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Do You Know How To Choose The Right Project Management Tool?

Managing projects of any type can be overwhelming for project managers. Just take a look at the number of things that a project manager has to supervise and keep track of, and you’ll likely nod in approval.

Considering the fact that 14 percent of IT projects fail, project managers and their teams cannot be expected to perform all tasks efficiently and collaborate seamlessly without using a well-equipped project management and team collaboration tool.

You see, project management planning is much more than assigning tasks to people, checking the project progress, managing dependencies, controlling budget and risks.

Besides the technical aspect of project management, a competent project manager is also expected to deliver projects successfully while navigating constraints of scope, schedule, and budget.

And then, keeping all team members, clients, and external stakeholders on the same page is easier said than done.

That said, complex project management can be simplified if you use the right project management and team collaboration tool. This also applies to those scrum teams who are into agile project management.

To begin with, the tool can automate many tedious manual tasks and procedures, which improves productivity. Two, there are no misunderstandings and confusion regarding who is supposed to do what. Three, project managers can have ultimate control over teams and projects.

Now, the thing is choosing the right PM tool for your project is not as easy as randomly picking any tool out there. There are so many choices, but not all PM tools are created equal. Every tool offers a different set of features that may or may not meet your project management needs.

So,  how do you figure out which PM tool is the best fit for our team and company?

Generally, there are some crucial features in a PM tool that help you run your project smoothly, with minimum hassles.

You should not consider a PM tool if it doesn’t offer users the following “key” project management software features.

Check them out.

  1.  Cloud-Based

One of the first things you should check while considering a project management tool is that it should be cloud-based and preferrably available as Software as a Service. This will make sure that all your data is stored, managed, and processed on a network of remote servers hosted on the internet, rather than on local servers or personal computers. Also, choosing a SaaS project management tool will save you from the hassle of installation and licensing fees. You can work from any computer, anytime.

  1. Affordability

Your budget also plays a crucial role in determining which project management tool you would be able to invest in. Not all teams can afford to spend big, especially startups and small teams. If you have a limited budget, you should look for a PM tool that offers fixed-rate pricing plans. You can add more members to your team without worrying about incurring additional per-user fee. You only pay once and that’s it.

  1. Integration With Existing Apps And Software

Some project management tools offer a broad array of functionalities including task management, intra-team communication, note-making, file management, time tracking and expense tracking. If you choose a feature-rich PM tool then you can manage all these tasks using a single software without needing to switch from tool to tool for different tasks. Also, using different tools to perform different tasks can punch a deep hole in your company’s pocket. Ensure that the project management software you choose offers integration with your existing apps to save your team’s time and help them in improving productivity.

  1. Team Collaboration

What’s project management without seamless team collaboration? Nothing. As simple as that. Unless your team is not on the same page with project managers, stakeholders, and clients, it’s very difficult to ensure optimal transparency and coordination. Since many people are working remotely these days, good collaboration is the need of the hour. It is important that a project management software offers a list of collaboration features, like online discussions, group chat, file sharing, Gantt charts, Kanban boards, and more. Good collaboration is one of the vital keys to the success of your project, so choose a PM tool that takes your team collaboration to another level.

  1. Simplicity

Now, you might be using a fully-loaded PM tool with all the bells and whistles, but it might be so complicated and overwhelming that it results in an increase in transition time and slows down your team rather than making things easier for them. So, make sure that the PM tool you choose has a minimal learning curve and intuitive interface. That would mean less time spent on training team members and more time utilized on working. Having simple PM software saves one of the most valuable resources– time. 


 Choosing the right PM tool is critical to your team’s performance and project success. As is clear, choosing the best tool might not be the best option for you as every team’s workload and projects are different. The best PM might have all the features that you do not need in the first place.

Therefore, you should first identify what are your team’s requirements and what type of projects you usually undertake. The factors listed in the article will help you choose the right PM tool that syncs well with your needs. Good luck with your project management!

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