subject: What Do PMs Really Use Project Management Software For? [print this page] What Do PMs Really Use Project Management Software For?
People define project management differently, typically based upon their immediate needs. People also use project management software differently. Actually there's a study on that you should know about. Let's take a minute to review it.
Besner and Hobbs completed a survey of 1,000 project managers (PMs) in 2004. They had PMs evaluate which of 40 different tools that fit within the project management umbrella, which ones they used the most and least.
Note: 55% of the PM's surveyed worked in organizations of 1,000 or more, 70% worked in organizations of 200 or more, so this was a study focusing on utilization in large organizations. 65% of the projects had a duration of 3-12 months.
Of all the different things you can do with or demand from project management software, what do you think was included in the top 5 most used list?
It wasn't tracking Earned Value. It wasn't creating a project web site or resource allocation... being able to simulate various if-then scenarios didn't make it to the top either.
In fact the number one feature is pretty surprising.It was getting a progress report. In case you're wondering, here's the top five tools/features PMs most frequently used Project Management software for:
Small Projects - Under $1m | Large Projects - Over $1m
1. Progress report | 1. Progress report
2. Kick-off meeting | 2. Task scheduling
3. Task scheduling | 3. Gantt chart
4. Gantt chart | 4. Kick-off meeting
5. Scope statement | 5. Change request
Back to the #1 feature - progress updates. It's interesting, but if you look around you, you'll find that the task of generating and retrieving progress updates consume vast amounts of time at most work sites. They are responsible for a high percentage of time spent in meetings, lots of emails back and forth, and numerous phone calls.
In fact, most of us spend a significant part of our day chasing down progress updates, and we don't use project management software as the primary resource.
But, it gets even more interesting when I look at all the organizations we work with. Getting people to input progress updates into the system is usually the biggest omission and downfall in using project management software. It quickly reduces the value of all the previous planning and documentation effort spent in constructing the project plan, holding the kick-off meeting and assigning tasks.
If progress updates is the biggest stated usage need in project management software, why do so many people find themselves reluctant to input progress updates... in project management software?
I'll rephrase it this way...
"Why do so many people find themselves reluctant to spend the time to type a progress update, but are so willing to spend lots of time generating progress updates of sorts on the phone, by typing emails, and in meetings?"
Partly it has to do with people, partly with design. Most project management software programs do not incorporate a design that supports the level of context provided by verbal interchange and emails, as they are narrowly focused on a specific area of feedback, typically % complete or number of hours or dollars expended.
Bottom Line:
It seems that we're all, whether formal project managers or not, drowning in information, but starved for timely, informative feedback at our finger tips.
I believe the answer to the question has to do with the brain task involved in creating progress updates, the process called "flow" and a lack of "working smart" that permeates our culture.
