Job Management Software: the Ultimate Guide for Agencies
Editor's Note: This post was originally published in June 2020 and has been completely revamped and updated for accuracy and comprehensiveness. As a marketer, CFO, financial manager, or project manager, you know it's essential to maintain efficiency in your agency. Your mission is to ensure all your tasks run like a well-oiled machine. Keeping track of client requests or maintaining manual processes is impractical and inefficient. That's where job management software comes in. This guide will cover the benefits and features you need to know about this solution to grow your business. Let's dive in!
Understanding the Benefits of Job Management Software
This is a tool used to manage day-to-day tasks related to a specific job or service. Businesses that provide services use this software for task scheduling and invoicing. Job management software can also be a powerful tool for advertising agencies. Does this mean you need to forget about using project management software in your agency? The answer is no. It helps plan, organise, and manage tasks and resources to achieve specific project goals. It improves team collaboration, monitors progress, and makes data-driven decisions.
Why do Agencies Need Job Management Software?
Advertising, media, digital or PA agencies often juggle many projects, under tight deadlines and budgets. It's challenging to keep track of everything without a powerful tool.
Using this type of software helps teams manage projects, and track progress. It streamlines processes, enhances collaboration, and boosts productivity. Find out the software benefits by role and for any successful business.
Advantages for Marketers
Job management software is a tool that benefits marketers with:
stay organised and work with optimal use of resources
keep track of deadlines to reach their marketing goal and meet performance metrics.
Advantages for CFOs and Financial Managers
This group has different challenges, like managing budgets, monitoring expenses, and invoicing clients. Job management software can help them streamline these processes and increase efficiency.
Implementing this software provides insights into project expenses, helping track budgets and costs. How? By automating invoicing process, reducing the time and effort required to invoice clients.
Another benefit of its benefits it's improved reporting capabilities. The software provides a centralized platform for storing project data. It generates reports on project expenses, revenue, and profitability. Hence, CFOs and financial managers make informed decisions and identify areas for improvement.
Advantages for Project Managers
Project managers are responsible for overseeing the entire project, from conception to delivery. Studies showed that 55% of project managers identified budget overruns as a key factor in project failure.
Job management software can enhance efficiency, minimise errors, and boost project results. Project managers can improve cost control and budget using tools like Pegasus Systems. It helps keep projects within budget and achieve their financial goals.
Key Features of Job Management Software
Pegasus Systems understands the importance of integration between different aspects of your business. Our job management software works with our accounting, human resources, and timesheets. We integrate other APIs to ensure all aspects of your business work together as one cohesive unit, giving you a central source of truth. Make your business operations more efficient, accurate, and reliable with our software. Our ERP system streamlines your processes, reduces errors, and boosts productivity.
In this section, we'll discuss the essential features that project management software should have.
Real-Time Project Tracking and Reporting
Real-time project tracking and reporting is a critical feature of job management software. It allows teams to watch the project progress, identify issues, and make necessary adjustments live. With this feature, project managers can stay on top of their projects and ensure everything is on schedule.
Collaboration and Communication Tools
Effective collaboration and communication are essential for project success. As we mentioned before, this type of software provides teams with plenty of communication tools, including email and file sharing. This feature allows team members to interact with each other, share files, and collaborate on projects anywhere.
Time and Resource Management
This feature empowers teams to assign and manage their workload. As a result, it leads to improved productivity and performance.
Identify time-wasting activities and prioritise tasks according to their importance and urgency. This feature helps ensure that projects are completed on time and within budget.
Budget Management and Invoicing
Budget management and invoicing are essential features of job management software. This feature allows CFOs and financial managers to watch project expenses, billing and invoicing. Ensure that projects are staying within budget. It can also generate reports that provide insights into the profitability of the project.
Unbilled Estimate Report using Pegasus Edge displays the difference between estimated and invoiced amounts (billing and revenue) of approved estimates against open jobs. This is a distinguished report for ensuring Billing and Collections are under control.
Integration with other Tools and Systems
The new software must be integrated with other systems that agencies use. For example, CRM software, accounting software, payroll (for Australian agencies), and resource management. Working with a centralised platform helps teams to work without worrying about scope creep.
Security and Data Privacy
Data privacy and security are essential especially when working with sensitive client information. Password protection, data encryption, and two-factor authentication are paramount to prevent data breaches. These will protect confidential information, and that data is not compromised.
Boosting Efficiency with Pegasus Systems: an Overview
We designed Pegasus Systems to streamline job management and increase agency profitability. Pegasus Systems provides real-time project tracking and collaboration tools. The tool offers budget management, invoicing functionalities and talent and time management. With these features, your advertising agency can overcome challenges and stay on top of tasks. The following content table details the features of our job management software.
|
Type |
Features |
|
Real-time project tracking |
Individual time recorded on the job |
|
Collaboration and communication |
Account Executive |
|
Time and resource management |
Job or project types |
|
Budget management and invoicing |
Estimate or quote on the job |
|
Integration with other tools |
Campaign |
|
Security and Data Privacy |
Data protection, encryption, and two-factor authentication |
Want to see more reasons why you need to change to Pegasus Systems? For example, the Job Cost Overruns function is used to identify jobs where the costs have gone over the estimated and approved costs. There are three different views available for reporting on Jobs Cost Overruns:
Urgent. Displays jobs where the expenses are above the specified Urgent %
Warning. Displays jobs where the costs are above the defined Warning %.
Unauthorised Costs. Displays jobs where values have been incurred and there is no approved estimate.
Job Costing Overruns report with Pegasus Edge.
Choosing the Right Job Management Software
Finding the right job management software for your agency can be a daunting and time-consuming task. Pegasus Systems will aid in selecting the right solution and guiding you through evaluating options for your agency.
Factors to Evaluate when Choosing Job Management Software
Here are the crucial components to consider in your evaluation:
Feature set. Look for software with features you need to optimise your projects best. Consider real-time collaboration, task management, resource allocation, and reporting capabilities. Pegasus Systems provides a comprehensive software stack helping teams manage their daily tasks.
Ease of use. Find a solution that is intuitive with a clean interface for easy navigation.
Integration capabilities. Open API enables custom integrations with other tools. This makes it easier for teams to work with other software applications, saving time and enhancing productivity.
Customisability. Look for tailored software solutions to your agency's unique needs. Search for customised workflows, templates, and dashboards.
Reporting and analytics. Look for software that offers robust reporting and analytics features. It can help you track project progress, identify bottlenecks, and make informed decisions. Pegasus Systems counts on an experienced post-sale support team who assist you at every step of the process. From reviewing your current processes or scoping agency scale integrations.
How to Gauge Job Management Software
Make the right choice for your job management software with this systematic approach to test your options. Five steps to follow:
Define your project management needs.
Determine what features and capabilities are essential for your agency's project management needs. Consider the size of your team, the type of projects you manage, and your project workflows.
Research available options.
Explore different software options and test which one will match your agency's needs.
Create a shortlist.
Narrow down your options to a shortlist of software that best fits your agency's needs. Set your goals, determine what you need and give yourself a deadline.
Request demos and trials.
Schedule demos or sign up for free trials of your shortlisted software options to test how the software is. It will help identify which one will work for your agency's needs.
Assess pricing and support.
Price and support are relevant when it comes to choosing your solution. Ensure that it fits within your agency's budget and support requirements.
These steps will help you choose the right solution for your agency with confidence and clarity.
Implementation and Adoption of your Job Management Software
Implementing a job management system for your agency is a significant undertaking. Here, we'll guide you on preparing for implementation and successful adoption tips like communicating benefits and providing training for project organisation and collaboration. By the end, you'll have a clear understanding of optimising your job management system.
How to Prepare for Implementation
Before implementing a job management system, it's important to have a plan in place to ensure a smooth transition. Start by identifying your goals and objectives for implementing the system. This includes defining your project management workflows and identifying the key features and functionalities that your team requires.
Don't forget to think about any challenges that may pop up during implementation, like training and data migration. Relax, Pegasus Systems has got your back! Our support team and technical experts will help make the switch to our software as easy as possible for your agency. We'll work with you to identify your training needs and create a plan that fits your schedule and learning style.
Adopting a Job Management System: Key Tips for Effective Implementation
Implementing a job management system is only half the battle. Ensuring your team is on board and equipped with the right training and resources is key to adopting the system. Consider appointing a project champion who can provide ongoing support and guidance to the team. Promote collaboration across teams to integrate the system into their workflows. Consider your team's usage and adjust your approach as needed to maximise adoption.
The Key to Success with Job Management Software
As someone who works in an agency, you understand the importance of managing projects. Doing so is critical to staying ahead of the competition. We learn the benefits of job management software for agencies:
Better collaboration and communication
Effective project management
Increase efficiency and profitability.
Improve clients’ connections.
Pegasus Systems designed job management software for agencies' specific needs. Our software is customisable and easy to use to meet your requirements. With Pegasus, manage your projects, streamline your operations, and prioritise your agency's growth.
Investing in job management software is a smart move for all types of agencies that want to improve performance. That's why we offer a range of features designed to help you get the most out of your software. Try Pegasus solution today and see how it can enhance your agency.