Although the market is full of top-tier solutions for IT project managers, limited budgets mean we must be very selective. In this article, we will cover which types of software are essential for delivering IT projects and why you should prioritise acquiring them first.
We are fortunate to live in an era where our technology is advanced enough to handle more complex tasks than basic Excel spreadsheet calculations. While project demands have never been higher, today's project managers have many solutions at their disposal to help them meet these challenges. However, having too many options isn’t always beneficial, especially when projects are constrained by common issues like tight budgets. It is very easy to make a wrong and costly decision. That is why we are writing this article - to help you avoid some of that trouble.
In the article below, we will highlight the types of solutions that form the foundation of a tech stack and briefly explain their importance to overall success. We will also explore different variations of the same tools and discuss how to select the most suitable one for you, when is the ideal time to invest, and how excluding these tools can impact your business in the long term.
What Software Do Project Managers Use?
Project managers use a variety of digital tools, often called a tech stack. Although each project may have a different setup, there are essential solutions that every IT project manager needs. These include:
The Foundation of a Tech Stack
Just like when building a house, you need to start with a solid foundation when building your tech stack. There are two essential types of solutions that IT project managers must have: a project management tool and a time tracking tool. Let’s take a closer look at each to understand their role and significance.
Project Management Tool
The clue is in the very name. A project management tool is essential for keeping everything running smoothly. It acts as a centralised hub that provides visibility into the overall progress of the project, as well as how each team member is managing their tasks. These are the fundamental features found in every solution. Depending on what the developer offers, there may be additional features, different interfaces, or industry-specific add-ons needed. Ultimately, this is the tool required to oversee the project's workflow and the use of available resources.
Because the core functionality is quite simple, many free tools are available online. However, if you work with larger teams, especially including full-time staff and temporary workers, you should consider investing in a more intuitive and flexible tool. In other words, project management tools are easily accessible to everyone, regardless of budget. Naturally, more advanced solutions will come with higher costs.
Time Tracking Tool
In a sense, it is similar to what the project management tool does, as it also monitors your team's progress in handling tasks. However, it provides more detail and focuses on the time spent on specific activities. The importance of this lies in its ability to identify where your project might be stalling, enabling you to make decisions such as allocating additional resources to speed up progress. Furthermore, it can help uncover general gaps in the workflow, such as inefficient processes, poor communication, lack of alignment, and various other issues.
Another important thing to note is that most projects require accurate tracking of the hours the team spends on delivering work to bill the client correctly. Sometimes, different tasks or the workers performing them will have varying rates attached to them. This means they should not be combined with the overall time spent on the project. That said, a time-tracking tool is quite essential for both the quality of the project and effective communication with the client.
Other Essentials
The next level of adding tools to the stack would be that of essentials. Unlike the solutions discussed earlier, these aren’t the foundation of the setup but remain crucial for smooth project delivery. The list of essentials is actually longer, but our focus today is on IT project management specifically, so we are concentrating on just two.
Invoicing Automation
In essence, invoicing isn’t difficult. Many companies still opt to do it manually, especially when they don’t have many clients. It’s a fairly manageable and quick process when dealing with small volumes. However, as the company grows, it can become a point of friction. Simply put, no matter how minor the task, once it begins to accumulate, it can turn into a major time drain. Invoicing is no exception. That said, even if you currently don’t have many clients, we still recommend adopting an invoice automation solution. It’s better to get used to one early on rather than scrambling to find one when the need arises.
Very often, processes considered easy to handle manually are the ones that hinder scaling because companies overlook how much time they actually take. Not to mention, there’s always a risk of human error when data entry is done manually. Since invoicing touches on finances, a single mistake can be enough to permanently lose your client’s trust.
Communication and Document Sharing Channels
One of the key factors in ensuring your project runs smoothly is establishing effective communication between teams. It can be quite challenging, as the project team isn’t always sitting together in the office. Sometimes, they are part of different departments; sometimes, workers are remote; sometimes there are a few freelancers involved; and sometimes the team is fully composed of contractors who have never worked together before.
There are many scenarios, and one way to prepare for any of them is by ensuring you have a channel accessible to every team member. SaaS platforms are suitable because they are browser-based, secure, and often allow document sharing and real-time editing. This means that no matter where your workers are, as long as they have internet access, they can collaborate and share insights within a single platform. Some solutions also allow you to add clients, giving them visibility and communication access on specific channels or projects.
Anything Else?
The short answer is yes. There are many tools that IT project managers can utilise. However, putting together that extensive list would be pointless. Not only would it be lengthy, but it would also lack depth and offer little value beyond a general idea. So, what’s the purpose of publishing this article if we won’t complete it? Let us clarify.
Every Project is Unique
Needless to say, no project is exactly the same. Even if it shares similarities in nature and goals, you'll most likely face different parameters, budgets, timeframes, and so on. That said, it’s impossible to determine what kind of software will be needed without knowing all the ins and outs of the project. Therefore, mapping out your tools is a crucial step in developing a strategy, and one you shouldn’t skip.
While we have explained what core software for IT project managers is, different vendors will offer various packages of features and overall capacity. That said, a tool that worked perfectly on one project may be completely unusable for the next, despite the functionality being fundamentally the same. Because of this, we recommend choosing solutions that can be easily upgraded or downgraded based on your needs. For example, at Timesheet Portal, you can add or remove modules to tailor the platform for a wide range of different projects.
Summary
A project management tool and a time-tracking tool are essential for an IT project manager. They form the core of the tech stack necessary to deliver a project efficiently, swiftly, and with minimal disruptions. However, to select the right solution, you must understand the details of your project.
It’s also worth considering investing in an invoicing automation platform early on, even if you can still easily manage creating invoices manually. In the long run, it will give you an edge when scaling your business, as you will be prepared to handle larger volumes of work without overburdening your team. Speaking of the team - successful projects are delivered by teams that communicate and collaborate. It’s your responsibility to provide them with a space to do so, regardless of their physical location and whether they are full-time staff or contractors. Thankfully, a good SaaS platform will easily meet all these needs.
Not sure where to begin searching for one? You’re already in the right place.