Managing projects has become as complex as managing a company. We need to define scope, deadlines, costs, resources, acquisitions, feasibility, communication channels, among several other details.

Accurately measuring what will be necessary to bring an initiative to completion is a determining factor for business success, which requires support tools, such as project management software.

It is a fact that, for a long time, we did all of this manually, in Excel spreadsheets, relying on the intuition and experience of the professionals involved. However, it is known that the more complex a manually controlled process, the more susceptible it is to errors, which can generate unnecessary waste and losses. And, in the face of fierce competition, being highly accurate and swift in decisions and actions is essential.

Find out right now what to consider when choosing the tool that will be your ally:

What is your actual need?

Before acquiring project management software just because it has a good market reputation or because someone said it's good, consider your company's actual needs.

What needs to be managed? With what level of detail? How many people need access to the tool? What kind of analyses will be necessary?

It's better to wait for the right tool than to grab the first software that comes along and find out your effort to transfer all the information to it was in vain.

2. What are the necessary functionalities?

The functionalities of a project management system are what will provide agility, efficiency, and productivity to your team. Many companies invest large sums of money in technologies whose functionalities are underutilized or in tools that are lacking in this regard.

The functionalities should match your needs, reflect your management processes, and provide the information you require quickly and intuitively.

In addition, try to evaluate in the software if they go beyond projects. Some solutions include strategic management as a project control solution, providing greater unity in managing your company's results.

3. Is it possible to customize the solution?

Each company has its own peculiarities. The best way to make a project management software answer all of them by hiring a solution that has the possibility of being tailored to your needs.

Consult the vendors to check the possibility of customization. Some solutions will be highly customizable, others not so much. Again, evaluate your company's needs and whether the technology meets your expectations.

4. Is the software scalable?

In a market where companies are becoming increasingly project-based, it's essential to have a scalable solution. This means having software with storage capacity expansion capabilities as your company grows.

Check if the vendor guarantees this possibility or if, needing to increase the number of users and data, you will have to switch systems. It's better to invest in something long-lasting than in software that will soon have to be replaced.

5. Is the solution collaborative?

Teamwork is essential in project management, but we can't assume your team will always be gathered in the same room, using the same gadgets and tools.

Within this perspective, check if the contracted solution allows real-time collaboration, especially in the cloud. Software offered in the SaaS (Software as a Service) model brings advantages for collaborative work.

6. Are all project management areas covered?

The complexity of each project determines the need for management. Small initiatives consume few resources and often do not require feasibility analysis. But when it comes to something big, details are what matter.

In this regard, check if the project management software to be hired allows manage the entire project cycle more complex than you might have. This way you won't need external and alternative controls.

Check if it's possible to control action plans, timelines, indicators (KPIs), overdue tasks, costs, among others. Extra functionalities like a forum where employees can exchange ideas online and even the possibility of having automatic control meeting scheduling can be a “plus” in your management!

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7. How does software help with internal communication?

One of the secrets to efficient project management is internal communication and transparency. Check the selected software for features related to this topic. Transparency helps create positive pressure for on-time execution, after all, if everyone can see where the project is falling behind, no one will want to be responsible for the bottleneck, right? This way, people naturally start to move to eliminate obstacles and get the project back on track.

Check if the software offers:

• Automatic alerts for action start and/or delayed actions
• If it's possible to separate projects by areas
• Follow-up reports for delays or deviations
• Performance indicators
• Dashboards for visual management with real-time project progress visibility

8. Is there support for the solution?

There's nothing more frustrating than hiring a solution and realizing you have several questions and no one to answer them. That's why, even before purchasing any project management software, you should ensure that there's good support available.
Please check if an SLA (Service Level Agreement) is attached to the contract. This is a document that specifies the minimum service to be provided by support and its quality.

9. Is it possible to integrate project management software with other solutions?

A crucial item to verify before hiring the tool is the possibility of integration with other systems used in your company, such as ERP, CRM, Big Data, among others.

Integrated management is necessary for you to have a complete view of your organization's performance, including projects, whose main objective is always to bring financial return to the business.

10. What is the cost of the solution?

Finally, evaluate whether the cost of the solution is in line with the benefits offered and if it is within the planned budget for the investment. It's better to have a more expensive solution that brings better results in the medium and long term than to have software that is more troublesome than it should be.

Always remember that the cheapest software isn't always the best solution for your business. Evaluate the basic requirements first – needs, functionalities, scalability, etc. – to make cost the deciding factor.

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