A Guide for Buying a Project Management Software in 2023

by Daniel Raymond · January 26, 2023

A project management software buying guide is a document or resource that provides information and guidance to help individuals or organizations make informed decisions when purchasing project management software. It typically includes information on the different options available, the features and benefits of each option, the cost, and any other relevant factors that may impact the purchasing decision. It also includes any comparisons, reviews, or ratings of the software and provides recommendations or best practices for using the software.

Main Points while Looking for a Project Management Software

Identify your project management needs: Determine what specific features and functionality your team requires in a project management software. This can include task assignments, timelines, budget tracking, and collaboration tools.
Evaluate different software options: Research and compare different project management software options based on your identified needs. Look for software that has a proven track record and positive customer reviews.
Consider scalability: Choose a software that can grow with your team and business. It should be able to handle increasing numbers of projects and team members.
Integration with other tools: Consider if the software can integrate with other tools your team is already using, such as email, calendars, and document management systems.
User-friendly interface: Make sure the software is easy to use and navigate. A clean, intuitive interface will help ensure that your team will actually use the software.
Mobile accessibility: Check if the software can be accessed on mobile devices. This can be especially important for teams that are frequently on the go.
Security and data privacy: Ensure that the software provider has strict security and data privacy protocols in place to protect your team’s data.
Support and training: Look for a software provider that offers excellent support and training resources. This will ensure that your team can quickly get up to speed and make the most of the software.
Cost: Compare the costs of different software options and choose one that fits within your budget. Keep in mind that free or low-cost options may not include all the features your team needs.

Identify your Project Management Needs

Define the project scope: Clearly define the objectives and goals of the project, as well as any constraints or limitations. This will help you identify the specific features and functionality that the project management software will need to support.
Assess team needs: Consider the size and composition of your team, as well as their specific roles and responsibilities. This will help you identify any collaboration or communication tools that will be necessary for the software.
Evaluate current processes: Assess your current project management processes and identify any areas that could be improved with the help of a project management software. This can include task assignments, timelines, budget tracking, and reporting.
Consider scalability: Think about how the project and your team may change in the future. Will the software be able to accommodate an increasing number of projects and team members?
Identify integrations: Identify any other tools or systems that your team is currently using, such as email, calendars, or document management systems. Look for a project management software that can integrate with these tools.
Mobile accessibility: determine if your team need to access the software while they are on the move.
Security and data privacy: Consider how sensitive the project data is and ensure that the software provider has strict security and data privacy protocols in place to protect your team’s data.
Support and training: Identify the type of support and training resources that will be necessary for your team to effectively use the software.
Cost: Determine the budget for the software and consider the cost of implementation, maintenance and training.

Evaluate Different Project Management Software Options

Research and compare: Research different project management software options and compare them based on the features and functionality that you have identified as necessary for your team. Look for software that has a proven track record and positive customer reviews.
Test the software: Some project management software providers offer free trials or demos. Take advantage of these opportunities to test the software and see if it meets your team’s needs.
Look for scalability: Consider if the software can accommodate increasing numbers of projects and team members as your team and business grow.
Check for integrations: Verify if the software can integrate with other tools that your team is already using, such as email, calendars, and document management systems.
Evaluate the user interface: Assess if the software is easy to use and navigate. A clean, intuitive interface will help ensure that your team will actually use the software.
Mobile accessibility: Check if the software can be accessed on mobile devices. This can be especially important for teams that are frequently on the go.
Security and data privacy: Ensure that the software provider has strict security and data privacy protocols in place to protect your team’s data.
Support and training: Look for a software provider that offers excellent support and training resources. This will ensure that your team can quickly get up to speed and make the most of the software.
Cost: Compare the costs of different software options and choose one that fits within your budget. Keep in mind that free or low-cost options may not include all the features your team needs.
Talk to current users: Reach out to current users of the software and ask for their feedback, this can give you a good idea of what to expect from the software and how well it works in practice.

Consider Scalability

Scalability in project management software refers to the ability of the software to accommodate an increasing number of projects and team members as your team and business grow. This includes the ability to handle larger amounts of data and the ability to support more users. Scalability is important because it ensures that your project management software can grow with your business, rather than becoming a bottleneck as your team and projects expand.

Scalability can also refer to the ability of the software to handle different levels of complexity and project sizes. Some software may only be suitable for small teams and projects, while others may have the capability to handle large, enterprise-level projects.

Scalability can also refer to the capacity of the software to integrate with other tools and systems, this can be important if you are expecting your team to use multiple systems and want to avoid data silos.

In summary, scalability in project management software is the ability of the software to handle increasing numbers of projects, team members and complexity, as well as the ability to integrate with other tools and systems. This will ensure that the software can grow with your team and business, rather than becoming a bottleneck as you expand.

Integration with Other Tools

Integration with other tools refers to the ability of project management software to connect and work seamlessly with other software and systems that your team is already using. This can include tools such as email, calendars, document management systems, and other project management software.

Integration can help your team avoid data silos and ensure that everyone has access to the same information at all times. It can also help automate certain tasks, such as updating task assignments and timelines, which can save time and improve efficiency.

When evaluating project management software options, look for software that offers a wide range of integrations, including popular tools such as:

Email: integrate project management software with your email client, allowing team members to receive updates and notifications directly in their inbox
Calendar: integrate with calendar tools such as Google Calendar, Outlook, or iCal, to share project schedules and deadlines
File storage: integrate with cloud-based file storage and sharing tools such as Google Drive, Dropbox, or OneDrive, to share project-related documents and files
Productivity tools: integrate with tools like Trello, Asana, or Basecamp, to manage tasks and collaborate on projects
Time tracking: integrate with time tracking software like Toggl, Harvest, or Time Doctor to track hours spent on tasks and projects
Accounting software: integrate with accounting software like QuickBooks, Xero, or Zoho Books to track budget and expenses

Keep in mind that not all software providers offer the same integrations, so make sure to check for compatibility with the tools your team is currently using.

In summary, integration with other tools refers to the ability of a project management software to connect and work seamlessly with other software and systems that your team is already using. This can help automate certain tasks, save time and improve efficiency, and avoid data silos.

User-friendly Interface

A user-friendly interface for a project management software is one that is easy to use and navigate. This means that the software should have a clean, intuitive design, with clear and consistent layout, labels, and icons. The interface should be easy to understand, with features and functionality that are easy to access and use.

A user-friendly interface can include features such as:

A dashboard that provides a quick and easy overview of the project status, upcoming tasks, and any outstanding issues
A navigation menu that is clearly labeled and easy to use, allowing users to quickly access different sections of the software
Task management tools that are easy to use, with clear labels and icons, and the ability to sort and filter tasks by different criteria
Collaboration and communication tools that are easy to use, with clear labels and icons, and the ability to share information and updates with team members
Reporting and analytics tools that are easy to use, with clear labels and icons, and the ability to generate customized reports
A search function that allows users to quickly find specific tasks, projects, or team members
A mobile-friendly interface that allows users to access the software on their mobile devices, this can be especially important for teams that are frequently on the go

A user-friendly interface can help ensure that your team will actually use the software, which can improve productivity and efficiency. It can also help reduce the amount of time and resources needed for training, as the interface is simple and easy to understand.

In summary, a user-friendly interface is one that is easy to use and navigate, with clear and consistent layout, labels, and icons. It should be easy to understand, with features and functionality that are easy to access and use. A user-friendly interface can help ensure that your team will actually use the software, which can improve productivity and efficiency.

Mobile Accessibility

Mobile accessibility is important for a project management software because it allows team members to access the software and manage their tasks and projects from their mobile devices. This can be especially beneficial for teams that are frequently on the go or work remotely, as it allows them to stay connected and up-to-date with their projects even when they are away from their desk.

Here are a few specific reasons why mobile accessibility is important for a project management software:

Flexibility: With mobile accessibility, team members can work on their projects and tasks at any time, from any location, which can increase productivity and efficiency.
Stay connected: Mobile accessibility allows team members to stay connected with their projects and team members, even when they are away from their desk, which can help reduce communication and coordination issues.
Improved communication: Mobile accessibility allows team members to communicate and share information with each other in real-time, which can help ensure that everyone is on the same page and working towards the same goals.
Better task management: Team members can easily access and update their task assignments, timelines, and progress from their mobile devices, which can help ensure that projects stay on track and deadlines are met.
Increased adoption: A mobile-friendly interface can increase the adoption and usage of the software among team members, as they can easily access and use the software on their mobile devices.
Better collaboration: Mobile accessibility enables team members to collaborate on projects and tasks remotely, which can help to increase productivity and efficiency.
Emergencies: In case of an emergency, mobile accessibility allows team members to stay connected and continue to work on their projects even if they are away from the office or unable to access their computers.

In summary, mobile accessibility is important for a project management software because it allows team members to access the software and manage their tasks and projects from their mobile devices. This can increase productivity and efficiency, improve communication and collaboration, and increase adoption of the software among team members. It can also help ensure that projects stay on track and deadlines are met, even when team members are away from their desk or working remotely.

Security and Data Privacy

Security and data privacy are important with a project management software because they protect sensitive and confidential information that is stored and shared within the software. This can include sensitive project information, financial data, and personal information of team members.

Here are a few specific reasons why security and data privacy are important with a project management software:

Compliance: Many industries have specific regulations and compliance standards that require the secure handling of sensitive information. Using a project management software that meets these requirements can help ensure that your organization remains compliant and avoids costly fines and penalties.
Protection of sensitive information: Project management software may contain sensitive information such as financial data, confidential business information, and personal information of team members. Proper security measures can help protect this information from unauthorized access, theft, and loss.
Maintaining trust: Your team members and clients trust you with their sensitive information, if there is a security breach or data loss, this can cause serious damage to your reputation, and loss of trust.
Protecting against cyber-attacks: Project management software is a prime target for cyber-attacks, such as phishing, malware, and ransomware. Strong security measures can help protect against these attacks and prevent sensitive information from being compromised.
Data Backup: In case of a security breach or data loss, having proper backup and disaster recovery plan in place ensures that your data is safe and can be recovered quickly.
Data privacy: Data privacy is the protection of personal information and it’s important to ensure that data is collected, stored and used in accordance with laws and regulations.

When evaluating project management software options, look for software that offers strong security measures, such as encryption, multi-factor authentication, and regular software updates. It’s also important to check that the software provider has a clear and transparent data privacy policy and complies with relevant laws and regulations.

Good Support and Training

Good support and training for a project management software are essential to ensure that your team can effectively use the software and achieve their goals.

Here are a few key elements of good support and training for a project management software:

Accessible and responsive customer support: The software provider should offer a variety of ways to contact them for help, such as email, phone, or live chat. They should also have a dedicated support team that is available during regular business hours and can provide timely and accurate responses to questions and issues.
Comprehensive documentation: The software provider should offer detailed documentation and user guides that explain how to use the software, including step-by-step instructions and screenshots. This documentation should be easily accessible and updated regularly to reflect any changes or updates to the software.
Onboarding and training resources: The software provider should offer onboarding resources, such as webinars, tutorials, and training videos, to help new users get started with the software. They should also offer ongoing training resources, such as webinars and online tutorials, to help users stay up-to-date with new features and best practices.
Regular software updates: The software provider should release regular software updates to fix bugs, improve performance, and add new features. They should also provide clear release notes and documentation to help users understand the changes and how they may affect their workflow.
Integration support: The software provider should have a dedicated team that can help you with any integration issues you may have with other tools you are using.
Scalability support: As your organization grows, the software should be able to scale with your needs. The software provider should be able to help you with any scalability issues you may have.

In summary, good support and training for a project management software should include accessible and responsive customer support, comprehensive documentation, onboarding and training resources, regular software updates, Integration support, and scalability support. These elements can help ensure that your team can effectively use the software and achieve their goals.

Cost

The cost is an important factor to consider when choosing a project management software because it can have a significant impact on the overall budget and resources of an organization.

Here are a few specific reasons why the cost is important while choosing a project management software:

Budget constraints: Every organization has a budget and it’s important to ensure that the cost of the software fits within the constraints of that budget.
Return on investment (ROI): The cost of the software should be balanced against the potential benefits and return on investment that the software can provide. It’s important to consider the long-term value of the software and how it can improve productivity and efficiency within the organization.
Scalability: The cost of the software should also be considered in light of the organization’s future growth plans. Will the software be able to scale with the organization’s needs or will additional costs be incurred as the organization grows?
Subscription model: Some software providers offer a subscription model, which may have a lower upfront cost but require ongoing payments. It’s important to consider the total cost of the software over the long-term, including any additional costs for support, upgrades, and integrations.
Hidden costs: Some software providers may charge additional fees for certain features or integrations. It’s important to understand all of the costs associated with the software, including any hidden costs, before making a decision.
Free vs Paid: Some software providers offer a free version of their software, but these versions often have limited features and may require you to upgrade to a paid version to access certain features. It’s important to consider the cost of the software in relation to the features you need.

In summary, the cost is an important factor to consider when choosing a project management software because it can have a significant impact on the overall budget and resources of an organization. It’s important to consider the budget constraints, return on investment, scalability, subscription model, hidden costs and free vs paid options when evaluating the cost of the software.