5 Signs You Have the Wrong Work Management System

June 04, 2019

Meeting deadlines is the ultimate goal of every workplace team; however, teams around the world struggle with delivering results on time signaling a need for a different work management system.

Wellingtone reports that only 37% of teams in the UK manage to complete their projects on time. Similarly, a global report by Standish Group states that fewer than one-third of all projects were completed and delivered on time. 

These low success rates could be a symptom of larger issues in the company’s work management system such as: 

  • Lack of systematic task delegation process
  • Lack of timely reminders on upcoming tasks
  • Bad micro-level management
  • Lack of clarity about various resources used during execution
  • Lack of real-time collaboration among teams

All these reasons indicate a critical need for an improved work management system. However, not all systems are the same. You need to carefully assess your current strategy and needs to identify which work management system will help you meet your targets.  

Here are five signs that your current work management system is not serving your needs.

1. Disconnected Teams

Airbus A380 is the best example to showcase how disconnected teams can affect project management. 

The project was to build the Airbus A380 superjumbo and make it the world’s largest commercial aircraft, and the teams working on this were spread across the globe. Each team had to build different parts of the airplane. 

The project went south when the final installation was initiated. Each remote team had used a different Computer-Aided-Design (CAD) software to design the individual parts, costing the company around $6 billion to set it right. 

This example clearly shows how flawed and disconnected team communication was and how it affected the overall project outcome. 

Project collaboration software allows your team to stay connected with each other and with clients in real-time. However, if your team members are still missing updates from your clients, then the tool is failing your needs. You just can’t afford to miss updates from your clients. 

When a team misses a deadline, stakeholders will trust the team less and demand more. The team will agree with the increased demands but still won't be able to deliver what they promised and will continue to miss commitments. It's a cycle of missed deadlines.

Let’s just take the Airbus A380 example. Although everyone did a fantastic job, the project was still doomed right from the start. Why? Poor team collaboration. 

None of the team members discussed how to go about implementing the project and did not have any structure whatsoever. When you hire a remote team, it's best to choose a simple project management software and pay attention to small details. 

Every commitment your team misses is a reason for your stakeholders to distrust you. Having software in place that ensures your team gets updates and is able to efficiently connect with clients will help you preserve your team’s reputation. 

2. Disorganized Task Lists 

Project managers carry the weight of responsibility of the entire project team and must answer to both their management and clients. If you are a project manager and can’t keep track of the various tasks assigned to different team members, it is a sign you should look for a new work management system.

For example, ProProfs Project is a simple project management software that has all the needed features that managers need to work with both in-house and remote teams. Whether you need to set task deadlines or give feedback to a team member, it is all possible through this software. 

A few features of ProProfs Project that help in keeping track of team tasks include:

  • Time tracking
  • Inline comments
  • Email notifications
  • Task dependencies
  • Single dashboard view
  • Task assigning

Such software tools have their own set of features that make them stand out of the rest. Some cater to in-house teams while some cater to freelancers; but only a few, such as ProProfs Project, have shown great compatibility to work with both in-house and remote teams efficiently. 

ProProfs Project allows in-office and remote teams to communicate seamlessly.

Management systems are designed to streamline processes, making them more efficient and transparent. Teams are better able to gauge progress and hold each other accountable when communication is open and everyone can see which tasks have been completed and by whom. 

If your current system can’t help you provide answers on how the project is proceeding and who is in charge of specific tasks, you should consider changing your existing system.

3. Excuses for Not Getting the Job Done

Work management software systems such as ProProfs Project streamline work processes and assign tasks to different team members. However, you may still have employees who complain they don’t have enough time to meet their deadlines. 

Two main reasons could be causing that:

  1. Too many tasks designated to one team member
  2. Inability to track each team member’s productivity

The tool you use should show you the number of tasks a single team member is responsible for and should track how productive each team member is. You should also be able to see the number of productive hours and the amount of work each team member contributes to a project. This will help you assess which team members might need additional training to boost productivity. 

4. Uninformed Stakeholders

Your stakeholders are not only your team members and the management, but also your clients and resource providers. 

Making sure that all of these people are kept in the loop helps you to maximize efficiency. 

If any of these stakeholders are unaware of your project progress or updates on budget allocation, then your work as a manager will double. 

ProProfs Project also allows stakeholders to access projects to see progress.

The above image demonstrates the dashboard of a work management software that allows stakeholders to have access to the project progress. 

The software provides a platform for stakeholders to not only see work progress, but also see when a particular task is due, who access to these tasks, the time allocated to complete the task at hand, and the tags associated with the task. 

A work management tool such as ProProfs Project, can help you avoid lengthy email chains and prevent you from losing track of which stakeholders were informed about changes. 

5. Difficulty in Making Data-Driven Decisions

Many of your decisions as a manager, like assigning tasks and allocating budgets, should be based on outputs from previously completed projects. If you don’t have the right work management system in place, you won’t be able to draw a comprehensive analysis to help you make these decisions. 

Your work management system should help you recognize: 

  • Reasons that stopped a team member from completing the assigned number of tasks
  • Reasons why the team couldn’t deliver the project within the existing budget 
  • Areas where your team fell short on providing certain task deliverables

If the tool doesn’t allow you to do all of these things, then you’re working with the wrong management software. 

Work Management Software Is Not One-Size-Fits-All

If your current system leaves you with disconnected teams, disorganized task lists, employees not able to get their jobs done, uninformed stakeholders, or difficulty in making data-driven decisions, it’s time to consider a new system. 

Finding the system that’s right for you and the needs of your team members will help you:  

  1. Boost your productivity and that of your team members
  2. Deliver as project goals within set deadlines
  3. Make decisions based on accumulated data
  4. Monitor team performance
  5. Keep every stakeholder in the loop during the project’s life cycle

As the workplace shifts, pace changes, and projects evolve, your work management system needs to be refreshed to maintain productivity. Keep these five signs in mind even if you have a work management system currently.