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How to Choose the Best Creative Project Management Software?


For creative industries, managing projects efficiently is an essential day-to-day task for success. Creative project management software offers a streamlined way to handle tasks, deadlines, collaboration, and resources. However, with a plethora of options available, choosing the right software can be time (and budget) consuming. In this article, we take you through 10 steps to help you navigate the selection process and find the best creative agency project management software for your needs.

Step 1. Identify Your Requirements:

The first step is to define your specific project management needs. Consider factors such as the size of your team, the complexity of projects, desired features (e.g., automation functions, collaboration tools, reporting capabilities), and any integrations with existing tools. Identify and capture which processes, activities and tasks software and engage with those responsible or participating in current processes to ensure your requirements are user centred.

Step 2. Consider your Organisation and Industry Regulations (and other constraints):

Your industry will likely have a specific set of rules and regulations the company must adhere to to remain compliant. Privacy, security, and data protection laws are essential. It’s crucial to check that the tool you choose is designed to cater to specific regulations you need to follow for your particular use case.

Step 3. Align with business objectives and success measurement:

Align the key requirements you have captured to any specific objectives or goals that your business, division, or department has. Then develop key success factors for the software to address and a way to measure these when you have implemented the software.

Step 4. Check for ease of use:

User-friendliness is critical when selecting project management software. Look for intuitive interfaces and well-designed workflows that can be easily adopted by your team members, minimizing the learning curve. Ask the vendor if they follow methodologies or use frameworks to measure their software usability.

Step 5. Assess the collaboration features:

Creative projects often involve multiple team members working together. Opt for software that offers robust collaboration tools, including file sharing, real-time editing, comment threads, chat & messaging, and the ability to track changes. It would help if you also considered your team's geographic locations to choose a platform that works, even for remote users.

Step 6. Test for Flexibility:

Your projects have unique requirements, so choose software that allows configuration. Look out for more mature vendors, as they often have easy-to-use administration interfaces, support materials, and eLearning, as well as pre-built examples and templates which can be used or extended – all of which non-technical users can take advantage of.

Step 7. Check the Integration Capabilities:

Ensure that the software seamlessly integrates with the tools you already use, such as design software, communication platforms, and file-sharing services. This promotes a cohesive and efficient workflow. Be sure to validate which will require the IT or Tech team's support, which could impact the project cost.

Step 8. Think about Scalability:

Consider the software's scalability as your team and projects grow. Check if the software provider can accommodate larger teams and more complex projects without sacrificing performance as your company grows. Also, understand any limitations or constraints around geographical usage/growth, data storage, configurations, number of templates and workflows, and diverse types of end users (internal, external, read-only, full, admin, etc.).

Step 9. Identify the Reporting and Analytics you need:

Efficient project management relies on data-driven decision-making. Look for software that provides robust reporting and analytics features, allowing you to track progress, identify bottlenecks, and optimize your processes. Compare the quality of the out-the-box reporting, dashboards, and visualizations – to see if existing reporting and insights are delivered without the need for additional configuration.

Step 10. Consider Cost:


Lastly, consider your budget when selecting creative project management software. Compare pricing plans, including any additional costs for extra features, users, processing, storage, add-ons or additional modules, licensing tiers, and groups, and how any pricing scales as your needs/usage grows.


Choosing the best creative project management software involves careful consideration of your team's unique needs, collaboration requirements, customization options, and integration capabilities. By following these steps and conducting thorough research, you'll be better equipped to make an informed decision that will enhance your creative project management process and ultimately contribute to the success of your projects.

Aproove Work Management software can help with your creative project management needs. But don’t just take our word for it - take a look at our feature page to see some of the ways Aproove can enhance your creative projects.



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