How to Implement Project Management Software Successfully?

Introducing project management software can be very exciting and useful for bringing all your project management efforts under a single umbrella. Besides, it also helps in improving the coordination between team members, enabling the possibility to track the progress and status of individual tasks within the project.

However, employees who are new to such software may find it difficult to use. The employer must be responsible for giving proper training in using the Project Management Software to avoid confusion among the workforce.

Are you planning to introduce a project management software among your employees? This article will help you implement it in the right way so that your employees can keep a tab on upcoming deadlines and tasks. Once you finish reading, you can monitor your employees without the fear of them messing up the system.

Given below are the quintessential practices that you need to follow for the successful implementation of project management software:

Leadership to establish the new tool

When you take the initiative to implement an all-important tool like a project management software, not everyone’s going to be happy. Your employees are already used to a set of processes, so causing any disruption to this may trigger aversion. Even though it may take some effort for a few people to adopt, at the end of the day the software makes their work easier.

So, make sure that you have a strong leadership backing your decision to introduce the software. It will boost the confidence of the employees, and any negative comments will go under the carpet. The anchoring team should be able to explain to their employees about the need for the software and how it will help their team in project completion.

Hear out the ones who oppose

Despite your hard and tiring efforts to convince the team about the importance of the project management software, you might find one or two members facing adaptation issues. In most of the cases, such problems are genuine and need to be addressed. However, there could be a very few with a jaundiced eye. Such a situation has to be dealt with patience, and you shouldn’t completely ignore them or backfire at their comments. Listen to them carefully and make them feel their opinion matters too. If you find them genuine, you can try to solve the issues that are pointed out.

Also, try to make a report of all the problems that you encounter while implementing the software. Include the concerns of your team in this report and try to come up with possible solutions. Explain the report to your team and help them understand that you are backing them up.

Keep your expectations realistic

The project management software can help you get a lot of data and it will help you in organizing projects much easier. But, expecting overnight success with the implementation of the project management software can cause heartbreaks. Instead of chasing sudden increase in the productivity of the employees, try to judge their improvements in phases. The most crucial and challenging stage is to see how soon your employees get adjusted to the new software. You may get inundated with doubts and queries, which is normal. In a way this reflects the effort put in by your employees to learn the newly introduced software. The management has to be patient and not expect unrealistic growth in short span.

Remember that the software is not for micromanagement

The software may not help you in keeping track of every minute tasks undertaken by the team members. It doesn’t mean you should look into it too much and resort to micromanaging your employees. Micromanagement ruins good project management efforts and it can stifle your team members instead of encouraging them to work better.

A software that offers flexibility

There can be tasks of varied nature and size within a consolidated project. Make sure the project management software you buy gives them flexibility to deal with it. First, you need to understand the specific requirements and nature of projects undertaken by your company. Once you are clear about the requirements, choose a project management software that can fulfill all of it. Make sure that your software has essential functionalities like task distribution, time tracking, budgeting, resource planning and team collaboration. Your efforts would be futile if you have to set up different software for different teams or projects. Doing this will add to the confusion already created by a new tool.


Implementing a project management software is beneficial in many ways to a company. Nevertheless, if the software isn’t implemented in the right way and backed up by a strong leadership, things can go haywire and your efforts may go in vain. Selecting the right software that offers you high level of flexibility is also of utmost importance.

Recommended Project Management Software

If you’re interested in learning more about top rated project management software, the editors at actively recommend the following:

1 Wrike

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Tackle complex projects with Wrike’s award-winning project management software. Break projects into simple steps, assign tasks to team members, and visualize progress with Gantt charts, Kanban boards, and calendars. Manage resource allocation and forecasting with software that’s easy to launch. Automation and AI features strip away time-consuming admin tasks so you can do the best work of your life. Streamline your practices, align your team, and ensure you hit deadlines and stay on budget.

Learn more about Wrike

2 Smartsheet

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Smartsheet is an online work execution platform empowering organizations of all sizes to plan, manage, automate, and report on work. Over 80,000 brands rely on Smartsheet for project and work management.

Learn more about Smartsheet

3 ClickUp

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ClickUp is one of the highest-rated project management tools today. Use Docs, Reminders, Goals, Calendars, Chat, scheduling, assigned comments, custom views, & more with this all-in-one project management tool.

Used by 800,000+ teams in companies like Airbnb, Google, and Uber, it brings all of your projects into a single app! Built for teams of all sizes and industries, Our fully customizable & proprietary features make it a must-have for anyone wanting to keep project management in one place.

Learn more about ClickUp

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