Managing projects isn’t easy. This is especially true for larger teams. The more tasks and more resources necessary, the more difficult it is to collaborate and manage. Similar to so many other tasks in life, communication is the key to successful project management. This is where finding an effective project communication management software provider can help.
According to Hive, 77% of high-performing projects use some type of project management software. Not having a solid project communication management tool will surely affect your business if you are managing projects. Luckily, there are numerous tools available on the market. On the other hand, how do you pick which one?
That’s why we’ve put together the three most important questions you should ask your project communication management software provider.
Questions for Your Software Provider
#1 Does the software have a team collaboration function?
Just imagine trying to do a project, any project, with other team members and stakeholders without meeting about it to collaborate. Now imagine not having to hold unnecessary meetings to collaborate. Nice, right?
That’s why you’ll want to start by asking your project communication management software provider if their tool will allow your team to communicate without switching applications or going back between screens.
You’ll also want to know if you can attach documents within the collaboration tool to avoid the same issue with switching between applications. Furthermore, you’ll want to make sure the team’s communication is centralized, whether the team discussions are saved and where, and if it has the benefit of tools such as chat and shared calendars.
You may not know what you’re missing if you haven’t had the benefit of these features in the past, but once you use them, you’ll never go back to the traditional means of collaboration.
#2 Does the software manage all task-related activities?
The second question you should ask of your project communication management software provider deals with whether or not it will be effective to help you manage your team’s tasks and the deadlines attributed to each.
Find out if it will allow you to assign, view, track, monitor, and mark tasks complete. Then, ask if you’ll be able to set priorities and reprioritize as often as needed and if your team members will be notified of such updates.
Finally, make sure that it can also do something as simple as a to-do list. The trusty to-do list has become a staple to many of us that do project work on a daily basis and shouldn’t be overlooked here.
#3 Does the software generate insightful reports?
Many project management software solutions will allow you to create and export basic reports, but you’ll want to ask your project communication management software provider if the reports they offer are going to be insightful enough for you to make meaningful business decisions based on the reports alone.
In order for reports to be able to do that for you, they’ll need to be customizable so you can generate the information you need and only the information you need.
You’ll also want to find out if the key performance indicators (KPIs) that will most likely be available to you on your dashboard will be available on the reports as well.
Also, make sure your reports will be able to be exported in formats available to most people, such as pdf, so you can share them with anyone.
Once you have your answers, you should be able to trim down your list of software finalists nicely. Dzone explains the importance of choosing the right software as it is the only way to truly plan projects successfully. Making sure you have answers to these questions is going to help get you there.
One such enhanced project communication management software provider is 500 apps, which offers Projects.ly, streamlined project management and a centralized system for increased project communication.
Your software choice will depend on many factors, such as your industry, future goals, business requirements, and more. However, knowing the right questions to ask will help you find the right software for your business that is effective enough to provide the best project communication management possible.