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In our previous article, we discussed that the primary purpose of project management is to help you plan and track the components of a project. Setting realistic and achievable deadlines and milestones, linking interdependent tasks, automating tasks, and mobilizing staff all contribute to the rapid and efficient delivery of the project.

 

Not long ago, project management consisted of three things: paper, pencil, and the plan. However, advances in technology have yet to leave this challenging area untouched. Project management software has emerged, initially in its rudimentary form. Still, now there are many different types of software for managers to choose from. These tools often give companies an edge in an increasingly competitive market. Project management software has several advantages. We have collected the ones we consider most important:

 

1. It improves communication

 

In the UK, the IT, finance, manufacturing, telecoms, services, and administration sectors were asked why some projects fail. Fifty-seven percent cited barriers in communication channels as the main reason. Communication plays a crucial role in project management. Project management (PM) software distinguishes between two types of communication, external and internal. External communication refers to the relationship with customers and suppliers, which, although outside the company, influence the project. Internal communication refers to the relationships between the team, supervisors, and top management.

 

Communication includes assigning tasks to employees, providing status reports to managers, briefing clients on the project’s current phase, and informing suppliers of the project requirements. If we can communicate effectively, everyone will be “in the picture” at all times.

 

How does PM software improve communication?

 

Real-time updates. Everyone gets the latest status updates, reducing the time that would have been spent on meetings and emails. Consequently, more time and energy can be spent on the project itself.

Synchronisation of emails. Important messages will no longer accidentally end up in the trash. Emails can be easily converted into tasks and transferred to the PM software as tasks.

Share documents. Quickly send and receive documents, data, folders, and files within or outside the team (with external parties).

Project portal. Customers can access project data, comment on a phase, and even change the data within the platform.

Mobile-friendly. We can stay informed about the project anytime by connecting to the platform anywhere through smartphone apps.

 

2. Facilitates collaboration

 

PM software facilitates collaboration, resulting in faster work and meeting deadlines. Project status, documents, timelines, issues, and queries can all be reviewed and resolved using the software’s collaborative tools, saving a lot of time by not having to search for resources. Collaboration keeps everyone aligned and informed about the project (what’s happening, who’s doing what, what the following tasks are, etc.). This allows the team to focus on the goal and priorities.

 

How does PM software facilitate collaboration?

 

Dashboard. Everything is organized in one place so everyone can easily access information. With cloud-based PM solutions, all the data and information are in a centralized repository that can be accessed through the dashboard.

Document sharing. Team members can easily send and receive documents, data, reports, etc.

Email integration. Any email platform can be integrated into the PM software, saving time and effort and allowing more time for essential tasks.

Customized workflow. Further supporting collaboration, the software allows you to adapt your workflow to your schedule.

 

3. Optimise scheduling

 

We mentioned earlier that projects fail primarily due to a lack of communication. Well, in the same research, the lack of scheduling came second. Sticking to a timeline with a proper system to show you which tasks must be completed and when is easier. PM software is handy in such cases, as it provides better scheduling, ensuring team members complete their assignments on time and stay on schedule. They gain insight into what needs to be done when within the project so they can better manage their time.

 

How does PM software optimize scheduling?

 

Online scheduling. You can enter your work schedule into the software and synchronize it with others’ schedules (to avoid conflicts) anywhere and anytime.

Personalized calendars. Add important notes, reminders, and activities using the software.

Real-time activity stream. Calendars and timelines can be updated whenever a change occurs.

 

Next, we will talk about the role of PM software in monitoring, budget management, and achieving customer satisfaction.

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