How to Pitch Project Management Software to Upper Management
Although upper management always has the final say when it comes to identifying the tools that can streamline your workflow, it’s the people on the ground whose opinions really count. As the ones who suffer the inefficiencies of the current system daily, they know exactly what they will need to work more efficiently and effectively.
But when it comes to actually pitching new project management software to upper management, what’s the best approach to take? Here, we’ll explore the software implementation process and give you a few tips on the best ways to share your ideas with management.
How to Present New Ideas to Management
Successful project management implementation will help streamline your operation and maximize efficiency across all departments of your business. This can have positive knock-on effects for client satisfaction, team morale, and the company’s bottom line.
But while that certainly makes a compelling case in itself, it’s not always easy to convince senior management that the initial outlay of time and money will be worth those clear benefits.
If you and your team think you have found a project management tool to solve the problems you’re currently facing, your next job will be to sell it to the management team. They will, of course, be most concerned about the potential costs and disruption caused by implementing new software, which means that investing in a new solution may not be on their radar – especially if they think things are fine as they are.
So, what is the best way to present your new ideas to management and how can you make your case most effectively?
1. Show them how it solves your problems
You can’t just throw a new piece of project management software at your bosses and expect them to figure out for themselves why it’s so good. Even if you’re still stuck in the dark ages of managing projects through a series of spreadsheets, you’re going to have to demonstrate the specific challenges you face and how the new tool that you’ve found will solve them.
You should schedule a demo of the tool well in advance of the meeting, so you have the opportunity to familiarize yourself with it. You can then use that demo to show upper management exactly how it will solve your specific problems – this way, you won’t just be talking about it in the abstract. Having a sense of the ins and outs of your chosen bit of kit will increase engagement with your presentation and give everyone the chance to share their concerns and ask questions.
Something to note: If a project management software provider asks for any money before you see the product or only lets you test drive certain functions, then ask yourself why that might be and consider steering clear.
2. There’s strength in numbers
If you’ve found a project management software that you think can be adopted company-wide, then it’s important to get as many people on your side before the presentation. If you have the support of team leaders or managers in other departments, then you’ll have a much better chance of success.
3. Get your line manager’s approval
Before taking it to the board, talk about the prospect of implementing new software with your line manager first. This will give you the chance to practice your pitch and assess the level of appetite for and resistance against this type of change.
As well as demonstrating the benefits of any new software, you should be prepared to answer questions like:
- How much will the new software cost?
- How long will we have to use it for?
- What happens if it doesn’t work?
- Will we be able to go back to using the old system if it doesn’t provide the benefits you expect?
The questions your line manager asks will also give you some idea of the concerns that upper management is likely to have.
4. Take ownership of the pitching process
Pitching any new software to your line manager can be a daunting process in itself. One concern is that they might not support your pitch because they don’t agree that the software will be the right fit for the organization. On the other hand, if your line manager loves the software, there’s every chance that they could try to sideline you and take it further up the chain themselves.
That’s why it’s important to make it very clear to your line manager that you want to remain a part of the pitching process. Being in charge of the change and getting behind the idea yourself will give you the best chance of success.
Questions to Ask When Evaluating New Project Management Software
Before you get too excited about implementing a new project software, take some time to understand whether it really is the best solution for your organization. It can be all too easy to get carried away when you find software that you think will solve the particular problems you face, but don’t forget that it will need to benefit other teams and departments as well.
With so many types of project management software out there, what questions should you ask to find the right fit?
Is it flexible?
One of the main problems businesses experience when implementing new project management software is when they realize all too late that they cannot customize it to fit their teams’ respective working styles and preferences. This can dramatically impact adoption rates, and if your team refuses to use it, the software implementation process doesn’t stand a chance.
Project management software like Scoro allows your team to work in whichever way suits them. Our dashboard can be configured to each team member’s personal preferences, setting up different list views and creating custom dashboards, so they only see the information that’s relevant to them. They can also download the Scoro app for Android or iOS to give them anytime access, wherever they are.
Will it reduce admin time?
No matter the project, there are many associated administrative activities that will keep you and your team busy without adding all that much value as a whole. Good project management software will streamline these lower-value tasks so you can spend more of your time on the work that matters.
With Scoro, you can automate routine tasks in just a few clicks. Automatically turn quotes into assigned projects and tasks and eliminate time-consuming repetition with the help of preset project templates and task bundles. Deadline alerts, automatic notifications, and live dashboards can also keep you and your team in the know so you can spend more of your time on billable work.
Will it help teams work together?
Without a tool that can support efficient collaboration, tasks can easily get missed, work can be duplicated, and errors can occur. That’s why you need project management software that will streamline communication to bring all of your files and feedback together in one place and send collaborators real-time alerts when changes are made.
Scoro lets you keep everyone in the loop, giving you the chance to plan, manage, and track everything about your team in a single digital workspace. Centralized data and priorities help to keep everyone on the same page and improve remote collaboration, while information can be shared via a real-time team dashboard.
Can we get started more efficiently?
Planning is important, but in many cases, so is speedy execution. Software that is easy to use and supports efficient project creation and setup is vital when your team needs to hit the ground running. Project templates can play an important part in this by enabling you to create and modify existing templates to reduce the amount of time involved in project planning.
With Scoro, there’s no need to create a new project from scratch every time you confirm a deal with a customer. Instead, you can create multiple templates and pick a suitable one whenever it’s required.
Will I be able to track our resources more easily?
The best project management software will allow you to monitor overall resource utilization and reprioritize your tasks and projects easily as the priorities change. Central to this is having a robust view of your resource capacity and the availability to take on additional tasks.
Scoro enables you to plan, allocate, and track your resources more efficiently by bringing your people, processes, and tools together in a single workspace solution. Real-time reporting lets you know who’s working on what, how your team is used, and how much of your time and resources are being spent on each project.
Streamline Your Workflow Today
Are you ready to pitch a new project management software to your senior managers? Before you do, take some time to learn more about what Scoro can do for you. Our software enables you to manage every aspect of your business in one digital workspace, so you can make smarter decisions, jumpstart projects, streamline collaboration, and more.