Virginie Taborowski
Content Specialist
Last updated on
14.8.24
Best Practice
Project Management Software: How to choose the right one
6
min
Table of contents
- What is projectmanagement software?
- Why is software important for project management?
- The benefits of a project management tool
- The various functions of project management software
- High flexibility thanks to Ninox low-code platform
- Conclusion: Boost your productivity with a flexible project management tool
Flexible projectmanagement software is a crucial tool for efficient teamwork, regardless of project size. From clear objectives to transparent resource planning to efficient communication — discover what is important when choosing suitable software for projectmanagement.
This blog post highlights the essential aspects of choosing such software, highlights its importance and provides you with an overview of the various functions of modern tools.
What is projectmanagement software?
Projectmanagement software is the term used to describe tools that help teams work together more efficiently and transparently. In an interactive, visual work area, tasks can be created, projects coordinated and resources can be determined.
The range of functions of project management software ranges from simple to-do lists to complex work processes that are digitally coordinated. The big advantage of project management software lies in its transparency, which ensures that every team member can work efficiently. Another advantage of digital collaboration is that teams can achieve common goals regardless of location.
Why is software important for project management?
Project management requires a high level of organization and structure. The various levels of resource planning as well as distribution of tasks make it almost impossible to keep track of everything. However, project management software lays the foundation for a visual overview. Through the centralizing Of the individual process steps, a synergy created between team, goals, tasks and resources.
Although it is also possible to implement project management manually — for example through tables, flip charts, bulletin boards or notes — the capacities are limited. Changes in particular are difficult to understand, which is why agile projectmanagement in particular uses appropriate software. Large projects quickly become confusing. Another drawback when teams don't use project management software is that they're tied to a specific location.
The benefits of a project management tool
No matter how big the project is, a project management tool ensures greater clarity and creates effective resource planning. Even small companies benefit from project management software, as it allows them to better plan their resources and therefore have less financial outlay.
Here are the benefits of using projectmanagement software:
- Accelerated process implementation: Central management and organization provide all team members with clear instructions for action, which leads to faster implementation of project flow plans.
- Visual overview of the goal: Project members can access relevant information from any location and device, creating a flexible and effective way of working.
- Central team communication and clear distribution of tasks: Team members can work simultaneously in the tool — in contrast to traditional spreadsheet tools. A clear distribution of tasks simplifies the structure and increases productivity and efficiency.
- Identification of risks and obstacles: The rapid identification of errors and clear allocation of responsibilities improves traceability when implementing the project.
- Effective resource planning: Tracking progress ensures that everything is going according to plan. Project management software also provides a precise overview of the efficient planning of all project resources, including costs.
- Automation and standardization: Processes are easier to standardize. Features such as workflow automation save significant time.
- Data-based reporting for well-founded decisions: Real-time workflow monitoring provides important feedback for continuous process optimization in project management software.
- Agility and flexibility: Teams are not tied to a fixed location, but can work flexibly from anywhere. This ensures greater agility and strengthens the team's ability to adapt.
The various functions of project management software
Modern project management software offers a wealth of functions that make overall project management more effective and transparent. The multi-faceted features of this software contribute significantly to optimal planning, monitoring and successful implementation of projects. Some of the key features include:
reports
Project management software not only enables seamless monitoring of project progress, but also provides detailed reports on budget planning and the utilization of personnel resources. Such an online tool ensures that you can make well-founded decisions.
Visual overview (project plan)
Various views such as lists, Kanban boards or Gantt charts make visual project planning easier. Some tools also offer the option to view several projects in the project portfolio at the same time or to integrate the planning of milestones. This creates a clear structure and promotes an understanding of the interconnection between different projects.
resource planning
Resource planning is an essential part of project management. With integrated ERP functions in the project management tool, you can ensure efficient resource planning. Ninox offers you an ERP database for this purpose. In addition, functions such as precise assignment of tasks, availability checks and time recording help to optimize resource usage and increase efficiency in project implementation with project management software.
controlling
Controlling functions provide comprehensive control over resource usage in project management. Detailed reporting functions also enable a thorough analysis of the project's progress, which ensures continuous improvement and adjustment.
Workflow automations
Automating repetitive tasks not only improves efficiency but also minimizes the risk of human error. Project management software therefore gives you more time to focus on strategic aspects of the project.
document management
Project management software should also include simple features such as creating checklists and to-dos for effective task management. Structured document management also ensures that project content is stored securely and can be found quickly.
invoicing
Invoicing functions facilitate the transparent processing of project costs and preparation of offers for clients.
ticket system
An integrated ticket system in the project management tool not only improves general work organization, but also enables team members to be addressed directly and tasks to be easily delegated.
Integration options
By integrating communication tools — such as Slack — team communication is bundled. This promotes effective and seamless collaboration, as all relevant information is accessible in one place.
It is crucial before choosing a project management software to create a clear catalog of requirements. Every project is unique, and a comprehensive needs analysis ensures the selection of software that is precisely tailored to your individual requirements and work processes.
High flexibility thanks to Ninox low-code platform
With Ninox, you don't have to choose between different features, but have the flexibility to build a platform that solves all your problems. Small companies can, without much effort, using templates in Ninox. With just one click, you can create a visual database for “projects,” “task management,” or “working time recording.” Assign tasks, plan sub-projects, or calculate the time and costs for your project.
Large companies looking for a more customized solution can develop their own features thanks to Ninox's low-code approach. Best of all, you need little to no programming knowledge to create custom overviews in Ninox. This approach enables companies to shape their project management software to meet their specific needs while maintaining a high level of flexibility. From customizing forms to integrating specific workflows, the Ninox low-code platform provides the agility needed to meet the ever-changing needs of modern projects.
Conclusion: Boost your productivity with a flexible project management tool
In summary, choosing the right project management software underlines the key role in project success. From clear goals to transparent resource planning to efficient communication, modern software offers a wide range of functions. Digital solutions such as Ninox's low-code platform underline the importance of flexibility and adaptability. Boost your productivity and successfully manage projects with a flexible project management tool like Ninox.
