Project management systems have become essential for any business to streamline its operations, improve collaboration, and consistently meet deadlines.
Did you know that a recent study by the Project Management Institute revealed that 46% of companies prioritize structured project management? Clearly, having the right tools in place can significantly enhance your business.
But with so many options on the market, selecting the right one can be overwhelming. Below are the six most critical features that every effective project management system should have, complete with detailed insights to help you make an informed decision.
By the end of this article, you’ll know exactly what to look for when shopping for a PMS. So without further ado, let’s get started!
What Is a Project Management System?
A project management system is a tool used by businesses to plan, execute, and track the progress of projects. It is a critical component of any effective project management strategy, allowing businesses to optimize resources and track progress against milestones.
Many types of PMS are available on the market, each with its distinct features and benefits. When choosing software for your business, it is important to consider your specific needs and requirements.
What Are the Benefits of Using a Project Management System?
When it comes to project management, using a system is key. Why? Because a system will help you stay organized and on track. There are a lot of different project management systems out there, but the one that’s right for you will depend on your specific needs. There are many benefits of using a project management system, including:
- Improved communication and collaboration between team members
- Better visibility into the status of projects
- Increased efficiency and productivity
- Reduced risks of errors and missed deadlines
- Improved customer satisfaction
How Can a Project Management System Help You Be More Productive?
Imagine this: you are in the middle of a project and realize you need some extra resources. With a project management system, you can quickly and easily add those resources to your project.
Lack of a project management system you would have to track resources and tasks manually, requiring you to spend more time on
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- It can help you manage your time more effectively by providing features like task lists, calendars, and reminders. This can free up time that would otherwise be spent on administrative tasks and allow you to focus on more important matters.
- A project management system can help you track progress and ensure deadlines are met. This is especially helpful when working with multiple team members on large or complex projects. By having all the relevant information in one place, you can avoid confusion and wasted time.
- It can improve communication between team members. This is essential for coordinating tasks and ensuring everyone is on the same page. You can avoid misunderstandings and save time by using a system to share files and communicate electronically.
Overall, a project management system can be a valuable tool for increasing productivity. By helping you manage your time, track progress, and improve communication, it can make it easier to get work done and meet deadlines.
Read our blog on Project Management Trends in 2024
What Are the Top 6 Things to Look for in a Good Project Management System?
When it comes to project management systems, there are a lot of different factors that you need to consider. Here are the top things that you should look for in a good project management system:
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User-Friendly Interface
If your project management system’s interface is clunky or confusing, it can deter team members from fully engaging with the platform. A user-friendly interface minimizes time spent learning the system and allows team members to get straight to work.
What to Look For:
- Customizable Dashboard: A good PMS should let users customize their dashboards based on individual roles or preferences. For example, a project manager might want to see a full project overview, while a team member may only need their specific tasks.
- Clear Navigation: Intuitive navigation, with clear labels and an organized structure, reduces time spent searching for features or updates. Every user should be able to locate essential tools like task lists, messages, and documents within a couple of clicks.
- Onboarding and Tutorials: Look for systems that offer onboarding guides or in-app tutorials. These are particularly helpful for getting new team members up to speed quickly.
Examples: Trello and Juntrax are popular choices for their simple, visual interfaces. Juntrax offers a clean, intuitive interface with customizable dashboards, enabling users to organize their workspace according to their preferences. The platform’s straightforward navigation ensures that both new and experienced users can operate it with ease.
Tips: During a free trial, evaluate how quickly you can navigate the platform and complete simple tasks. If it feels intuitive initially, it’s likely a good choice for your team.
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Functionality
When considering a PMS, it is important first to consider the functionality of the system. There are a few key things to look for in a good project management system:
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- Ability to create and manage projects: It should allow users to create and manage projects efficiently. It should also have tools for tracking project progress, assigning tasks, and managing deadlines.
- The ability to collaborate with team members: It should make it easy for team members to communicate and work together on projects. It should have file sharing, task assignment, and commenting.
- The ability to track performance: It should have features that allow users to track the performance of individual team members. This can help identify areas of improvement and ensure that everyone is working towards the same goal.
3. Task Management and Prioritization
Effective task management ensures that no task goes unnoticed or unassigned. Prioritization, on the other hand, helps you allocate resources to high-impact tasks first, keeping the project on track.
What to Look For:
- Task Creation and Delegation: The PMS should allow for quick and easy task creation with assignment options. Each task should have fields for descriptions, attachments, and comments to provide necessary context.
- Deadline and Dependency Setting: A robust PMS enables users to set deadlines, assign dependencies, and create milestones. This is essential for planning projects that require certain tasks to be completed before others can begin.
- Priority Settings: Your team should be able to see which tasks are critical at a glance. Look for systems that allow for color-coded tags or filters by priority.
Examples: Monday.com and Juntrax stand out in task management. Monday.com provides a clear, column-based view where you can track task status, due dates, and assignees, and the platform’s “priority” column highlights the most critical tasks.
Juntrax’s project management module allows for seamless task creation, assignment, and tracking. Users can set deadlines, define dependencies, and prioritize tasks to ensure efficient workflow management.
Tips: Avoid systems that limit task categorization options. A flexible system will allow you to tailor tasks to the specifics of each project, increasing team efficiency.
4. Customer Support
When it comes to choosing a PMS, customer support is critical. You want to be sure that the company you’re working with has a dedicated team of customer support experts available to help you with any questions or issues you may have.
The best way to determine if a company has good customer support is to read online reviews and testimonials. Look for companies with high satisfaction ratings and positive feedback from their customers.
5. Integrations
Your team likely uses various tools daily, from CRM systems to cloud storage solutions. A PMS that integrates with these systems will streamline operations, reduce manual data entry, and improve productivity.
What to Look For:
- Pre-Built Integrations: Most modern PMS options offer pre-built integrations with popular tools, such as Slack, Google Workspace, and Salesforce. This eliminates the need for custom API work and ensures seamless platform communication.
- Automated Workflows: Advanced integrations let you automate repetitive tasks. For example, if you use a separate ticketing system, integration with your PMS can automatically create tasks from new tickets.
- Two-Way Data Sync: Data syncing ensures that changes made in one app reflect in another, maintaining consistency across tools.
Examples: Jira and Juntrax offer extensive integration capabilities. Jira integrates with over 3,000 apps, including Slack for messaging and GitHub for code repositories, making it ideal for software development teams. Juntrax integrates various business operations, including HRMS, PSA, and Financials, into a single platform, reducing the need for multiple tools and ensuring data consistency across functions.
Tips: List the tools your team uses most often and check if your PMS integrates with each one. This can save you time and prevent unnecessary manual work in the future.
6. Reporting and Analytics
Accurate reporting allows project managers to monitor progress, analyze productivity, and identify areas for improvement. Analytics features within a PMS provide the insights you need to make informed, data-driven decisions that positively impact the team and project.
What to Look For:
- Customizable Reports: Choose a PMS that lets you customize reports based on your needs, whether it’s task completion rates, budget summaries, or team member contributions.
- Visual Dashboards and Charts: Visual aids, like Gantt charts and burn-down charts, make it easy to see the status of your project and understand where potential bottlenecks may arise.
- Real-Time Data and Updates: Access to real-time data means you don’t need to wait until the end of a project to analyze outcomes. This feature allows you to adjust strategies as needed based on current performance.
Examples: Zoho Projects and Juntrax excel in analytics. Zoho Projects provides a comprehensive suite of reporting tools, from simple charts to complex visualizations, allowing you to track hours, expenses, and completion rates.
Juntrax provides dynamic financial management and accurate cash flow tracking, offering detailed insights into project performance and financial health. Users can generate various reports and access real-time data through intuitive dashboards.
Tips: Ask yourself what specific insights you want from the system. If tracking deadlines is a priority, look for Gantt chart and milestone-tracking features. For resource-focused teams, choose a PMS with dashboards that track workload and efficiency.
Read out the blog Benefits of using Project Management System in Startups & SME
How to Choose the Product for Your Needs
There are a few key things you should look for when choosing a project management system for your needs,
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- The PMS is compatible with your devices.
- It has all the features you need.
- It’s easy to use.
- It’s affordable.
- It’s reliable.
- It’s been tested by other users.
- The company is reputable.
- Ask for a demo before you buy.
Why Choose Juntrax
Juntrax provides the most complete and user-friendly PMS on the market. This system saves you time and money while streamlining your project management processes.
Some of the key features include:
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- A user-friendly interface that is easy to use and navigate
- A comprehensive set of tools and features to help you manage your projects
- A wide variety of reports and dashboards to help you track your progress
- A flexible pricing model that allows you to pay for only the features you need
Whether a small business or a medium enterprise, Juntrax has the tools and features you need to manage your projects effectively.
Contact us today to learn more about how Juntrax can benefit your business or organization.
