Ferramentas de gestão de projetos: 4 dicas para fazer a escolha certa

Tempo de leitura: 6 min

 

Ferramentas de gestão de projetos são um salto de qualidade quando são escolhidas com critério. Poupam tempo, economizam recursos, eliminam retrabalho e outras vantagens associadas ao uso de softwares destinados a equipes, enxutas ou numerosas.

Em contrapartida, quando escolhidas equivocadamente, acabam por se tornar um elemento supérfluo, ou seja, não agregam e ainda representam um peso no orçamento.

E para tornar a tarefa de escolher ainda mais complexa, a própria oferta de ferramentas no mercado dificulta a tomada de decisão. Afinal, será que é mesmo necessária uma plataforma que permita gerenciar 30 redes sociais quando se precisa de, no máximo, dez?

Diante de questões de peso a serem respondidas, uma filtragem do que realmente importa ajuda a tornar o processo de escolha menos difícil. É exatamente isso que você encontrará nos tópicos a seguir. Vamos em frente?

1. Defina quem vai utilizar a ferramenta

Se você está investindo em um novo software, precisará saber quem vai utilizá-lo, certo? Assim, a ferramenta escolhida deve ser compatível com as pessoas que vão operá-la, de maneira que atenda às suas necessidades.

Nesse aspecto, um bom ponto de partida é escolher uma solução que se encaixe no modo como sua equipe já trabalha. Identifique que tipo de recurso se ajustaria melhor às características das pessoas e comece aí a sua peneira.

Nas empresas que estimulam a política Bring Your Own Device (BYOD), por exemplo, desde que consentido, pode ser interessante verificar quais apps os colaboradores usam. Essa espécie de pesquisa interna serviria para mapear que tipo de programa é mais usado, o que é útil para orientar a escolha de um recurso novo.

De qualquer forma, o mais importante é que a novidade se encaixe no perfil da pessoa ou pessoas que vão utilizá-la com mais frequência. Para isso, o feedback dos profissionais ao seu lado é indispensável.

2. Teste as ferramentas disponíveis

A verdade é que a implementação de ferramentas de gestão de projetos é algo que deve ser feito com o máximo cuidado. Por isso, uma alternativa sempre válida é recorrer às versões de teste antes de decidir pela aquisição definitiva.

Nesse sentido, vale atentar para o que é colocado à disposição nas versões trial. Prefira sempre os softwares completos, ou seja, aqueles que abram já na versão de testes todos os seus recursos.

Avalie, ainda, o período gratuito de utilização, de maneira a antecipar se ele é suficiente para saber se de fato vale a pena ou não. Ele não deve ser curto a ponto de não permitir usar todos os seus recursos. Também não deve ser muito longo, a ponto de, em caso de desistência, comprometer o fluxo de trabalho depois.

Considere dois aspectos fundamentais: toda solução nova vai tomar tempo da sua equipe e, se mal utilizada, poderá fazer com que os projetos sejam retardados. Por outro lado, um software que seja escolhido precipitadamente pode significar perda de tempo ainda maior. Ou seja, quando você acha que está ganhando tempo ao escolher rápido, pode estar, na verdade, armando uma “bomba-relógio” que o fará se arrepender amargamente no futuro.

3. Avalie os custos

Toda compra carrega em si uma relação em que o benefício do que se adquire é medido em função do seu custo. Esse custo, por sua vez, deve ser ponderado não só em termos financeiros, mas em gasto de tempo e considerando o esforço envolvido.

Para saber qual é a relação mais justa, calcule em quanto tempo novas ferramentas de gestão de projetos levariam para ser definitivamente implementadas. Se nesse período as eventuais perdas não puderem ser rapidamente repostas, então você já em um primeiro sinal de alerta.

Lembre-se de que tempo é sempre o recurso mais valioso de que se pode dispor, afinal, ele não pode ser recuperado. Portanto, é fundamental que você já antecipe de quantos dias, horas ou semanas vai precisar, até que toda a sua equipe esteja adaptada às novas soluções. Em seguida, calcule as possíveis perdas advindas do processo de adaptação e avalie com base no retorno esperado.

Vamos imaginar que você esteja investindo em um software para fazer cálculos com mais rapidez. Será que com ele suas equipes realmente conseguiriam concluir projetos em prazos menores? Ou seria possível uma outra solução que não dependesse de um comprometimento com mensalidades ou taxas de aquisição?

Quanto mais claras forem as respostas, menos riscos estarão envolvidos.

4. Envolva o time na seleção da ferramenta

Outro ponto importante é definir um plano de como você integrará o novo software em seu fluxo de trabalho diário. Até mesmo profissionais de tecnologia, com todo seu desapego ao que é antigo, são criaturas de hábitos, por isso, cada passo deve ser dado com cautela.

Depois de traçar um plano de implementação, verifique se você tem as ferramentas para executá-lo sem sobressaltos. Um bom começo é contar com API de integração para conectar-se ao software antigo.

Essas etapas, logicamente, devem ser planejadas com a participação de todas as pessoas que podem ser afetadas pela aquisição dos novos recursos. Um brainstorm é sempre bem-vindo, já que permite abordar um único desafio por diferentes perspectivas.

Deixe claro, ao longo do processo de mudança, que as tarefas cotidianas de algumas pessoas vão mudar. Isso significa que as informações que elas usam estarão em outro lugar ou serão encontradas por outros meios. Prepare todos para essas mudanças com antecedência.

Não menos importante: se na sua empresa só o gerente tem acesso ao software de gerenciamento de projetos e similares, então mude esse quadro o quanto antes. Isso porque, quanto mais restrito for o uso de uma ferramenta, maiores são as chances de falha — afinal, quanto mais cabeças pensantes, melhor.

Leve em consideração os critérios que destacamos ao longo deste artigo e você verá que a margem de erro será substancialmente reduzida. E antes de bater o martelo em relação a novas ferramentas de gestão de projetos, procure ter também um plano B. Pode ser voltar à solução antiga ou substituir por uma que seja gratuita e similar, por exemplo. Assim, você otimiza o uso do tempo e minimiza prejuízos em médio e longo prazo.

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