How to Evaluate a New Project Management Tool

The start of a new year is a great time to take stock of the tools and software you’re investing in. And with all of the changes that have affected people and organizations in 2020, many of the processes and tools you have in place may no longer meet your needs. 

It can be refreshing and exciting to invest in something new, but that investment can also be an obstacle – bringing in a new tool requires an investment of time, labor and money. It can also be overwhelming to know how to approach the process. One option is to work with our team on a tool evaluation and implementation project; another is to approach the initiative internally, leveraging this brief guide covering five steps to success.

Step 1: Define your non-negotiables

Before researching tools or considering a demo or test, take some time to reflect on the items a new investment absolutely must have – and which you can let go of if needed. For example, collaboration capabilities may be a necessity for your team; if the tool doesn’t offer ways to communicate in real time and share resources, it could be more of a hindrance than a help.

Do you need it to integrate with our tools, or do your current processes mean that would be a luxury but not a need? Once you have your list of “must-haves” in place, it’s time to begin researching and evaluating tools.

Step 2: Gauge flexibility

After a turbulent year, many organizations are seeing value in a combo approach to project management, weaving in elements of Scrum, Agile, Waterfall and more. Some tools are created with a specific approach in mind, and if you aren’t using that specific style consistently in your work, the platform might not be able to bend to what you need. As you evaluate options, consider how easily the platform will adapt to your needs, from project to project.

Step 3: Evaluate the vendor

Many organizations had hard, honest conversations about their company values this year. Wherever your company landed after these conversations, it’s important to consider how your partners, clients and vendors uphold those values too. When choosing a new tool, you of course want to evaluate the vendors’ customer service, partnership and responsiveness. But you’ll also want to go deeper – what are their brand values? Are they ethical? How are they working to be a part of the communities they operate in? Vendor relationships aren’t, and shouldn’t be purely transactional. Make sure that the companies you invest in are investing in the greater good too.

Step 4: Take it for a road test

Once you have a potential tool that meets your needs checklist, offers flexibility and matches your company’s values, it’s time to see it in action. Setting up a demo with the vendor is a good first step. However, if at all possible, try to test drive the tool for a week. You’ll need to see how it performs with an actual project alongside the tools you already have in place. Look at your experience with a critical eye: What was frustrating? What challenges did you have? The vendor may have guidance on solving these, or it may be a sign that the tool isn’t a fit.

Step 5: See if the price is right

Though executives with an eye on yearly budgets might see cost as a primary concern, we recommend considering it after you’ve gone through the first four steps. There may be an opportunity to negotiate the price with a vendor you’re really interested in. In addition, if a tool your team is excited about is outside the budget, you can have a conversation about what resources might be reallocated to make this happen. Investing in a great tool can mean savings elsewhere in the long term, whether it’s in increased productivity and efficiency or through a successful project bringing in more profit than anticipated.

Our team is adept at helping you walk through all of these steps and is ready to jump in no matter the complexity of the project. Reach out to us to learn more.