As humans there are cracks in our workflow. Big, bottomless crevasses that swallow up time and tasks. It’s no surprise a 2013 KPMG study concluded that the use of commercial Project & Portfolio Management (PPM) software increases performance and satisfaction.

Yep, it’s official – you need a software to manage projects efficiently and accurately. Simply put, PPM software bridges those human gaps by doing three things we can’t do that well on our own.

1. Track your time accurately with a software

Many studies have shown that our brains often fail us in recounting what we did at the day’s end. Indeed, our memories are unreliable and we can forget some details of our activities. That’s OK. But it means using methods like Excel to monitor daily activities will often result in inaccurate data that’s useless beyond billing clients.

In the KPMG study, ‘capturing time/costs against projects’ has been named by clients as their biggest project management challenge. Thankfully, PPM softwares like Sciforma use sophisticated timesheets, resulting in real-time data analysis. By capturing exactly where and what time was spent on activities, we can see exactly what is most profitable and what needs improvement. With better data collection, the project management process becomes fluid, with accurate figures that empower you to make decisions in the moment. Not in weeks to come. 

2. Manage more tasks and collaborate efficiently through an automated system

When participating in major projects, Post-it notes and to-do lists don’t cut it when you are managing a team. Keeping everyone up-to-date can be a cumbersome process involving long, tedious meetings—which can often be inefficient.

Cloud-based Project Management Softwares leverage the always-on world of the internet to empower your team. Everything happens in real time. This means no one is left waiting for the next meeting to receive a status update, the latest documents and news, or even to gain access to everyone’s schedule. Processes like these can frequently take days, if not weeks. Thankfully, Project & Portfolio Management software gives us the luxury of handling the details automatically. And as a result, everyone is freed up to get on to more valuable work. 

3. Communicate more clearly without wasting time thanks to a PPM tool

With globalisation – and a shrinking world – teams are becoming more disparate and distributed. Working in a team comprised of people from different time zones and different countries requires more activity than the basic Skype call can offer. PPM Softwares like Sciforma puts everyone in the same virtual location where they can collaborate and communicate effectively.

Centralizing projects makes said projects accessible at any time to any person on the team. One person’s evening is another’s morning, yet this way both are able get the information they need, and when they need it to move the project along in real time, while almost eliminating the the risk of data errors and duplicate entry.

With software like ours, team members are also not working on multiples of the same documents. Cloud technology enables team members to see the changes others have made, answer questions, amend and approve updates as they occur, thereby streamlining the process.

Now, when it comes to adopting and implementing a project & portfolio management software, you must make discerning choices amongst the number of options occupying the market today.

My advice is to look for reliable and easy to use software that has available and responsive support. Be mindful of your needs and don’t expect all PPM software to fit you like a glove. It won’t. You may have to adapt your workflow, create a culture of change and also implement training for your team to fully utilise the new investment – but remember, your projects will run more efficiently, making your business more profitable and effective.

You’re looking for a PPM tool? Download our eBook on finding the right fit for you.

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Maurya Rieder

Maurya is the Director of the Sciforma Australasian office located in Sydney. She is passionate about helping companies manage their portfolio of projects as well as their resources in an empowering way. Main interests: PPM, change management, & team collaboration. Please send thoughts / ideas to