What skills do you need to choose a project planning tool?

Choosing a project planning tool is not a trivial decision. It can have a significant impact on the success of your project, the efficiency of your team, and the satisfaction of your stakeholders. But how do you know which tool is right for your project? What skills do you need to evaluate and compare different options? In this article, we will discuss six skills that can help you choose a project planning tool that suits your needs and goals.

1 Scope definition

Before you start looking for a project planning tool, you need to have a clear and realistic scope of your project. This means defining the objectives, deliverables, requirements, assumptions, constraints, and risks of your project. Scope definition helps you understand the size, complexity, and uncertainty of your project, which in turn influences the type and level of planning you need. For example, a small and simple project may only need a basic Gantt chart, while a large and complex project may require a more sophisticated tool that can handle dependencies, resource allocation, and change management.

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Daniel Valles

Project Manager (PMP)®
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The best way to mitigate scope creep is to clearly define the scope. I like to include scope exclusions on the scope definition, that helps the project team to understand the whole scope and ease the project manager to control the scope and avoid gold plating. A scope definition and deliverable list templates would be an easy way to start and to go through during the negotiation process and can be discussed in the kickoff meeting.

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2 Stakeholder analysis

Another skill you need to choose a project planning tool is stakeholder analysis. This means identifying and understanding the needs, expectations, and preferences of the people who are involved in or affected by your project. Stakeholder analysis helps you determine the level of engagement, communication, and collaboration you need with your stakeholders, as well as the format and frequency of reporting and feedback. For example, some stakeholders may prefer a visual and interactive tool that allows them to see the progress and status of your project, while others may prefer a simple and concise tool that provides them with the key information and metrics they need.

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3 Tool evaluation

Once you have defined your scope and analyzed your stakeholders, you need to evaluate different project planning tools based on various criteria. These criteria may include functionality, usability, compatibility, scalability, security, cost, and support. Tool evaluation helps you compare and contrast the strengths and weaknesses of each tool, as well as how well they fit your project needs and goals. For example, some tools may offer more features and flexibility than others, but they may also be more difficult to use or more expensive to maintain.

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Rachelle Reilly

Retired - CRA Director General
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Just be careful not to get paralysis by analysis. You have a project to manage so don’t make this a huge undertaking. Make a decision and move on to the project.

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4 Trial and testing

Another skill you need to choose a project planning tool is trial and testing. This means trying out different tools in a realistic and controlled environment, using your own data and scenarios. Trial and testing helps you validate the performance and reliability of each tool, as well as how comfortable and confident you and your team are with using them. For example, some tools may look good on paper, but they may have bugs, glitches, or compatibility issues that affect your work quality and efficiency.

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5 Feedback collection

Another skill you need to choose a project planning tool is feedback collection. This means soliciting and analyzing the opinions and experiences of your team and stakeholders regarding the different tools you have tried. Feedback collection helps you gauge the satisfaction and acceptance of each tool, as well as identify any issues or concerns that need to be addressed or resolved. For example, some tools may have a high learning curve or a low user-friendliness that discourage or frustrate your team or stakeholders.

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6 Decision making

The final skill you need to choose a project planning tool is decision making. This means weighing the pros and cons of each tool, considering the trade-offs and risks involved, and selecting the best option for your project. Decision making helps you finalize your choice and justify it to your team and stakeholders, as well as plan for the implementation and integration of the tool into your project workflow. For example, some tools may require more training or customization than others, but they may also offer more benefits or advantages in the long run.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What skills do you need to choose a project planning tool?

1

2

3

4

5

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1 Scope definition

2 Stakeholder analysis

3 Tool evaluation

4 Trial and testing

5 Feedback collection

6 Decision making

7 Here’s what else to consider

Project Management

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What skills do you need to choose a project planning tool?

1

2

3

4

5

6

7

1 Scope definition

2 Stakeholder analysis

3 Tool evaluation

4 Trial and testing

5 Feedback collection

6 Decision making

7 Here’s what else to consider

Project Management

Rate this article

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