Project management plays an important role in every organization. The primary agenda of project management is to make sure that every phase of the project is being executed as smoothly as possible. However, managing a project is a challenging job that demands a specific skill set and, of course, the right tools.
Many project managers use several independent tools to accomplish their everyday tasks such as Gmail and Hangouts for communication, Clockify for time tracking, Dropbox for file sharing, and so on. However, managing work with several individual tools becomes strenuous for managers and also puts a financial burden on the organization. Not to forget the valuable time lost in juggling multiple tools.
What if a manager gets all the necessary project management tools in a single place?
Well, we are talking about an all-in-one project management software that assembles multiple tools under a single roof to help managers keep a track of all the project activities. Also, the software makes it possible for teams to collaborate and make the best out of teamwork.
There are many tools like ProofHub, Asana, Basecamp, Wrike, Slack, etc., available in the market. ProofHub is one such incredible project management and team collaboration software that managers can use to organize their and the team’s everyday tasks smartly. Moreover, its powerful set of tools empowers managers to gain full control over their teams as well as projects.
“Team managers can use a project management software to great effect when it comes to streamlining work and assigning tasks to individual team members.”
Along with managers, teams, and clients can also use ProofHub to coordinate and keep things moving unanimously. ProofHub is a full-fledged project management software that offers several advantages to teams of all sizes, working in any industry and any department.
However, before discussing the benefits of project management software, let us understand what this software is all about:
What is a project management software?
Project management software is a combination of multiple tools put together in one centralized place to deliver projects successfully.
The software helps to create harmony among teams and allows managers to achieve project goals more effectively. In other words, project management software simplifies the job responsibilities of a manager and helps organizations to become more efficient.
You can always rely on a project management software like our very own ProofHub, to divide projects into easily manageable tasks and subtasks, and assign them to individual team members.
Following are some of the key features of a leading project management software:
- Project planning
- Custom workflows
- Time tracking
- Team and client communication
- Resource management
- Task management
- Custom project and team reports
- File organization, collaboration, and management
- Real-time notifications for all activities
What type of organizations should use project management software?
Irrespective of the industry of an organization, there is always the need to supervise teams and control the processes of a project. This makes it obvious that project management is imperative for all types of businesses. Amazingly, the top project management software are designed in such a way that they are equally suitable for all sorts of organizations. Businesses who have teams, projects, clients, and tasks can exploit project management software to the best of their interests.
Is there any specific reason for using such a software?
Project management software acts as an asset for both managers and companies because it can help to streamline work and enhance productivity. Besides, the software allows businesses to reap higher profits by making optimal use of resources and delivering projects on time. Managers can also stay on top of all the activities that are happening within the project, and take corrective actions at the earliest if anything seems to go off track.
Benefits of project management software
A project management software, like ProofHub, Asana, Basecamp, or Wrike, is a complete game-changer when it comes to utilizing relevant project management tools to organize work and achieve project goals. Managers at the comfort of their desks can get all the necessary information such as the progress of a particular task, idle resources, delays, etc. Consequently, by staying updated with all the activities of a project and getting real-time updates, managers can make informed decisions to avoid waste of resources.
A project management and project planning tool puts all the necessary tools for planning, collaborating, organizing, and delivering projects in a single place. This eliminates the need to shuffle between individual tools and thus managers can save a lot of time and effort, which they can invest in some other work. Furthermore, the superior command over resource utilization makes it possible to boost the productivity of teams.
1. Better task management
Task management is a tedious task, which starts right from planning a task and ends after confirming the successful completion of the task. In between, there are various activities such as setting deadlines, prioritizing tasks, and assigning work to team members. Managers have to give their best to ensure that everything goes according to the plan. Generally, project management software has almost everything that a manager needs to organize all the tasks within a project.
A manager can assign tasks to teams and even assign subtasks to individual team members. By having full control over the tasks, the chances of the successful completion and timely delivery of a project increase many times.
2. Risk identification and reduction
There is always some sort of risk associated with projects that managers need to identify and take action accordingly to reduce them. Neglecting a potential risk can lead to serious consequences, and in severe cases, may result in the failure of a project. Thus, it’s quite important to identify and analyze the potential risks that may arise at any stage of the project.
As a project management software, ProofHub allows managers to identify risks with the help of tools such as the Gantt chart and Kanban board. By monitoring the deviations in real time, appropriate actions can be taken at the right time. As a result, the possibility of a project getting derailed due to the failure to detect risks decreases considerably.
3. Teamwork at its best
The success of a project manager is dependent on the performance of their team, which in turn depends on the coordination and harmony among the team members. The most important factors for realizing great teamwork are communication and the sense of belongingness. By motivating team members to participate in group discussions using a fast and reliable communication medium, it is possible to level up the teamwork.
ProofHub is apt for making team communication successful as you and your team can communicate with each other using its built-in chat tool. Moreover, you can create discussion topics, select team members to join a discussion, add comments, share ideas, and mention people to get their attention.
According to Capterra, 63% of companies use project management software for collaboration.
4. Effective communication with clients
Communication channels like email are quite ineffective when used for interacting with clients. By using a sluggish channel for communicating with clients, there are greater chances of a project to get delayed. Moreover, a communication medium that is not specifically intended for collaborating with clients may lead to disengagement and frustration on both sides.
A project management software brings an effective way for both the clients and teams to stay connected and have productive discussions. In software like ProofHub, managers can add clients in discussion topics along with team members. Additionally, clients can inspect the progress of their project, view assignment boards, interact with team members, and proof designs & documents through a single platform. This will not only nourish the client’s satisfaction but also save project managers from the repercussions that usually arise due to ineffective communication with clients.
5. Time management
Setting the timeline of tasks within a project is an activity that managers need to handle with utmost care. The progress of a business is highly dependent on how well a project gets completed within its predetermined time. For managers, it is important to have quantitative data that indicates the working hours spent on different activities by each team member. This data helps managers to prioritize and set deadlines for tasks.
By using the multiple timers that one can also pause and restart in ProofHub, team members can track their working time for tasks. Additionally, managers can keep a time record of both working and billable hours. Consequently, decisions can be made easily to ensure timely completion of the project and that too within the fixed budget.
6. Central place for all the files
Teams using different mediums for sharing files often find themselves in the middle of nowhere when asked to retrieve a file that was shared a significant time ago. It also becomes frustrating when a manager is unable to get old files of a project that are necessary to prepare certain reports.
ProofHub centralizes file sharing with its file management tool put under one roof. Teams can upload, organize, preview, and proof files and documents in a single place. Besides, users can store multiple versions of the same file and restore previous versions if required.
7. Access projects anytime anywhere
At times, managers need to access files or get some important details of a project beyond the usual working hours. This is not a problem until a manager can readily access their workstation. But what if it’s not possible to access the system right away? A late response in such cases may result in severe consequences such as delays in project work. Almost all popular project management software are cloud-based and have mobile apps available.
Being a cloud-based software, you can access ProofHub literally from anywhere using the internet and a web browser. You can sign in and access all the project details from ProofHub from different devices such as computers and smartphones. Apart from being available as a web app, ProofHub also has an Android and iOS app.
8. Standardization of processes
Generally, the people working in an organization have different ways of getting things done. However, this diversity can be troublesome for managers who need to make sure that every team member is on the same page. The standardization of processes is the key to achieving excellent coordination among the team members.
The ability to have standardized and customizable workflows is among the top benefits of project management software. Managers can set a standard workflow for every task and even standardize project documents and reports using ProofHub. Standardization not only brings professionalism to the workplace but also makes every process more efficient.
Is project management software worth the investment?
Over the years, project management software has evolved from being another clumsy computer program to a perfect tool for boosting the efficiency of an organization. Integrated with multiple management and collaboration tools, the software tends to ease the lives of project managers, team members, and even clients.
A project management software is a great addition to any organization that has individuals working together as a team to achieve certain goals. Moreover, by offering multiple tools at a single place, the software will also save an organization from the huge overlays and hassles of managing individual tools. A project management software is crucial for modern businesses to thrive and stay competitive.
Best project management software that you should consider
At present, there are thousands of project management software available on the web. However, all of them vouch for the same number of features and benefits. For managers, who want to stay ahead of the game and bring the best out of their teams, ProofHub is the ideal choice to manage projects.
Below are the most notable things about ProofHub that make it the best project management software:
- It helps managers to ensure on-time project delivery along with on-point team accountability
- The pricing plans offered by ProofHub are straightforward and can easily get along with the budget of teams of any size. For information on our pricing plans, kindly visit our pricing page.
- Unlike most other project management software like Asana, ProofHub doesn’t charge per user.
- ProofHub also has an intuitive UI and UX, which makes it easier for users to learn and operate the software in no time.
- It is available in more than half a dozen languages and you can also use ProofHub for managing remote teams.
Project management is a task that requires dedication, hard work, and the ability to work on different things at the same time. Moreover, the increasing competition among businesses has raised the bar for managers and they need to handle projects as efficiently as possible. A project management software integrates all the necessary tools that will help managers to accomplish their everyday tasks in a better way. Additionally, managers should know the key benefits of a project management software to understand how it can help to improve the productivity of their teams.
Are you finding it difficult to choose a project management software?
Important: ProofHub will be available to all schools across the globe completely free of cost for 2020. We believe that education is the key to the spread of knowledge, which should never stop, even during the hardest of times.