How to train your staff to use PPM software?

Illustrative image of the blog article "How to train your resources to use your ppm tool"

In almost any line of work, employees and teams can now rely on software to help with job completion, task distribution, and progress tracking.

However, in spite of this, project management tools will only be as successful as you can motivate workers to use the tool effectively (have you heard of GIGO? Garbage In Garbage Out? How about QIQO? Quality In, Quality Out... (I just made that up, but it rings true to me on the positive side). Once workers understand that with project management tools, they get to speed up the process and have a neat overview of all activities (thus saving time and reducing stress in the process), you can be one step further in aligning their actions to the occasional record keeping and data entry that’s required.

What are some key actions your staff will take when using your newly installed (or still loitering) PPM software?

 

1. Time Tracking

When it comes to management, time tracking project management software can give you far better orientation in terms of how long it will take to finish a certain task, which will help you organise your work day in a way that does not overburden your teammates. (This can be done via updates to the project or by time sheets).

But how do you motivate your staff to keep track of their time?

Motivate your team members to understand that knowing how much time it takes to complete a certain task / project, gives a better insight into its overall value, as well as future planning. When workers track their own improvement, they can work to reduce their time, while remaining productive, especially if it’s presented in a visual way.

 

2. Progress Reports

Obviously progress reports are key when you need to complete and manage any projects; small, medium or large.

You can motivate team members by creating milestones for those projects and allowing users to feel a sense of accomplishment after every completed task.

By breaking tasks down in smaller chunks, larger tasks can seem less daunting, and team members will be far more engaged when it comes to completing them.

 

3. Resource Management

People on project teams are usually motivated by efficiency, so the software's resource management feature inspires users to come up with optimal solutions. 

A sense of achievement is gained through exceeding expectations and finding new ways to be efficient.

 

4. Task management

Here, your workers can check off activities, as well as assign the task to another employee (where appropriate). This way, there’s visible bottlenecks, no ambiguity over responsibilities or passing the buck as to who’s doing what.

When choosing project management software, make sure your employees learn to use it right. Sciforma’s visual features and user-friendly interface make project management an enjoyable process for all stakeholders in your team. (Shameless product placement!)

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Camélia Docquin

Camélia is Sciforma’s Marketing Manager for Europe and enjoys learning different perspectives of the current business environment and project management challenges that enterprises and individuals face daily. Main interests include : innovation, digital transformation, and strategy execution.