Operations & Workflow Management
Key Considerations for Selecting and Implementing Project Management Tools
Research administrators now have access to more free and paid project management tools than ever before. Each project management tool comes with its own membership cost, features, style and user experience. Below, I outline five key considerations for selecting and implementing a new project management within the research administration enterprise.
Establish a Baseline
Before selecting a project management tool, it’s important to first understand what is—and isn’t—working in the current system. Ask your colleagues (the users) what they find effective, what challenges they face, and what they wish they could do differently. Encourage them to share their “pie in the sky” ideas with you, even if they are not immediately achievable. These insights can help identify recurring themes and illuminate what might be missing. Understanding user priorities will help you map the current state against the desired end state.
Gauge Tolerance for Change
While you may not always have control over which new platform is implemented and when, understanding of your organization’s tolerance for change can help you anticipate risks and roadblocks. For example, if your organization went through a major policy update, and the same colleagues are asked to provide feedback on the new system, they may experience decision fatigue. Introducing another significant change too soon can lead to burnout and disengagement. Identifying these risks and roadblocks early allows you to develop a project plan that addresses them proactively.
Check for Feedback
In modern project management, we are moving away from traditional Waterfall methods toward Hybrid and Agile approaches. This means that we are not determining a clear end state at the start; we are determining the end state as we develop. We are incorporating feedback to our system or tool as part of the process to determine the end state. Create regular checkpoints to re-engage users. This allows them to help steer the project and gives you the opportunity to make necessary adjustments along the way.
Engage with IT
While IT may not be directly managing your project, involving them early can be invaluable. They may offer insights on how best to use the tools you’re evaluating or already using. IT can also advise on integrations, app compatibility, and your current licensing details. Utilizing them as a resource can save you time and potential headaches.
Perfect is the Enemy of Good
In reviewing any new project management tool, prioritize functionality over perfection. Stakeholders view tools through different lenses: what faculty need may differ from what IT may recommend, which might not align with what frontline research administrators or leadership prioritize. Don’t look for the unicorn tool—focus instead on one that meets the needs of the majority. While no system is flawless, broad consensus and core functionality should be your primary goal.