturity.
2. Ensure Team Engagement
Your software will only be as good as the engagement you achieve with your team. Remember that this is a sudden change in the employees’ routine and that it takes time and effort to work well. Therefore, it is essential that everyone is involved from the beginning, so that by the end of the implementation, the software is already incorporated into the routine of everyone involved.
A great way to gain this engagement is to show everyone the pains that the project management software will solve. Focus on the practical benefits that will be achieved, and make sure you understand how they feel about it.
3. Training and Teaching
Again, implementing software is a big change. So it is essential to dig deep into how the new system will work and hold training and workshops with the team. Besides being an opportunity to show the benefits of using the system, this will also be a great way to encourage collaboration among team members from the beginning.
Implementing a new task, team, and project management platform can be an expensive investment in time and money. To be successful and ensure that your organization achieves the goals set for the implementation, it is essential to have the expected benefits clearly defined at the beginning of the project, ensure engagement, and train everyone on the team in the use of the solution.
A good consulting firm can help you with this, following all the stages of implementation until the system is fully integrated into the company’s routine.
Prosperi has the right specialists for this! Contact us and find out how we can help you!