It is understandable that companies may want to cut expenses by performing manual documentation of data in a spreadsheet format for project organization. However, although a spreadsheet can provide these services it is not as diverse in efficiencies as web-based project management software powered by a commercial database. This type of software can provide multiple services such as employee scheduling, project scheduling, communication platform, organized documentation, and many more.
Spreadsheets are known as a domain for manual data documentation which can be used for project management however, here are the reasons it is inefficient:
- Manual data collection and documentation
- No automatic assignment of tasks
- No automatic updates and reports
- No project updates or tracking
- Manual financial calculations of resources
Further we will discuss why using web-based project management software within your company is more efficient and worth the investment:
Project Progression
The requirement of project manager’s to constantly question employees on the status of their project is an inefficient method prone to human error. This collection of information must also be diligently inputted into Excel by the one individual each time a round check-in has been performed. The frequent questioning of employee’s progress may cause them to feel a lack of trust towards their superiors. However, project management software can be utilized to avoid human error and maintain this trust within the team.
Dependency and Documentation
Utilizing spreadsheets within your company causes a great dependence on one individual to input and update data. This does not make it easy to track changes and alter timelines which are important functions when managing a project. The reliance on one individual and lack of tracking changes can very easily lead to errors in documentation. The implementation of web based project management software can track changes automatically and eliminate reliance on one individual.
Project Summaries
To provide a summary of all aspects of your project without the use of a project management software can become complex with multiple open tabs including emails, data, and documentation.
In contrast project management software provides a detailed summary of the lifespan of your project. This type of software has the capacity of managing all departments of an organization, not simply just the IT department. The functions of this software include but are not limited to; financials, project updates, scheduling, document organization, communication systems, and tasks.
Building Reports
Spreadsheets are simply a domain where data is inputted and stored, they do not provide a built-in reporting system. However, project management software builds reports for you so your time is not consumed scouring data and locating documents.
Data Organization
Spreadsheets may be useful for storing data in one specific place but when it comes to managing a project, multiple members of the team need access to this information. There is usually one person in charge of maintaining the data updates when updates are manual. This means employees cannot make project updates in real time leading to a greater margin for error in data records.
Project management software is intended to provide companies with the tools to maintain organization and efficiency within projects.
Request a demo today to learn more about what project management software can do for your company.