How to get more value out of your Project Management tool

Every smart project manager wants to make their operation simpler, streamlined and more efficient. The simpler you can make your project management the better, to leave room for those all-important big decisions - and taking the leap with an awesome PM software system is where it happens.

Yet, a sweep of most companies that have recently got on board with software will show workers refusing or being hesitant to use the software or certain (often crucial) features.

While I know few people who would actually deliberately make life more difficult for themselves, when new tools are sprung on teams without their involvement or explanation they’re not likely to get well-adopted.

This is an unnecessary shame, considering how much precious time and money has gone into considering, trying and then purchasing a project management platform that then doesn’t get used. 

Failed adoption of software can set the business back (or stagnating, at best) just as much as a flagging project. It can lead to loss of confidence in those driving the implementation and, in the worst cases, loss of jobs. In fact, it can help to think of software integration as a project in itself.

So why don’t teams use their perfectly good new project management tools?

For a start, the tool may be the wrong fit for the business, and therefore not deliver the anticipated results. 

Or, there is no rollout plan and team members are not even part of the initial trial and selection process that assures buy in. Otherwise, managers get too busy and don’t equip their team mates with the right training and support tools.

To help alleviate the above, here are some tips to help your team to embrace and use your crisply purchased PM software, so that your projects are realised at the level you had hoped. 

1. Fit the system to your needs through a test drive and employee input

Many companies struggle with adopting digital solutions because the software is just too complicated to use. The best solution for you will be where workflow and configuration feel intuitive, with built-in intelligence that anticipates what you need to get your work done. The best software also gives you a set of functions that can be easily added to over time.

Before you decide on a system, give it a test drive to ensure that the solution is simple and requires minimal support from IT. Get team members involved in the evaluation and approval process and make an effort to communicate the benefits of using the tool - it’s likely the planning software can make their job better and can even improve their career. Help the selection process matter to them, and not just the organisation.

2. Ensure mobility

A platform that is mobile optimised will allow your team to be more productive and efficient wherever they are. By using their smartphones and tablets to access files and information and collaborate, they can be anywhere in the world, in any time zone and they will still be able to access the information they need, avoiding lengthy time zone delays for international projects. This gives your team the flexibility to work remotely and boosts productivity by providing more opportunities to be able to get work done.

3. Integrate with other applications 

For most companies, sharing project data with other apps can be critical for project costing and expense reimbursement, payroll and other processes. Fortunately, most cloud-based project tracking software includes data sharing.

4. Find your champion 

Without strong adoption, the value of your new system will be diminished. In order to achieve high levels of adoption (and therefore, ROI), find a strong champion at a management level who loves the product and can make sure that your team members have access to training and other resources they need. The champion needs to enforce adoption and model the right behaviour by using the tool for management reviews or meetings.

Signs of good team adoption include: regular tracking of important data and project insight that enhances project decision-making and business strategy; better reliance on a project’s schedule and increased collaboration.

Of course, the vendor should play an active role in helping you introduce your project management software to your organisation. If they’re not supporting you with training and learning materials, you’re talking to the wrong vendor. Sciforma, for instance, offers training through a variety of channels including face-to-face, video conferencing, YouTube videos and on-line classes.

5. Momentum, not a miracle

Many times PM software is perceived to fail in delivery due to false expectations - yet PM software should support and automate good project management processes, not replace them. Your software should realistically provide three basic functions: data acquisition and management, decision support, and reporting and graphing.

Project Management Tools and Templates are critical components for consistent project management delivery and research shows that they help improve the success rate for projects. If you are struggling with the issue of consistency in the management of your projects, there is a significant opportunity to improve your productivity, market share and shareholder value through better software adoption.

About the Author: 

Maurya Rieder specialises in Sciforma technology. Sciforma is a highly rated project and portfolio management software that assists businesses in completing more projects on time, on budget and within scope. Sciforma’s goal is to help you streamline your processes and accomplish your company visions. To find out how Sciforma can transform your business' way of doing business today, contact Maurya at [email protected] or visit www.sciforma-anz.com.au for your free demo.