A project management tool is something that you need for the success of your project. But before you invest in one, you need to find out how viable it is and how beneficial it will be to your project. You have to check for plug-ins, software, and other tools on the internet that would make your project easier to accomplish.

This article focuses on the aspects you must pay attention to before saying yes to the software solution.

1. Shareability

Think of Google docs and Smartsheets. Their beauty is in the many people that can work on a project at a go. These tools automatically update the work every time someone makes some edits. However, sometimes this can confuse a project.

If a team member makes an error or deletes some crucial content and saves, that may alter the entire meaning of the content. When searching for management tools, you’ve to find out sharable ones with perfect controls.

2. Differentiation of departments


Every project has different segments which are independent but interrelated. But the copywriters don’t need to see what happens with the HR tasks or accounting projects. But the CEO will need to know every segment of the entire project. Find out if the software you’re choosing will provide the necessary options in the separation of functions.

That means you’ll need a maker-checker structure that ensures a smooth flow of information and authorizations. That avoids confusion, and it’s a security measure where everyone has limited access depending on their risk level.

3. Different levels of access

This feature varies depending on the size of the company or organization. An editor can set viewer-only access on the Smartsheets and Google docs. Thus contributors will check their due dates but not change anything.

Managers find this a practical option, especially if they want the employees to check-in through the project. If a team is designing brochures, for instance, they will seek approval first before printing them.

That will ensure before the materials are printed, the manager has to check for compliance and ensure they’re in tandem with the company goals and objectives. The team knows where they are in the project, and the manager can follow through and monitor progress.

4. Mobile presence


Many mobile devices have the option of multitasking, meaning you can split-screen while working. Thus you can work on two projects concurrently. In simple terms, mobile phones are no longer for playing games.

They are tools that you can use to review spreadsheets, create presentations, and update reports. If you use your phone to do such assignments on a desktop, you’ll need a management tool with the app option or a perfectly designed mobile web page.

5. Customizable

Your organization keeps growing. New employees are always coming on board; you have changed the management structure from time to time. You also have a strategic plan that stipulates a plan and a growth path. All these and many others need to be accommodated in the software that you choose.

That means you’ve to select a tool that will be customized to be in tandem with your strategic plan and growth structure. The level of the software’s customization will matter much. It should be flexible because demands and working patterns will keep changing.

6. Easy to use


Some tools are usually complicated, and you’ll need many hours of training and coaching for you to use them. You need to get a product that is straightforward for use and perfect for your business. Get tools that offer free trials so that you get to know the capabilities before purchasing it.

User experience is so critical, and an excellent tool goes beyond a pleasant interface. It should demonstrate the ease of use for all so that it boosts productivity rather than delaying it.

7. Security

The software’s functionality may be excellent, but if your data is not safe or compromised, Then the integrity of your project is at risk. Thus you need to consider the security options offered by the software provider.

When hosing the tool online, they need to have the correct encryption. Your provider must ensure a separate dedicated platform to ensure the safety of your data and protection from unauthorized parties.

8. Real-time reporting


Data helps you run your business profitably. Thus you need real-time data that you can pull from the different areas of the software. That helps you to yield reports regarding the current status of the project.

When you have new data fed in the system, that data is analyzed to make informed decisions on where to invest more, adjustments that need to be done, and helps you know the productivity of your employees and what can be done to change a dangerous pattern. Without real-time reporting, you may miss a few necessary things for growth, and sometimes, you may end up in losses due to a lack of critical data.

9. Consolidation

Having so many tools managing a project creates more room for complications and human error. When you have a consolidated system, all the aspects of your project are processed together From risk management, status update, and progress tracking. An excellent system helps you stay on track with no need for additional tools.

10. Reminders


From the subtle emails to the glaring text messages, name them. You’re being pulled toward different directions of the project. You’ve several teams to manage and tasks to perform at different times. The software you choose should have the provision for reminders. That will ensure all are done in time, and none is left out.

11. Team communication

The project management tool must allow for a smooth flow of information. The software should b able to keep all branches in one location. If the software enables you to upload presentations to attach files but doesn’t allow you or the team members to make notes and comments, you’ll need to get one that allows for that.

You don’t need a system that gives you a workflow and no option for communication. A software management tool is supposed to make work easier and ensure proper coordination. Just go for one that will allow achieving efficiency and excellent communication at all levels of the project. Get a reputable vendor like to supply a robust system, flexible to accommodate all projects’ segments and one that can grow with the projects.