Many organizations consider the need to implement project management software to improve their results; which if not done correctly can end up being a great headache, a hole to bury money, and in the end a failure.
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In this article we are going to deal with the main mistakes that are made when implementing new project management software and how to avoid them.
Error 1: The tool does not meet the needs of the company
There are many tools, but not all of them will be suitable for a certain organization. First of all we must define our needs, and align these with the size, characteristics, complexity and cost of the new tool.
Mistake 2: Exporting the data from the old tool directly to the new one, and expecting everything to magically improve.
This usually occurs because the tool is confused with project management processes; so we try to use this to cover a poor project management culture in the organization.
Learn more about project management processes
A tool helps to apply a process, but does not define or create it. If we do not have a good project management process, the implementation of the new tool will not be an improvement and will be seen as a failure. We must first define and implement the appropriate processes.
Mistake 3: Instilling the fear of "messing things up"
This makes learning difficult and generating resistance to change. We must encourage learning of the new tool and support measures for initial errors of use.
Error 4: Start using the new tool without having loaded all the information.
Although doing the implementation progressively may seem simpler and more correct, the truth is that it is encouraged to continue using the previous tool.
In addition, the team is forced to use different tools simultaneously, which will make the change difficult and will generate an additional workload. Consequently, the use of the new is discouraged and creates a negative predisposition towards it.
The most effective is that the change occurs at once, eliminating the previous tools except in exceptional cases.
Mistake 5: Using generic training materials or manuals
If we customize the materials and training plan to the real needs of the organization, they will be more effective and facilitate the implementation process.
Mistake 6: Not encouraging communication
The implementation of a new project management tool affects the entire organization, so we must ensure that everyone is informed and can contribute to the process. This will also make it easier and faster to identify problems.
Error 7: Presenting the new tool as an option or alternative to the current tools.
The implementation of a new project management tool should be mandatory. Making clear the quantity, quantity, and frequency with which your information should be updated.
We hope this article makes it easier for you to implement a project management tool. And we encourage you to leave your comments and share your experiences in this field.
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