A Guide to Choosing the Right Project Management Software and Training for Implementation

  • Posted on Sep 13, 2023

Project management software — and training teams on how to use it — has become indispensable when streamlining operations, boosting productivity, and achieving project success. However, selecting your team’s best project management software requires careful consideration and planning. 

These ten considerations can help managers and leaders choose their teams’ best project management software and train for successful integration.

10 Musts for Choosing the Right Project Management Software

1. Understand Your Team’s Needs:

Take time to understand your team’s unique needs and workflow. Start by identifying your team’s specific challenges, such as communication gaps, task-tracking issues, or resource allocation problems. Consider the size of your team, the complexity of your projects, and the level of collaboration required.

2. Define Clear Objectives:

Once you understand your team’s needs, define clear objectives for adopting project management software. Are you aiming to improve project visibility, enhance collaboration, or streamline task management? By setting clear objectives, you can focus your search on software that aligns with your team’s goals.

3. Consider Usability:

Ease of use is a crucial factor when selecting project management software. It should be intuitive and user-friendly to ensure team members can adapt quickly. Complex software with a steep learning curve may lead to resistance from team members and hinder adoption.

4. Evaluate Features and Functionality:

Different project management software offers various features and functionality. Create a checklist of the essential elements for your team, such as task management, timelines, Gantt charts, reporting, and integrations with other tools. Ensure that the software you choose aligns with your team’s requirements.

5. Prioritize Scalability and Customization:

Consider whether the software can grow with your team and adapt to changing project requirements. Scalability is essential to accommodate future growth, while customization options allow you to tailor the software to your team’s specific workflow.

6. Emphasize Collaboration and Communication:

Effective collaboration and communication are vital for project success. Look for software that facilitates seamless communication among team members, allows real-time updates, and offers features like discussion boards or chat functionalities.

7. Integrate Seamlessly:

Most teams use various tools like email, calendars, and document storage. Ensure that the project management software you choose can integrate with these existing tools to create a seamless workflow.

8. Insist on Accessibility and Mobile Compatibility:

Collaboration is crucial in today’s remote work environment. Choose software accessible from various devices and operating systems, ensuring team members can work from anywhere. Mobile compatibility is vital for on-the-go access.

9. Mind the Budget:

Project management software comes with varying price points. Consider your budget constraints and whether the software offers value for its features. Some tools offer free or freemium versions, while others require a subscription.

10. Security and Data Privacy:

Protecting sensitive project data is paramount. Ensure that the software adheres to robust security measures and data privacy regulations. Look for features like user authentication, data encryption, and regular security updates.

The Importance of Team Training

Selecting the right project management software is only the beginning. 

Managers and leaders must invest in a two-pronged team training approach to maximize its benefits. Teams need ample time to learn the project management software and the best practices for its integration. 

Team training is crucial because it enables managers and leaders to:

Maximize software utilization

Team members may only fully understand the software’s capabilities with proper training. Training sessions empower them to maximize the software’s features, increasing efficiency and productivity.

Reduce resistance to change:

Change can be met with resistance, especially when introducing new software. Training helps team members become comfortable with the new tool and reduces anxiety associated with change.

Promote consistency

Consistency in using project management software is key to effective collaboration. Training ensures that all team members follow best practices and use the software consistently

Enhance team collaboration

Through training, team members learn how to collaborate effectively within the software. They understand how to communicate, assign tasks, and share project updates, fostering a collaborative environment.

Boost confidence

Training boosts team members’ confidence in using the software, leading to increased engagement and proactive project participation.

Keep skills up-to-date

Project management software evolves, and new features are added regularly. Ongoing training ensures your team stays updated with the latest software advancements and best practices.

Agile EQ: Understanding Team Synergy in New Ways

Savvy managers and leaders also consider their teams’ emotional intelligence when bringing in new project management software. 

Emotional Intelligence (EQ) encompasses four fundamental domains: self-awareness, self-management, social awareness, and relationship management. Agile Emotional Intelligence refers to the capacity to perceive and comprehend the emotional and interpersonal dynamics within a given context and adapt one’s actions and responses accordingly, especially when faced with new demands and changes to ingrained processes. 

Training can improve the onboarding process. The Everything DiSC Agile EQ workshop training, for example, helps teams recognize emotional intelligence and strengthen their capacity to adapt. 


Choosing the right project management software requires a thorough understanding of a team’s needs, clear objectives, and evaluation of features and functionality. 

Investing in team training is equally important to ensure team members can make the most of the selected software and work cohesively as a dynamic team.

By following these steps and emphasizing the importance of training, you can set your team up for success and improve project management and collaboration in your organization.

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