Project management solutions are reshaping the way we do business and unifying various processes that used to be separate. There is no denying the huge potential the promise to deliver. But, there is one problem: there is a whole bunch of them available and they are not created equal. 

To make it even trickier, you have to get all your team members onboard and prompt them to use the new tool on a daily basis. Not to mention that there are many moving parts to consider before taking the plunge: your business needs, goals, budget, desired features, management style, etc.  

Making an uneducated decision could really backfire, while the right call enables your organization to run like a well-oiled machine. So, there is a lot at stake. 

Getting your ducks in a row 

In a nutshell, the decision-making process revolves around picking a tool that suits the way you execute projects and meets specific industry requirements. But, that’s rather vague, right? 

Well, how about you start by settling on the main goal you want to achieve. Most often, business owners and managers seek to facilitate communication, track the budget, schedule task, and organize assets. Perhaps you would like to attain all these things, but they are hardly all equally important.  

Furthermore, one overarching objective you cannot afford to overlook is empowering team members. Namely, project management software is supposed to elevate productivity by providing a set of flexible tools and collaboration features. Therefore, it’s crucial to take a good look at how your team currently communicates and handles daily tasks. You certainly don’t have to reinvent the wheel. 

Simply, ask employees what kind of tool they would like to use. Stay receptive to their suggestions and ideas. Anticipate how day-to-day tasks will change, as well as hurdles and challenges that could arise. For instance, if your workers are dispersed across different locations, you overcome the headaches with versatile, web-based solutions. 

Face value and beyond 

Another key facet of deliberation is your budget. 

Yes, most solutions tend to pay for themselves many times over. Nevertheless, adding a project management platform is not exactly frictionless, as it comes with the upfront investment of time and money. Essentially, the benefits (such as fewer errors and productivity hogs) you can reap in the long run must outweigh the cost of implementation and maintenance. 

Note as well that there is no need to go for overkill. Enterprise-level tools suit large corporations, while organizations that have adopted Agile may want to opt for agile tools that are designed for such teams. And make no mistake— the differences in price can be huge. Total costs of setting up state-of-the-art platforms are measured in hundreds of thousands of dollars. On the other hand, small teams and organizations can keep the costs under $50/month. 

The takeaway is clear: calculate total costs of ownership. Additionally, confirm that new piece of software is more than the sum of tools your already use and worthy of introducing some new complexity to the mix. Steer away from products that are overly bloated just for the sake of a price tag. 

Convenience and usability 

In case your budget is not a concern, you can focus all your attention on the convenience. Ideally, you are able to pinpoint a user-friendly platform that does not face you (and team members) with a steep learning curve. It has a highly-intuitive user interface (UI) and simplifies the workflow with file sharing, project timelines, deadline monitoring, to-do lists, and multi-project itineration. 

It’s hardly possible to go wrong with immensely popular platforms in the league of Basecamp and Asana. Still, to minimize the risks of failure and abandonment, you should cover all the bases. Sift through product specifications and read user reviews and testimonials. Try to get a free trial, do the demos, or ask the provider for limited access. 

It takes time and some trial and error to find the perfect productivity weapon, so whatever you do, avoid rushing the decision. Once you identify all the essential features you require, check out search options, connectivity, and customization capabilities. Finally, see what kind of bells and whistles the platform has in store. They may not sway your final decision, but it’s worth checking them out. 

After that is sorted out, you can start mapping out an implementation plan. The stage of executions commences. 

Conclusion 

Like it or not, there is no such thing as a one-size-fits-all solution. To hit the mark, you have to do your homework and get your priorities straight. So, take a deep breath and weigh a variety of different factors before diving in. Take into account current team behavior and aim to foster higher transparency and engagement.

Hunt for a well-rounded product that brings incremental benefits to the whole organization. You should be able to make your life easier and streamline a variety of management and project tasks. In the process, you also have a chance to maximize the ROI and enhance productivity across the board. 

It’s a clear win-win.