Are you starting to feel like your project management software is outdated? It can be hard to tell which issues are deal breakers and which can be resolved with more employee training or a different workflow.
Plus, change is hard. It takes a lot of time and resources to train employees on a new project management system, and some might be slow to adopt the new software. Before you scrap your current system, make sure it’s time to hit the reset button.
Here are five signs to look for:
1. You are communicating through too many channels.
How many ways do you communicate about important tasks or deadlines? If finishing a project requires a scheduled meeting, multiple desk conversations and a never-ending email thread, it could be time for an upgrade.
In an ideal situation, your project management software will offer one place for your team to assign tasks and deadlines, communicate about the details, and update each other on progress. The ability to track all facets of a project in one place also helps account services keep clients in the loop about progress. Ultimately, your project management software should help all members of your team do their job more efficiently and effectively.
2. You are using too many other tools in addition to your PM software.
If you need a dozen different tools to communicate, track time and organize tasks, you might be surprised what a different program can offer. Many new project management solutions can house all of these needs in one system and keep your invoices updated, schedule meetings, organize your to-do list, etc.
When you use multiple programs, you run a higher risk of something important slipping through the cracks. Plus, using a project management tool that streamlines your workflow will help your team spend less time on non-essential tasks.
3. You spend too much time talking to the help desk.
It’s probably time for new software if you find yourself getting in touch with your project management vendor’s help desk on a regular basis. You can’t afford to keep halting progress just to figure out how to use your software.
If your project management tool isn’t easy to use, it will also be difficult to train new hires. Ditch the help desk and look for a new tool that is user-friendly and conforms to your needs.
4. You’re missing important tasks and deadlines.
This is a sign that your software has too many or too few notifications. If you don’t receive enough notifications, it’s easy to forget important tasks. When you get too many, they get lost in the shuffle and become useless.
Even if your project management software provides the right amount of notifications, they won’t help much if they include vague subject lines such as “Your Project Has Been Updated” or “Your Comment Has Been Resolved.” These communications require you to stop working and jump into the project management tool to find out exactly what the notification means. The ideal system will offer customizable notifications with concrete information so you don’t have to waste time searching.
5. Clients are confused.
It’s not good for business when a client is surprised — or worse, upset — by an invoice.
Clients often want to know more details about how their money is being spent. Many project management tools simplify estimating costs and budgeting, and help you customize invoices according to each client’s request.
If you integrate your project management tool with your accounting software (or find a vendor that can), you might be able to improve cash flow by collecting on invoices sooner.
Have you updated your project management software lately? How did you know it was time for a refresh? Share your experiences in the comments below!
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