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What 4 Software Tools do you Need to run a Successful Project?

Colin Manson, CEO, Xergy GroupOctober 10, 2022
Time Tracking Winning Proposals Work Management
Software tools - Proteus Project Software

Struggling to choose your project software tools? Project management is difficult. Don’t let anyone tell you differently.

It’s a balancing act – striving to keep everything on plan, on budget, and on time. Not to mention juggling resources, stakeholders, and comms. While modern technology can facilitate the process, in many cases it only adds to the burden. Each tool proclaims to do it better than the others, to offer more integration, or promise open planning at every stage.

Well, we’re firm believers in keeping things simple. So much so in fact, that at every step in the design and build of Proteus, the question ‘is it as simple as it can possibly be?’ was posed. If it didn’t pass this test, it was reworked.  We always find that it’s the simple things in life, and in business, which often make the biggest difference. Digital tools and project management techniques can only transform a business if people use them and they will only use it if it’s simple. 

On that basis, we’ve hand-picked some basic project management tools that we think can really get your project kick-started.  

Google Drive – your driving force

Storing documents, sheets, slides, and forms, for on-the-go use, probably makes Google Drive one of the most powerful tools that a busy project manager can have at their disposal.

Most of you reading this will probably already be familiar with digital apps, Google Docs, and Google Calendars –perfect project companions that provide functionality, stored in the cloud, that allow easy global access. Google Drive offers users a platform to store, share and collaborate on files and folders from any mobile device, tablet, or computer.

Google Drive’s excellent integration can work with and complement your team’s existing technology. Work across Microsoft Office files without the need to convert file formats, and edit and store over 100 additional file types, including PDFs, CAD files, images, and more.

Working in real-time means that only one document needs to be updated, so you can avoid lengthy searches to find the right document or confusion about which is the latest update.

Even better, the developers behind Proteus have built a Google add-on, which means project teams and users can write documents in Google docs seamlessly within the Proteus project workflow. For example, you can create your proposal templates using your normal Google docs styling. As Proteus is fully any changes you make to your proposal in Proteus are automatically reflected on your saved file in Google. The Proteus proposal builder allows you to easily add details such as price, team, experience, and schedule.

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Workday – the ultimate HR support

Once you’ve got your project kicked off, it’s important to make sure your most important asset, your human capital is well managed. From compensation and payroll to shift scheduling, time tracking, benefits, and more, a HCM software (human capital management) like Workday delivers seamless workforce management. A project management software like Proteus can do a lot of this heavy lifting for you, such as tracking time in our Timesheet tool (which is connected to the work breakdown structure for each project), but many companies need specialist HR tools like Workday.

What we like about Workday is the way that workers can securely access insights when they need them, collaborate and take action. Much of this thinking is hard-wired into what we do at Proteus which is why we have created bespoke integrations for our clients who love Workday.

Slack – for teams who talk

A team that works together, stays together. And being able to collaborate easily and effectively is the goal for all types of organisations. It’s only in the past decade or so that people have begun to realize that email isn’t a reliable collaboration tool and won’t help them achieve their goal of improved team alignment.

Slack brings the team together, wherever you are. The online platform, which also comes in app format, makes it easy to find colleagues, assign deliverables, check on progress and celebrate successes. Channels for projects, teams, and roles keep everyone on the same page, wherever they are.

Supporting workflow management, Slack gives you access to instant messenger and face time calls allowing you to share files, screens, and opinions. As an added bonus, the Slack App Directory has over 2,200 apps you can also integrate into your account including Dropbox, Gmail and our old favourite, Trello.

Proteus – for the software tool with a punch

Of course, our ultimate go-to project management tool is Proteus.

At the heart of Proteus is a simple work management system that can deal with complex projects. Proteus streamlines business workflows and puts everything your business needs in a database structure with single-point data entry and a document numbering system. It facilitates and promotes remote working and team collaboration in a way that can digitally transform your business. 

You can manage client information and relationships as well as proposals like never before. The proposal generator allows quick and efficient development of proposals using a template structure, cost estimates from saved data, CTRs connected to contracts, CV integration from a single source, and an integrated project planning tool.

Proteus’ project management system is linked to the proposal with real-time project data that can be viewed at any time and linked to an automatic project reporting system.

Tracking of all manhours, software, and equipment usage are all linked back to the project management system and invoicing.

Upcoming large project? Proteus has it covered.

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About us

Xergy Group’s Proteus work management solution is designed to work with your existing systems and to scale and evolve as your business evolves. It was created by project professionals with decades of experience and delivers an end-to-end project management software platform compliant with ISO audit requirements and common project management frameworks.

How to get Proteus

Proteus’ project management software is a cloud-based system designed for businesses of all sizes to handle projects of unlimited complexity. Each Proteus feature is aimed at making bottom-line improvements by improving utilisation, streamlining workflows, providing quick and efficient access to resources, and reducing overheads. One of the unique advantages of Proteus is that we offer a free onboarding consultation service to ensure your company account is set up according to your company’s needs.

Proteus operates under a software as a service (SaaS) model costing $35 per user per month. Billing is monthly or annually. For more information on our pricing visit our pricing page or get in touch with one of the team.

We designed Proteus to be simple, and that means you can get up and running on Proteus without an IT team or support from a programmer. You will want to spend a bit of time configuring the admin console so that you have everything set up to suit your company structure, but it’s very intuitive and you don’t need a Ph.D. in IT. However, we want you to get the best out of what is a brilliantly powerful tool, so don’t hesitate to ask for our support. We have a team of product experts who are ready to help you with the configuration process, so get in touch today by filling out the form below:


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