Your non-profit organization needs a project management tool. How can you find the best one?

For sure, capture your requirements. But then they need to be ranked - MoSCow is great for that. Against each requirement identify what requirements are Must have (mandatory), Should have (ideal), Could have (optional). Ensure that you have spoken to all key stakeholder personas that will interact with the tool, or will consume tool outputs, to ensure their needs are captured. Tools don't deliver projects - people do. Tools help them. Keep your people, their pain points, and aspirations, front of mind while capturing requirements.

In my opinion, to use any new set of capabilities or tools a “change” in the “behavior” and “ways of working” of the intended users should be considered first. I have experienced many times that despite organizations invest in best of the tools, people don’t use they as it required behaviour change. It’s important to capture the requirements very well and then they need to be ranked for prioritization. Keep your people, their pain points, and aspirations, in mind while capturing the requirements and selecting the tools. As you look at different options, pay attention to their user interface and how easy it is to navigate. You'll also want to consider how user-friendly the interface is.

Having worked in the Social Sector space, there is a tendency to jump-in based on product features without proper clarity of business case for Project Management and integration with other systems including Financial management, HR and Sales (after thought). You could consider ERP one-end with PM (Cost prohibitive) Vs stand-alone PM tools on cloud with strong data integration capabilities. Additionally, given the nature of work in NGO space - it would be important to evaluate tool that supports effective collaboration along with proper analytics across project health (effort, schedule, scope etc). Plan for managed services bundle with software purchase unless you have dedicated IT team.

Like projects not every org requirement is alike. I would try to use PMI framework to understand which project domain should I adopt as part of Project Management Tool. Best case will be to have everything, but pragmatic approach will be to limit to critical factors of Schedule and Cost. We can skip resource and contract as we start adopting a tool at initial stages. Tool that are easy to use, that is modular, can be use in collaborative manner - as several project resources would be using them, easy to represent and has been in market for long time.

Before jumping to explore a PM tool a non-profit should have answers to few of the questions: 1. How am I managing the projects now (is it on a document/ spreadsheet etc.)? 2. Why do I feel the need to migrate to a PM tool 3. What extra I want to get out of a PM tool which is not available in my current project management method? 4. Am I ok to explore tools which have a minimum subscription cost but can add a lot of value to my organization. Once I have answers to these questions it will be easy to research in a pointed direction. One tool that I have found useful is smartsheet which provides different options (Free to paid) based on the budget and is based on spreadsheet.

Choosing the right project management tool for an organization requires thoughtful research to maximize impact. One needs to start by defining the organization's specific needs and project requirements. explore user-friendly and cost-effective solutions, considering tools which offer robust features tailored for non-profits & leverage online reviews and testimonials to gain insights into user experiences and satisfaction. Prioritizing tools that support collaboration, task management, reporting, aligning with the unique dynamics of non-profit projects is crucial. By thorough research, organizations can adopt a project management tool that enhances efficiency and amplifies their mission. #PMO #ProjectManagementTools

For NPOs, one of the criteria to consider is whether a certain provider can give away the access. For several types of NPOs, there can be free seats or major discounts to utilize. In exchange, NPOs can offer a promo of a vendor on its social media platforms.

This all depends on capacity of your team, there are various tools offered in the market with free options based on user base, so this can be one of the criteria to try and see that fits in

To ensure you are signing up for the right tool, leadership and key stakeholders would consider some of the below points which can help them make informed decision based on there organizational goals and needs. 1. Cost effective vs feature functionalities offered by the tool 2. Alignment between organizational needs 3. Keeping long term goal in mind, does the tool provides additional features which can serve in future state 4. Designed to cater Non profit organizational needs 5. Support, customer service experience and reviews

Opting for free/open source software for a nonprofit organization is a prudent choice, especially if it doesn't compromise quality. Consider the following tools: 1. Gantt Chart Excel: Useful for visualizing project timelines and dependencies. 2. Excel Project Manager: Provides a structured approach for project management within Excel. 3. Tracking Spreadsheet: Offers a versatile solution for monitoring project progress and tasks. 4. SWOT Analysis Template: A valuable tool for evaluating strengths, weaknesses, opportunities, and threats. 5. Action Plan Template: Facilitates the creation of detailed plans for project implementation.

You could want to think about setting up a sandbox test in each of the tools you've narrowed it down to by simulating a project. By getting your hands dirty, you can see for yourself how well the tools fit your unique project requirements and team dynamic. Going beyond basic demos, you can get a more detailed assessment by fully immersing yourself in a trial project situation. This will help you discover unique features, possible obstacles, and the overall user experience.

To test researched tools effectively: RFX Process: Initiate an RFX (Request for Proposal, Information, or Quote) aligned with company standards to solicit detailed proposals from vendors. Real-Time Demo: Attend product demonstrations to gain firsthand experience of the tool's functionality and usability. Discovery Session: Arrange a discovery session or workshop with the product team to discuss requirements, features, and alignment with organizational goals. Sandbox Environment: Set up a sandbox environment to conduct real-time simulations, allowing stakeholders to interact with the tool and assess its suitability for the organization's needs.

One effective way I have found to actually test a shortlist of project management tools is through a 'use case scenario' approach. Create, for each tool, a common project scenario that comes up often in your organizational work and simulate this on the platform. Notice how each tool does when it comes to assigning tasks, tracking deadlines, communicating and sharing files. This side by side comparison under the same conditions exposes how each of them really perform for everyday usage so a well balanced judgement may be made as to various features vs actual functionality or ease of use.

After identifying a shortlist of potential tools, conduct hands-on trials or demos. Suggest to Test the tools with a small team or a trial project to assess their usability, customization options, and overall fit for your organization's workflow. This practical approach helps uncover any specific challenges or advantages

It’s essential numerous members of the team are involved in the testing stage. Usability is an absolute key to success. This is extremely important if it is the first time a PM tool is being used, as the tool will only work if people actually use it. Just because it has all the bells and whistle doesn’t mean it will be the best for your team, so make sure it is practical for the skill set of the organisation.

To finalize your project management tool selection, compare options using a matrix or spreadsheet listing pros, cons, costs, and benefits. Assign scores to each criterion and calculate total scores. Evaluate which tool provides the best value and meets expectations. Seek feedback from team members, partners, and stakeholders to incorporate their opinions and preferences into the decision-making process.

Mobile first, Ease of use, and how fast the tool can be learned should also be key parameters as non-profits usually tend to be offline and not savvy on tech.

Systematically compare the feedback and data gathered during the testing phase. Evaluate the tools based on key criteria, such as ease of use, features, support, and cost. Create a comprehensive comparison chart to facilitate an informed decision-making process

When selecting scoring criteria and giving scores, recognize that you want to show the variance in your options. If all of your options score an 8 or 9 out of 10, then you should either drop that criterion because it’s not showing you the variance or, if that criterion truly is important, then it doesn’t matter which option you ultimately select.

Start with a balanced evaluation team comprised of various stakeholder area SME reps. The team creates a MOSCOW list which includes categorized reqs, each req with a weight. After vendor demos and clarification sessions.. each stakeholder on the team will separately score every MOSCOW item/req in a provided template. The Team Champion then calculates weight x score of each req and averages/compiles into a single ranking, then socializes with the decision making team providing opportunities for unbiased discussions. Facilitating this exercise utilizing foundational agreements of needs/importance removes emotional responses to vendor selection and provides an objective view of the most ‘fit’ vendor. On paper. Using data analytics.

Once you've made a decision, create a detailed implementation plan. Communicate the change to your team, provide necessary training, and gradually transition to the new project management tool. Ensure a smooth migration process to minimize disruptions to ongoing projects.

Getting the tool is only useful if the team use it! Standard operating procedures and ensuring that the tool feeds into how projects are monitored, assessed and managed. If you are having 1:1s with your staff members or project meetings and you are using another type of document to refer to and talk through the successes and challenges of the project, then likely the project management tool is not being used. The questions to ask - is this a training issue, a tool that is not fit for purpose, or is the workflow and management tool out of alignment?

The most obvious thing to do is to talk to your providers. Most NFPs cannot afford dedicated IT departments so talk to your provider about the tools they are well positioned to support, and the range of products available to NFPs on a free or discounted licence basis. You should also carefully consider you internal skill set and maturity level. There is no point in a tool which requires an underlying skill set your organisation does not possess

Selecting the right project management tool for your nonprofit is just the beginning. Implementation is crucial. It involves thorough planning, seamless integration with existing systems, and comprehensive training for all stakeholders, including administrative, budgeting, and data management personnel. Ongoing monitoring and evaluation ensure the tool remains effective. By investing in these steps, you set the stage for successful project management and organizational growth.

Defina um plano de implementação que inclua treinamento para os membros da equipe. Comunique uma mudança para toda a organização. Monitore o uso da ferramenta e faça os ajustes necessários.

As a not for profit it is important to understand what you are going to use the project management tool for. Many projects can be run on simple solutions that are freely available. If you have clearly validated your requirements, consider approaching startup or smaller software vendors for co-creation assistance where you become a pilot or reference customer. Working on the donation of the license in return for providing them with branding awareness and feedback to improve the exposure of the product. I have had couple of occasions where this has work as a positive for both parties enable them to grow with success on ESG initiatives and business growth.

It's important to ensure that the tool you choose can scale with your team as it grows. You don’t want to choose a solution to fix the current issue and a few years later you need something different because your team doubled in size. In my experience implementing a new tool is often complex and challenging, so take time to understand what adopting the tool will involve for the team. If the user change is not successful, business benefits provided by the tool cannot be realized, despite the tool or capabilities being delivered on schedule and fit for use.

That’s a very interesting. When it comes time to non-profits the selection of a project management is influenced by different factors. First and foremost, the concept of best value for money is a key. It is not always the least expensive instead it is the tool that will ensure the best usage of funds. Another factor could the donors rules and regulations, as some donors rules might force the use of some specific tools. Third. Is the type of project, duration and requirements. Some project may require very simple tools while others require complex solution Another factor is the capacity of staff and the different backgrounds of users. In most cases, non-profit they don’t require complex solutions but definitely this is indeed needed

To start with use Excel as your Project management tool then Understand your teams needs and the project types, post which research and compare popular non profit specific tools and general project management options, prioritise free trials and user friendliness to find the perfect fit. Also look for non profit discounts and grants.

I think it's critical to consider the culture of your organization prior to engaging in this effort. Do you have a current project management tool? Do team members have experience using or implementing a tool? Depending on the answers to these questions, you would likely run a process that considers change management as well as the culture and current workflow at your company. This would need to run parallel to the selection process to inform the requirements and software evaluation.