Choosing the right task management software for your company is not an easy task. You have to take into consideration the size of your company and the different features you will need. However, there are other questions you need to be asking the software companies before you sign the contract and send the check.
How much training will our team need?
You’ll want to ask this question because you need a task management system that doesn’t take every new employee a full day or week to learn. If the system is too complex, this just may be the case. Instead of putting it to use to increase productivity, a complex software that is not easy to learn can add extra hassle.
“A complex system requires more training. Ideally, we wanted a CRM that was so easy to adopt and use that little to no training was required. Instead, we found ourselves spending up to a full week training a new sales rep on how to use the program. In retail, employee turnover is part of doing business. Do you want a solution that requires costly training for each new employee or one that is intuitive enough to learn on your own?” –Andrew Hoeft, Pinpoint Software, in 3 Reasons to Avoid Extra Features in Your Retail Management Solutions.
Make sure your new task management software will need a minimal amount of training. If you can define the solution as intuitive, you are on the right track.
Can we see the reporting capability?
The point of getting a new task management software isn’t to simply put your checklists into electronic form. What you really need from a task management system is reporting. Ask the sales rep if the software has reporting capability and if so, what types of reports. You should have a range of reports available to you that will help you grow your business. Here are just a couple of examples:
- Locations report: see which locations are excelling and which locations need a little extra push.
- Tasks report: identify tasks that your company is executing properly overall and tasks that may require more training.
- Individual audit summaries: view a single location’s performance on a single day in full detail including an initial summary.
If the program has a solid reporting platform you should definitely consider it.
How do we know our employees aren’t cheating the system?
As you know, sometimes tasks get marked as complete even though they really weren’t. This does nothing to help your company grow. Some software solutions have built-in features to help avoid cheating. Those features include the following:
- Time-stamped tasks so you know exactly when the task was completed (this is beneficial for bathroom and sweep logs).
- Photo verification allows you to require a photo of the completed tasks. That way you know that it was done, and done correctly. Make sure saved photos can’t be used, just new photos every time.
- Location verification through QR Codes or beacon technology that allows you to verify the user was in a specific location when completing the task without having to look at every photo.
If you’re worried about holding people accountable, make sure your task management software has these safeguards.
Before going into the meeting:
Before going into a meeting with a task management solution provider, have an idea of the features you’ll need. In addition to the questions above, come up with some specific to your business. If you’re a larger company will you need more storage? Will you need an account executive to manage your tasks and users on the back end? Download the guide below to get an in-depth look at the features you will need from a task management software solution.