Why You Should Be Using Project Management Software
Juggling multiple projects is a tough but necessary aspect of managing a business. To make matters worse, the stakes are almost always high. Disorganization leads to missed deadlines, frustrated team members, and ultimately, costly mistakes.
This is where project management software comes in. Project management software is designed to help you keep track of tasks, deadlines, and resources so that your projects run smoothly. In other words, it’s a must for modern businesses.
In this article, we’ll will be discussing the benefits of project management software and highlighting some of the best tools available.
Let’s get started!
What is project management software?
Project management software is a tool that helps businesses plan, execute, and track projects. It enables managers to assign tasks, set deadlines, and monitor progress. Additionally, project management software often includes features such as project tracking and resource allocation.
Project management software is used in a variety of industries, from construction and engineering to marketing and event planning. It is a crucial tool for businesses of all sizes. Small businesses can use project management software to streamline their operations, while large businesses can use it to manage complex projects with multiple stakeholders.
Why use project management software?
There are many reasons to use project management software. Some benefits are obvious, others are more nuanced. While we can’t cover everything, here are the highlights:
1) Increased productivity
In case there are readers who question the productivity-boosting potential of a good project management software, let’s look at two very telling statistics from a recent Kissflow survey.
According to the report, only 25% of teams use project management software—the rest choose to do things manually with spreadsheets, email, and word-of-mouth. Well, the same survey found that 77% of high-performing teams use dedicated software to manage projects.
The takeaway? Project management software leads to significant increases in productivity.
2) Better organization
Managing a project effectively means staying on top of goals, tasks, risks, dependencies, budgets, assignments, deadlines… the point is, there are a lot of moving pieces. That’s probably why 1 in 5 project managers report feeling overwhelmed at work—not good!
Project management tools are powerful because they organize all of this information and present it in easily digestible dashboards. That way, you can quickly see what needs to be done and who is responsible for what.
The result? More organized, less stress-inducing projects.
3) Improved communication
When projects are disorganized, communication suffers. Things get lost in the shuffle, deadlines are missed, and team members start to get frustrated.
Project management software helps to prevent these communication breakdowns by providing a central platform for all project-related information. That way, everyone is on the same page, understands the expectations behind every project, and knows what needs to be done when.
4) Reduced costs
The benefits of project management software extend beyond the realm of productivity and into the financial sphere.
How? Well, project management software helps to optimize resources and prevent waste that leads to less costly budget and schedule overrun. Additionally, it can help businesses avoid the cost of mistakes, which are often estimated to be 10–30% of the total budget for a project.
5) Increased customer satisfaction
Last but not least, project management software leads to happier customers.
The logic is simple: when projects are better organized, there are fewer mistakes and delays. And when there are fewer mistakes and delays, customers are happier.
What should you look for in project management software?
Now that we’ve covered the benefits of project management software, let’s take a look at some of the things you should consider when choosing a program:
Price: Project management software can range in price from free to hundreds of dollars per month. When choosing a program, it’s important to consider your budget and the needs of your business.
Focus: Another important consideration is the software’s focus. Some project management software is designed for businesses of certain sizes, while other programs are geared towards specific industries. For example, SPP is designed to simplify project management for agencies offering productized services.
Features: When choosing project management software, it’s also important to consider the features you need. Some programs offer basic features such as task lists and calendars, while others include more advanced features such as resource allocation and project tracking.
Integrations: Finally, you’ll want to consider the integrations offered by the project management software. Some programs are designed to work with specific applications, while others offer a more open approach. For example, SPP integrates with many of the applications agencies rely on, such as Zapier, Google Analytics, and MailChimp.
Choosing the right project management software for your business can be a challenge. However, by considering your needs and budget, you can find a program that will help you streamline your workflow and increase your team’s productivity.
Best project management software
Now that we’ve discussed the benefits of project management software, let’s take a look at some of the best tools available:
Service Provider Pro (SPP): For agencies that want to scale
SPP is an all-in-one client portal software with come powerful project management features aimed at making life easier for agencies that provide productized services and agencies, including:
SPP allows agencies to create custom order and intake forms that collect and organize information neatly within a dedicated client portal. SPP team members can then be assigned different roles that correspond with access and permission limitations, so you can ensure that everyone is able to complete their assignments on time. Finally, SPP also automatically tracks and renews client subscriptions thanks to its integration with Stripe, so you won’t have to run after your clients in case they forget to pay on time.
From SPP’s dashboard, agencies can view outstanding and completed orders, communicate with clients and team members, automate assignments, create subtasks, and view project analytics. The result is a project management system that empowers agencies to deliver high-quality services in a timely manner.
Asana: Easy to learn
Asana is a popular project management tool that enables businesses to track tasks, deadlines, and resources in one central platform. It includes features such as file sharing and real-time chat, which makes collaboration simple and intuitive.
Asana is great for teams that want a project management platform that’s intuitive and easy to set up. Therefore, it’s well-suited for marketing and growth teams (especially in startups) that are more focused on tracking their progress and scaling the way they do tasks rather than using a project management platform that can take weeks to master.
Kissflow: For mid-market businesses
Kissflow is a project management tool that enables businesses to automate their workflows and improve their efficiency. It’s designed to help teams manage projects of all sizes, from small tasks to large-scale initiatives. With its robust automation features, this platform is best for mid-market businesses (> 50 employees) or startups significantly scaling their ops to the next level.
Kissflow includes features such as task management, resource allocation, project tracking, and reporting. These features allow businesses to get a clear picture of their progress and identify areas where they can improve.
Kissflow is a great tool for businesses that need to manage a lot of projects at once. It’s also helpful for businesses that need to track their progress and identify areas of improvement.
Trello: Kanban-based project management
Trello is a visual project management tool that uses kanban boards to help businesses track tasks and progress. It’s simple and easy to use, which makes it great for small businesses and teams who are new to project management.
Each “card” in Trello represents a task, which can be assigned to individuals or groups. Cards can also be organized into different categories, which makes it easy to see what needs to be done and who is working on what. You can also connect SPP with Trello using Zapier if you prefer the kanban view.
Trello also offers a variety of integrations, so you can connect it with the tools you’re already using. For example, you can link Trello with Google Drive so that all of your files are stored in one place. It also has a lively apps marketplace that further enhances Trello’s utility for those with more complex operational needs.
Wrike: For enterprise use
Wrike is a project management tool that’s popular with enterprise businesses. It offers a variety of features, including task management, Gantt charts, resource management, and real-time collaboration.
Wrike also has a robust integration with Google Apps, so businesses can take advantage of features like Gmail and Calendar integrations, as well as the ability to create and edit documents directly from Wrike.
ClickUp: For agile teams that want powerful customization
ClickUp is a project management tool that’s designed to be customizable and agile. It offers a variety of features, including task management, Gantt charts, resource management, and real-time collaboration.
A ton of teams use ClickUp for its powerful customization features. Think all of the features in Asana, Trello, Notion and Jira bundled into one. For instance, you can use the platform for task management and as a knowledge base at the same time.
Which project management software is right for you?
The answer to this question depends on a number of factors, including the size of your team, the nature of your business, and your budget. With that being said, the project management software you choose needs to have the features and functionality to support the projects you manage.
That may sound obvious, but hear us out.
Many of the project management tools out there are powerful, but unspecialized. On the flip side, your projects are incredibly specialized—with specific goals that require specific features.
To illustrate, imagine an SEO agency is looking for a project management software. They might see that a more general project management tool like Wrike is incredibly popular and decide to give it a try.
In time, this agency will probably come to realize is that Wrike lacks some industry-specific features they need, such as automated client reporting on SEO progress and results. Since SPP offers a project management solution designed with SEO (and other productized service) agencies in mind, this is a core feature.
The moral of the story: choose a project management software that is targeted (or can be targeted) at your organizational needs.
Streamline your project management
Project management software is a crucial tool for businesses of all sizes. It helps you stay organized, increases your team’s productivity, improves communication, and reduces costs.
Additionally, project management software can help you increase customer satisfaction. When choosing a project management tool, be sure to consider your business’s needs.
If you’re looking for a project management tool designed with productized agencies in mind, SPP is here to help.