Spreadsheets will not be sufficient for project teams managing any size of project. Because there is a limit to what project teams can be able to do with the colored boxes on a grid, project managers should realize that it’ll reach a time when the team has to switch to use management tools that are more appropriate to manage the projects professionally. There comes a time when project teams must switch to using tools that will save them time and help them collaborate effectively with each other.
Many business organizations don’t see the need to make the switch, especially if they’ve always managed very well with spreadsheets and documents.
Below are some of the benefits of using online project management tools
Get information in real-time
The fact that there is online access makes it very easy to get hold of the project files, making it even easier to keep things up to date in real-time. Employees managing various sections of the project will be able to complete their timesheets, update everything about their tasks as well as record their status as they continue.
If your team members are using online project management software as their major interface for the working hours, there will be no problem with submitting documentation or updating any issue into another application.
Furthermore, project leaders can just use the in-built reporting features to get information about the progress and status of the project. This information reflects today’s situation and not what happened weeks ago.
Easy access of the files
Online project management tools make it very easy to access your files from anywhere. Irrespective of where a team member is, he or she can still get updates of any latest project schedule. When team members can get hold of the latest copy of everything about the project from wherever they are, businesses get some security benefits because it won’t be necessary to copy files onto a flash drive that could get lost or stolen.
Online project management tools have user-friendly interfaces that make them extremely easy to learn. In fact, it’s almost the same as using another website. This helps team members a great deal, because they spend much of their time online, and this is a very good way for all of them to collaborate online and work together as a team.
Collaborate with your team
Online project management tools include collaboration features. For project leaders working with virtual teams, they can easily start discussions with them; send them instant messages and set up email alerts and even share files.
Chatting as a group is a real advantage because it saves the need of having to send a bunch of emails. Being able to chat as a group also means that the whole discussion is recorded and can be stored. This is great because there would be a complete history of why members took decisions.
Team members can send each other a quick message to confirm whether they’re at their desk and can pick a phone call. This will save time and prevent workers from attending endless meetings.