Five Steps in Evaluating Project Management Technologies

By: Hajime Estanislao, PMP, CSM; Editor: Dr. Michael J. Shick, MSPM, PMP, CSM

Are you struggling to keep your complex projects on track, within budget, and up to the desired quality standards? Managing projects effectively can be daunting, especially with multiple project tasks, tight deadlines, and the need for constant collaboration.

Imagine having powerful tools that can streamline your processes, enhance team communication, and provide real-time insights into project performance.

The different PM technologies offer that, empowering you to manage projects better. From task management to advanced analytics and automation, these tools transform the way you manage your projects.

What if you could leverage these technologies without being a technical expert? The good news is you can. Many of these tools are developed with user-friendly interfaces, making them accessible to professionals of all technical backgrounds.

By embracing these technologies, you can improve efficiency, foster collaboration, and make data-driven decisions that move your projects to success.

Ready to take your project management skills to the next level? This article provides a high-level view of PM technologies. Discover how to assess the relevance of these tools and identify how you can help achieve project excellence with the help of traditional techniques and cutting-edge technology solutions.

What is the Relevance of Project Management Tools and Technologies?

Project management technology encompasses tools and methodologies designed to help managers plan, execute, and monitor projects effectively. These technologies include software applications for task management, time tracking, collaboration, and resource allocation, to support methodologies like Agile and adaptive frameworks.

With the help of these technologies, project managers streamline their processes, improve team communication, and ensure completion is on time, within budget, and to the desired quality standards.

Beyond software, project management technology includes traditional tools and techniques such as information radiators (e.g., Kanban boards), face-to-face meetings, and manual reporting systems. These methods provide a foundational structure for managing projects and complement modern digital tools to enhance efficiency and accuracy.

Whether using cutting-edge AI-driven analytics or simple task lists, the goal of project management technology is to support project managers in navigating their projects and driving successful outcomes.

Do You Need to be a Technical Person to Leverage Project Management Software?

You don’t need to be a technical expert to use project management software and technologies. Many of these collaboration tools include user-friendly interfaces and intuitive features that make them accessible to professionals with varying levels of expertise.

The key is to be a collaborative professional and be open to learning and adapting to new tools. Understanding the basic functionalities of project management software, communication platforms, and analytics tools can significantly enhance your ability to manage projects efficiently, even without deep technical knowledge.

Being a collaborative professional means actively engaging with your team, leveraging their expertise, and fostering an environment where everyone can contribute to the project’s success.

It involves being willing to explore new technologies and integrate them into your project schedule and workflow to improve communication, streamline processes, and enhance productivity.

While many project management tools and technologies are user-friendly, there are certain situations where having a technical background can be beneficial. For instance, managing complex software development projects requires an understanding of programming languages, development frameworks, and technical workflows.

In such cases, a project manager with technical expertise can effectively communicate with the development team, understand challenges, and make informed decisions about project scope, timelines, and resource allocation.

How Technology Helps You Achieve Project Excellence as a Digital or Adaptive Project Manager

Technology plays a role in problem-solving and innovation, and its contribution to achieving project excellence is no different. 

Project management technologies help identify potential issues early, adapt to changes swiftly, ensure projects are delivered on time and within budget, and maintain a competitive edge through project outcomes.

Identifying Potential Issues Early:

Predictive analytics tools can analyze historical data to forecast potential project risks and issues. Early identification of these issues allows project managers to take proactive measures, such as revising project plans or reallocating resources, to mitigate risks and keep projects on track.

Adapting to Changes Swiftly:

Agile methodologies supported by tools like Jira and Monday.com enable project managers to adapt to changes quickly. Agile tools support iterative development, allowing continuous feedback and adjustments throughout the project lifecycle.

Maintaining a Competitive Edge:

Advanced project management tools provide the flexibility and efficiency needed to respond to market demands swiftly. These tools enable project managers to streamline workflows, reduce bottlenecks, and ensure that projects are completed on time and within budget. AI-driven project management platforms can predict potential delays and suggest corrective actions, allowing teams to address issues before they escalate. Leveraging such technologies, organizations ensure their agility, consistently adapt to changing market conditions and deliver high-quality projects consistently.

Reasons to Use Available Technologies for Project Managers

Using available technologies is essential to stay competitive and deliver successful projects. These technologies provide the tools needed to manage complexity, improve efficiency, track project progress, and foster effective communication among team members.

By leveraging these resources, project managers ensure projects are completed on time, within budget, and to the highest quality standards.

Here are a few reasons you need to consider:

Improved Efficiency

Automation streamlines workflows by handling repetitive and time-consuming tasks, freeing up project managers and team members to focus on more strategic activities. For example, project management tools like Zapier can automate tasks such as data entry, task assignments, and email notifications.

By automating these processes, errors are limited, and team members can spend more time on high-value activities, improving overall efficiency. This was a selling point of most robotic process automation (RPA) tools and technologies for business processes, and it remains the same within the context of project management.

Implementing RPA boosts efficiency gains throughout the project lifecycle, ensuring the integration of pipelines for data and tasks with the project team’s activities.

Examples of Task Automation in Project Management:

Automated Task Assignments

Using tools like Asana or Trello, tasks are automatically assigned to team members based on predefined rules or triggers. When you create a new task, the task goes straight to the team member with the least workload or the most relevant expertise, depending on the triggers you have built.

It ensures a balanced workload and reduces the time spent manually assigning tasks.

Automated Status Updates

Jira can automatically update the status of tasks based on specific actions. For example, moving a task card to the In Progress column can trigger an update to stakeholders, notifying them of the progress.

It keeps everyone informed in real-time without requiring manual updates, enhancing transparency and communication.

Calendar and Deadline Management

Microsoft Project and Monday.com can automatically adjust deadlines and schedules based on task dependencies and progress. If a task is delayed, the system can automatically update it and notify relevant team members.

This dynamic scheduling helps maintain realistic timelines and prevents bottlenecks.

Automated Reporting

Power BI and Tableau can automatically generate reports on project performance metrics such as task completion rates, resource utilization, and budget tracking. The reports are sent to stakeholders at regular intervals.

It saves time on manual report generation and ensures stakeholders have up-to-date information.

Document Management

Google Workspace and Dropbox can automate the organization and sharing of project documents. When you add a new document to a project folder, it can be shared with the relevant team members while providing access permissions based on project roles.

It ensures everyone has access to the latest documents and reduces the time spent managing file permissions.

Workflow Integration

Zapier can integrate various project management tools to create automated workflows. For example, a completed task in Trello can trigger an update in Slack, create a new task in Asana, and log the activity in a Google Sheet.

This seamless integration ensures all tools are synchronized, reducing manual data entry and improving efficiency.

Enhanced Collaboration

Tools like Slack, Microsoft Teams, and Microsoft Project facilitate real-time communication, allowing team members to discuss project details instantly and share documents seamlessly.

These platforms support channels for different teams or projects, direct messaging, and integration with document-sharing tools like Google Drive or OneDrive.

Examples of Enhanced Collaboration Tools:

Slack for Real-Time Communication and Integration

Slack enables teams to create channels for different projects, departments, or topics. It helps organize conversations and keep them focused. Slack also integrates with tools like Google Drive, Trello, and Asana.

Using software such as Slack, team members can quickly share updates, files, and feedback in real-time. Its integration with other tools ensures that all project-related information is easily accessible, reducing the need for constant switching between apps.

Microsoft Teams for Seamless Collaboration

Microsoft Teams offers features like video conferencing, direct messaging, and collaborative document editing. Using Microsoft Office integration, MS Teams can hold virtual meetings, share screens, and co-edit documents.

This all-in-one collaboration tool enhances productivity by allowing team members to communicate and collaborate without leaving the platform. Real-time document editing ensures everyone is on the most current version, reducing miscommunication and errors.

Asana for Project Tracking and Team Coordination

Asana provides a platform for teams to create tasks, assign them to team members, set deadlines, and track progress. It also supports commenting on tasks, attaching files, and integrating with communication tools like Slack and email.

Asana’s project tracking capabilities ensure that all team members are aware of their roles, responsibilities, and deadlines. Commenting and uploading files directly to tasks improves communication and keeps all project-related information in one place.

Integration with other tools enhances the collaborative experience by streamlining workflows.

Better Decision-Making

Data-driven decision-making is important in project management. Tools like Power BI offer analytics and reporting capabilities, enabling project managers to visualize project performance, track metrics, and identify trends.

Examples of Better Decision-Making Tools:

Power BI Dashboards and Insights

Power BI allows project managers to create dashboards that display key performance indicators (KPIs). They can also use Power BI to monitor task progress, identify bottlenecks, and assess team performance.

Visibility into project data helps managers make informed decisions promptly. By identifying issues early, managers can take corrective actions to keep the project on track, ensuring timely and efficient completion.

Tableau for Visualization and Analysis:

Tableau is used to visualize complex project data through various charts and graphs. For example, a project manager can use Tableau to analyze historical project data and predict trends. It includes forecasting project timelines, budgeting, and resourcing based on past performance data.

Tableau’s advanced visualization capabilities allow project managers to gain insights into project performance and trends.

Smartsheet for Collaboration and Reporting:

Smartsheet combines project management with robust reporting and analytics features. Project managers can create real-time reports on project status, risks, and milestones.

This transparency facilitates better decision-making, as managers can rely on accurate and up-to-date information to guide their strategies and actions. These insights provided contribute to more strategic project planning and resource allocation, thereby improving overall project progress.

Other Reasons Why Technologies are Relevant in Project Management

Risk Management

Predictive analytics tools leverage historical project data to forecast potential risks and issues. These tools use algorithms to predict project delays, budget overruns, or resource shortages.

The analysis of past project data to identify patterns may indicate risks of missing deadlines, allowing project managers to take proactive measures to mitigate these risks before they become critical issues.

Resource Optimization

Effective resource management is expected to maintain project timelines and budgets. Tools help project managers allocate resources efficiently by providing a view of resource availability, workload, task dependencies, and capacity.

Resource optimization tools allow managers to see who is available for new tasks and adjust assignments based on current workloads, ensuring that resources are used without overburdening any team member.

Transparency and Accountability

Transparency in project management ensures that all stakeholders are informed about the project’s status and progress. Technologies provide comprehensive tracking and reporting features that offer real-time visibility into task completion, milestones, and project health.

Detailed reporting allows project managers to track project progress, monitor issues, and hold team members accountable for their tasks, fostering a culture of transparency and team accountability.

Scalability

Scalability is built into the projects. Scalable project management tools accommodate increasing project complexity and team size while maintaining flexibility. It ensures that the tool can adapt to the changing needs of the project and organization, providing continuous support regardless of size or complexity.

Using these technologies impacts project management positively by enabling more informed decision-making, enhancing productivity, and improving overall project outcomes.

However, there are downsides, such as the learning curve associated with new tools and the risk of over-reliance on technology, which can lead to decreased human judgment and adaptability.

Step-by-Step Assessment of Relevant Technology for Project Managers

Assessing and exploiting technology for integration with a project management process involves a systematic approach to ensure you select and implement the best tools for your project scheduling needs.

Here are five key steps to help project managers integrate technology into their workflows, driving project success and enhancing overall efficiency.

• Discovery
• Fit-for-Purpose Evaluation
• Cost-Benefit Analysis
• Pilot Testing
• Full-Scale Implementation

Understanding these steps provides a project management platform with a structured pathway for evaluating and adopting new technologies. Concepts such as “buy versus build” and building an investment case for new tech are integral to this process.

Step 1: Discovery

Begin by identifying your project or organization’s specific needs and challenges. This involves gathering input from stakeholders, team members, and other relevant parties to understand their pain points and requirements. It is highly recommended that you document these needs effectively.

Importance of Discovery:

The Discovery phase ensures the selected project management technology is suited to your organization’s needs and challenges.

By gathering comprehensive input from stakeholders and team members, you can accurately identify pain points and requirements, guiding you in choosing a technology that provides tangible solutions and adds real value.

This step helps prevent the usage of unsuitable tools that might not address core issues, thereby saving time and resources in the long run. Engaging stakeholders early in the process fosters their buy-in, which is required for successful implementation.

By documenting needs and challenges thoroughly, you create a clear roadmap for technology selection and integration, ensuring that the new tools align with organizational goals and enhance overall project efficiency.

This foundational step sets the stage for effective project management practices, driving better outcomes and facilitating smoother transitions to new technologies.

Step 2: Fit-for-Purpose Evaluation

Research and shortlist technologies that align with your identified needs. Evaluate each option based on its key features, usability, compatibility with existing systems, and scalability. Consider both off-the-shelf solutions and custom-built options.

Importance of Fit-for-Purpose Evaluation:

Next is the fit-for-purpose evaluation. This step ensures that the selected technology perfectly aligns with your organization’s identified challenges. By researching and shortlisting technologies, you can assess their key features, usability, compatibility with existing systems, and scalability.

This step helps filter options that do not meet your criteria, ensuring that the chosen solution is effective and integrates seamlessly with your current workflows and future growth plans.

This phase involves a detailed comparison and hands-on evaluation of potential tools, which is essential for making an informed decision. Engaging with vendors and requesting trial access provides firsthand experience and deeper insights into the tool’s capabilities and limitations.

Step 3: Cost-Benefit Analysis

Assess the financial implications of adopting the new technology. It includes direct costs (purchase price, subscription fees) and indirect costs (training, integration). Balance these against the expected benefits, such as time savings, productivity gains, and risk reduction.

Importance of Cost-Benefit Analysis:

The Cost-Benefit Analysis step helps you understand the financial implications of adopting new project management technology. By assessing direct costs (such as purchase price and subscription fees) and indirect costs (such as training and integration), you gain a comprehensive view of the investment required for the technology.

This analysis balances the costs against the expected benefits, such as time savings, productivity gains, and risk reduction, and ensures that the financial outlay is justified by the potential returns.

This step determines whether the investment will deliver substantial value and secure budget approval and stakeholder buy-in.

Considering long-term costs and benefits, including maintenance and support, provides a realistic perspective on the ongoing financial commitment required for the technology. By calculating the total cost of ownership (TCO) and estimating the potential return on investment (ROI), you can prioritize options that offer the best value.

Step 4: Pilot Testing

Before full-scale implementation, conduct a pilot test with a small segment of your team or a specific project. It allows you to assess the technology’s performance in a real-world setting and gather user feedback.

Importance of Pilot Testing:

Pilot testing is essential before full-scale implementation. It allows you to evaluate the technology’s performance in a real-world setting with a small segment of your team or a specific project. This step helps identify issues and gather valuable user feedback, ensuring that the technology meets your needs and functions as expected.

By addressing any problems during the pilot phase, you can make necessary adjustments, reducing the risk of widespread issues during the broader rollout.

Step 5: Full-Scale Implementation

Once the pilot test is successful, plan and execute the full-scale implementation. It involves rolling out the technology across the entire organization or all relevant projects, ensuring proper training and support mechanisms are in place.

Importance of Full-Scale Implementation:

Full-scale implementation is the critical phase where the technology is deployed across the entire organization or all relevant projects. This step ensures that the benefits observed during the pilot test are realized on a larger scale, driving significant improvements in project efficiency and effectiveness.

A well-executed implementation plan minimizes disruptions and ensures all team members are supported, leading to a smoother transition and higher adoption rates.

Full-scale implementation solidifies the investment in new technology by ensuring alignment with organizational goals and enhancing overall project management practices. Through training and support mechanisms, you will be able to address any issues promptly and maintain momentum.

Key Considerations for Adapting Technologies for Project Management

When assessing and leveraging the best project management software and technologies, it is relevant to note the broader impact on your team and organizational culture. Here are some considerations:

Change Management

Ensure that your team is prepared for the transition and that there are strategies in place to manage resistance to change. 

Adopting new technologies can be disruptive if not managed well. Transition by clearly communicating the benefits of the new tools and how they will improve project workflows and outcomes. Develop a change management plan that includes training sessions, user guides, and support resources to help team members adapt to the new technologies.

Address any concerns or resistance by involving team members in the selection and implementation process, making them feel valued and heard. Regular check-ins and feedback loops can also help identify issues early and address them promptly.

Data Security and Privacy

Integration of new technologies into projects, especially those involving cloud-based solutions or AI, is relevant to the security measures in place to protect sensitive project data.

Data security and privacy are paramount when integrating new PM technologies. Depending on your industry, ensure that any project management tool adopted complies with industry standards and regulations, such as the GDPR.

Evaluate the security features of potential technologies, such as encryption, access controls, and data backup protocols. Work with your IT department and experts to conduct security assessments and audits. 

Educate your team on best practices for data security, including safe data handling and awareness of phishing or other cyber threats. By prioritizing data security, you can mitigate the risks of data breaches and protect sensitive project information.

Continuous Improvement

Continuous improvement should be a guiding principle. Technology is constantly evolving, and so should your approach to utilizing it.

Adopting a mindset of continuous improvement is critical for leveraging technology effectively. Review the technologies you use regularly to ensure they continue to meet your project needs. Stay informed about new advancements and emerging tools in the market.

Encourage your team to provide feedback on the tools and suggest enhancements or new tools that could improve efficiency. Implement regular training and development programs to keep your team’s skills current with the latest technologies.

Taking it to the Next Level: Advocacy of Technology within the PMO and Project Teams

Elevating the use of technology within the PMO and project teams boosts the culture of continuous learning and innovation.

Encouraging your team members to stay updated on the latest technological trends and advancements in project management provides opportunities for ongoing training and professional development, enabling your team to experiment with new tools and techniques that can enhance their productivity and project outcomes.

Advocacy for technology should also involve creating a feedback loop where team members can share their experiences and insights regarding the tools they use. Establish forums or regular meetings talking about technology usage and its impact on project performance are discussed.

This collaborative approach ensures that everyone is involved in the decision-making process.

Promoting the success stories and benefits realized from using advanced technologies. Showcase how specific tools have positively impacted project outcomes, improved efficiency, and facilitated better communication.

Final Thoughts and My Experience with Technologies Relevant to Project Management

I have personally used several software solutions, from being a developer of RPA to automating workflows to Power BI to creating dashboards and extracting insights. I have been to multiple departments and worked with overlapping project timelines and interconnected project objectives that required the utilization of project management technology, and I can state with confidence that many of these technologies assist project managers with task management, collaboration, and resource allocation. Further, they support methodologies like Agile and adaptive frameworks that promote flexibility and continuous improvement. 

By leveraging these technologies, project managers can streamline their processes, improve team communication, and ensure that projects are on time, within budget, and meet the desired quality standards.

Throughout this article, we have explored various technologies available to project managers and emphasized that you do not need to be a technical expert to exploit them effectively. Instead, being a collaborative professional open to learning and adapting is key.

Whether traditional tools like information radiators and face-to-face meetings or advanced software like predictive analytics and workflow automation are used, the goal remains the same: to support project managers in navigating the complexities of their projects and driving successful outcomes.

Embracing these technologies enhances efficiency, collaboration, and decision-making and builds a culture of business agility, innovation, and project excellence.

Innovation fuels growth and adaptation, allowing businesses to stay ahead. Technology management integrates the latest technological advancements to optimize processes and enhance productivity. The synergy of these elements executes complex projects efficiently, adapts to market demands, and leverages technological innovations to achieve strategic goals.

The relevance of technologies such as AI has significantly contributed to the evolution of traditional project management careers. This transformation has allowed project managers to focus more on strategic planning and innovation rather than administrative tasks. Consequently, the project manager role has evolved from only overseeing projects to being a strategic leader who drives technological adoption and fosters a culture of continuous improvement and innovation within the organization.

References

Aston, B. (2024). 9 Project Management Software Benefits: Why use it? The Digital Project Manager. Retrieved May 2024, from https://thedigitalprojectmanager.com/projects/why-use-project-management-software-benefits/

Kashyap, V. (2024, April 24). Project management tools and techniques to use in 2024. ProofHub. Retrieved May 2024, from https://www.proofhub.com/articles/project-management-tools-and-techniques

Project Management Institute. (2023). Shaping the future of project management with AI. Retrieved May 2024