Common Mistakes to Avoid When Choosing Project Management Software

Are you using project management software in your business? Have you set it up in a useful way? Avoid common mistakes when choosing new software!

PROPRIUM BLOG

Laura Plantak

3/1/20243 min read

Are you using project management software in your business? If you are still tackling your to-do list by using Excel or writing things down on paper, this article might be for you.

Even if you started using some of the project management tools on the market, have you set them up in a way that suits your organization the best?

These are the most common mistakes we see happen when service-based businesses implement project management software.

They Don’t Define Their Requirements

One of the biggest mistakes is just jumping into any project management software because you have no time for research. In order to choose software that will suit your needs the most, you need to know what you are looking for. Identify and define your project management needs and the methodology you are using. Define what you want to achieve from a project management tool.

Do you want to:

  • time track

  • communicate with team members

  • check reports of finished work

  • allocate resources

  • integrate with other tools

  • combine multiple features

Ignoring the Ability to Scale or the Ability to Be Flexible

The second biggest mistake is not thinking about the future. Will you be hiring? Will you need to add your collaborators to a shared space where all the tasks are visible for that particular project? Usually, the choice of project management software is made by considering current needs, not by looking into the future and when you need to scale.

Without an initial growth plan, you won’t know whether the software can accommodate expanding teams, projects, and evolving requirements. Looking for software also needs to include flexibility because your organization is unique, your internal processes are what separates you from others and you need to be able to accommodate all your requirements.

Not Involving Team Members in the Decision-Making Process

Each team member has a different style and habits of using software and tracking their task progress. A lot of software on the market give you the possibility of different views of the same things because different team members prefer different approaches. Neglecting this can lead to resistance, low adoption rates, and wasted investment.

The best approach is to openly talk with your team about their habits, preferences, and suggestions. They will already know what would help them even if they don’t know the particular software with a particular feature. Getting feedback from your team is priceless. You can conduct internal surveys along with conversations about their needs. By understanding their preferences, you will be able to ensure that the chosen software aligns with your team's wishes and workflows.

Not Checking Integration Capability

Efficient tools should be able to integrate with all the other software you use, starting from email, invoicing software, etc. Integration can save you time and money because you can start automating between software. We have written about this topic in our previous blog post, which you can find on this link. Look for software that offers seamless integration with popular tools your team relies on, such as communication platforms, file-sharing services, or time-tracking applications. This will enhance collaboration.

Not Evaluating User Experience

Usability plays a crucial role in the successful adoption of project management software. If you start with overly complex systems, the learning curve will be longer. Complex or unintuitive interfaces can hinder productivity and frustrate users. Make sure you have enough time to evaluate the bottlenecks that overly complex software would bring. Look for intuitive navigation, clear visualizations, and features that promote ease of use and enhance user satisfaction.

Not Providing Onboarding and Training

Quality implementation requires training. We recommend preparing support, documentation, and training materials that will not leave your team struggling to understand and utilize the software effectively. Choose a software provider that offers a lot of helpful articles and training, or partner with a consulting agency that collaborates with the software you chose to shorten the learning curve.

Not Considering Long-Term Costs

Project management software often involves ongoing costs beyond initial purchases or subscriptions. We recommend considering the upfront price and the price of software after scaling. This includes additional user licenses, upgrades, customization fees, and integration costs. Assess the long-term costs associated with the software to make sure that your budget can take it in the long run. Make sure it will provide value for your investment.

Avoiding these common mistakes will ensure that your choice of project management software suits the needs of your company. This needs to be the tool that meets your organization’s unique needs and enables efficient project execution. By defining requirements, involving your team members, evaluating user experience and integration capacity, and providing training, you will make an informed decision that empowers your team and drives project success. Invest your time into researching, comparing, and demoing different options to find the perfect project management software for your organizational needs.