How To Use Project Management System for Small Teams

Nowadays, not every company and not every team has a formalized project management process. You may work in a large organization or in a rapidly growing startup, but in both cases, such a process may not be a priority. However, these days it’s getting harder and harder for you to stay organized and stay on top of the projects. Perhaps you are even thinking about project management, but only teams that have specially trained managers can afford such a system. Right?

Not really. KPI Software believes that project management skills help teams achieve goals more effectively. Finding ways to plan, manage, and execute work is important for any team or company. You don’t have to use all the elements of a traditional project management system. Knowing some fundamentals will already bring considerable benefits to your team.

What is Project Management?

Project management helps teams organize, track, and complete project work. A project should be considered as a list of tasks to achieve a specific goal. Project management will help your team plan, control and execute the whole process to deliver the project on time. With a project management tool, a team can organize all work in one place, share feedback and progress, and ultimately collaborate more effectively.

Why You Need Project Management System?

How to make sure that all employees know what tasks need to be done, who is responsible and what are the deadlines for it? Planning and organizing all of these major components and small details are absolutely essential to project and your team’s success. However, this is one of the biggest challenges for teams and companies in general.

So, how do you know if project management software is right for you? Here are four signs your team needs this tool:

  1. All employees use different systems to manage their work, leaving projects, tasks, documents, and communication channels in your team scattered across multiple tools.
  1. Employees don’t know what to work on and what to prioritize, and they don’t understand how to figure it all out, which is why they spend a lot of their (and, most likely, your) time looking for answers.
  1. The process of prioritizing and requesting status updates mostly is done through meetings, emails, or manual completion of complex spreadsheets.
  1. Because of all of the above, employees constantly do not have time to complete the work on time.

Benefits of Project Management System

If you’re still unsure about whether you need project management, learn more about its benefits below:

  • Interaction with the project team in real time. Project management systems typically contain communication tools that allow the project team to communicate in real time. The advantage is that each team member can address issues as they come up.
  • Document flow. For projects that use a lot of documentation, the workflow functionality allows staff to edit, update report statuses, and create views that provide communication and visibility.
  • Project cost management. Project cost management is one of the most important benefits of project management. Project management systems usually contain functionality to help manage project costs.
  • Ability to manage risks, forecasts and budgets. Identification of project risks, formation of forecasts and control of budgets are some of the main advantages of project management systems.
  • Reporting. With flexible reporting formats and the ability to quickly access the necessary data, the project management system will help you complete tasks on time.
  • Ease of use. Software built using control panels requires little to no training before getting started. Easy to use and install, it allows you to quickly increase the efficiency of project management systems.

How to Implement Project Management Effectively

Keep these recommendations in mind as you start implementing items inside your business to enhance the success of your project management system:

  • Establish your company’s business drivers, then prioritize where project management approaches should be used first.
  • Take a straightforward, tried-and-true approach to project management; if it’s too difficult, people are less likely to adhere to it.
  • Train individuals at all levels to utilize your project management tools so that everyone benefits from staying on track and adding value to your company.
  • Focus on the workers with the least project management experience first; they have the most to gain and will see the results fast.

Final Thoughts

Skip cumbersome spreadsheets and endless email threads to successfully complete projects without stress or confusion. Once you get comfortable with project management software, it will be hard to imagine your life without it.

KPI Software’s project management tool helps teams organize and streamline the project management processes. KPI ERP’s project management has the most used features:

  • Task management
  • Project tracking
  • Collaboration
  • Time-tracking
  • Resource management
  • Budget management
  • Gantt chart
  • Risk management

Try KPI Software’s Project Management module for 14-days free!