Project Management
Published September 30th, 2016 by

A Quick Overview of Project Management Software

A Quick Overview of Project Management SoftwareMany different professionals practice project management such as engineers and architects. You can use this to provide a high quality assurance to your projects. It also promotes collaboration between team members to hit deadlines. Project management software varies, so it’s best to choose software that’s appropriate for your business. This article will talk about a quick overview of the software.

What is project management?

Let’s talk first about what project management is. Project management is a type of strategy for your planning and management to your tasks or events until it’s complete. It normally tackles one-time projects than a long-term activity. You need to manage your resources such as finances and even employees. Projects also need to have a quality control check to ensure the project meets the standards. Using project management software tools is a great way to facilitate your projects.

Now, let’s continue with the definition of project management software. It is a kind of software that contributes in your project’s planning, resource allocation, change management, and scheduling. It helps you manage your costs and budget, gives you accurate documentation of the project details, and is a great way to communicate with your team. As a project manager, this software will guide you in creating your project goals and delegate tasks. You’ll be able to check the quality of your project and make sure it is delivered on time.

What makes good software for project management?

Although the software can be used in a lot of ways, the main goal is to help you facilitate your projects by planning, managing, and monitoring it. There are many characteristics of project management software but below, are the main ones:

  1. Project Planning. It guides you how to carefully plan your projects, see if it is feasible or not. It helps you map out the plans you have in the project. When in the planning stage, let everyone in the team brainstorm and give out their ideas to have more options.
  2. Task Delegation. Be fair in delegating tasks and make sure that the person is capable of the tasks they are assigned. Aside from delegating tasks, you need to create and modify the tasks, if necessary, once the project is ongoing. The ability to delegate between your team members is crucial to the project’s success. Make sure that they can finish the project on time.
  3. Collaboration and Document Sharing. Productivity increases as everyone on the team can collaborate faster. File sharing can be done using a centralized location. You can organize the files faster and can be tracked in real time. Some may have notification features for documents if they have been modified or if a new file has been added. Aside from file sharing, you can also share your contacts and calendar to help in scheduling meetings and be able to contact anyone that is involved in the project. Each software has its own style of collaboration and document sharing, so it’s better to read on the top project management software and pick the best one for you.
  4. Budgeting Capabilities. With the ability to budget, it’s easier because it provides accurate data. It gives you details such as your cost and labor expenses. It may also have features such as currency rate exchange, provides cash-flow requirements, and automatic calculations on costs. Some software may also include automatic invoicing.
  5. Time Tracking. A very important component of the software is when it shows you the time spent in all of your tasks. It will give you an overview of everyone’s productivity. It also helps you take note of which tasks need to be prioritized to meet the deadline.
  6. Email Integration. This is an important category under the collaboration feature. You’ll be able to communicate faster by integrating your email to other platforms you use in the project. They can help you track the email history and provide automatic reminders via email. Not all software has this ability though.
  7. Issue Tracking. Having issue tracking can make your life more simple by being able to monitor the tasks and issues of the project. You will be notified in real time so that you can check if there are any system issues or other situations that need attention in the project. This is one very important part of the software and is a must-have for any type of business.
  8. Error and Bug Management. This nifty features notifies the team for any updates or issues that they find in the project.
  9. Risk Analysis. Using a tool that has risk analysis can help you determine any threats, risks, and other opportunities that can hinder your project. As they say, prevention is better than cure, so if there is a possibility of an issue, it’s best to stop and fix it before it gets bigger.

Most software offers an all-in-one solution to your needs. But when choosing, it really depends on what features you think is important for your project. There’s no perfect software, but you can always do some research on’s top project management software and select the one that you think you can use.

How much does the software cost?

The cost of project management software may vary. It will depend on how big the project is, how many people are working on it, and what type of software are you looking for. You may also want to look at unique capabilities such as mobile access.

If you want to compare the prices of the software, you can visit’s reviews of project management software to find out what fits your budget and the needs of your company.

What kind of software do I need?

We mentioned earlier that the price of the software would depend on the type. It will depend on the service provider or the company. Below are the four types of project management software:

  1. Desktop Based. This is also called the installed software. As the name suggests, this is installed on your device. It normally gives the most interacting and dynamic style of the user interface. The files can be accessed and viewed by a lot of people but only one member can make or modify any changes.
  2. Client Server Based. The data is centrally stored and team members can easily share their expertise and knowledge.
  3. Web Based. This is also called the cloud-based software. You can use this type of software anywhere and with any device without the hassle of installing it. However, the downside about this is that it may slow down once a lot of people use or connect to it and does not work if you don’t have internet access.
  4. Integrated. This software merges with other software tools. It normally integrates with systems that involve time management and the ability to track issues.

All of these have their own pros and cons. Here are some factors to consider:

  1. Cost. Even though desktop-based software is more expensive at first when you purchase it, web-based software may cost more because of its recurring maintenance fees and monthly subscription.
  2. Security. Since you can connect easier to cloud-based software as long as you have an internet connection, it is more vulnerable to risks. Using desktop software can give you the power to control your security by personally checking and monitoring any security risks.
  3. Connectivity. The quality and quantity of your productivity will depend on how you can connect to the software. You would be unable to use cloud-based software if you don’t have an internet connection. The speed in opening documents and other resources can also affect your connectivity.
  4. Maintenance. Cloud-based software is updated by the provider, and the change can be seen in all those who are using it. However, desktop software needs to manually update or install it one by one. This is very tiresome if you have a large number of people using the software.
  5. Accessibility. If you’re using cloud-based software, then, you’ll be able to access the software anywhere as long as you can connect to the Internet. The rest needs to be located on just one physical location; therefore, it can’t be used on the go.

When buying software, weigh its advantages and disadvantages. Some software offers a one-time flat fee or they charge subscription fees. Check out the security it offers because you’re dealing with sensitive data. If you don’t have the budget to purchase software, don’t fret. You also have the option to use free or open source software.

Keep in mind that you also need to budget that expenses you have when you purchase the software and include it in your financial goals. Don’t buy the most expensive one without researching if it’s beneficial for you. Make a checklist of the things you need in a software and try to compare it once you have options.

No matter what role you have when using a project management tool, this helps you to multi-tasks and meets deadlines, collaborate with people, and know exactly what you need to do. Take time to find out what it takes to have a successful project. Know what it takes from the beginning till the end by familiarizing their techniques and methods that you can do. Always make it a team effort for everyone involved in the project by promoting camaraderie and the free to express ideas.

So there you have it. This is just a quick overview of the software. So what are you waiting for? If you need help in selecting the tool you need, read’s Reviews of Project Management Software to get you started today.

Keith Moore

Keith Moore has worked with several leading Android development agencies to build customized mobile apps enabling businesses to extend the use of their services to smart phones and mobile devices.

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