Learn the simple shift that changes everything about project management
Imagine a new project manager overwhelmed by a barrage of updates, requests, and reminders at the start of the day. Navigating through the complexities of project management manually can affect productivity levels.
Now, picture a shift where project management software takes the lead, beginning the day with a clear dashboard of timelines and streamlined communication. This shift restores order and significantly boosts efficiency.
The value of project management software extends beyond mere anecdotes; it’s quantifiable. According to Gartner Digital Markets’ Project Management eBook[1], 85% of buyers emphasize user experience, data privacy, and strong training and support when choosing project management systems. This focus highlights the importance of these features in boosting productivity and streamlining business operations, highlighting the growing reliance on effective project management tools.
To shed light on the practical benefits of integrating PM software, we interviewed a seasoned project manager at the Project Management Institute Megan DuBose.[2]
What is project management software, and why is it important?
Project management software automates and simplifies every phase of a project, from initiation, planning, execution, and monitoring to closure. It ensures that projects run smoothly from start to finish by managing task assignments, tracking milestones, and allocating resources efficiently.
Dashboard view of resource management in Asana
The importance of project management software is clear when considering its impact on project efficiency and outcomes. Our recent survey* shows:
47% of project managers use it to manage project planning schedules and time tracking
46% rely on it to track project progress
44% utilize it to manage team workloads
These numbers highlight the vital role of having the best project management software to maintain productivity and drive successful outcomes. The key to this success is strategic planning and effective tool integration, which our detailed guide further explores.
As project demands evolve, it becomes crucial to check the adaptability of the right software. DuBose explains, “The true value of these tools lies in their proactive capabilities. By anticipating and addressing potential issues, the best project management software keeps projects on track and within budget, significantly enhancing their success.”
Who uses project management software?
Project management software is essential for various business roles, from project managers and individual contributors to senior leaders and executives. While project managers can leverage it to handle daily operations, senior leaders can benefit from its detailed dashboards and reports.
Based on our advisors' call notes[3], business owners, project managers, and consultants have actively sought advice on the project management tool over the past year. Notably, 61% of these inquiries came from small businesses with fewer than 100 employees, and 64% reported less than $25 million in annual revenue, highlighting a robust adoption among smaller enterprises.
DuBose highlights the versatility of a project management tool, noting, “All industries can benefit from these tools, but those with a complex project and multiple stakeholders see the greatest improvements in coordination and outcome quality—because it streamlines communication and aligns efforts seamlessly.”
What are the most common types of project management?
Whether you're handling straightforward project tasks or complex, multi-layered ones, there's a management style tailored to optimize your process. Knowing the different types of project management software helps you select the right tool to meet your specific needs.
Here are the most common types:
IT Project Management: Focuses on overseeing software projects from conception to delivery.
Agile Project Management: Emphasizes iterative development and responsiveness to change.
Project Portfolio Management: Manages a collection of programs to achieve a strategic project goal.
Task Management: Tracks and manages individual tasks within a larger project context.
Team Management: Coordinates project team interactions to optimize project efficiency.
Workflow Management: Designs and executes business processes based on procedural rules.
Resource Management: Allocates resources effectively across projects to maximize utilization.
Collaboration Software: Facilitates communication and project tracking among team members.
Project Planning: Lays out a roadmap for project timelines, milestones, and deliverables.
Project Tracking: Monitors project progress against planned objectives and timelines.
Reflecting on the significance of choosing wisely, DuBose advises, “When selecting the best project management tool, think beyond generic capabilities. For instance, in a high-velocity IT environment, choosing a tool that integrates seamlessly with your existing tech stack can cut project delivery times by half.”
What are the key features of project management software?
Using project management software effectively requires a deep understanding of its core features. Each function is designed to simplify and enhance various aspects of project management, ensuring nothing slips through the cracks.
Here’s how users rate the indispensable features of these tools:
Core feature | % of users rating as critical | Description |
|---|---|---|
Task management | 91% | Manages tasks from creation to completion, including tracking and adding notes |
Project planning and scheduling | 91% | Sets clear project objectives, milestones, and timelines |
Reporting/project tracking | 81% | Provides insights into project health and team performance through detailed metrics |
Collaboration | 78% | Facilitates robust team collaboration and communication |
With the growing complexity and stakes in varied projects, AI is quickly becoming a favorite feature in project management tools. The surging interest is because AI meets the modern need for precision and foresight in project management.
Consider AI less as a tool and more as a strategic advisor, says DuBose. They go beyond tracking to proactively identify risks and predict outcomes, enabling you to lead with foresight and efficiency in dynamic environments like tech and manufacturing.
What are the benefits of project management software?
The integration of project management software is becoming increasingly pivotal. 64% of survey respondents** report active involvement in their company’s project management activities, indicating a significant reliance on these tools to enhance organizational productivity and efficiency.
Key benefit | Description | What users have to say |
|---|---|---|
Improved collaboration | Facilitates seamless communication and file sharing among team members. | "I love the team and collaborative workspace it allows for so that you can truly work remotely as an operational and efficient team.” –Amanda H., business strategist, marketing and advertising |
Streamlined task management | Organizes tasks effectively, ensuring projects stay on track and within scope. | "Without this tool, we would not have been able to organize all the steps and milestones properly, and undoubtedly would not have had such success with each project we completed.” –Mike H., CIO, education management |
Workflow automation | Automates routine tasks and sets reminders to increase productivity and minimize errors. | "We have developed workflows, implemented reminders, and automated repetitive chores. We have achieved greater productivity and a more solid foundation for our performance processes.” –Christian P., HR manager, health, wellness, and fitness |
Key considerations when choosing project management software
Selecting the right project management software requires a strategic approach to match your business’s needs. Here are essential factors to consider, from budgeting to integration capabilities, each influencing your team’s operational efficiency and effectiveness.
1. Project management software costs
Budgeting for project management software involves more than just considering monthly fees. Typical plans vary widely, ranging from $7 to $1,500 per user per month.[4] Besides, 60% of the over 2,000 project management software buyers we spoke to last year are budgeting $20 to $40 per user per month.
To understand commonly overlooked aspects of costing, let's consider the perspective of Matt Ramsey[5], a seasoned software advisor specializing in tailoring project management software recommendations.
2. Integration and compatibility
Integration with existing systems is crucial to ensure smooth operations. Project management software should fit seamlessly and enhance your tech environment. Ramsey notes, "Opt for software that complements and integrates well with your current systems. This reduces redundancy and enhances efficiency.”
3. Implementation challenges
Navigating project management challenges requires more than diligence; it demands smart tool utilization. Common hurdles include budget management, where 54% of managers feel the strain, unrealistic timelines affecting 47%, and resource constraints seen by 45%.***
Ramsey offers practical solutions to mitigate such challenges. He suggests, “Start by setting realistic project timelines and budgets that reflect true resource capacities. Utilize project management software features like resource allocation tools and real-time budget tracking to stay on top of these aspects throughout the project lifecycle.”
Ready to start your search for project management software?
Venturing into the world of project management software marks a pivotal shift towards mastering your projects with unparalleled efficiency. The software redefines how your team collaborates, strategizes, and executes the project plan, ensuring no detail is overlooked.
If you’re ready to revolutionize your project workflows, take the first step: explore, compare, and choose the ideal tool from Capterra Shortlist of top-rated options tailored to streamline your project processes.
