5 Pitfalls to Avoid When Implementing Project Management Software

Implementing a project management software will increase the efficiency and productivity of your project.

Unfortunately, organizations often start the implementation process without a clear understanding of how to approach the implementation. To help make the process smoother, watch for and try to avoid these five pitfalls.

Lack of Leadership in Implementation

Regardless of the skills of your employees and project management team, missing support and leadership will lead to refusal to use the software. As a result, the investment in the project management software is lost, and the efficiency of the organization will deteriorate. Executive-level leadership must be present throughout the software implementation process. Furthermore, project managers should act as a leader in implementation for their project management team members.

Failure to Communicate Expectations

If you try to make changes without notifying staff, you will face backlash. Before implementing a project management software, fully communicate your expectations on how the software will increase productivity.

This may include discussing the reasons for the change, when the change will occur, what type of training will be needed or available, and how staff can communicate with you to make the transition easier. However, understanding change on an employee-level scale opens up another pitfall.  

Missing Motivation to Use the Software

Expressing interest in reducing overhead costs is not enough to evoke change for each employee. On the employee-level, the change is simply another exertion of force by executive-level leadership. Unfortunately, project managers cannot always avoid this problem; however, the transition can be made easier by providing an incentive to employees to use and embrace the software. For example, employees who use the new software may receive additional PTO to use at a later date after implementation.

Trying to Use Software Without Others’ Help

Sometimes, project managers become so engrossed in the implementation process that they forget other employees will be required to make the transition effective. As a result, the project manager ends up being on the only person to use the software, and the investment is lost.

Furthermore, not taking advantage of the tools and support options for employees and project managers leads to misunderstandings throughout the software. For example, an untrained individual may end up missing a critical aspect of configuring a proper risk analysis within a new software. This is especially important for organizations who have never used an enterprise resource planning software.

Failure to Consider Impact on Business

The implementation of a project management software represents a dramatic change from previous business processes. Yet, the previous processes must be taken into consideration during the implementation process. This helps to ensure all staff members continue to maintain their responsibilities and operate productively.

If previous processes dictate training every other year, the process should be revisited to create a new training schedule on the basis on the project management software. Additionally, this will help an organization ensure a complete transition to the software.

By understanding what pitfalls to avoid, you can make the transition to a new project management software easier and more effective.

Key Takeaway

  • Be a leader in the transition.
  • Communicate regularly and often with all members of your organization about the transition.
  • Implement an incentive program to catalyst adoption of the software.
  • Work together in implementing a project management software.
  • Consider the impact of implementing the software on current business processes.
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