The benefits of utilising an online project management solution have been well documented – not only can you make the most of your company’s time by more efficiently managing your work force, you can also allow team members to collaborate from any location, better monitor project milestones, keep to-do-lists on track and ensure that projects are delivered on time and within budget.
However, choosing the right online project management software for your business is not a simple process and it is important to do the research before you make a decision.
The Project Portfolio Office team has put together a checklist to ensure that you are selecting a tool that will help improve your project delivery and the overall productivity of your team. In order to do this, it is necessary to obtain satisfactory answers to the following questions:
1. Is the solution easy to use?
User uptake and satisfaction is key when it comes to the successful introduction of any new software to a company. Based on this need, it important to evaluate the online project management tool via a fully functional trial version, or even a free online demonstration or product tour, in order to make an informed decision before purchase. When testing a trial version, try to load real projects for a more meaningful test run and engage with the support team as you would on a real-life basis. Solutions that have built a strong user base will also prove credibility.
2. Is the pricing model straightforward?
Here it is critical to ensure that pricing models are simple and clear-cut. You don’t want to become tied into something that is limited, or that charges per functionality or per project and does not include document storage.
3. Does the contract tie you into a long-term commitment?
It is preferable to look for a solution that operates on monthly subscription fee basis and does not require an upfront investment. A per user pricing model is also flexible enough to allow businesses to scale subscription numbers (and therefore costs) up or down as their teams change.
4. Is the solution completely web-based?
An online, on-demand model is more practical than a traditional on-premise solution, as accessibility is improved, total cost of ownership (TCO) is lower, implementation is quicker and easier, there is less risk and the solution provider manages maintenance, not you. It is important then, to look for an offering that is completely web-based and one that is available on all browsers and platforms.
5. How much training is required?
As mentioned in point one, the success of your online project management software is measured by its acceptance and utilisation by users. You need to look for an offering that provides quick and easy user training so that the tool can be put into action as soon as possible. A general rule of thumb is that anything over one day is too long. Online or public training is also preferable.
6. Does the project management tool have a digital certificate?
Security plays a vital role in the use of any online software application, so confirm that the tool you select has a digital certificate in place that will ensure secure communication.
7. What is the vendor’s availability track record?
If the vendor’s current uptime percentage isn’t up to scratch, look for a different option. Their availability will govern your access to the solution, so make sure your project management solution provider has the requisite policies, procedures and automated systems in place to ensure maximum uptime.
8. How frequently is the vendor updating its offering?
Look for an online project management software provider that is regularly applying updates and patches and incorporating new features into its solution. By inspecting the vendor’s previous record of product releases, you can determine what can be expected in terms of new releases, and whether or not the product is evolving with its user base.
9. Is there access to support and a knowledge base?
The vendor in question should provide access to a full range of support resources – from online support portals where calls can be logged and FAQs checked, to direct online and telephonic support. As part of a background check, it is also a good idea to look for related online forums or social media channels to see how user issues are dealt with and the level of additional assistance provided.
The best type of online project management software provider is one that pays attention to users and their experiences, and can deliver a solution that is easy-to-use and backed by strong support. Don’t be blinded by all the bells and whistles on offer, make sure that your selection is the best fit for your business and its requirements.
