Project Management Tool Selection
Companies wanting to improve the way they manage projects often start with thinking about the tools they need to do the job.
Choosing a new enterprise tool can be daunting. There are so many on the market, and so many of the features seem similar. How do you differentiate? And if you haven’t been involved with software selection before, how do you know what you need?
In this article, we’re explaining how to get started with project management tool selection so you can make the best choice for your organization.
Factors to consider
Many enterprise project management tools have a wide range of features. There are only so many ways to deliver project management best practice in software, so you’ll find many features are common to all the tools you evaluate. For example, at the enterprise level, every tool should be able to support the creation of a project schedule, allocate resources to activities and produce reports.
However, the success of your new software relies on more than the features simply being present. People also have to be able to use the features, so look at usability across different environments. For example, if your team works virtually, you’ll want to make sure they can access their project data securely from home or via an app. That’s less important if your team are all based in an office environment.
Functionality is, of course, important, but other factors also come into play like the support you can expect to receive from the vendor and how easy it is to integrate the tool with your existing suite of applications – and whether you would want to.
Look for features you’ll actually use
One of the challenges we often see is that the requirements for the tool are vague. Pretty much any project management tool can meet your high level, generic requirements. If you want features you’ll actually use, you have to go deep into the functionality you want from a tool.
Vendors will often highlight features that differentiate their product and that demo well. But will you use those features? It’s important to be able to spot the difference between a slick sales demonstration and the functionality your team will use every day.
Look beyond the popular
Enterprise project management tools aren’t always the first to show up in a Google search, so you might have to look beyond the first page to find a product that fits your needs. Enterprise tool suites from Oracle Primavera, Deltek, Microsoft and Unanet are the powerhouses behind many successful project-driven organizations. Look for names you recognize as well as reviewing the offerings from emerging products. And always check reliable customer reviews!
Get expert support
Project management tool selection can feel like an intimidating prospect – for many companies, this is the first time they’ve had to make a decision about the kind of project management tool they want to use.
There might not be in-house expertise around how to do vendor selection and create a list of functions and features that must be present in the new tool. Sometimes, we see software choices driven by what a manager used in their old job – even if that was a different industry with different requirements.
This isn’t the best way to choose a tool to support your unique requirements for project delivery. An expert, independent voice can help you navigate the maze of different choices. An independent consultant, supported by a firm with huge expertise in tool selection and implementation, can help you make the right decision.
Third party experts, like Ten Six, also benefit from being able to stand up test environments so you can see what the tool can really do before you commit.
First steps for tool selection
Making the right decision starts with having the right decision makers. The PMO team should be involved, and if you don’t yet have a mature PMO, then you may want to consider implementing the organizational change to set one up at a similar time to investing in new technology.
As we’ve mentioned above, you’ll also need a clear understanding of what features are important. The services offered by your PMO may dictate the functionality required, but you’ll also want to take into account:
- Your client base
- Regulatory or compliance requirements
- Security standards
- The relative maturity of your project delivery teams
- Scope for growth in the future.
Reduce the risk
Investing in an enterprise project management tool is a big decision. You’re committing the organization to a large spend, and a change management program that will dramatically change the way project work is planned, tracked and controlled. There might be system integrations required. teams need training on the new tools. Reports need to be created and executives briefed on how to interpret the data being produced from the software.
All in all, it’s a significant undertaking, so it’s important to get it right. The PMO is a crucial stakeholder and is often the team that leads the selection process, supported by appropriate colleagues from around the business. Make sure your selection team includes people who will be using the product on a day-to-day basis.
You can reduce the risk by working with consultants who have in depth experience of a range of different products and the vendors who manage them. As well as providing practical guidance to help you make the right decision for your business, an expert third party can negotiate potential license and cost savings.
Project management tool selection is too important to leave to change. Use a robust process, supported by people who know what they are doing, and you’ll end up with a product fit for your business and that can grow with you as your project management methods evolve over time.