Software Shopping
For more complex and larger-scope projects, you may want a program that assists you in all key project areas. Integrated project-management software programs can help you set up your budget, fill in your task list, include all task details, set up schedules, create Gantt Charts and network diagrams (see Chapter 11), and monitor all aspects of the project. From hours put in by team members to expenditures and reaching key milestones, the monitoring process should cover various project areas. In the end, the program can print out a table, graph, chart, report, or whatever project information you need.
For smaller projects, you can use a basic spreadsheet program, a word processing program, or a presentation program. Basic, cross-functional programs can handle the elements of a simple project, and are easier to familiarize yourself with than the more elaborate integrated systems. Of course, if you use several different individual software programs to handle various tasks, you won't have the added feature of integrating them. You'll be reentering data several times, and that will slow you down.
Keep It Simple
Don't make a project more complicated than it is by setting up an elaborate software program. Personal projects, home improvements, school projects, neighborhood projects, and smaller-scale business projects generally won't require you to use specialized project management programs. Check out what tools you have available to you on your computer before investing in additional software.
One of the most significant aspects of software programs is that they handle numerous details. On larger, complex programs, this is beneficial from an organizational perspective. The programs allow you to clear your mind of extraneous information. Lower your stress level — let the software program manage the wealth of details so that you can handle the people problems and make the big decisions.
When deciding what software will best suit your needs, consider your own level of comfort and expertise on the computer. Some people can sit down with a complicated program and figure it out in an hour. For such people, the finest software systems are worth their abundance of capabilities. For others, the more intimidating the program, the more reasons there seem to be not to use it. Every year, millions of hours are wasted by team members and project managers staring at computer screens trying to figure out what went wrong. Don't let this happen to you.
Besides data storage and implementation, what do you need from a software program or programs? Use this checklist to help you determine your requirements:
Scheduling
Task-management listings, skills matrix, and personnel lists
Gantt charts and other graphs and diagrams
Budgeting capabilities
Accounting
Calendar
Word processing
Problem-management solutions
Project tracking and monitoring
Resource tracking
Tracking multiple projects
Multiple-user capabilities
“What if” risk-management assistance
Communications system (for working with team members on and off site)
Creating reports and presentations
Compatibility with other programs
Be an Educated Consumer
It's also advantageous to get a thirty-day, money-back guarantee, in case the program isn't delivering what you anticipated or the functions are not user friendly. Allow for a reasonable learning curve, but be realistic. If the package is overwhelming and it isn't making your life and the life of the project easier, then it's not for you.
Look around for various other features, and determine what you need given the scope of the project. Be sure you factor in your computer skills and comfort level. Try to anticipate features you may need as the progress grows and changes. It's better to have an extra feature or two than to not have significant features you may need later on. After evaluating your needs, determine whether you are going to use an integrated project-management program or separate organizational tools. Keep in mind that if you need more than two individual programs, the integrated system may be best. Consider the scope and the costs involved in your project, and remember that the software package should not cost more than the project!
