Project managers constantly face pressure to adopt new technologies, but which tools truly make a difference? According to experienced project manager James McCoy, success doesn’t necessarily come from having the fanciest software. Instead, he believes that standardization, thoughtful implementation, and human-centered approaches drive real efficiency gains when incorporating technology into project management workflows.
Focusing on Standardization
When discussing essential project management tools, James doesn’t name-drop the newest startups or hottest AI platforms. Instead, he takes a surprisingly practical stance. “Technology has been coming at us for years and there’s lots of options, lots of vendors, companies,” he notes. “If I was to roll it all up at a high level, the things that really make a difference and drive efficiency is standard project management software.” Rather than debating whether MS Project outperforms competitors, James emphasizes consistency across an organization. “Standardizing the way, the project management software works within your company so everybody does it the same way, they enter the same things, they report out the same things,” he explains. This seemingly simple approach creates surprising efficiency gains.
Beyond basic scheduling tools, James highlights two additional technological needs that many organizations overlook. First, risk management tools: “Anybody that’s going to run a project and say they’re not going to have any risks or issues, you might as well just run away from that person.” Second, streamlined communication systems like Slack that centralize collaboration.
Avoiding Common Planning Mistakes
Anyone who’s lived through a major software implementation knows how quickly things can go sideways. James has seen this pattern repeatedly. “Plugging in technology into a business is tough,” he admits. “Everybody’s heard the horror stories – million-dollar projects scrapped or going a year longer than planned.” The problem typically starts with rushed planning. “A lot of times we hear these stories – basically, someone high up makes a decision,” James says. “‘This is going to be cheaper for us. Everybody’s going to use this one big bang software.’ Sure, you can do that, but 99% of the time, it’s going to take years longer and cost much more.” His solution? “Implementing tools needs to be run like a project and well thought out beforehand in the planning phase.”
Prioritizing People Over Technology
Technology adoption often fails because of human factors, not technical limitations. James believes project managers need to handle the people side with care. “All the technology in the world isn’t going to help you in that space,” he cautions. “It comes down to the core soft skills – you have to understand why, you have to actively listen, you have to be prepared with all the reasons why the decision was made.” Forcing adoption without collaboration creates hidden costs. “It’s not like you’re just shooting this system down the road and saying, ‘You can hate it or love it, it’s going in anyway.’ That doesn’t do you good in the long run.”
James emphasizes that technology choices must align with organizational culture and strategy. “Every company does project management differently,” he points out. “There really needs to be some forethought about what is needed from project management within that company – what aligns with the strategy.” Different organizations have different priorities. “I’ve worked at many companies where I don’t deal with financials. The financial systems get things done, and somebody else takes it from there.” This alignment between tools and organizational needs creates sustainable efficiency. “Technology needs to be right to be efficient, be effective, and match the strategy of the company,” James concludes.
Connect with James McCoy on LinkedIn or visit his website to gain more insights on driving project management efficiency through practical technology implementation.
