Making the right choice of project tracking software depends on many factors. It includes an analysis of the types of deliveries normally developed in your company, the number of people in the teams and the skills of each one, in addition to the management style of the leaders.
The alternative can be simple or complex, integrating different systems in the company or even working autonomously. You can use all the features or choose from some modules. The fact is that there are numerous advantages to choosing a project tracking software and, in this article, we present some of them.
Why is it important to do good project monitoring?
Project management is a set of techniques and methodologies that encompasses the use of various principles, procedures and policies to guide initiatives and stakeholders from the conception stage to its completion.
Every project management professional knows that planning and organization are important steps, as well as the implementation of created plans. A project itself is described as a specific start made with parameters to be followed, and is intended to produce a defined result. It has a specific stipulated start and end date, different from processes that may be in progress for an unidentified period of time.
The project plan, which includes elements such as scope, schedule and budget, is used to guide all aspects throughout the basic stages of its development. The ideal follow-up involves making the steps go according to plan and, eventually, identifying deviations and taking corrective action.
By anticipating certain challenges and identifying bottlenecks, acting in a coordinated manner and with an efficient team, projects can achieve their goals in the best possible way, staying within the planned parameters and expectations of sponsors.
How does technology optimize management?
In companies, whether large or small, a huge amount of activities, processes, projects and other demands happen concurrently. They involve several resources, collaborators and other interested parties. Having solutions that can help everyone get organized while planning and performing these tasks is undoubtedly important.
In this sense, the use of technology has been helping organizations to overcome challenges that until recently seemed insurmountable. This is no different in project management. Imagine controlling a schedule that contains more than a thousand different activities using paper or even a simple spreadsheet.
The benefits of project management software are limitless. More and more suppliers are concerned with adding services that facilitate the day-to-day life of managers, allow them to reduce costs and also support the optimal use of resources.
This type of solution is certainly among the tools that can most help companies become competitive. Continue reading and see some of the main advantages!
1. Improve planning
Management software like this allows you to map the entire life of a project. Using a solution of this nature, you will be able to define the critical path , visualizing the tasks that are interdependent, outline the schedule and define more important deadlines, divide the responsibilities for the tasks and allocate the necessary staff and resources.
That is, even before the project starts, through the use of a system, it is possible to plan any type of initiative, large or small. Good project tracking software has specific modules to handle planning, monitoring, collaboration, communication, documentation and all the essential tools to run a project from start to finish.
In addition, you can customize workflows and reports to match your processes, project size and dynamics.
2. Manage tasks
One of the most useful functions of project management software is to help manage tasks and control them: define them, assign them, set deadlines and receive alerts when they are completed. In many cases, this is the main differentiator that many managers look for when adopting this type of solution.
This function can be applied at the level of the individual (a bricklayer who will climb a wall) up to the macro level (the company designated to build the building) to monitor progress and deliveries. Software can be robust for complex projects or simple for small ones.
The software helps you organize your team and resources, considering specific tasks, deadlines and deliveries. A visual interface allows you to map your team’s skills and mark them as specific resources. You can then assign your roles, set the budget and time estimates for each task.
3. Communicate effectively
Establishing communication with team members, suppliers, managers and stakeholders is essential for any project. Communication can happen between people in the same place (office or field) or even spread out across the world. It can occur among participants who see each other every day or have little contact.
The use of a project management system facilitates this function. These solutions have tools to share and store documents, communicate via the cloud through different channels and hold presentations, conferences or webinars.
The project tracking software creates a hub where you can view all jobs, messages, discussions, comments, reports and files that are relevant to the project in real time. It serves as a command center that you, team members and authorized participants can check so that everyone is always aligned and on the same page.
4. Manage problems
In projects, problems can occasionally occur that compromise deadlines or costs. The occurrences can be of various natures, such as failures, errors, lack of employees, prices that in practice were above budget.
The project management software shows the identification of the source of the problem, so that you can solve it. Likewise, the software also archives documents and other information that can serve as a reference for the resolution, generating a culture of good practices and knowledge management.
The use of a project management solution simplifies and facilitates the planning, execution and control of activities. This type of tool makes the work of managers more robust and increases the success rate.