Deadlines, ASAPs, sprints and tasks. Every day we chase one task after another. We do our best to complete as much of the work as possible within the given deadline. However, our duties rarely end with one or two orders. In most cases, an employee has several, a dozen, sometimes even several dozen tasks that constitute projects. Bringing such a project to success requires: effective management, relevant managers and properly selected tools. In the article below we will answer your questions what are electronic project management tools and why it is worth implementing them? We invite you to read.
What is project management?
Project management by definition is the process of planning, organizing, monitoring and controlling activities in order to implementation of the project goals. However, the question arises: what is a project? A project can be defined as a set of tasks necessary to achieve a specific goal. This means that a project could be preparing a financial report, buying a new printer or even simply making dinner. Crucial for project management is to ensure that it will be implemented in accordance with specific requirements, within the agreed deadline and within the established budget. Each project also has its stakeholders, risks associated with it, key tasks and necessary resources, and with this comes the need to manage and store all this information. Which is why almost every company currently uses electronic project management tools.
What are electronic project management tools?
Global digitalization has long become an integral part of business environments. The dynamic inflow of countless new electronic tools, despite having their advantages, is associated with unprecedented challenges information chaos. Poor data organization may lead to reduced work efficiency, communication problems or an increased chance of making human errors.
They were created in response to this challenge project management tools. They allow you to link together various tools used in everyday work and easier communication between employees. Thanks to them, all the information is there easily accessible, located in one place, and also having their own deadlines and people responsible for them.
What are the advantages and disadvantages of electronic project management tools?
Project management systems have a wide range of advantages. If this were not the case, the global market for these tools would not be valued at $6.59 billion in 2022 with a projected compound annual growth rate (CAGR) of 15.7% from 2023 to 2030.
The main advantages of electronic project management tools:
- More efficient management of available resources (Project management software saves the average employee 498 hours per year)
- Greater project success (61% company using project management tools completed projects on time, while companies that did not use them did so only 41% companies)
- Transparency of tasks and responsibilities
- Ease of use
- Standardization and digitization of processes
- Improved collaboration and communication within and between teams
- Possibility of automating processes
- Reducing the risk of errors
- And a lot more
The main disadvantages of project management applications include: costs, which, compared to the use of traditional methods, may discourage entrepreneurs. Considering though long-term benefits resulting from the implementation of electronic project management programs, costs may be perceived as an inevitable investment. Another problem blocking companies may be the process of implementing the tool itself time-consuming and requires the involvement of the organization at many levels. It is worth remembering, however, that this software is an extremely simple tool that offers benefits not only for the company, but also for the employees themselves. These systems also have a drawback resulting from their functionality, namely they cannot meet all the needs of enterprises. Their capabilities are simplified to make it possible maximum comfort and simplicity, while maintaining a high level of usability.
What are the most popular electronic project management tools?
The most popular and frequently used electronic project management applications include:
- Asana
- Notion
- Trello
- Monday.com
- Smartsheet
- ClickUp
- Airtable
- Wrike
What does the implementation of electronic project management tools look like?
The implementation process is a topic that could be written in a separate article for its own sake its significance and the degree of complexity. It will be different for each organization, but its role is always extremely important. Appropriate the process of implementing electronic project management systems will help reduce time and problems that may arise at every stage of the company's life. The implementation does not differ significantly from the typical project implementation procedure. It should always start with a thorough analysis of the company's needs. To choose the right solution, it is necessary to thoroughly understand what we expect from this tool. Only then is it possible to make a choice and start the next phase of implementation.
The second step is to collect all possible data. All resources, tools and processes used should be transferred to the selected project management system. The more thoroughly we carry out this step, the greater the probability of implementation success.
Summary
Project management can be more than just that made much easier with project management software, but it also helps standardize and automate company processes. Thanks to this, the company uses its resources more effectively, communication is facilitated, a projects are more likely to be successful. Despite their shortcomings, these tools are eagerly implemented in larger and smaller organizations. The implementation itself requires a thorough analysis of the company's needs and condition, as well as writing down as many company processes and resources as possible. It should also be conducted in accordance with traditional project management methodology.
