When is it time to use project management software?
I am currently managing multiple projects. How do I know when it's time to move my project management from spreadsheets to project managemen software?
Answers
I suggest you start doing it right away, spreadsheets are not efficient when it comes to project management and I think anyone can alter the data if it doesn’t have that much security. Sharing what we use in our company, Basecamp and Time Doctor are two best software that we used for almost 3 years now. Basecamp keeps all our projects, data and people in one place while Time Doctor serves as our time tracking tool to monitor all our employees around the world. It’s more efficient and reliable at all times.
- Share this answer
- Permalink
I agree with jimlynch, don’t waste your time on trying to efficiently manage your projects with spreadsheets. I don’t claim that it’s impossible, it’s just inefficient use of managerial time and resources. Moreover, spreadsheets lack collaboration features that are essential for staying on top of the projects, so you need to rely on email or Skype to keep track project updates or discuss task bottlenecks with the team. On the other hand, online project management tools allow you to track project, progress in real time, collaborate with your team and much more.
I’ve also left some recommendation on choosing the best PM app in the answer to the question posted by JOiseau “What is a low-cost but efficient project management system?” It’s quite long, so here is the digest:
- Choose a web-based, easy-to-use and flexible tool
- Try to avoid free PM software
- Don't spare time to test different solution
- My personal recommendation is Wrike
- Share this answer
- Permalink
Though my answer is posted after a while, I hope it will help other viewers too.
You have mentioned that you are using excel spreadsheet to manage project, I would argue that spreadsheets are inherently NOT collaborative and scalable. I have posted an article comparing Excel-way & PM Tool-way of managing projects here (http://blog.zilicus.com/do-you-use-spreadsheets-to-manage-your-projects/)
Now you have much easier & cost effective alternative - cloud based software are at your disposal, really.
- You can take trial, evaluate the software for free of cost
- Only if you are convinced of software, you can decide to purchase subscription (pricing is transparent in most cases)
- These subscriptions are really cost-effective compared to on-premise or enterprise application however you still get equivalent functionality or even more collaborative
- The important criterion for you is scalability in terms of number of projects & could be number of users also. So you can evaluate cloud based software with reference to these parameters.
- Share this answer
- Permalink
It's probably a good idea to do it right from the start. I'm not sure that bothering with spreadsheets is a good habit to get into in the first place. Get yourself a good piece of project management software and then use that as the basis for all of your projects (unless the project is tiny and can be done very quickly). It's just a good habit to get into to make use of the organizational advantages of project management software.
- Share this answer
- Permalink
Good insights, there's a point where you reach a critical mass and everything turns to mud when you're trying to track it all with spreadsheets, index cards and whiteboards. On the other hand, I've seen overkill on the project management software side, using expensive PM software, sending staff to training sessions, etc., when a two-dollar pack of index cards would still do the job nicely. It's just a matter of comfort level--if it's working well with what you have, there's no hurry to move up.
- Share this answer
- Permalink
Once an organization exceeds eight or nine active projects, spreadsheets and other manual methods start to become problematic. Most organizations start to see the value of moving from spreadsheets to project management software when they realize there is more to successfully managing projects than simply "getting it done." When project leaders start looking at establishing and consistently managing processes, it makes sense to start maintaining and managing projects in some kind of centralized location (often some kind of project management tool).
- Share this answer
- Permalink
Related Questions
I've been doing project management for a few years. Do I need to be certified?
I'm wrapping up a long project and want to make sure we sum up what went well, what didn't. What's the best way to do that?
I've been managing projects for years, but hearing more about project management certifications. How important are they?
What are the top most important qualities that a scrum master should have?
I think it's the high time to start using one. Just wondering, how you are able to manage your communication without getting confused about which client sent what and when etc. Spreadsheets are a big "No" for sure and you should discontinue its use asap so that you do not land up into mess and that's not the only point, project management software like Proofhub will not only take care of multiple projects but will ease out the communication process as well.
It offers free trial for you to evaluate if its fits in your business requirement.