The checklist every project manager needs for breakthrough efficiency.
Whether you're transitioning from manual spreadsheets or seeking a better alternative to your current software, the need for more efficient tools is universal. Our analysis of 1,957 interactions with software buyers highlights that 45% are in search of solutions to enhance their project workflows.[1]
The right project management software doesn’t just fit—it transforms how your projects flow, ensuring that every task is aligned with your strategic goals and executed efficiently.
Leveraging insights from Gartner’s research on critical capabilities for adaptive project management and reporting,[2] we provide a detailed checklist crafted for project managers and business leaders eager to elevate team efficiency and achieve strategic alignment.
5 project management software requirements checklist
58% of software buyers regret at least one recent purchase, often due to inadequate evaluation of software options. This highlights the need for a comprehensive project checklist to guide your decision. The list that follows will help you choose software that enhances project efficiency and operational alignment.
Criteria #1: Functionality check
Benefit: Core operations enhanced
When selecting project management software, focus on functional requirements if your team handles complex workflows or seeks to optimize day-to-day operations. This is crucial for teams that need robust support for intricate projects and seamless integration with existing systems.
Key functionalities to consider when selecting PM software
Requirement | Description | Why you need this |
|---|---|---|
Automates routine tasks such as approvals, reminders, and progress tracking, tailored to your business needs. | Automate approval sequences to eliminate manual email chains, speeding up project approvals and reducing errors. | |
Features direct messaging, comment tagging, and seamless task transitions within and across teams. | Coordinate quickly on revisions by tagging team members in comments, streamlining updates, and ensuring everyone is aligned in real time. | |
Software’s usability | User-friendly interfaces that are intuitive and designed to engage users effectively. | New team members can jump in without extensive training, accelerating onboarding and integration into ongoing projects. |
Includes comprehensive planning capabilities like Gantt charts and resource allocation for detailed project timelines. | Visualize project timelines with Gantt charts, helping you see overlap, adjust resources, and meet deadlines more effectively. | |
Task assignment and tracking | Real-time progress tracking with detailed views for individual members or teams. | Track task progress visually, identifying bottlenecks early and reallocating resources swiftly to stay on schedule. |
Visual timelines and progress | Visual project timelines using tools like Gantt Charts to display status updates. | Quickly assess project status with a glance at a Gantt chart, helping teams understand their immediate priorities without confusion. |
Multiple projects management | Central dashboard for managing multiple projects, with capabilities for different project managers. | Manage several projects simultaneously from a single dashboard, comparing project statuses and resource allocation at a glance. |
Advanced reporting with on-demand status updates and customizable project reports. | Generate custom reports to review project milestones before each stakeholder meeting, ensuring data-driven discussions. | |
Facilitates the setting up and detailed tracking of tasks, complete with all necessary specifications. | Easily delegate tasks during team meetings with precise due dates and priorities, ensuring everyone knows their next steps. | |
Features to plan and allocate resources effectively, with insights into skills and availability. | Match tasks with team members with the right skills and are available, maximizing productivity and job satisfaction. |
Matt Ramsey,[3] a seasoned software advisor at Capterra specializing in tailoring project management software recommendations, emphasizes the importance of a proactive approach during your software trial period.
Related read: Project Management: Your Go-To Guide From Basics to Mastery
Criteria #2: Technical specs
Benefit: System compatibility ensured
Emphasize technical requirements if your organization is scaling operations or integrating complex systems. These specifications ensure seamless integration with existing technologies and enhance security, crucial for maintaining a robust and efficient infrastructure.
Key technical specifications to consider when selecting PM software
Requirement | Description | Why you need this |
|---|---|---|
Integration | Seamlessly integrates with existing applications, data sources, and technologies. | Per our call notes, [1] 98% of buyers seek integrated systems to centralize functions and streamline communications, underscoring the importance of cohesive tech ecosystems. |
Supports effective monitoring, reporting, and management of data sharing, including encryption. | Vital for protecting sensitive data and ensuring your operations comply with security standards. | |
Provides alerts and logs for system events, enabling effective issue resolution. | Critical for maintaining high system reliability and minimizing downtime, which directly impacts project timelines. | |
Security | Configurable controls extend security to third-party platforms and hosting providers, with comprehensive documentation available. | Ensuring your data is secure across all platforms is crucial for compliance and trust. |
Features robust authentication and access controls including two-factor authorization and single sign-on. | Strengthens security measures, ensuring that access to sensitive information is tightly controlled. | |
Adheres to international and local standards like GDPR, CCPA, SOC 2, ISO 27001, and FedRAMP. | Protects your projects from legal and regulatory risks, making compliance a straightforward part of your operations. |
Ramsey suggests, "Don’t just check off that technical requirements are met—experiment with them in real scenarios during your trial. For example, test how the software’s integration capabilities handle data from different sources or how quickly it responds to security threats."
Related read: 5 Key Performance Management Software Features With Top Products That Offer Them
Criteria #3: Cost factors
Benefit: Pricing transparency assured
Consider pricing and commercial requirements if you need to manage budgets tightly and foresee long-term financial impacts. Understanding these elements helps you grasp the total cost of ownership, from initial expenses to evolving costs over time, ensuring you make financially sound decisions.
Key cost factors to consider when selecting PM software
Requirement | Description | Why you need this |
|---|---|---|
Initial contract term and renewal mechanics | Outlines initial contract duration, billing start dates, and renewal terms, including any changes in terms, pricing, or functionality. | Ensures clarity on long-term commitments and how they can be adjusted as your needs evolve. |
License fees | Details pricing units such as per user, per session, or API call, and provides cost for each. | Helps predict ongoing operational costs and plan budgets according to your usage patterns. |
Implementation costs | Costs associated with deploying the software into full production using vendor or partner resources. | Prepares you for the initial financial outlay needed to get the software up and running. |
Training costs | Costs related to training initial users, providing continuous education, and onboarding new users. | Highlights the investment required not just to start using the software, but to continue deriving value from it over time. |
Contract terms and conditions | Critical terms including price protection, termination clauses, and jurisdiction. | Protects your interests by clarifying what you're committing to and under what conditions you can alter or end the relationship. |
Service or maintenance fees | Fees for ongoing support and maintenance, specifying service tiers and deliverables. | Ensures you understand the long-term costs of maintaining the software's performance and utility. |
Ramsey highlights a commonly overlooked aspect: "Always scrutinize the fine print for potential hidden costs, such as charges for additional users or data storage that can sneak up on you. Don’t just look at the sticker price—consider all potential future costs to ensure you're making a financially sound decision."
Related read: Why Strong Project Cost Management Matters
Criteria #4: Support requirements
Benefit: Reliable user support
If you focus more on reliable assistance and smooth implementation, prioritize support and service requirements. High-quality support ensures that any issues are quickly resolved and that your operations run smoothly, adapting to your evolving needs.
Key support requirements to consider when selecting PM software
Requirement | Description | Why you need this |
|---|---|---|
Customer support | Offers 24/7, multi-language, and global support to accommodate all user needs. | Accessible support reduces operational disruptions and ensures productivity, regardless of your team's location. |
Implementation, onboarding, and setup | Includes a detailed plan with clear steps for setup, testing, and training, aiming for a seamless go-live. | Prevents implementation delays and ensures that your team can hit the ground running with new tools. |
Support formats | Provides multiple support avenues, including phone, email, chat, and an extensive online knowledge base. | Offers flexibility in solving issues, allowing team members to choose the support method that best suits their situation. |
Training and education | Delivers thorough training programs via online and in-person sessions to maximize software utilization. | Equips your team with the knowledge to exploit software capabilities fully, boosting efficiency and engagement. |
Services resources | Ensures expert resources from the vendor or partners are available to achieve all setup and implementation goals. | High-quality resources guarantee that the software is installed and perfectly configured to your business’s specifications. |
Ramsey advises, “Ask potential providers about their response times, the scope of their training programs, and how they handle after-hours issues. Consider setting up scenario-based tests during your trial to see how they respond to support tickets. The support must align with your current needs and can scale with your business."
Related read: Customer Service vs. Customer Support
Criteria #5: Vendor compatibility check
Benefit: Strategic alignment verified
Emphasize vendor fit requirements if you aim for a long-term partnership that supports your strategic goals and aligns with your company culture. Choosing a vendor whose vision and values match yours is essential for ensuring sustained success and collaboration.
Key vendor fit criteria to consider when selecting PM software
Requirement | Description | Why you need this |
|---|---|---|
Product strategy and roadmap | The vendor's overall strategy and future product plans align with your projected needs. | Ensures the software will continue to evolve in ways that support your business’s growth and changing demands. |
User ratings | Vendors should have an average online rating of at least 4+ out of 5, providing insights into their strengths and weaknesses. | Reliable user feedback helps gauge vendor reliability and user satisfaction, indicating a proven track record. |
Customer base | The vendor's customer base should reflect an understanding of your industry and size, indicating their ability to cater to your needs. | A vendor experienced with similar clients will more likely anticipate and meet your unique requirements. |
Customer references | Ability to provide at least two high-quality references from organizations in your industry or similar operational scenarios. | First-hand accounts from similar companies provide insight into the vendor’s capacity to deliver effective solutions and support. |
Ramsey recommends, “Schedule a 1:1 consultation with a software expert who understands your industry. This personalized session can help clarify how different vendors may align with your specific needs, provide insights beyond general reviews, and ensure you select a vendor that truly fits your business strategy.”
Related read: How To Communicate With Software Vendors During the Purchase Process
Next steps: Futureproof your PM investment by considering AI capabilities
Each checklist item we've covered—from functional prowess to technical robustness, pricing, customer support, and vendor fit—ensures your project management tools elevate your team's effectiveness and readiness for future complexities.
After exploring the essential requirements of project management software, it’s worth turning focus to an emerging area revolutionizing the field: artificial intelligence (AI). This innovative facet is already redefining strategic project management: In fact, over half of the project managers we surveyed* already use AI to foresee and mitigate potential risks, as well as automate repetitive and time-consuming tasks.
However, AI's effectiveness in project management depends heavily on the quality of the data it processes. As Peter Taylor[4], a seasoned project manager and noted author, explains, “In the fast-paced world of business, data quality and coherence present significant challenges. AI, while powerful, can exacerbate these issues by processing flawed data more rapidly.”
This emphasis on high-quality, coherent data underscores the necessity for AI tools that not only perform well but also integrate cleanly with existing systems to truly enhance project outcomes. As AI technologies continue to evolve, modern project managers are increasingly seeking AI-enhanced PM tools, which include:
Predictive analytics for accurate project forecasting.
Intelligent automation that reduces the need for manual task management.
Advanced risk assessment tools that predict potential project bottlenecks.
For further assistance navigating your options, explore Capterra Shortlist, which offers curated insights and comparisons to help you discern which software best aligns with your goals. Choosing wisely today prepares your projects and your team for project success and continuous innovation in the future.
