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Project Management Software Buyers Guide

Last updated: December 07, 2021

Project Management Software – Your Guide to Choosing the Best Option 

Project management software is for the purpose of facilitating a team in managing their workflow and collaboration for a joint project. It is useful to small start-ups as well as multinational organizations with various departments cooperating towards a single goal. The software facilitates the assignment and reassignment of tasks, tracking of deadlines, sharing of documents, and management of all employees and their performance from a singular platform.  

The software serves managers, executives, and average employees. It helps achieve business objectives, synchronize schedules, and expedite tasks and contributes to the success of a project. There are several tools included in a project management software for the distribution of resources, output control, and workload organization. Team leads can create individual tasks and tie them up with the associated targets. 

It is easier to manage multiple projects, analyze the performance of different teams and track individual progress. All the features are available on a single software, and they are relevant to all industries. Larger projects can be split up into phases and smaller tasks which makes delegation and meeting deadlines smoother. The project management software promotes productivity and open communication between team members and departments. 

Project management software is more than just task and schedule management. It is a complete all-in-one solution for large-scale implementation. You can achieve secure data sharing, lead large teams and maintain a balance between objectives. The task management module breaks the project down into workable tasks and highlights the progress of individuals. Employees can use it to manage their workload and keep track of due dates. 

Things to Consider 

If you are currently looking for the right project management software for your firm, then there are some things you should take into consideration. First, an analysis of your organization and its internal requirements is needed. You should identify the specific features you need to handle your projects and employee tasks. Researching the options available on the market will not help unless you know what you need. Recommendations from other businesses are not reliable either because every organization has different processes and requirements.  

Important Features of a Clinic Management Software 

A project manager with enough experience knows that managing projects for a client is a challenge. This is where the project management software comes in. It makes task management and workflow tracking very easy. The software assists with various functions and makes the project progress in a smoother manner.  

Planning and scheduling – The project manager can map out each project phase and its tasks along with the schedule 

Task management – Create and assign tasks to employees as well as manage their deadlines and status 

Data sharing and document repository – A central location for sharing all files, documents, and data related to the project accessible to all stakeholders 

Calendar synchronization – Scheduling of meetings as well as a joint calendar outlining upcoming activities and deadlines  

Error management – Reporting errors and updating status regarding their resolution 

Time management – Tracking the status and time spent on each task to boost productivity  

Project Management Software Features by Company Size 

There are three levels of project management software, and they depend on the size of the company. A simple project management tool includes task management and is ideal for a team of up to 15 members. The software is easy to use and has standard features. The second level is for mid-sized companies with larger teams. It allows a project manager to track their tasks and monitor the overall progress. You can track multiple projects side-by-side on a simple platform. 

The most sophisticated project management software is for large organizations and multinational corporations. It allows multiple teams to collaborate and helps with not only task management but the handling of the overall workflow. This software is complex, and it requires employee training after implementation. 

Why Do You Need a Project Management Software? 

Without a project management software, businesses likely must do more with lower productivity and profit levels. Their time is spent taking care of smaller tasks that could have been automated with a software. The PM software allows managers and employees to focus on important items and objectives.  

Each organization is unique and has specific workflow practices in place. They need a specific project management tool that will assist them with their needs. There is no single best project management tool, but certain features help you identify which one would be most suitable. Software experts can also help you decide which software best fits your team. 

Features to Look for in a Project Management Software 

There are certain features you should look for in a project management software. They are relevant to the specific needs of a team. 


For larger projects, there are multiple teams, and each member within those teams is assigned individual tasks. The project management software ensures everyone is on the same page and reduces unnecessary miscommunication. Employees can also forward their queries and questions to the relevant person and get a quick response. The collaboration tool allows teams to communicate in a straightforward manner and reduce the time it takes to respond to each person individually. The tool is also useful for sharing of documents and data in real-time. Team members can communicate task status and notify multiple people of updates with a single message. 

Planning and Scheduling 

Getting a team to adhere to a schedule is difficult if there is no management system in place. The project management solution enforces guidelines and specifies the person responsible for the task and when it is due. It saves time through prioritizing of tasks and sharing a common calendar with all employees. The tasks are visible to all the people associated with them and they can plan their actions accordingly. The software allows setting deadlines in such a way that there is no clash of schedules and overlap between teams. 

Resource Sharing 

Project management is useful for sharing resources across employees and teams. It helps you manage all data, tools, and files in a single location and reduces delays due to the unavailability of information. Employees have access to all the material they need to proceed and can begin work immediately. The resource management feature also helps schedule the use of a software or equipment and calculates the expenses incurred by the team. It helps reduce costs by only paying for resources when they are being used.  

Budget Allocation 

The project manager also must manage the budget along with profit forecasts. The project management software helps keep track of costs and expenses with helpful features that estimate future costs as well. It is easier for a manager to calculate the profit and manage their spending in such a way that they do not overspend.  

Comprehensive Documentation 

The project management tool has a quick and detailed reporting feature that has summarizes each team’s progress. There are auto-generated reports with statistics related to the productivity and expenses related to every task. Managers can avoid errors and rely on the data to make smarter and quicker decisions. This tool is useful for handling overall business operations and conducting financial analysis. The data is more accurate than an Excel sheet and can track as many KPIs as required.