Project management software – the good, the bad and the ugly

Eventually, every project ENDS. At the end of the day, what really matters is not what you completed, but how you completed it.
The future of any project depends on the kind of project management resources you put in place. Now, for a project, there are only two possible outcomes – it's either “Success” or “Failure”. But when it comes to project management tool, you're likely to have experiences that are more diverse (even more than the diverse pool of people in your office)
A person shows something on a screen.
No matter whether you're a boss, a project manager, or a team member, knowing how a project should be properly managed is just as important as understanding what a project is. The certainty of successful project management depends on many factors, including project planning, team knowledge, project communication, risk management, and time management – everything that a good project management tool can help you with.
There is no question that technology is important and every tool you use has its specific contribution to your success. In this article, we've evaluated the outcomes of all possible choices you can make while selecting a PM tool for your business and summed up the details in three possible scenarios.                         

The good project management software

This is basically the type of project management system that helps project managers to successfully fit all sorts of different elements together in a project. Perhaps this is one choice that most project managers and business teams aim for. But finding a good project management tool isn't that easy.
The process of managing a project is a discipline of initiating, planning, executing, tracking, and doing everything else that needs to be done to successfully take a project from A to Z. Clearly, finding a tool that can actually simplify such an overly complicated process is going to be tough. However, here are a few things that you can expect from a good project management software.
  • Better clarity - According to executive leaders, lack of clarity in goals is the most common factor (37%) behind project failure. A good PM tool gives project managers the clarity they need while setting goals and milestones in a project. It allows them to provide their teammates a clear direction of what needs to be done and how they can do their job with better efficiency. 
  • Better planning - A good tool always ensures that more strategic and collaborative planning is done based on the specific requirements of the clients and stakeholders. It offers features like Gantt charts and Kanban boards that save everyone from wasting hours in the conference room and allows them to keep an eye on what's important.
  • Better organisation - A good project management software enables project managers to bring all project related information and resources together in one place for easy access and allocation. It not only helps everyone to save a lot of time but also provides them with the ability to achieve greater productivity at work.
  • Better coordination - Maintaining a clear line of communication is critical for successful project management. Fortunately, there are web-based software solutions and apps that offer features for both effective project management and seamless team collaboration. They allow everyone in a project to stay connected by sharing audio/video messages in real-time via chats and group discussions.
  • Better time management - With a good project management tool, project managers can easily track how much time is being spent on a specific project or task. Most PM tools available today offer features like time tracking software and timesheets that make sure that everyone is working on the right thing at the right time.

The Bad and the ugly project management software

A bad project management software is the kind of choice that makes project managers and teams surrender to the problems they face during the project management life cycle. It's no secret that project management is prone to countless challenges, including poorly defined goals, unrealistic deadlines, scope creep, insufficient team skills, poor team communication, inadequate risk management, and so on. Not using the right project management system only makes things worse.
Just remember that every challenge listed above is dreadful but still manageable. All that matters is the kind of choices you make. If you get overwhelmed and pick the wrong tool, bad or ugly project management is exactly what's coming ahead.
Wondering what makes a project management tool bad or ugly for your business? Here’s what you need to know.                      
  • Clunky management - In the absence of the right project management tool, your projects are naturally chaotic. You can't recall the last time you and your team complied with a deadline, there's no sense of clarity in communication between teams and clients, people have no idea how they should go about a specific task or project, and at the end, your business is failing. If this sounds like a regular day at work to you, you’re using the wrong PM tool.
  • Not scaling to your growing needs - This is probably the most obvious sign that your current project management system needs to be replaced. Tools that offer powerful features but show no compliance with your ultimate goal are not apt for your business. Sadly, there are managers who are failing to take the hint and suffering serious consequences. If it doesn't fit, fix it – if the tool you're using is failing to scale to your growing needs, find the one that does. There are plenty of project management solutions available out there and most of them would easily cater to your most specific needs.
  • Not delivering value for money - Last but not least, be cautious about what you're getting in return for your investment. A poorly designed project management system will not only lead up to delays and missing deadlines, but it will also eat up your money. Beware - never fall for tools or apps that are too cheap to begin with. Remember, a good product always justifies the amount you invested by delivering what you expect.  
So, to encapsulate we can say that project management is a combination of the good, the bad and the ugly. The kind of outcome you and your team will get at the end of the project closure completely depends on what kind of tool or software you choose to help you with your project, from start to finish. What you need to do now is look for patterns in your work process and see where your current project management system is taking you. If it's heading towards bad or ugly project management, make sure that you immediately replace it with a tool that matches your exact needs.

Author Bio: Vartika Kashyap is the Marketing Manager at ProofHub and has been one of the LinkedIn Top Voices in 2018. Her articles are inspired by office situations and work-related events. She likes to write about productivity, team building, work culture, leadership, entrepreneurship among others and contributing to a better workplace is what makes her click.

Keywords: PM Software, Tip, Guide

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