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5 Key Features That an Awesome Project Management Software Should Have

A project management software can help you become more organized and keep on top of the many moving parts involved in your business. However, it’s easy to get overwhelmed by the number of features on offer, and by how much they vary from one product to the next. The right project management software will enable you to manage your projects more effectively, communicate with your team effectively and deliver on time. In this post we’ll look at 5 key features that any good product should have.
5 project management software key features

1. Project Management Software should be easy to use

Project management software is a great way to keep on top of projects, clients, and team members. However, no one wants to spend hours learning a complicated software system just to get started. In order to choose the right one, you need to know what you need it for.

Would the time we spend learning and figuring out the software end up valuable in the long term?

2. It should enable you to keep track of the progress of each project

You should be able to keep track of the progress of each project by using the tools that come with the project management software. If you’re using a software that doesn’t have this feature, you should look out for one that does.

The systems usually used by project management software should be easy to understand. They should be user-friendly and intuitive to use and the reports and dashboards they offer should be visually appealing.

The usability of the software should be such that you feel able to adapt it to meet your own needs, rather than having it work like a foreign language. It should be easy to create new styles and formatting rules if necessary.

3. It should enable you to assign tasks to team members and monitor their progress

Project management software. In order to track your performance, you need to have a way to measure what you’re doing and how well you’re doing it. You should have a system in place that allows you to assign tasks to team members and monitor their progress. This will enable you to measure and improve your productivity.

3.1 Progress tracking

Project management software is important because of many reasons. One of them is the progress tracking. The tracking allows you to record every activity you get involved in. Each step is recorded with the relevant information, such as when it was started, completed and the result. It’s important that you can track how the project is progressing so you can see where you’ve already made mistakes and can fix them.

3.2 Dashboards

A dashboard is a representation of your project. All dashboards have 3 common functions: visibility, better productivity, and reduced stress levels.The purpose of any project management dashboard is to make data available to one or more individuals so they can effectively act on it.

Standards-based project management helps you get a detailed overview of how your business is progressing.

Before creating any new dashboard, you need to understand where it’s being used and why.

Click here to learn more about dashboards.

4. It should enable you to manage resources effectively

A project management software should enable you to manage resources effectively. In setups where teams have their own project management tools, it’s often harder to make them focus on the big picture. It is also harder to see how each action impacts the immediate set of tasks. Because dashboards are meant to bring everyone’s attention to the big picture, they need to include enough detail to allow your teammates to focus. It needs to be enough detail that each action creates ripple effects that will remain visible in the short term but impact the long-term benefits of the project.

5. It should provide instant messaging functionality to communicate with team members and clients

It’s crucial that you have an app that allows you to communicate with your team members and clients in real time. Whether it’s a group chat for your team members or a direct messaging feature for your clients, you need to be able to communicate with them as soon as they need you.

If technology isn’t what you can boast with, you’re still free to integrate with a mailing list and/or tools that allow you to schedule meetups, on-demand trainings, and more.

6. Summary:

It is not easy to find a great project management software that will suit all of your needs (this article might help). But remember – it is not all about technology. When it comes down to reputation, there should be no compromise in quality.

Because this matters the most to you – as an employer, as a partner, and as a contractor.

And if you’re still unsure of how to proceed, you can always contact us – we are here to help.

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General ClickUp

How to Select the Right Project Management Tool for Your Company

As we have promised in the previous article, this time we will review the main options for Task and Project Management. Our goal will be to help you find the right balance between those three factors you see above.

I would have to clarify something, though. This is my opinion based on my personal experience on this topic. It may not be considered as a 100% factual truth, since it is subjective. 

“I want THE best possible tool for my company”

It is an amazing decision. Obviously, the tool that you would get is aimed to be perfectly optimized for your business. It will not come cheap at all but it will be reliable, smooth, and future proof (that should be out of question).

Pros and cons of this model:

Exclusive rights – since it is personalized for your company, you are the owner of your project management tool and can decide who will have access to use it. That even gives you the option to sell it as a product;

Unique design – having a dedicated team of professionals can customize the software with the corporate fonts, logo, etc.;

Integrity – since most of the custom-made project management tools are made to work both offline and online, it becomes easier to operate even in case of a bad connection.

Price – since it is tailor-made for the client, your product will come at a significantly higher price tag. 

Time-consuming designing a brand new product consumes many hours, days, and even months, depending on the circumstances.

Maintenance – for security purposes and to keep it up to date, your project management software requires additional human resources. That brings the costs up.

“Price matters the most. Please, give me the cheapest option that will do the work”.

Hey, you are opening a startup and you are looking for a cheap solution? There is absolutely nothing wrong with it. Many companies find it hard to find clients at the beginning and are seeking bargains. If you are an individual who does consulting, or you are a freelancer, why go for something pricey? A cheap (or even better – free of charge) tool will do the work.

In this case, we have two possible scenarios:

CHEAP & FAST and CHEAP & RELIABLE

Case 1: There are plenty of companies offering their services for a small amount of money, or even for free. Since the businesses do not have incentive to offer you a cheap product that will be optimal, they give you a “demo account” or basic kit which is limited in options, and cannot be counted as reliable.

Pros and cons:

It costs you (almost) nothing to try – every product has a different user interface. Trying a cheap company gives you the option to see if you can work with their software, or not.

Fast – task management tools of this kind might not be as smooth as their expensive counterparts but come at a high value for money.

Limited options – the company owners are not willing to offer you enough options free of charge. This would make their paid subscription irrelevant.

Reliability – it is expensive to build a high-end product out of nothing. In some cases, the providers might still offer reliable services which however come at higher plans.

Case 2: Quite honestly, finding a cheap and reliable project management product might be a hard task to achieve. Reliability demands serious investment in hardware and software which has to be paid by the end client. That is why this scenario is rather a no-go, than a viable option.

If you are seeking a cheap service, then this is neither cost-efficient nor reliable.

“Balance is the way to go”

Ultimately, we are all looking for the best option. That is our nature. However, striving for perfection is a cumbersome process. Did I mention how expensive it might become, too?

Often in business, people are forced to adjust to changing conditions, and settle for less. This doesn’t necessarily mean you are up to making a huge compromise in terms of the product you get. At the end of the day, is it a must to buy a Ferrari to drive around town? 

Project management companies offer a variety of products. You will have to select which of the features you will be using and which will be an unnecessary cost.

Summary:

Each company has different needs. You will have to identify yours and decide which option fits you best.

If you have a business of 100+ people or can afford a dedicated IT department, creating a product of your own is the best alternative in the long run. You do not rely on third party products, and have the design and functionality you wish. 

If your priority is to have something to mark your tasks and the progress on them, or you have a small team to monitor – then seek for a cheap (or free) decision. There are tons of available tools that will do the job.

However, if your purpose is to find usable tools with great functionality, you can look below. Bear in mind that

ToolPlan*Monthly fee per user /if paid annually/
ClickUpBusiness$9
AsanaBusiness€24.99
Monday.comPro$16**
ScoroWork Hub€29***
BasecampBusiness$99****
plans and prices are checked on the software platforms’ websites on the 12th of May 2021.

*-all plans include different functions. The ones chosen are the most comparable ones.

**-On Monday.com the minimum amount of users is 3, so even if teams that consist of 1 or 2 members use the platform, they’ll pay $48 monthly

***-Scoro charges €145/month, as the bare minimum of users is 5

****Basecamp has unlimited users but the fee is flat.

Given the circumstances, I would rate ClickUp as best for performance, overall value for money, and functionality. Despite its price, it’s feature-rich and constantly improving. According to TechCrunch’s article, ClickUp has reached $1bn in valuation, and has acquired almost 2 million clients since it was launched in 2017. 

Our team is specialized in integrating and automating your business processes with ClickUp. If you are up for the challenge, contact us, and we will see how we can help you connect the dots.