TABLE OF CONTENTS:

• Why are project management tools important?
• Reasons to implement Project management software
• Who can use Project management software?
• How can Gauss Box benefit your business?

Why are project management tools important?

When talking about Project management tools, many companies still have resistance to implementing them in their business.

Currently, just under 1 in 4 organizations use any kind of project management software, according to Wellington (2020). The rest are working with outdated ways of tracking their projects such as paper, Excel, or a patchwork of tools with sub-optimal integration.

This is a devastating statistic since organizations that do not leverage or have outdated project management technology have a project failure rate of 18% (PMI, 2019). Despite statistical proof that a mature project management process makes an organization far more likely to deliver on time and under budget (PMI, 2020), there are still many unanswered questions wondered by project-oriented companies.

The good news is we are here to answer them for you! This blog will show you how Project management software can help your business and save you some valuable time.

Reasons to implement Project management software

EASY PLANNING

When it comes to projects, the basic functionality is, of course, easy planning. Considering that there are many people working on certain project it is essential that whole process goes smoothly from beginning to an end. Project planning can take you up a lot of time if each time you have to map out the whole process from scratch.

The thing about project management software is that it gives you the ability to easily create a new project/task and in a matter of seconds enroll all important information needed at the time (name, category, tag, responsible person, duration…). Also, it’s easy to prioritize tasks inside every project so it’s really a time saver when everyone on the team knows the importance of each and every step.

SIMPLICITY OF DATA SHARING

To make the whole process even simpler and faster, one of the benefits of project management software is facilitated data sharing. Depending on the project size and people included, it can sometimes be overwhelming with different types of data and documents.

Project management tools provide you with central database storage meaning each employee can access, upload or edit documents and files inside every project they are assigned to. Having it all in one place without sending thousands of emails is a simple, but life-changing benefit.

BUDGET CONTROL

Projects usually come with certain costs and expenses. It’s essential to plan the budget from the start to the handover of the project. Let’s look at some statistics.

According to Saaslist, 66% of companies using project management software completed projects within their original budget and 47% of companies using project management software say it’s had a positive impact on the accuracy of project cost estimates.

By monitoring your expenses you can easily get insights into how much have certain project costs and plan future processes with having that in mind. It will give a more precise budget estimation for future projects. Then you can deliver projects at the time and stay within the budget. Pretty handy, don’t you think?

TIME TRACKING

Time tracking is also one of the many great features of project management software. You can collect data about project execution performance and analyze further progress. Knowing your work pace can help in determining reasonable deadlines and milestones for future projects.

As a team leader, you will now have valuable data on time spent on every single project. By gathering that information you will be able to make much more precise time estimations. Increase productivity and get results faster by prioritizing tasks and projects. To conclude, never neglect time management as it is one of the most important parts of an organization.

Who can use Project management software?

You’re probably wondering can your organization implement Project management software and will it be efficient enough. The good news is everyone can implement it if they think it will contribute to their organization!

Project management software is designed for all project-oriented organizations. It can be compatible with multiple types of organizations: IT companies, event management agencies, construction companies, non-government organizations, public institutions, marketing agencies, educational institutions, manufacturing…the list goes on. And we assure you it will be a life-changing decision. Just look at the numbers.

Project management software saves the average manager 153 hours per year (Truelist).

According to Hive, digital project management software increases performance and found that 77% of high-performing projects use project management software.

And you know what they say; statistics don’t lie!

How can Gauss Box benefit your business?

We have created a unique cloud platform designed to manage all business processes – Gauss Box! Among other 18 individual modules, we designed a Project management module that gives you smart options to manage projects and collaboration within your organization and beyond.

The great thing about Gauss Box is we implemented a high level of personalization for each and every project. Throughout this chapter we’ll give you an overview of our features and how can you use them in improving your organization’s performance.

EASY PLANNING

With the Gauss Box Project management module, planning projects has never been easier. Here you can see some of our main features which are time-savers when creating a new project.

• PROJECT PARTICIPANTS

Let’s say there are 7 people assigned to the project. In that case, all persons involved in the project, unless otherwise stated, have full access to collected data. Therefore, only persons assigned to project tasks and discussions as participants should perform certain activities on the project task itself. This will simplify the whole project planning as each person knows what tasks are they assigned and who can they consult with during the process.

• COMMUNICATION - COMMENTARY AND TAGGING

Communication can be done through comments on each task using direct tagging towards the necessary person. A tagged person then receives a special notification to make it clear that the comment applies right to her. In a matter of seconds, you can reach to your colleagues and let them know what improvements should they do on a certain task. As simple as that.

• STAGES - TASK PERFORMANCE STATUS

Inside Gauss Box Project management module you can monitor the status of task performance through stages. Every stage change is recorded in the project activity and task activity logs. There are variations of available stages in Gauss Box, but let us give you an example.

For instance, the stage canceled refers to tasks that have been canceled and the stage in progress refers to tasks that are currently being actively worked on. Wonder how would this feature benefit you? Simply, you’ll have a clear overview of each project task phase without accessing every project task itself.

SIMPLICITY OF DATA SHARING

• DISCUSSIONS

You can use discussions for discussion and agreement on a particular topic or maybe general notices not related to the specific project task. Their main purpose is to simplify communication and agreements throughout project planning.

• NOTES

The notes have multiple uses; as the name suggests, notes can be used to save short notes and

data sets or you can simply use them to monitor multiple events e.g. meetings. Share them with your team members and improve task performance.

• DATA RECORDING

Given that the whole idea of Gauss Box is a unique business solution, there is no more need for a separate MS Office packet. Gauss Box has a fully integrated Office suite – documents, spreadsheets, and presentations into its platform. When we said we wanted it all in one place, we weren’t kidding! Just imagine what time you will save and how productivity will be increased inside your team by using only one platform for every action you take.

BUDGET CONTROL

Inside Gauss Box, you can divide your expenses as billable or non-billable. This will help you track all activities and their expenses no matter what category they fall into. Furthermore, you can set budget estimations based on personal preferences or past projects. At all times you can see the difference between the estimated and spent budget.  All data are available within a few clicks and that is the whole Gauss Box purpose.

TIME TRACKING

As we said earlier, time tracking is one of the most important features in project management. Its options give you a powerful tool for analyzing project execution performance. Our Project management module gives you the possibility to choose between the Kanban board or Gantt chart for a precise overview. Use all the benefits Gauss Box is offering you, and we assure you, there are many!

What’s next?

This is just one part of the many useful features the Gauss Box Project management module can offer you. We hope we gave you something to think about at the workplace while manually entering data into one spreadsheet, or onto a piece of paper. Check out Gauss Box Projects and feel free to contact us for more information!