Using a project management software or tool becomes necessary once your business grows and expands.
Most benefits of using such a tool are immediately obvious. However, to unleash a tool’s full potential, you need to be aware of certain tips and tricks that you can use.
Everyone uses basic features of task scheduling, time tracking, managing contacts, and sharing calendars. But what about the extra, advanced features that these software tools offer?
If you are someone who works on several projects with a tight budget, you are at the right place. In this guide, we shall look at how you can use your software fully to maximize cost-effectiveness and stay ahead of competitors. Let’s get started!
Pick The Correct Software
Before we delve into tips to help you make the most out of your project management tool, you must ensure you have invested in the right one.
If you have not invested in one yet, it is a good idea to ask yourself questions like:
- Do you need a tool to manage budgets/invoices?
- Are projects internal or external?
- Will the tool be used for staff collaboration?
- Is it a tool for work allocation and task management?
Various features and functions can help you pick the right project management tool.
While there are thousands of tools you can choose from, you must select one that fits the requirements of your business, is simple to use, and is user-friendly.
For example, Taskaty is a great tool if you are interested in task boards and Kanban boards.
Another smart thing to do is to get your staff on board with the software selection process. This way, it becomes impossible to miss out on any useful features you might need in your software.
Although a project management tool eases a lot of processes through automation, it can never be a complete replacement for actual people or a manager.
Therefore, if you wish to automate your business using a management tool without hiring staff, it may not be as sustainable in the long run.
What Features Should A Good Project Management Tool Have?
- Make sure basic software features meet your needs.
- The software must have extra features you intend to use in the future.
- It must be user-friendly.
- The tool should be capable of handling multiple projects and expanding as your business grows.
6 Tips To Unleash A Project Management Tool’s Maximum Potential
Let us now look at six useful tips that you can use to make the most out of your project management software:
1. Ensure Compatibility
Software compatibility is very important if you run a remote business or allow some employees to work hybrid jobs.
Employees may also not always be available on office premises to coordinate due to emergencies or unforeseen circumstances. This means your project management tool needs to be mobile-friendly.
A tool that can be accessed via smartphones also allows an international business to run smoothly by allowing people from various parts of the globe to access projects with WiFi.
This feature is also useful for managers/bosses that travel frequently and wish to access the project management tool via tablets abroad or in an airport.
Apart from being mobile-friendly, a good project management tool should also be able to integrate with core applications. This way, the learning curve becomes smoother as the staff tries to work with and understand the new tool.
Taskaty, for example, has an internal company chat and can be used with an emailing system easily.
2. Train Your Staff
Proper training before your staff can start using the project management tool you select will solve many problems.
Familiarity with the software and its basic functions ensures smooth workflow and minimizes time wasted learning the tool during work.
Furthermore, training ensures that the staff feels confident and comfortable using the software. This minimizes chances of error and ensures that each staff member is at a similar learning stage.
Along with training your staff, defining workflows is also super crucial. It may require extra time, but proper definition clarifies team selection and project allocation. Everyone is sure of their role in a certain project and the timeline they are expected to follow.
Defining workflows also makes future projects simpler and easier to handle. When everyone working on a certain project is acquainted with the software, there are fewer chances of lost messages and errors.
Plus, it boosts the automation process, making project competition and targets within a certain time frame easily achievable.
3. Track Productivity And Costs
A good project management tool such as Taskaty provides real-time reports, stats, and other information for proper productivity analysis. This information also allows businesses to check resource costs, spending, status, and margins.
An overview of this information allows project managers to quickly make decisions regarding any changes that need to be made. On-time adjustments mean accurate delivery and project completion within the given timeline.
- Errors are eliminated and stopped dead in their tracks.
- Changes can be made as soon as an issue is recognized.
- It becomes easy to solve an issue or notice a problem that is not as apparent.
- Issues with certain tasks, teams, and departments can easily be pointed out.
4. Promote Unity
Whether or not all team members/staff are working on a single project, they should be well versed with the project management software.
This is especially important as the tool will be used as a communication hub.
For example, while using Taskaty, the internal company chat and messaging features will only be useful if everyone in the office uses the feature.
Since a software management tool is introduced to manage tasks, cater to deadlines, keep things clear and avoid miscommunication, it will be impossible if everyone is not on the same page. Therefore, you need to ensure that everyone in your team uses a single platform to communicate information/issues.
5. Pick A Leader
The entire staff team must be trained on how to use the software. However, picking a leader or someone who manages the entire team, teaches them, and motivates them to make better use of the tool and its additional features is a good move.
This leader can be selected based on knowledge of management tools. You could also pick someone on the managerial level that is bright enough and willing to learn.
- The leader helps resolve the basic queries of other staff members.
- Helps the team get acquainted with and adapt to the new tool.
- Monitors project movement and results.
- Catches errors and makes adjustments.
- Learns about new features and teaches others.
- Make sure communication is done via the tool.
- Ensures a smooth transition to the management software.
6. Reach Out
Reaching out means getting help, assistance, or guidance from other partner companies using the same tool as you. You could also get tips and help from companies in your industry.
You can learn more about how the tool helped a certain business, how successful it is and how they could use the software to its full potential.
Some companies even offer workshops, courses, and training for a small fee which might prove beneficial if no one in your team is familiar with a project management tool.
You can also hire experts to customize the software to fit your company’s needs if required.
Project management software can help scale your business and take it to new heights. Easy project/task management, clear communication, and other helpful features ensure you meet deadlines and can give a tough time to competitors.
Taskaty is a great project management tool with a task board, Kanban boards, invoicing features, message features, calendar, notes, and lots more. It can be a great pick for your company if you are searching for a tool for your business!
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