How Efficient Is Your Project Management Software?

Who uses project management software – and why?

The types of industry and commercial operations that are now making use of project management software vary tremendously. The following list includes are all those that you would expect to see in a typical list of project management software users:


  • Architects & Building Designers
  • Engineers
  • Surveyors
  • Planners
  • Project Managers
  • Valuers


In addition, of course, there are others from the construction industry and, increasingly, from other businesses such as designers, software houses and manufacturers.

As to why – It’s really easy; knowledge is power.

The more information you have to hand about a project, the more efficiently you can manage it. If you have multiple projects running at any one time, the more you know about each of those projects, the better you are able to manage them.

Bringing it all together

Skilled people and other expensive resources are often needed on more than one project and if those projects are running simultaneously then the ability to see the activity for all your current projects is of paramount importance.

Overlaps can easily be spotted and avoided, no hold-ups with one project whilst waiting for a resource to become available from another.

This is when it is vitally important to have efficient project management software in place to help with the task.

If you manage multiple projects, it makes sense to have all the data for all of your projects in one place and readily available.

What aspects of a project can be improved if the most efficient project management software is in use?


  • Job Proposals, Costing and Budgeting:


The right price quoted based on accurate costs and time estimates. Efficient project management software “learns” from previous actual time taken and cost-data making each subsequent proposal more accurate.


  • Project Detail Tracking:


Using data-capture forms and, increasingly, hand-held and field-based devices, accurate time-spent data can be more easily compiled and fed into the overall project plan automatically.


  • Budget threshold warnings produced automatically:


These can then be distributed to managers via email or viewed on centrally accessible reports.


  • Stage Management:


The ability to break down each project into jobs and each job into stages which can be reported on individually in terms of costs and variation against budget is an important tool for identifying possible problem areas and bottlenecks


  • Forecasting and Planning:


Enabling you to efficiently allocate and schedule resources

  • Reporting:


Everyone benefits from the availability of meaningful and up-to-date reports with all the necessary “Key Performance Indicators” to facilitate efficient project and administration management


  • Document Production:


The ability to print out Job sheets and summary reports for personnel stationed out in the field

  • Centralised Project Diary:


The ability to maintain a central job diary and email updates to appropriate staff members helps to keep everyone in touch and up-to-date

  • Proposal Building:


Use data from job and task budgets resulting in an efficient and accurate proposal submission process.

So, how efficient is it?

If you have project management software in place and it provides all of the above, and possibly more, in an easy to use and timely fashion, then no further action is necessary. If there are any gaps or items on the list without a tick, then you are probably working with software that is not as efficient as you need it to be.

Time, perhaps, to look around at what else could be available and is better suited to your needs.

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