In industries such as manufacturing, construction, and professional services, selecting the right project management tool can be challenging. Company leaders need a solution that offers easy customization for unique project requirements, handles numerous jobs without a significant increase in licensing costs, and integrates supply chain information like supplies, storage, and shipping.

At Optimum, we frequently help clients consolidate their project management processes. Often, they juggle multiple systems—spreadsheets, emails, and various cloud storage apps—with no centralized location to manage tasks and projects. Executives lack an operational performance dashboard to see key performance indicators or an overall view of their projects and teams’ performance. Managing a high volume of projects and understanding crucial business metrics becomes difficult.

The pandemic further highlighted the need for a centralized project management tool and performance dashboard. With remote work and new communication methods, companies need a robust, cloud-based system to keep projects on track, enable collaboration and communication, and facilitate easy information sharing and KPI reporting.

Steps to Selecting the Right Project Management Tool

1. Document Your Needs

Many business leaders feel overwhelmed when searching for a project management tool because of the challenges in their current processes. Start by outlining your business needs and current processes. Include day-to-day tasks, common job completion processes, tools to be consolidated, internal communications, and customer interactions.

2. Survey the Technology Landscape

Approach the search with an open mind. Popular tools might excel at task management or content sharing but lack comprehensive project management capabilities and the customization your organization requires. Look for a system that offers end-to-end project and task management, easy customization, project management best practices, KPI reporting, and automated workflows—all without breaking the bank.

We often recommend Smartsheet for its powerful project management capabilities, easy customization, internal/external collaboration features, and robust process automation. Smartsheet also provides advanced features like project automation, advanced KPI reporting, and customized project views.

3. Look for Time-Saving Automation

Companies handling numerous jobs often repeat similar processes. Teams spend hours inputting data, emailing updates, and manually transitioning project steps. The best tools can automate these tasks, allowing your team to focus on impactful business activities.

Comprehensive tools like Smartsheet offer automation options for project approvals and the provisioning process. When a manager clicks “approve,” standard templates are rolled out, and notifications and task assignments are sent to the correct team members. This streamlines project initiation and task management.

4. Identify the Best Integration Process

A robust project management tool should integrate with your other critical business systems, such as finance, ERP, and HR. This consolidates data and processes, increases productivity, and allows for detailed, accurate reporting in a centralized operational and project dashboard.

For example, Smartsheet can notify team members of new tasks, update customers about payment orders, and track payment statuses. It can also integrate equipment installation and shipping updates from your ERP or inventory software. Customizable options ensure the best fit for your company’s needs.

Conclusion: Choose the Right Tool for Your Business

The right project management software allows you to manage your business efficiently. It should support your unique processes, scale with your growth, enable visibility and collaboration, and meet your security and compliance needs. With the right tool, you can focus on strategic business operations rather than getting bogged down by task management and logistics.

About Optimum: Your Partner in Project Management

Optimum is an award-winning, Platinum Smartsheet Partner, serving clients in multiple industries in the US and Canada. Our certified PMP and Scrum Master consultants define, automate, and optimize processes and implement advanced solutions for IT PMOs, Marketing, Procurement and Legal, Product Development, Asset Management, Merger & Acquisition, and many other business functions and departments. 

From development of customized templates, advanced dashboards, and automated workflows, to the full implementation and support of Smartsheet Control Center, Resource Management, Dynamic View, Data Shuttle, Bridge, Connectors, and custom API Development, our team helps clients maximize their ROI in Smartsheet and increase user adoption and productivity of their teams. 

Reach out today for a complimentary discovery session, and let’s explore the best solution for your project management and work automation needs!

Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com