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

Colin Manson, CEO, Xergy GroupNovember 1, 2021
Time Tracking Winning Proposals Work Management
software tools

Struggling to choose your 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 proclaiming 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 possible 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 technology can only transform a business if people use it and they will only use it, if it’s simple. 

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

Google Drive – your driving force

Storing documents, sheets, slides and form, 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 compliment 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 are currently working hard – building a Google add on, which means project teams and users can write documents in Google docs seamlessly within the Proteus project workflow.

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Trello – the ultimate to-do list  

Once you’ve got your project kicked off, it’s important to get your tasks moving. Workflow tools usually employ Kanban boards and cards as a framework for visualising work in progress. Not all that complex, online tools such as Trello can soon replace the likes of to-do lists and sticky notes and prove invaluable over the course of a project.

Users can design boards as frameworks for any kind of process, and the software offers a great deal of functionality at the card level including file attachments, comments and check lists.

New projects can be created on new boards and collaborators invited with the simple click of a link. Soon you’ll be prioritising your projects in a fun, flexible, and rewarding way.

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, screen 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.

However, if you’re looking to connect with independent consultants who might offer the expert knowledge you’re lacking, Xchange on Proteus might be the option for you. The social media style technical forum lets users ask questions and search for answers whilst building up a networking of trusted connections.

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. The OS 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.

A 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. Sign up here.

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