The benefits of using project management software to improve workflows

Are you tired of managing endless sticky notes, spreadsheets, and emails while trying to manage a project? The answer to your project management woes is project management software.

We're here to talk about the benefits of project management software and why using this type of tool saves you from the chaos of manual project organization. From streamlined workflows to improved collaboration, project management software has many profound benefits.

Here are the top benefits of project management tools and why they're game-changers for improving workflows.

Streamline planning

When launching a new project, one of the first things team leaders should do is develop a project plan.

Project planning is more than just a stage in the management process — it's one of the most crucial parts of the entire operation. Project management software will help streamline your project planning. Whether creating a solid project plan will be simple or complex depends entirely on the project's nature and the tools you use.

Using AI and automation, project management tools automate numerous repetitive and time-consuming tasks connected with project planning, like scheduling, task assignment, and resource allocation. With technological advancements, project management software can also provide reliable artificial intelligence (AI) forecasts of project completion estimates while considering schedule, cost, and scope constraints.

Project management software enables your teams to easily create and update project plans in a central place, ensuring all stakeholders have access to the most up-to-date information. Using a project management tool allows project managers to create and assign tasks to team members, set deadlines, and track progress — all in one place. This connection helps ensure everyone is on the same page and that the project moves forward smoothly.

Cut down on meetings

Another benefit of project management software is that it helps to reduce the number of meetings, which can be time-consuming and unproductive. With the right project management tools, you can avoid them altogether — or at least minimize their frequency.

Project management software provides real-time updates on the status of projects and allows you to assign tasks to team members, set deadlines, and track progress. Team members stay up to date on what they need to do, and when, without having to schedule regular meetings, allowing people to focus on tasks without being interrupted.

This type of software also allows you to automate routine tasks like generating reports, scheduling reminders, and sending notifications. Automation reduces the need for meetings to discuss these routine tasks and allows you to focus instead on critical issues.

Project management software grants a centralized repository for all project-related documents, including plans, meeting notes, and status reports. Everyone can access the details they need without the need for meetings to share this information.

Improve collaboration for in-person and remote teams

Improved collaboration — whether working in the office or remotely — is an added benefit of project management software. When a team is small, it's often easier to expect collaboration, communication, and planning. However, as your team grows, it'll be more challenging to communicate your message and keep everyone on the same page. Project management software bridges that gap by keeping you and your team informed.

By providing a centralized location for project information, team members can easily communicate with each other, share files, and collaborate on tasks. Individual tasks are better managed within the scope of the entire project. Your team can use project management solutions to collaborate on projects by collectively discussing schedules, assignments, dependencies, and overdue work.

Enhance communication

Intelligent project management software also benefits other areas of work like communication. Effective communication is critical for project success, and project management software helps improve communication among team members without the need for so many productivity-killing meetings or long, confusing email exchanges.

When you use project management software, it’s possible to centralize all communication. By providing a single location for project information, team members easily communicate with each other, share files, and collaborate on tasks.

This software also allows team members to track changes, discuss issues, and provide feedback. That level of communication ensures everyone is on the same page and that the project progresses as planned.

Boost productivity

When all project-related content and communication exists in one location, you can make better-informed decisions and work more efficiently. A dependable cloud-based project management solution boosts productivity by assisting team managers in streamlining workflows, reducing the need for manual processes and automating repetitive tasks.

Team members can automate assignments like updating project plans, sending reminders, and tracking progress. Additionally, project management solutions surface workflow bottlenecks, allowing team members to address these issues quickly and efficiently. Your software might flag delayed response times, for instance, that are holding up other team members down the chain. As a milestone is reached or a deadline is approaching, the program automatically notifies members. As a result, it encourages them to be productive as individual operators and to work with a clear understanding of the big picture.

Report in real time

Reports are one way to determine if you're reaching or missing your project milestones, and how projects are progressing in general. With real-time reporting, project managers can quickly see where the project stands, what tasks are on schedule, what tasks are overdue, and how much time and resources have been spent on each task.

Look for project management software that bundles all information relating to schedules, cost, team performance, and resource use in one dashboard. Project graphs and visual metrics also might provide a snapshot. This type of software typically provides real-time reporting, enabling team members to track project progress, identify issues, and make informed decisions. Timely reporting allows them to make necessary adjustments to ensure the project stays on track.

You can check project status, how many projects have been completed, and how much time and money has been spent on numerous objectives. Reports assist you in identifying where your team falls short and where it could improve. You can also make superior, data-driven budgeting, cost, and resource-allocation decisions.

Manage resources and budgets

To successfully complete multiple projects, make sure to employ an efficient resource management and budgeting technique. The value of resource management, in particular, is paramount, as it promotes higher work standards. Project and resource management tools may have features for identifying resource bottlenecks and determining when to add more people to the team, like heatmaps that provide visibility into the workloads of the entire portfolio of resources.

This type of software often includes tools that enable project managers to identify resource requirements like personnel, equipment, and materials.This functionality helps project managers create resource plans that ensure the right resources are available at the right times. Your funds and tools are then utilized efficiently, reducing the risk of underutilization or overutilization.

Project management tools also offer features that facilitate budgeting and cost tracking. They provide a platform for creating project budgets and tracking expenses in real time. This functionality ensures project managers have up-to-date information on costs and identify potential cost overruns before they occur. A centralized system also allows managers to allocate budgets to specific tasks, ensuring budgets are spent according to the project plan.

Organize and centralize content

Without adequate organization and centralization, your people may miss important tasks and scramble to finish them at the last minute. That's why having a centralized project information system is one of the most significant benefits of project management software. With this software, team members can easily access all necessary project information from a centralized location rather than navigating multiple systems or tools. This accessibility reduces the risk of errors and miscommunication, which can happen when content is spread across multiple platforms or tools.

Organization and centralization of information streamlines workflows and reduces the time spent searching for critical information and content. These are just a few benefits of cloud collaboration. A cloud-based project management solution provides a structured information system that encourages openness and provides streamlined collaboration. With a single source of truth, every team member can work on the correct documents, make real-time adjustments, and be confident that everyone else working on the project is aware of any changes they need to know about.

Plans change for various reasons, like delays caused by late approvals, additional tasks, internal reorganization, and new goals. Any modifications can be documented, and participants can be informed via cloud-based software. Members then easily review updated information, thanks to a documented and centralized system. This method also aids in the creation of an audit trail, which streamlines the auditing process.

Simplify ease of access

In a scenario where a project team works remotely, meeting notes stored on a hard drive are difficult to access and keep up to date, which can hamper the project and hinder collaboration. Cloud-based project management software is a more practical solution because meeting notes, files, and all other relevant documents are always accessible to anyone, no matter where they’re working.

Project management software that offers cloud-based accessibility gives team members access to content from anywhere, at any time, as long as they have an internet connection. This feature is particularly beneficial for remote teams or teams that work from multiple locations. With project management software, team members can access project-related information and updates in real time. This improves collaboration and ensures everyone is on the same page.

A centralized location for project-related information makes it easy for team members to access what they need without having to search through emails, spreadsheets, or other documents. This saves time and keeps team members updated with the latest project information.

Standardize processes

As your team grows, your standard operating procedures (SOPs) will get more complicated, and as team members are added to a project, they may struggle to catch up and learn the right protocols. With project management software, there is no "my way" or "their way.” The entire team uses the same processes and protocols.

Standardization of processes is a critical benefit of using project management software, which provides structure and consistency in project planning, execution, and monitoring. Standardizing processes ensures every team member is on the same page and knows what’s expected of them throughout the project lifecycle. Software offers standardized templates, workflows, and methodologies that come in handy for different projects. Every project follows the same process, and equal standards are applied to all tasks.

Standardized processes allow for better communication, because team members communicate with each other using a common language and methodology. Creating SOPs on a centralized, cloud-based system also saves time and effort, as team members follow the same procedures every time a task needs to be completed. SOPs ensure consistency in the execution of tasks, reducing the risk of errors and improving quality.

Satisfy customers

When you complete a project on time and on budget, the client is obviously happier. Smart project management software provides the capabilities necessary to maintain a solid customer-supplier relationship. You'll narrow your focus, meet your project goals, and improve your deliverability and success rate by implementing essential project management software tactics.

Project management software enables better communication between the project team and the customer. It provides a centralized location where customers access project-related information like progress updates, timelines, and milestones. This access ensures the customer is always aware of the project status and can provide timely feedback — making it easier for the project team to make the necessary adjustments.

This software also helps improve project quality, which is a critical factor in customer satisfaction as it helps teams track progress, identify issues, and take corrective action before small blips become major problems. This ensures the project is delivered with the required quality and meets customer expectations.

A centralized and cloud-based project management solution allows teams to manage scope creep effectively, by allowing teams to document and track changes to project requirements. Scope creep refers to changes in project requirements during the project lifecycle. These changes impact project timelines, budget, and quality and ultimately affect customer satisfaction. By managing scope creep, your team keeps the project on track and the customer approves changes before implementation.

Discover the power of the Content Cloud

With a single secure platform for all your content, Box enables you to manage the entire content lifecycle: file creation, co-editing, sharing, e-signature, classification, retention, and so much more. We make it easy for you to collaborate on content with anyone, both inside and outside your organization. Frictionless, enterprise-grade security and compliance are built into our DNA, so you get total peace of mind that your content is protected. And with 1,500+ seamless integrations — as well as a range of native capabilities, like Box Sign — the Content Cloud provides a single content layer that ensures your teams can work the way they want.

The Content Cloud is a game changer for the entire organization, streamlining workflows and boosting productivity across every team. Contact us today, and explore what you can do with Box.