The What, Why And How Of Project Management Software (PMS)

Imagine The Office but instead of the boss being a (lovably) incompetent buffoon, the boss is an excellent project manager. This new boss is the kind who makes that World's Best Boss mug look like it should be dipped in gold. This new, very professional boss is a Project Management Software: a digital Michael Scott, who is as capable as TV Michael Scott is ridiculous. Now instead of shuffling through piles of paper or switching between multiple tabs, you can access all your project-based data and scheduling in one hub of information. Some Project Management Systems even make it easy to work from home. (which is helpful if you accidentally burn your foot while grilling bacon in bed on your George Foreman Grill and can't come to work that day!) That's why most companies are turning to Project Management Software.

Read on to find out what exactly is a Project Management Software – and why you need one.
 

What Is A Project Management Software? Let's Have An Office Meeting To Discuss!

 
Of course, Project Management Software (PMS) is a tool that helps your team better manage their projects. (Do we get a Dundie for the smartest, most genius description EVER? We think so!) Just in case that answer doesn't satisfy you: a Project Management Software is your special right-hand man that ensures the job is done. Think of it as your assistant regional manager – excuse us, your assistant to the regional manager.

PMS provides a centralized hub that all employees can access from their computers and smartphones. Through the software, employees and managers can communicate, collaborate and delegate seamlessly, while ensuring that all tasks are carried out as efficiently as possible. PMS has all the tools and techniques you need to get your job done.

One thing to note is that there are two types of PMS to choose from: local and cloud-based. Local systems don't use an internet connection, which is helpful when working in remote areas. Local systems also provide online data security. Cloud-based PMS has the benefits of being much more cost-efficient than local systems, providing automatic data backup and a quick and simple setup to install and use.

So, now you know what kinds there are but how did we get here? It's time for a history lesson, folks!
 

A Brief History Of PMS

Project management has been around since the beginning of civilization. From the pyramids to the construction of Rome, all projects had to have been managed somehow. However, Project Management Software did not take off until the 1800s (in its most rudimentary form).

Yes, it was indeed in the 1800s (1896, to be exact!) where our story begins. In this fateful year, Karol Admiecki created the "HARMONOGRAM" (a floating bar chart that laterally showed resources or tasks over time). It wouldn't take long for the subsequent major development in PMS history. Less than two decades later, in 1912, Henry Gantt created The Gantt Chart, which itemizes tasks into an efficient schedule structure. The Gantt Chart was used in World War I in creating the Hoover Dam and is found (as a slightly updated version) in the essential features of today's PMS.

Now let's go to 1957. This was the year that the Critical Path Method (CPM) was invented. Among other things, CPM estimated project duration and was adapted by PMS. After that, during 1965 to 1967, two of the leading project management associations were formed: the International Project Management Association (IPMA) and the Project Management Institute (PMI). In 1977, more technology-based (rather than on-paper) PMS emerged, such as Oracle and Artemis.

Jumping forward to more recent times, PMS had another big moment in 2008. This was the year Software-as-a-Service (SaaS) became a trend and now we have subscription-based PMS that work on the cloud. From 2010 and on, the most popular PMS were cloud-based and were designed for virtual teams. Finally, in 2012, the rise of the first mobile project management solutions allowed people to manage projects while on the go. What a time to be alive!

Well, let’s get back to the present and understand how it all works!
 

How It Works: Explain Like I'm 5…Or Like I'm Michael Scott

 
To better understand Project Management Software, let's talk about the steps to project management in general. The four steps of project management are conceptualization, planning, execution and termination. So, a PMS has features that allow the user to breeze through all four of these important phases effortlessly. Most Project Management Systems work using cloud technology, while others are on-premises applications. Mobile app PMS are the latest addition to the project management family. Super convenient with all these options, right?

A PMS provides the resources your employees need for scheduling, collaborating across teams, sharing resources, managing costs and billing, etc. (*singing* "Money, money, money, money, money... maahhhnnaaayyyy!")

A PMS helps businesses save physical space (goodbye, too many pieces of paper; hello, digital workplace!), which allows it to be integrated with almost every enterprise application. This integration allows businesses to stay in control of all activities and ongoing projects – from setting up the Party Planning Committee to sending out critical, time-sensitive emails. This is why PMS is such a valuable software for businesses to use.
 

Features Of PMS

PMS has many different features, including the ability to create custom statuses for tasks such as 'open,' 'in-progress,' 'in review,' 'completed,' and so on. Take a deep breath now; we're not done! Other standard features throughout PMS are automated notifications, customer portals, dashboards and task assigning. Even more common features you will find are reporting capabilities, mobile application, a messaging system, an inbox with automated software updates and even document management.

Yes, PMS comes stocked with an array of essential features! PMS has dedicated features for project planning and scheduling, as well as team collaboration and time tracking. It also lets you handle billing and quotes, project budgeting and reporting, all in one software. We wish we could high-five the makers of this program for all they thought to include!

We might not have to convince you about the awesomeness of this tool – however, here’s a quick brief on why PMS will be the most hardworking employee in your office!
 

Needs And Benefits: This Thing Deserves Its Own Dundee!

Keeping track of a project's data, cost-effectiveness and delegated tasks can be difficult, especially for larger companies with multiple employees across verticals working on one project. A PMS is beneficial for cross-global corporations to keep track of the real-time progress of workers across different locations. We've only listed a few reasons why PMS is so crucial, especially in today's growing landscape but we aren't done yet, folks! There are many different benefits to Project Management Software.

PMS helps minimize business costs and profits to more efficiently complete projects by a deadline. It's doing everything but the project for you! First, PMS makes project planning feel effortless and streamlined. Effortlessness and efficiency lead to tasks taking less time to do and flowing through the steps more freely than other manual methods. Next, PMS lets you view essential points of the project's data in real-time. These essential points could be related to budget management, monitoring how much work has been done or managing both external and internal communication. Finally, one more selling point (as if you needed another!) is that PMS enables you to get your project done in a better fashion, which leads to a more satisfied customer. So you want to grow a loyal customer base, manage your products with effortless perfection using PMS!

However, is it right to invest in a PMS? Will it give you enough ROI (Return On Interest) in the future? Read on to know!
 

The Future Of PMS: Where Is It Headed?

In the future, PMS will expand to offer even more features or uses. Developers plan to make PMS with Artificial Intelligence capabilities. Most PMS are increasingly becoming mobile-based and improving their mobility features. There will be better remote access with better data security – not just on the work computer but for employees who can access from anywhere. This is great for globalization and global cooperation. Finally, trends show that PMS will become more visual (meaning they will have a cleaner look) and become even simpler to use.
 

Closing: Rejoice – The Office Workday Is Done!

 
Project management has been around for as long as humans have had projects that needed to be managed, duh! As times have evolved digitally, so have the way we structure and complete projects. Project Management Software enables teams to tackle projects more efficiently, as PMS keeps all recorded data in a specific place for each team member to access. Maybe if Dunder Mifflin had used Project Management Software instead, things would have run more smoothly (but unfortunately less hilariously!).