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Why You Need a Project Management System

Updated: Aug 30, 2023

Blue arrow with lines
Blue arrow with lines

We see so many organisations try and manage a project, or series of tasks with a spreadsheet. If you think...yup...that's me then look...there's nothing wrong with that. But it just isn't the best way to work with your collegues, to track progress, or work out if something isn't going to be on time.

If you are managing any kind of project, whether it's in your personal or professional life, a project management system can help you stay organised and on track.

Here are some reasons why you need a project management system:

1. Centralised Communication

A project management system provides a centralised platform for communication among team members. This ensures that everyone is on the same page and has access to the same information. It also helps to avoid miscommunication and keeps everyone informed about project progress.

2. Better Collaboration

Collaboration is an essential aspect of any project. A project management system facilitates collaboration by allowing team members to work together, share ideas, and provide feedback in real-time. This results in better decision-making and improved outcomes.

3. Improved Efficiency

The right system helps to streamline project workflows and automates repetitive tasks. This reduces the time and effort needed to complete tasks, resulting in improved efficiency and productivity. Essentially you get more time to actually DO the work...and that's the point isn't it?

4. Better Time Management

A project management system allows you to set deadlines, assign tasks, and track progress. This ensures that project timelines are met and deadlines are not missed. It also helps to identify potential delays and take action before they impact the project.

5. Better Resource Management

You can manage resources such as people, equipment, and materials effectively. This ensures that resources are utilised efficiently, resulting in cost savings and improved project outcomes.

6. Increased Accountability

One of the biggest advantages of a project management system is that it increases accountability among team members. Yo

u can assign tasks to specific team members, set deadlines for completion, and track progress. This helps to ensure that everyone is accountable for their work and that the project stays on track.

7. Better Project Visibility

Additionally you have better visibility into the project, allowing you to monitor progress, identify potential issues, and take corrective action. This helps to ensure that the project is completed on time and within budget.

8. Improved Client Satisfaction

This system can also improve client satisfaction by providing timely updates and ensuring that the project is completed to the client's satisfaction. This helps to build trust and foster long-term relationships with clients.

9. Scalability

A good project management system is scalable, meaning that it can grow and adapt to meet the changing needs of your business or project. This makes it a valuable investment for any organisation.

But how do you choose the right project management system for your needs? Here are some things to consider and ALWAYS get a free trial to test what you want to use the system for:

1. Features of a project management system

Different project management systems offer different features. Some are more basic, while others are more robust. Consider what

features you need to manage your project effectively, such as task management, time tracking, resource management, and collaboration tools.

2. Ease of Use

The project management system you choose should be easy to use and navigate. You don't want to waste time and energy trying to figure out how to use the system. Look for a system with a user-friendly interface and intuitive navigation.

3. Integration

Consider whether the project management system integrates with other tools and software you use. For example, if you use a CRM system, you may want a project management system that integrates with it.

4. Cost

Project management systems can vary in price, from free to thousands of pounds per year. Consider your budget and choose a system that provides the features you need at a price you can afford.

5. Customer Support

Finally, consider the level of customer support provided by the system. You want one that offers responsive and helpful customer support in case you have any issues or questions.

By looking into all of these options you can get something that grows with you, supports you and the team and keeps everyone on track.

If you still feel a little overwhelmed by the choice on the market and need support please get in touch and book a call - click the link below. One of AFTA's superpowers is implementing the right system after a comprehensive needs analysis 😊

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