Project Management Software Evaluation Checklist
4.8/5 with 297 votes
Table of Contents
Introduction
Our Project Management Software Evaluation Checklist is designed to help you thoroughly assess potential software solutions for your team's needs. This comprehensive checklist covers crucial aspects such as team and customer characteristics, project specifics, software features, and vendor reliability. By utilizing our Checklist App, you can save and customize this template to fit your specific evaluation criteria. Collaborate with your team in real-time, ensuring everyone is on the same page throughout the decision-making process. Maximize efficiency and make informed choices for your project management needs.
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Toggle Your Team Characteristics status
Your Team Characteristics
Toggle Size. status
Size.
How big will your team be?
Toggle Location. status
Location.
Will your staff be co-located or work from a variety of locations?
Toggle Tech savvy. status
Tech savvy.
Evaluate the overall technical aptitude of your team.
Toggle Working style. status
Working style.
What types of tools would help staff work efficiently?
Toggle Existing tools. status
Existing tools.
Evaluate with an eye toward what is lacking.
Toggle Your Customer Characteristics status
Your Customer Characteristics
Toggle Location. status
Location.
Are customers located within or external to your company?
Toggle Tech savvy. status
Tech savvy.
Evaluate the overall technical aptitude of your customers.
Toggle Transparency. status
Transparency.
Decide how closely customers need to follow your progress.
Toggle Reporting. status
Reporting.
Determine what types of project reports will help customers the most.
Toggle Meeting logistics. status
Meeting logistics.
How often and in what fashion you will meet with customers?
Toggle Communication. status
Communication.
Decide which modes work best.
Toggle Your Project Characteristics status
Your Project Characteristics
Toggle Project type. status
Project type.
Categorize your upcoming work as software development, process redesign, etc.
Toggle Financials. status
Financials.
Determine how much money your company will invest in the overall project.
Toggle Scope. status
Scope.
Determine how long your project will run.
Toggle Dynamics. status
Dynamics.
Will the types of projects you engage change dramatically in the next year or two?
Toggle Potential Software Characteristics status
Potential Software Characteristics
Toggle Budget: Does the software fit your budget, or is there a scaled-down version that will fit your project? status
Budget: Does the software fit your budget, or is there a scaled-down version that will fit your project?
Toggle Technical requirements. status
Technical requirements.
Will you need additional hardware or expertise to implement the software package?
Toggle Hosting. status
Hosting.
Is the software hosted by the vendor, or will your company need to manage it?
Toggle Ease of use. status
Ease of use.
Is the software easy to use, both for technical and non-technical users?
Toggle Transparency. status
Transparency.
Does the software package allow customers to follow project progress?
Toggle Remove collaboration. status
Remove collaboration.
Does the software support a geographically dispersed workforce?
Toggle Communication. status
Communication.
Can the software facilitate electronic communication with customers?
Toggle Mobility. status
Mobility.
Is the software system mobile friendly?
Toggle Expandability. status
Expandability.
Can you add new users to projects without incurring additional costs?
Toggle Future considerations. status
Future considerations.
Does the software agreement include regular upgrades?
Toggle Vendor Characteristics status
Vendor Characteristics
Toggle Stability. status
Stability.
Has the vendor been in business for more than a couple of years?
Toggle Client profile. status
Client profile.
Does the vendor serve other companies similar to yours?
Toggle Business practices. status
Business practices.
Does the software company have any outstanding complaints with the Better Business Bureu?
Toggle Liability and security. status
Liability and security.
Do the proposed contractual agreements protect you in the case of potential data loss?
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Presented by:
Adam Hughes
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Project Management Software Evaluation Tips
Choosing a project management software system for your team is an important step in becoming as efficient as possible. Keep these tips in mind as you work through the checklist above to make sure that you're honing in on the right solution for you.
- It's important that you strike a balance between choosing software that fits your situation today and can adapt to your changing needs in the future. Don't become locked into a package that limits your growth, but you also need to be cautious about overspending on software that has sophisticated features that your organization will never use.
- No matter what your setting, project transparency is an important consideration when investing in a project management software solution. Make sure that the system you choose supports sharing information with your customers on a regular basis.
- Whenever possible, try out potential project management software systems with your team for a brief period to determine if it fits your organization. Most companies make trial versions of their software available for free, and it's a great way to figure out which solutions will work best for you.
- Consult with peers at other companies or institutions who have recently adopted project management software to get their recommendations on which solutions might work best for your situation.
Who it's for
This Project Management Software Evaluation Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same Project Management Software Evaluation steps every time, regardless of who executes
- Save time - reuse a proven Project Management Software Evaluation workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the Project Management Software Evaluation checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this Project Management Software Evaluation Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when Project Management Software Evaluation comes up again, start from your saved version and run it with clear ownership.
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