Solve the Puzzle of Productivity with Work Flow Management Software
- Feb 14 2018
In today’s competitive and technology-driven world of business, online project management and collaboration tools have become critical determinants in the efficient and timely delivery of projects. Such tools improve the quality of output and reduce project delivery times by enabling geographically dispersed teams to create, share, and collaborate on projects from a centralized place. Additionally, managers are able to remotely allocate tasks, monitor progress, and intervene where necessary.
In this article, we enumerate the salient features you need to have in a project management software in order to increase productivity at work.
1. Open API for Integration with other applications
A well-designed project management software must have the capabilities to integrate with other applications and tools in use inside and outside the organization. Such Apps and integrations improve employee’s productivity by eliminating the time spent switching from one system to another as well as duplication of efforts and errors in data capture.
Additionally, integrations enable the creation of a single point of truth and dramatically improves the real-time visibility of data and information across various systems/departments.
Some of the important integrations for a project management application include integrations with Google Drive, Gmail, Facebook Metrics, Link Manager, Google Analytics, PayPal, DropBox, Microsoft Word and Excel, Chrome and Firefox for browser notifications, and Google Search Console
2. Resource Management Tool
Project management software should have an easy-to-use resources management tools which allow project team leaders to assign tasks, allocate resources and track work status updates and performance.
Such tools provide the team leaders with the capability to access their team members’ profiles and see their updates. These updates may include what the team member’s accomplishments are, what they are working on, and the requests on their plate. This improves productivity by minimizing the time, effort and cost spent on emails, telephone calls, and chat programs between managers and their team members.
3. Collaboration capabilities
Successful project completion is dependent on effective sharing and communication between team members, both internally in the organization and externally with other business partners. Project management software applications have evolved over time to provide modern collaboration tools such as web meetings, centralized information boards, discussion tools, notification modules, integrated calendar views etc. to facilitate teamwork.
Using the various collaboration tools, you can substantially reduce the time spent on meetings or reporting progress since team members are able to easily update project status online. Additionally, the collaboration tools enable team members to hold online discussions on a task, share files, add time sheets, and collaborate on files thus ensuring that only one version of a given file exists at any one time.
4. A library of standard reports and a report generation Engine
Project management software must possess a rich library of standard reports necessary for effective management of projects, people, and other resources right from the initial project request to the eventual delivery. The application should include a highly customizable dashboard which provides, at a glance, the overall position of the task and projects being managed.
In addition, the software should have the capabilities to develop custom reports such as graphs and real-time dashboards that track all projects and their resources, budgets, and schedules.
Typical project reports include user time logs, user workload, Google Analytics report, Link Manager report, among others. The reports should be download in various formats such as Microsoft Word, Microsoft Excel, and PDF for ease of further analysis and sharing.
A good project management software must be accessible to the team members at all times enabling them to work from anywhere and anytime. Today, the trend is to invest in cloud-based application since they require minimal investment in IT infrastructure for their setup and operation. Further, this provides you with real-time data at all times.
Further, in addition to availability through a web browser, the application should be accessible across different mobile technology platforms through apps for iPhone and iPad, Android phones, tablets, watches and Kindle Fire.
In this way, team members are able to work while in the train on their way home or to the office, at the comfort of their couches at home, or while sipping a latte at a coffee shop.
When properly supported by all team members, project management software can greatly improve the productivity of a team and the quality of the output. It improves the way information, files or documents are shared between team members and gives the team members the independence to be in charge of their work by allowing them to work from anywhere, anytime.