Productivity Essentials

Eternal question… What features should an ideal Project Management tool have?

The use of a project management tool has become a necessity in today’s world. Organizations have become dependent on such tools for collaboration among large teams or inter-office teams. Even smaller organizations are looking to increase their efficiency by using such tools. A quick Google search will give you a long list of project management tools that are both cheap and easy to use. How do you choose which tool to use? Not all project management tools are suitable for all organizations. It is important to choose a tool that suits your team’s needs.

Different tools cater to different needs. Some tools help in data management while others help in collaboration. What are the features that you look for in a Project Management Tool? No matter what your objectives are, here are a few features that you shouldn’t go without:

  1. Cloud Technology

Let’s be honest, a project management tool without Cloud technology support is pretty useless. You should be able to access your tool from anywhere, at any time. Your data, reports, notifications, etc should be easily accessible even if you’re not in the office.

  1. Mobile App

No one waits to reach office to start working anymore. You might be needed need to work during transit or during vacations as well. Your project management tool should support mobile devices and tablets to enable this behavior. Users should be able to access the tool and all its functionalities on the go.

  1. Document Integration

Every project involves either text files, presentations, or other documents. Your project management tool should be able to integrate these documents and keep a track of versions as well. Users should be able to upload all types of files and maintain them in a systematic, easy to find way.

  1. Report Generation

A good project management tool will provide timely reports based on KPIs that you have set for the team. The reports should be accessible to the team managers as and when required. It would be great if reports can be exported as well.

  1. Customizable Notifications

Without timely notifications, it’s easy to slip back into your previous unproductive routine. You need to be notified when projects are due, when approvals are required and when projects are complete. These notifications can be over email or push notifications on your phone. You should be able to customize the frequency of these notifications so that you’re not overwhelmed.

  1. Pay as you go

There’s no point investing a large amount of money in a tool that you may not find useful later.

Choose a project management system that lets you pay as you go and only pay for the team members who regularly access the tool.

  1. 24/7 Support

Assistance should be available round the clock for any doubts or clarifications about the tool or its functionality. The support team should be committed to help customers and walk them through the tools features and functionalities. Check if your project management tool has live chat, FAQs, online user manuals and/or email support.

  1. External Integrations

Look for a tool that can integrate with other cloud-based tools. Can you attach docs from Google Drive? Can you send an email directly from the tool? These are very important questions to ask before zeroing down on the right project management tool.

As long as any project management tool has the above features, using it within your team will not just help timely completion of deliverables but also enhance productivity.

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