Question

Discuss the pros and cons of project management software. When should project management tools be used? For which tasks should a PM not use any software tools? Is project management software truly beneficial to PMs, or does it tend to misdirect them?

Answer 1

Advantages of using a Project Management Software:

• Team members can collaborate with each other whenever necessary.
• Documents and other useful materials can be shared among members.
• Project Management Software can assist us on managing project costs.
• It helps us to know project risks and tracking budgets.
• It also helps us to maintain a proper schedule for the project.

Disadvantages of using Project Management Software:

• Software may be very costly as compared to the project which may not be feasible.
• For simple projects, using a project management software may make it more complicated.
• Maintaing a proper schedule is difficult when tasks are complicated enough to be finished on time.

Use of a project management software depends on the needs of the organization. If the project is complex and the organization is developing some complex products then it is required to keep track of time, budget and progress etc.

A PM should not use any software tools if the project is simple enough to be handled by himself only. In such cases, using a software will make it more complicated and will increase the cost of the project. And managing the software for such simple projects will be an extra headache.

Yes, project management softwares are truly beneficial to PMs when they are managing some large projects. It can help them by doing some task for the PM by maintaining proper schedule, keeping track of the project, monitoring other members and sharing details among them. For all these, the PM will not have to worry if they use some tools. But if it is a simple project and the work load is not enough, then using a tool will be a waste of time and a headache and will also increase cost. Though it is beneficial to use software tools, a PM should always use his own judgement and decision to proceed after checking the tools' recommendation because there can be many parameters that a software cannot always consider.