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How to find the right project management tool for your team

Altogether, choosing project management software can feel like a pretty daunting task. But it doesn’t have to be. With the right approach, you can quickly compare solutions and come out of the process with your sanity intact. Here are some questions to ask as you try to find the best project management tool for you and your team.

When it comes to choosing an online project management solution, there’s a lot to consider and a lot of options out there — but it all starts with your specific needs. Do you need a solution that manages project initiation? What about the ability to gather all the information and metrics that are important to your organization? Do all your team members require access to the same information and files? What about review and collaboration of creative deliverables? What are your reporting and analytics needs? Do you have a defined workflow, or does your team require something more flexible? How do you and your team stay as productive as possible? All of these questions should be asked before you even begin to think about pricing structure, ease of use, on-premise vs. cloud deployment, and so on and so on.

Who was this software created for?

There are a ton of project management tools on the market today and so many of them are “one size fits all.” It’s part of what makes the search for the right one so challenging. But the best way to sift through the crowd is to find a solution specifically made for your industry or business segment. For example, RoboHead was developed exclusively for in-house creative and marketing departments who want to deliver extraordinary projects for their organizations. RoboHead’s capabilities and design were built to mirror the way creative teams work and meet their most pressing needs. This leads to more efficient processes and better overall results, allowing creative and marketing teams to spend less time working with the tool and more time creating amazing work. If you want to get the most out of your project management software, you need a tool that was specifically built to meet your needs.

What’s the problem you’re trying to solve?

When considering any project management solution, you must first understand what it is you need it to do. For example, you may have an issue with missing deadlines, or getting the right information the first time when projects are requested. Or you may deal with mobile and remote clients that need to review work “on the go.” Perhaps you’re not able to pull the proper metrics to shows your team’s value. Start by prioritizing your “must have’s” and your “nice to have’s” and use that as a scorecard to evaluate the solutions. If a project management tool doesn’t have the features you need, move on — there’s no point considering it any further.

At the very least, you’re probably going to need software that can handle project requests, planning, scheduling, collaboration, sign-offs, tracking and reporting. You don’t have to get into the weeds on functionality details for every solution out there, but this process can be an important step in differentiating your top contenders.

Can I customize the solution for my implementation?

Customization can mean a lot of things to a lot of people. At a minimum, it means being able to gather the information you need to run your business. In addition, any solution should be able to accommodate the type of work you do and the workflow(s) you have. However, you also don’t want a solution that’s so customizable that you practically have to build it yourself. This puts an undue burden on your team and slows down the implementation, training and adoption process. Simply put, your project management tool should work for you, not the other way around. The right amount of customization ensures it does just that.

What kind of training and support do you need?

A project management tool won’t do you much good if you don’t know how to use it or have nowhere to turn every time you have a question. That’s why researching a software provider’s training and support resources is so important. The faster you can implement your new solution and get everyone trained and up to speed, the faster you can start delivering impactful projects. RoboHead’s training program and easy-to-implement solution help reduce downtime and empower your team to start producing great work from the very start. In fact, most RoboHead implementations take only a few weeks, compared to months with other solutions. When questions arise, RoboHead’s unlimited 24×7 support team can resolve your issue quickly to get things back on track. In short, the right project management system will go beyond the tool itself, becoming a true partner to help your organization thrive.

Choosing the right project management software is no easy task. But by asking the right questions and focusing on finding a solution that fits your unique needs, you can make the right choice and improve efficiency for your entire organization.


Looking for project management software specifically designed for in-house marketing and creative teams?

Contact us today to schedule a demo of RoboHead’s extraordinary capabilities. We’d love to show you everything RoboHead can do to move your team forward.