Project management is an ever-evolving beast, with technological innovations, new best practices, and changing client expectations constantly disrupting the tried-and-tested theories. Whether you're new to project management or you want to know how to get the best out of cloud-based project management software to drive your organization forward, there's always more to learn.
So if you're asking yourself "what are the main benefits of using cloud project management?", this article is the perfect place to start.Kicking off our list of benefits of cloud-based project management software, we’re starting with the obvious. So many traditional server-based systems involve downloading huge files to your system and even bringing in hardware to get started.
On the flip side, your cloud-based project management software is accessible from a standard web browser, with all the complex architecture taken care of on dedicated servers. All your admin has to do is set up accounts to get the ball rolling. While some cloud-based systems charge per user, businesses that aim to expand usually opt for a team-wide flat fee so they can register extra users without having to run it by the finance department first.
With your teams connected, you'll have to move on to training for your new project management software. Luckily, being user-friendly is what separates the good platforms from the great, so they're remarkably user-friendly. For any more technical operations, keep an eye out for a help desk or training center, where you'll find the most up-to-date guides, walkthroughs and explainer videos.
There has been a mass migration in business from on-site systems to the cloud, and it looks like there's no going back. One of the key drivers of this is the reduced costs involved in using mass cloud technology rather than each company installing their own servers and security. That's why small businesses without major financial backing are able to compete with larger companies to secure projects.
Many cloud providers also offer free support to companies on the upper tiers of their service, removing the need for a maintenance team on your payroll. This allows users of cloud-based project management software to funnel more of their budget toward getting top talent and innovative work processes so they can focus on what they do best. As you advance through your projects, any issues can be resolved through FAQs and video tutorials, or direct support through live chat for those most urgent issues.
As a final word on the money-saving benefits of project management software, the top services offer free trials so you can get a feel for the platform before you commit. This is a true democratizer of powerful project management technology that allows decision-makers the luxury of ensuring they are choosing the right tool for their team.
Companies who store files locally always run the risk of losing the physical storage device, and that's it — gone. With cloud-based project management software, if one of your staff loses a laptop or mobile, you can freeze their account, safe in the knowledge that no files are saved locally.
But that's not where the advantages end. Cloud-based project management systems offer high-level security on a large scale, which normally proves excessively expensive for individual companies to afford. By drawing on the expertise of cloud providers, you keep your files and communication safe without investing a huge amount of time and money in securing your system natively.
You can enhance your cloud security by segregating sensitive data from what you use in your day-to-day. This way, you narrow down those who can access it to a select group of trusted people. Similarly, when creating public-facing websites, cloud providers often offer enhanced security such as SSL security without needing an in-house webmaster.
Cloud-based project management software cuts out a lot of the headaches brought on through systems that require access to your own servers. This means you can get straight to what matters, rather than spending time figuring out how to do what you’re best at. All your team needs to join your project is a username and password.
Although your info is stored on external servers, your admins have direct control. So if you’re running close to a deadline and need a new account fast, you can get in touch with an in-house contact to sort your issue out in seconds. This also makes it excellent for when you need to grant access to suppliers or clients. Simply generate a profile for them and they can log in from their own desktop browser or mobile.
Access isn’t always about simply logging on, however. With pro-level cloud systems, finding documents and task cards couldn’t be easier, and you can favorite your big tasks to get there at a click of a button or a tap of a thumb.
You can’t expect complex projects to all run seamlessly within your working hours, and if you’ve got any experience as a manager, you’ll know that some of the most urgent decisions are made at the least convenient times. That’s why it’s essential for cloud-based project management software to be simple and easy when you need to act fast.
With traditional tools, you need to be at the office to make a difference. But on the cloud, you can ride the wave of any disruptions whether you’re on your commute, working from home, or between meetings away from your desk. All you need is an internet connection and you’re ready to go. Any time your team finds themselves at a loose end, it’s very likely they’re not the first. Integrated FAQ sections and guides help to resolve user issues quickly so they can get back to what’s important.
Linking ease of use to security, most cloud-based project management systems allow you to customize access for those outside of your organization. This cuts down the possibility of losing data, but it also guides users only to what is relevant to them, so they can’t make mysterious accidental changes to tasks in other departments.
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One of the less tangible (but very real) benefits of project management software is how it nudges your team to adopt more collaborative, communicative working practices.
The stand-out example of this efficiency is in the drastic reduction of email back-and-forths. Utterly inefficient and always likely to lose instructions and information, emails are superseded by intrinsically logical and clear task cards in one global app. Everybody involved in a certain task can access a record of all updates, completed work, and future deadlines in one place.
This is also where you should store all the resources needed to complete a task. Rather than uploading files that could quickly find themselves out of date, you can instead insert a link to a collaborative document stored in the cloud. Your single file will always be the most up-to-date version, with changes saved automatically as each team member makes their suggestions and modifications. Don’t worry if you need to access an old draft — the revision history tool allows you to step back in time and copy-paste the info you need into the latest version.
Cloud-based project management software allows you to streamline your team’s tasks and all the bits in between. While the following tools are available on good in-house systems, cloud technology releases their true potential as they automatically sync across all your users.
Take automations. The ever-expanding list of tasks that you can leave to the algorithms is vital to more productive projects. Dependencies, for example, can assign tasks automatically when the previous one is finished, setting your workflows in motion without any input from you. This means you can get on with the human side of project management, without needing to constantly check in on your progress.
Another area ripe for boosting productivity is through time tracking software. Measuring the time each task encourages efficiency across your team as they can see if they’re reaching targets as they progress through their tasks. With all time tracking linked to your overall KPIs, your team members can also see how their work contributes to the wider picture which is a great motivator — especially for remote workers who can feel isolated from company objectives.
It’s rare for an entire project to take place all in one place. That’s why the best cloud-based project management software is available across all your devices. Whether you’re on a construction site, or visiting clients across town, you can reply to emails, receive notifications, set new tasks and more from the mobile app in the palm of your hand.
This comes in especially useful for those urgent cases that need a quick response to save putting your projects in jeopardy. With cloud-based project management, you can curate the notifications you receive on your phone to strike a balance where you get all the essential changes without feeling overwhelmed with every little update.
On a broader level, a project management platform available across all devices makes collaboration with external users much easier. Not only do they avoid having to access your servers, but they can get to work from their own offices no matter what operating system they use.
To create the ultimate dream team, it’s unlikely you’ll find the profiles you need in the local area. This is one of the stand-out benefits of remote teams, but it can be difficult when it comes to managing your star performers. However, cloud-based project management software strips away all of the stress with one sleek platform that everybody can access, whether they’re in the office or working from home.
This is a huge benefit that cloud-based project management gives you: a fully connected team, wherever they are. Even if you have a strict in-office policy, but multiple offices, you can link them all up and work just as you would if you were all huddled round the same table.
It even extends to staff retention and employee happiness. You can be flexible with your remote working policy, allowing eligible team members to work from home when they want or need to, keeping that morale and motivation high.
In project management, there’s nothing better than having a reliable overview of how long tasks take and working to reduce it. Companies that gain a reputation for completing projects quickly are hot prospects for any client, and cloud-based project management software can do a lot of the legwork.
Visualize the entire timeline of your projects and track each section until you can take an average time to inform future assignments. To plan your projects with time saving techniques in mind, we’d recommend using a Gantt chart — a super clear visualization that shows the length of each task on a calendar. With everything synced across your system, you and your team will see any schedule changes in real time, and you can even trigger notifications to everybody involved.
Looking to the future, save your workflow templates and learn from your mistakes to better predict how long tasks take. This way, you can select a project from your library and skip all the time-consuming admin of assigning tasks and writing out instructions.
Now you’ve got a good understanding of what the best online project management software can offer, it’s time to find out what works best for you.
Over 10,000,000 organizations already put their trust in Bitrix24 as their project management tool of choice. Unlike other, more limited options, it covers everything mentioned in this article plus so much more, including HR management, a website builder, and call center technology.
If that sounds like the foundation you need to base your business upon, sign up for free today and manage your projects like a pro.