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Nine factors to consider when choosing the perfect project management tool

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Shreya Christina
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With the right project management tool you can save yourself and your team valuable time and money, streamline your workflow and reduce stress. Having all your project information in one place ensures deadlines and details aren’t missed, and helps you keep track of who’s working on what and what obstacles they might face.

However, not all project management tools are created equal, and this means you have to deliberately determine which tool best suits your team’s needs. To help, nine members of Council for Young Entrepreneurs discuss factors to consider when looking for the perfect project management tool for your team and how they will help you make the right decision for your company.

1. The types of projects your team is working on

Consider the specific needs of your team and the types of projects you work on. Different project management tools are designed to support different types of workflows and may be more or less suitable depending on your team’s needs. If you’re working on a complex project with many dependencies and stakeholders, consider a tool that offers strong collaboration features like assigning tasks, leaving comments, and tracking progress. On the other hand, for a simpler project with fewer stakeholders, you might be able to get by with a simpler tool that just tracks tasks and deadlines. By considering the specific needs of your team and the types of projects you work on, you can make a more informed decision about which project management tool is best for your team. – Olufemi Shonubi, EduTech Global

2. Whether or not your team will use it

One factor to consider when looking for the perfect project management tool for your team is compliance. A tool that is easy to use and intuitive can help improve adoption and productivity among team members. If a tool is too complex or difficult to use, team members can become frustrated and not use it consistently, which can hinder the overall effectiveness of the tool. It doesn’t matter how good a tool is. If your team doesn’t use it, it doesn’t matter. Talk to your team to understand which tools they like and integrate the tool into your current processes as seamlessly as possible. This ensures regular use of the tool and improves your business. – Michael Fellows, Solidity Beginner

3. What task your team needs help accomplishing

Select a tool that saves your team time, delivers results, and is simple and intuitive to use. In particular, consider which tasks your team needs help accomplishing the most — tracking data, budgeting, closing deals, or anything else — and look for the tool that can help you organize your information clearly and in a way that all team members can access it have to. assign tasks, post updates, and view project progress. A new tool will be useless if not everyone is trained in its use, so set aside some time to create a strong onboarding process to show your staff the new workflow process and all the time-saving benefits of the platform. Once they start using it and see how it can help them meet deadlines and achieve their goals, it will be easier for you to track the progress of everyone’s projects. – Greg Ashton, INCREASE

4. How complicated the tool is to use

One factor to consider when looking for a project management tool for your team is the complexity of the tool. The main purpose of deploying the tool is to make operations easier, not to make them more difficult. So an ideal project management tool is one that does not have a steep learning curve and can be easily used by the masses. There are a variety of tools available in the market with more or less similar functions and capabilities. So what matters most to me is getting the most out of the tool, and if it takes weeks or months to do this, it’s kind of a deal breaker for me. – Stephanie Wells, Formidable shapes

5. User level permission features

User-level permissions are crucial in project management, as they ensure that only relevant parties are involved in specific project discussions. This reduces the overall noise of the organization, but also provides an extra layer of security, as you can set permissions that limit users’ access to sensitive projects. You can also invite suppliers, contractors, outside partners, and freelancers to project-related discussions without revealing too much information. – Firas Kittaneh, Amerisleep mattress

6. How your team communicates

How does your team communicate most effectively? If you’re considering software with a mobile app that isn’t that great and your team is remote and in different time zones, you might want to reconsider. Communication is crucial to project management. If there is a failure in the transmission of a message, if an update is not made in time, or if there are team members who are not using the type of device on which the management software is running, you will have communication problems. Regularly measure the pulse of your team to discover how they communicate and on which platforms and devices, then find the best project management software that matches their existing attitudes and usage patterns. Trying to fit communication into a new platform afterwards is not the best choice. – Matthew Kapala, alphametic

7. How the tool takes team diversity into account

Taking diversity into account is my rule of thumb when recommending a project management tool. Projects bring together people with different skills and aptitudes, from sales and marketing to technology, creativity, analytics and management. Different roles and levels of seniority require different dashboards and levels of visibility. Some brains work better with lists, others like Kanban boards, Gantt charts or calendars. Using a system that is flexible and welcoming to different stakeholders is incredibly helpful in increasing adoption and usage, as well as team satisfaction and collaboration. – Mario Peshev, DevriX

8. The integration possibilities of the tool

Post-Covid, all of our employees are working from home, so we rely heavily on software that helps us communicate efficiently within the company and with external parties and suppliers. We also bill by the hour, so when a project management tool integrates with our existing platforms, it saves us time and the client money because we only have to enter information once in one place. It also automatically integrates with other systems so we don’t have to look for information in different places. Zapier is software that integrates apps with other apps, so if we see a project management tool using Zapier, it’s an indication that we can find loopholes to get around technical roadblocks. – Givelle Lamano, Lamano Law Firm

9. How it will help solve your biggest pain points

The first step is to really define your project management needs. What are some of the biggest problems your business faces today? Is there a lack of communication between departments? Are projects disorganized and deadlines often missed? Is there an uneven workload between team members? All of these pain points, among others, should play a big role in determining which project management tool will work best for your business. Any tool you consider should address these pain points, promising to simplify processes and improve overall productivity. If the tool doesn’t fix one or more of these issues, remove the tool from your list and keep looking. – Blair Thomas, eMerchant Broker


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