Every Business has his own challenges to overcome and goals to achieve in order for this business to survive, succeed, and grow.
Tasks must be accomplished, and projects must be completed in time, within budget, and with the highest quality possible.
This is done with the help of Project Management. The more effective the business’s project management is, the more successful and profitable this business will be.
In the past, Project Management was done on piece and paper, but Technology has taken Project Management to a whole new level. In this article, we are going to discuss how project management software helps small business.
What is a Project Management Software?
A Project Management Software is an application that can help businesses with the process of planning, systematizing, and administering the time, scope, and budget for their projects.
The 4 Elements That a Project Management Solution helps handle are:
A Project Management software helps businesses manage people, material, and equipment. It ensures that a project has the right number of skilled people working on it, the correct materials needed for the project, and the equipment that the project needs in order to be accomplished with the needed quality.
What is the size of your project? What are its goals? What are the requirements of the projects? The Scope is what determines the budget and time needed for the project. Any change in scope will reflect on other elements immediately, especially the time and money elements.
Time Management is crucial, especially for small businesses. The project must have a clear and detailed timeline that everyone is committed to. All tasks must be scheduled and have a specific set duration and a deadline.
Estimating how much a project is going to be costing the business is not nearly as easy as it sounds. Still, every task must have a cost estimate and a contingency allowance must be available for tasks that go over budget.
A Project Management Software helps businesses make sure that the project stays within budget limits and stays profitable. It does this by giving managers and business owners an easy way of planning the project and monitoring its progress to make sure it stays on the planned path.
But We Can’t Afford Another Software License!
Here’s the thing: It could cost you nothing.
Like all other types of software solutions, there are now many free project management software options for small businesses that deliver great benefits and functionalities.
There are also some great open source Project Management solutions that are available to download freely and give users a ton of freedom and customization options.
So, don’t worry, you can get Project Management Solutions without breaking the bank. You just need to spend the little time and effort needed to do your research to pick out a solution that meets the specific needs and requirement of your business.
What are the Main Benefits of a Project Management Software for Small Business?
When a Small Business uses an effective Project Management Solution, this business will get 3 key benefits:
- Faster Project Completion (Thanks To great Time Management)
- An Increase in Productivity (Thanks to great resource management)
- An Increase in Profitability (More projects with quicker delivery times with higher quality)
How Can Project Management Software Help Small Business?
As we’ve seen so far, Businesses can gain great benefits from utilizing an effective Project Management Software. So, what exactly does Project Management Software offer businesses that make it so beneficial?
Let’s take a deep dive into what PM solutions enable businesses to do:
Time is money, and both are very limited. A Project manager has to find ways of keeping the actual cost of completing the projects smaller than or equal to the budget allowed in order for the business or make a profit or even stay afloat.
In the past, Budgeting was done with spreadsheets, but even today Excel Spreadsheets are often not efficient enough.
A PM solution enables the project managers to make sure the solution doesn’t go over budget by providing frequent budget reports on expenses, expenditures, and totals. This allows them to track the budget performance easily and be able to immediately take actions when you notice the project starting to go over budget.
It also simplifies tasks such as invoicing by allowing you to create and send invoices in a few clicks. You will also be able to set up email reminders for due invoices.
- Planning Ahead
It is incredibly easy to have projects delayed when you don’t have a clear plan and a defined schedule in place. A Clear Schedule defines what needs to be done, by whom, and when exactly. Time is easily lost when employees don’t know what comes next or what they should be doing at the current moment.
A PM software enables users to outline tasks, assign them, and set priorities and deadlines. This helps greatly in avoiding misunderstandings and overlapping of tasks and schedules.
Some of the planning features include:
- Task Priority
Using scheduled time slots makes rescheduling easy as it allows for accomplishing priority tasks without needing to rethink the plan completely.
- Shared Team Calendar
A Shared team calendar makes tasks visible to all team members. It also notifies all team members of deadlines, meetings, assigned tasks, milestones, and so on.
Each team member is assigned an individual task in the team, but everyone must also be on the same page. This ensures that things work out as expected when it’s time to put these tasks together.
A PM system simplifies team collaboration and makes communication between team members and management easier.
When the time needed to get answers is reduced, the time your employees need to finish the project is reduced as a consequence.
A PM system also makes sharing files, documents, and information in general easier. It makes status updates available for everyone and can notify your team of important updates instantly.
- Resource Management
Small Businesses run on limited resources, which makes resource management critical for their success. A PM solution can help you manage your resources effectively to ensure proper operation and minimize waste in time and money.
Imagine an employee starting to work on a project and suddenly stopping because they suddenly discovered that a certain tool is unavailable or missing. This means wasted time, which you are trying to avoid at all times.
Resource Management makes sure that the right people will be working on the project and they will have the right tools and materials available to them.
Documentation is one of those tasks that can take a minute or two for every task. The problem is that when you have to do it a number of times every day, you find that you’ve lost a lot of time without even noticing.
A PM solution offers an easier, more accurate data-based documentation that will save you time and energy. It provides central data storage which collects all your data in one place where you can access them quickly and share them with a few clicks.
Having all your data in one place doesn’t only mean you have a bird’s eye view of your projects, but you also get insightful reports that allow you to identify any problems you may have been unaware of to take immediate action.
Well, that’s it. I hope this has been helpful to you. If you have any questions or comments, leave them below and we will get back to you as soon as possible.