Do you think that you must have some project management software before you can really do a good job of delivering a successful project?

This is understandable, because there are so many tools out there that seem to offer solutions to your project management nightmares.  If you get the right one - the ‘holy grail’ of project management software, your project is a ‘done deal’ right?

And anyway, everyone expects there to be a ‘system’, and you need a way to communicate, collaborate and make it as simple and as easy as possible to get the job done.
Here is your five step process to making the right decision about your project management software

Step 1 – Know your outcomes

What is it that you’re trying to accomplish, both in your project, and in using project management software?  Do you need to work with people ‘live’ and online, both from within and outside of your organisation?  Does this need to be an ultra simple solution that will store project information, or do you need a sophisticated solution, that will enable reporting, and reminders of deadlines?  Perhaps you are looking for a simple set of templates, rather than ‘software’.  In short, what problems must your project management software solve?

Step 2 – Know your users

Once you have identified what you need to system to deliver, you need to understand your audience.  There are some fantastic solutions out there, but if you are introducing the concept of project management at the same time, it will be a tough call to expect people to also have to get their  heads around complex software.  So, at this stage you may have a clearer view of what you need, at what level, and the level of sophistication that your project people can handle.  Make it easy!

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Step 3 – Identify your choices

Next you need to do some research to find out what’s available.  There are numerous packages available, some bespoke, some free, some are not strictly project management software, but are really productivity tools.  For example, Basecamp is a paid subscription service, that is an online project management system.  Wrike is another one that I personally use for my business (and life!)

You can also look at free options. Project Pier is open source and free, but there is no support.  Google Documents and Google Calendar as another option that will allow you to share and work collaboratively on documents.  I use both Wrike and Google Documents.  Wrike is great because you can access it through your email account, so you can forward emails as tasks and it will put them into the correct project folder for you.

I like Google just because it’s easy to set up, and you can be sharing any type of documents in minutes.  It also emails you when a document has been changed.

Step 4 – Evaluate your options

When looking at project management software in isolation, it’s easy to get carried away with the advertised features and benefits of a system.  You need to come back to your original questions about what you want to achieve as a result of the software. Some software might be too cheap for an organisation.  That seems remarkable, but some corporate get very twitchy over free or cheap alternatives, even though there are some great solutions that come for nothing.

Do a systematic appraisal of each software package or tool that you have found.  Don’t get distracted by features that won’t get used.  Stick to the essential requirements based on your budget, your users and the desired outcome of the project.

Step 5 - Implement the solution

Once you have made the decision, plan how you will implement the introduction and use of the software.  Consider the factors which may influence how you launch this new way of working.  You might want to test the software or tool on some key project, or on your own work first.  Nothing delights colleagues more than  seeing someone with egg on their face when things don’t work perfectly first time round.

And really, things might not be running smoothly in the first instance. That doesn’t stop people like Bill Gates issuing a new version of software though does it?

Remember that implementing anything is really a change project, and so that means that for the system to work, people will have to change too. You need to allow for this, and plan accordingly. Involve the users and ask for feedback. Manage their expectations, and have a clear view of what risks and issues may crop up.

Choosing the right project management software is a project in itself. It needs a vision, careful analysis and planning, and the ability to remain objective throughout the process. And as with any project, you need the ability to stick to the point and find the solution that gets you the best result as quickly and pain-free as possible. You also need to accept that people are inevitably part of your new system. Plan for reactions and reluctance. Plan also for acceptance, and find those people who will run with your new software. If you have followed the five steps above, you have given yourself and your new project management software the best opportunity for success.