Choosing a project management tool of software does not need to be a major headache. Many people think that you will spend a fortune on software and licenses.
- Needs Assessment
Like with all major procurements start with a needs assessment: What do you need?
- Gantt chart only?
- Ability to access projects on phone / remotely?
- Ability to track against a baseline?
- Ability to send emails from the projects?
- Reminders?
- Integration with procurement, stores, accounts etc?
- Resource tracking via HR system?
- Number of users? – how many will log in at the same time?
- Available budget?
- Do you need to be able to attach documents?
- What kind of dash boards do you need for who?
- Etc.
When you have all the requirements, you divide them into 2-3 groups:
- Immediate need
- Future need
- Nice to have
For example if you have many technicians on remote sites in your project teams, then access via phone = app might be essential, when all your team is in the office, it is not so important.
- What do we have?
Then you look at the tools you already have in all departments, that are stakeholders in projects. List them down, then check, if they integrate with each other and if the systems have a project management module. For example, if you already have an ERP, then chances are that it has a module for project management.
If you already
have MS Project, then check what you need. Maybe for now it is all you need.
But when you need to scale up, then you need to ask, if you will have the money
for the full MS Project server set-up to be able to connect all users and if
your accounts team, procurement team etc will be able to log in. What are the
skills of the different users in the different departments. If you implement a
new software, you will need extensive training programs, even for future new
staff orientation. Check if all employees have an office email. If not, then
you need to confirm with the IT Admin, if the office mail server can
accommodate email addresses for all.
In one company, our mail server could not accommodate all, but most of the
technicians only needed to update tasks, not create new ones. We sorted this by
giving them gmail addresses, that included the company name and gave them
access to the app as external users – this way we didn’t have to pay for
additional licenses, yet they were able to do what they had to do.
Most project tracking software will allow you to create projects in MS project and upload, so you will not need to do away with it.
- Ask Dr. Google
There are constantly new products coming out. Compare the features that you need in a table. Include the cost per user, the number of users, if it can be integrated with the different softwares / systems you have etc. in the table. Also note any other information that is important in your scenario. You’ll be surprised how many good and affordable products are out there.
Try them out for a few days to compare. Write to them and see how responsive they are. In my experience, both Wrike & TasQue wrote back immediately and were always available on chat. Zoho took a bit longer.
Check if they have training videos on their page, that will make your life easier.
Of course it would be nice to have Oracle or Provera, but it is expensive and might be an overkill. A good starting point for a project tracking system would be simple tracking software, that allows you to upload or create a project, track it, put comments on tasks, attach documents & pictures and create email notifications even in the free version. Wrike, TasQue, Zoho etc are examples for this. You can then upscale later, as skills improve and people take up the system. Once Senior Management sees the benefits, they will be more willing to budget for software related costs.
Important to note:
Do not work on this alone! Do this in collaboration with:
- All Project Managers
- A Senior Management Representative
- The IT Department / IT Admin
- Senior Members of all relevant departments, e.g. operations, technical team, procurement, sales, accounts, stores etc. It is important to get their input and if they buy in early, their teams will take it up more willingly, since they have a change agent in their team
Budget constraints are there and no Finance Director will easily approve something as expensive as a new software with many user licenses. Hence it is good to plan, have a full report, and see how you can scale things up. You do not need the full functionality immediately, since people need to buy in first and get used to the system.
Plan the implementation in detail. Each department will need a introductory demonstration, but then also intensive user training for each team members. You should train some people in each department first, so that they can help answering questions.
The IT Team needs to be trained first, since they will also need to deal with a lot of question. They need to be in contact with the software’s helpdesk, as much as you need to.
Do not pass the responsibility of implementation to others. Stay involved and have regular meetings with Heads of Departments, staff representatives and in cases of multiple difficulties in a department, meet with them.
Document the work flows on flowcharts and share with the teams, clearly indicating who does what.
Check on how much the teams are using the new tool and the quality of their updates.