7 Signs Your Marketing Project Management Software Isn't Meeting Your Needs

If you're considering replacing your current agency project management software, you're not alone in this endeavor. According to Capterra Management's User Research Report, a staggering 44% of companies have already tried different project management software before settling on their current one. The main reason for making the switch? The previous tool simply wasn't comprehensive enough to meet their needs.

Given that the selection process for a new software can take anywhere from six weeks to several months, it's crucial that you know exactly how to choose the right creative project management software this time around. But before we dive into the selection process, there are a few other important steps you should consider first.

Is your current project management software failing to meet your needs?

Here are seven clear signs that it's time for a change:

1. Lack of transparency: If your creative teams and stakeholders are still in the dark about work progress and can't access the tool remotely, your software is falling short.

2. Unclear schedules and priorities: If your team struggles to determine urgent tasks or if other departments overload them due to a lack of transparency, it's time for a more effective project management solution.

3. Overloaded resources: If your marketing team or ad agency constantly relies on freelancers to meet deadlines because your resources are stretched too thin, it's time to consider switching software.

4. Approval workflow issues: If stakeholders are being missed in the approval workflow or if feedback collation is a nightmare due to multiple versions, your current software is letting you down.

5. Artwork revisions remain high: If the implementation of software hasn't reduced artwork revision counts, you're using the wrong tool!

6. Missed deadlines and budgets: If campaigns consistently go over deadline and budget, it's a clear sign that your current software is not up to the task.

7. Unhappy stakeholders and clients: If projects are chaotic, drawn-out, and the end product's quality is lacking, it's a sure indication that your current software needs replacing.

Things to consider when switching project management software

Now that you have realized that your current project management software is not meeting your needs, it's time to think about how you can approach things differently this time. Here are some important factors to consider when replacing your project management software:

1. Treat the selection and implementation process as you would any creative project.

Just like you carefully plan, schedule, and budget for creative projects, selecting and implementing software should be approached in the same way. Take the time to plan each stage of the process to ensure that no important steps are missed. It's also crucial to allocate an adequate budget for the transition.

2. Get your team and stakeholders involved from the beginning.

One of the main reasons project management software fails is because people don't actually use it. To ensure success this time, involve your team and stakeholders in the process. Identify the tools and features of the new software that will make everyone's job easier and demonstrate the benefits to encourage their buy-in.

3. Choose the right timing for switching your tools.

There will never be a perfect time to make the switch, but giving your team time to understand the need for a change and providing proper training can increase the chances of adoption.

4. Plan how you will transfer your data to the new software.

Considering the amount of data stored in your current project management software, it's important to think about the process of transferring this data. Can it be automated in any way? Do you need to transfer all of the data or just certain parts? Allocate enough time to ensure a smooth data transfer.

By following these steps, you can ensure a successful transition and implementation of new creative project management software that meets the needs of your business

 5. Get it right this time around

Selecting and implementing new project management software equals time and money, so you want to make sure that the second time round you get it right. Learn from you mistakes, and plan it better this time.

How to choose the right project management software to replace your old one

Here's a step-by-step checklist to guide you in selecting the right project management software:

1. Assess and list your requirements: Start by identifying the specific issues that are hindering your workflow and output. Be specific about the problems you're facing, such as the lack of an overview of daily tasks for resources or difficulties in rescheduling work.

2. Seek input from your team and stakeholders: It's crucial to understand the current issues and barriers that are affecting your work. Ask your colleagues to provide specific feedback about their challenges with the current project management software. For example, they may mention the absence of online proofing tools. Remember to update your requirements based on their input.

3. Prioritize your requirements: Once you have a comprehensive "wish list," prioritize your most important requirements. Understand that finding a solution that addresses all your issues is unlikely, so separate your "must-have" requirements from the "nice-to-have" ones.

4. Create a list of vendors and compare them: Take your time to find vendors by searching online industry sites, using relevant keywords in search engines, or reading articles about project management software in your industry. You can also utilize free sites that help businesses find suitable software. List as many vendors as possible and compare them against your requirements. Ideally, aim to shortlist 3 to 5 top vendors. Use a spreadsheet document to compare their software features with your requirements for easier evaluation.

5. Choose the best vendor for your agency: Whenever possible, arrange product demonstrations or sign up for free trials of the software. Dedicate sufficient time to carefully review each product. Consider factors such as user-friendliness, ease of implementation, available training and support, data transfer process, support for various file types (digital, traditional, websites), hardware or software installation requirements, cloud or web-based solutions, cost, and scalability options. Don't hesitate to ask vendors for references or check their websites for testimonials. During this phase, refer back to your requirements to ensure you're selecting a tool that meets your needs.

6. Prepare a business case if needed: Generate a business case if necessary: If the situation calls for it, produce a business case for introducing the new project management software. If you need help drafting a business case, consult a helpful checklist with crucial information to guide you.

7. Make your decision: Congratulations! It's time to choose the project management software that best aligns with the needs of your agency or brand.

Getting the most out of your new project management software

Project management software can really change the way your creative teams operate. Here are our 5 top tips to ensure that your new creative project management software is a roaring success.

1. Find your champion

The champion for your new marketing project management software is someone who genuinely believes that the software is going to improve your operations and make everybody?s working life easier. Make sure you have your champion ready to go before training commences.

2. Organise training for everyone who will be using your new project management software

When you've locked in a date to implement your new project management software, see to it that all users are scheduled for training. If staff are not present at the set training sessions, make sure that training is organised at a separate time for them.

3. Don't be shy about setting a final and mandatory adoption date

So training has finished and everyone has learnt to navigate their way around the new software. Now it's time for D-Day ? an adoption deadline where it really is in with the new and out with the old. Make sure everyone knows that once this date has clocked around, the old system will be turned off which means everyone needs to be comfortable with using the new project management software.

4. Keep a check on your new software once it has been implemented

After your new project management software has been implemented, you want to know that it's doing its job. For the first six months, make sure you check in regularly with users and your champion to ascertain how well it's performing.

5. Store user guides and how to videos for new talent to get up to speed

It's not unusual for talent to come and go, but just make sure you have a backup plan to train new staff on your project management software. Having user guides and videos handy will enable new staff to learn about the system in their own time. I'm sure your champion will also take the time to guide new talent.

Assessing your New Marketing Project Management Software

After the implementation and testing of your new marketing project management software, how can you assess if it is truly delivering the desired benefits? What are the signs that indicate the software is working in your favor?

1. Enhanced transparency for your creative projects

With a user-friendly dashboard, keeping track of ongoing projects and tasks is effortless. Remote workers and stakeholders can also access the system to stay updated on projects while on the go.

2. More effective planning and resource scheduling

The integrated resource management feature provides your team and stakeholders with complete visibility of projects and tasks on a daily, weekly, and monthly basis. Task reassignments are simplified, eliminating the need for tool swapping or searching for available resources. The system should also include a built-in task timer to accurately log time spent on each task, aiding managers in estimating resources and budgets for future projects.

3. Streamlined approval workflow

Marketing Project Management Software that allows you to establish unique approval pathways and batch feedback significantly simplifies the approval process. Automated reminders built into the system eliminate the need for users to send emails or remind stakeholders about approving artwork.

4. Decreased artwork revision count

A notable sign that your creative project management software is benefiting you is a decrease in artwork revisions. Your new system may include built-in proofing tools that enable stakeholders to electronically markup artwork with greater clarity. It may also allow for comparing two versions onscreen simultaneously, making it easier to check for changes. Regardless of the specific features, a decrease in artwork versions should be experienced with the new system.

5. Meeting deadlines and budgets consistently

With the new system in place, you should no longer be burdened by tedious administration, poorly managed resources, or a lack of project transparency. The easier your projects are to manage, the more control you have over meeting deadlines and budgets.

6. A happy team and satisfied clients

To truly gauge the effectiveness of your new project management software, observe your team's attitude. Are they overworked, frustrated, and negative about their work, or do they appear calm, in control, and inspired with each new project? The same applies to your clients. If you are delivering quality campaigns on time and within budget, the switch to new project management software has undoubtedly been beneficial.

Discover more about Admation and how it could benefit your creative team.