7 Tips When Looking For A Project Management Software

7 Tips When Looking For A Project Management Software

Project management software is any operating system you can use to plan, schedule, manage, and allocate resources for a business project. It is a critical system that helps your team collaborate effectively. However, before choosing any tool for project management, you should ensure that it has the right capabilities and features to suit your team’s unique needs.

Keep in mind that not all project management tools are made equal. While some businesses may benefit from simple project management software, larger enterprises may need a more comprehensive solution. So, if you find it challenging to choose the best one for your needs, make sure to keep the following tips in mind when looking for a project management software:

  • Determine Your Needs

When looking for a project management tool, you must first determine your needs. Discuss your current and future needs with your team and perform a cost-benefit analysis. It may also come in handy to know what specific criteria you’ll use to select a software solution. To do that, layout every facet of your projects, such as the number of teams involved, complexity, budget, timeline, and focus.

It’s also essential to know how project management methodologies fit your specific criteria. For instance, if you use a waterfall project management methodology, a tool with a Gantt chart feature is beneficial for completing a task quickly. However, if you have different departments and teams that must stay connected, a project management software with a cross-project summary viewing feature is a great option. Such a feature can help keep every team member updated and work on iterative projects.

  • Check The Software Reviews

If you want to know more about the different project management software, read and compare the reviews online, such as the Asana review. Checking out reviews has become an effective method in choosing the best project management software. It is especially true if you haven’t tested the software yet or don’t have the time to go for a trial period. 

As you read the software reviews, ensure to weigh the pros and cons. This way, you’ll know whether or not a project management tool is worth your time and investment.

  • Consider Ease Of Use

Project management tools are designed to streamline business management or overall company workflow. Solutions with a user-friendly interface can make project tracking less tedious for your teams. 

Depending on your team’s expertise and how you want to use the software, the ease of use factor may mean different things. For example, ease of use for tech experts may mean countless built-in automation features to take action faster. On the other hand, tech newbies may appreciate uncomplicated features but efficient functions.

  • Try And Compare

Not all project managers know that they can ask for a trial period on various project management tools available in the market. In fact, they can try most of the tools, which is advantageous for making a well-informed decision.

If you want to decide on a particular project management tool, getting a trial period can help you choose effectively. By testing it with your team, you can get more insights into how well it works for your business needs. It can also help you get feedback from your team, allowing you to determine how useful it can be.

Typically, a trial period lasts for a few days, and clients can acquire it by signing up. Depending on your preferred vendor, no credit card details are needed, and only an email address is required to start the trial period.

  • Check The Scalability
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The project management software you’re considering must be scalable. It must grow as your company grows. If not, a tool with limited features may not cope with your team’s additional usage and needs. Therefore, check if the software offers you the flexibility to scale down or up as your company dynamics change. 

Your team deliverables and size are likely to increase in the long run, and so are your company needs. When you automate as many processes as possible, you can minimize the workload on your teams, which may not be possible without scalable project management software.

  • Determine The Most Competitive Price Point

Another thing to consider when searching for a project management tool is the price point. Regardless of how big or small your company is, it can be a significant factor. 

The pricing model of every vendor may vary widely. If you’re unsure which is best for your business, compare the different pricing models vendors use. 

Generally, many vendors offer subscription types. Others require you to pay flat fees, while some require fees per user. Usually, it depends on the hosting model. For example, if the software offers cloud-based solutions, the pricing model might be based on the users every month. For server-based tools, flat fees are much more common. 

To further explain, here are the usual pricing models for project management software:

  • Payment Per Year Or Month

No matter your budget, you should review whether or not you prefer to pay every month or year. Some vendors tend to offer discounts once you opt for a yearly payment. So, if you want to enjoy savings from using a project management tool, the annual payment is never a bad idea.

  • Fee Per User Profile

Many vendors also consider the different employees that companies might have. For instance, some businesses will probably use most, if not all, of the project management software’s features. Others might only need to track their time and see their tasks. Due to this, paying a fee per user profile is more cost-effective than paying monthly or yearly.

  • Consider Integrations

As a project manager, you might be already using multiple tools. With that in mind, you should look for project management software that easily integrates all your tools. 

The right project management solution for your business may vary depending on your niche or industry. For instance, if you’re a digital marketing agency with several teams, you may need a tool that integrates smoothly with your current digital marketing solutions.  

Many project management tools integrate with the basic office collaboration tools. However, ensure to check the integration list before committing to software that may not be compatible with your tools.


Selecting the right project management software isn’t a simple task. The project management software you choose must fit your team’s needs and reflect your unique management style. To make your life easier during the selection process, use the above tips and make the right choice for your team and company.


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