Still not using project management software in your work? You’re missing out!
Where such software is used: for complex tasks involving many people work simultaneously; where planning and strict resource allocation are required; where it is necessary to monitor the employees’ activities, quickly set tasks, make collegial decisions, discuss further actions, and so on.
In other words, wherever there are more than a dozen employees. In smaller companies, a manager can keep everything in his head or jot it down.
Task managers, also known as task management tools, are typically used as assistants for managers. However, there is other, more comprehensive software available, such as Projecto.
While setting goals and tasks is more or less clear, it is worth to thoroughly analyze the advantages of using specialized software.
Benefit 1. Increased management efficiency
It’s important to understand that managers, like any other specialists, should have their own tools. And the more efficient they are, the higher the productivity of those who use them. Yes, you need to know how to use the tool, but we are talking about effective leaders here! No program will work in unable hands.
As a rule, efficiency is a complex assessment that consists of several components. Many of these will be discussed below.
Benefit 2. Increased of employee efficiency
This indicator depends partly on management actions. However, in the case of using specialized software for planning and communication, employees also get additional bonuses, which generally increase their efficiency. For example, workers know their assigned tasks at any given time, always can ask questions regarding specific details, can easily estimate the amount of work to be done.
Benefit 3. Complete transparency and control
When all tasks, responsible performers, work status and current progress, personal calendars of employees, and other important information are at the manager’s fingertips, decisions are easier to make. Specialized software comprehensively supports interaction procedures at all levels of the company and ensures maximum data availability at any given time. Top management can keep their finger on the pulse of any work issue.
Benefit 4. Simplified reporting
Almost any company summarizes its activities in one way or another: in departments, services, branches, etc. Most often summaries are made weekly, monthly, and yearly. However, there can also be more flexible approaches to reporting. Specialized programs provide status data collection and reporting in 24/7 mode, without holidays and weekends. The main thing is that employees should enter relevant information promptly: plans, completed tasks, key performance indicators, etc.
Benefit 5. Space for communication and discussions
It is clear that the program cannot cover all aspects of relationships between employees. However, important issues, especially those that affect decision-making or task formation, should be discussed in controlled group chats or in personal letters. This way, you can reconstruct the chain of events that led to a particular outcome at any time. It means, you can take these data into account in the future or even convert it into guiding documents. Another significant factor is the ability to retain business correspondence when employees leave.
Benefit 6. Data security
This point partially concerns some of the points we have already discussed. Firstly, companies cannot afford to lose access to its client database (the core of any company). Secondly, business correspondence, unfinished tasks, meetings, and other events can cause harm if the responsible employee gets sick, quits or simply disappears. Thirdly, it may be a trade secret, i.e., information, disclosure of which may give competitors an advantage or lead to other unfortunate consequences. If you do not have particular departments or services responsible for information security, then specialized project management software can help solve security problems. The main thing is to properly distribute access rights and user authorizations.
Benefit 7. Automation of processes
Automation and efficiency are closely linked up. However, now we are talking about automation of management processes. Project management software is initially developed to relieve managers of unnecessary burdens and to automate their work. With the help of software tools, it is easy to generate reports, exchange and approval documents, comprehensively manage notifications, and so on. The range of capabilities depends on the specific implementation of the programs.
Benefit 8. Flexible planning
When you have everything under control, including all departments, services, and their employees in the database, you know who is busy and what they are doing, it is easy to set a new task. And do it in such a way that nothing «breaks» due to discrepancies, overlaps, and other issues.
The right software products provide feedback. For example, when assigning tasks, an employee can refuse with reasons given in a specialized format.
Benefit 9. Cost reduction
This is a common trend for any processes that are well planned, well automated, and adequately supported. Comprehensive coverage of employee interaction procedures (including the «head-employee» vertical) and transparent control ensure optimization of business processes. And it always leads to cost reduction.
Benefit 10. Reducing the risk of errors
This is the most important factor concerning the question of why organizations adopt automation systems. Along with labor productivity and cost reduction, you get something more – fewer errors. As the software implements certain functions, the human factor takes a back seat.
Less obvious benefits include: the ability to integrate external systems, ready-made interaction schemes and business processes, aggregation of information about users and their actions, built-in notification system, analytics, and many others.
All these benefits you will find in our own product – the Projecto system.
Unlike desktop systems, the tool operates in the cloud and has ready-made mobile apps. This means that assigned tasks and notifications are guaranteed to reach your employees anytime and anywhere.
Projecto also has other strengths. You can explore all the technical capabilities in the system’s demo version. You are welcome to try Projecto.
