In this series, we have outlined the features and general merits of nine project management systems used in the construction industry. Reading this series should provide some insight into what leading project management systems are capable of doing and prompt discussion among your colleagues about whether the software that you currently use is meeting your business needs.

None of the nine products discussed here, not to mention the dozens of other client- and Web-based systems not listed here, is "the" software that all contractors should be using. In an industry as diverse and dynamic as construction, in which companies come in all shapes, sizes and specialties, there simply cannot be a system that is right for everyone.

How, then, can a contractor find the right fit? Here are four key takeaways from this series that should help firms find the best construction project management system for them.

1. Determine what type of software works best

As stated in the introduction, Top project management software for the AEC industry, the first question to ask is whether a contractor wants a Web-based system that is accessible anytime and anywhere or a client-based system over which he or she has more direct control but cannot access as readily. This decision will narrow the field significantly. (A contractor in search of a client-based system, for example, would not select Projectmates or Procore, while a contractor that wanted Web-based software would not talk to Sage).

2. Look at the pros and cons of key software functions

From there, the next step for a contractor is to examine several key areas of project management software functionality and compare what each system offers to what the contractor needs to be able to do. These construction project management system capabilities include the following:

• Document control
• Change order management
• Project calendar management
• Budget management
• Subcontractor and vendor management
• Resource management
• Reporting and analysis

In researching construction project management systems, many contractors find that each product has its own set of pros and cons. By tracking these benefits and shortcomings and comparing them to their fundamental software needs, contractors can best ensure that they obtain the software that best fits their existing business practices. (A company with a large mobile workforce, for example, should not settle for a construction project management system that phones or PDAs cannot access.)

3. Think about scalability

When it comes to construction project management systems, scalability can be a common pain point. Contractors often choose software that suits today's needs without consulting their business plan; thus they learn the hard way that their system does not scale. It can be an expensive lesson, but scenarios such as the two below should help contractors consider tomorrow's needs as well.

If, for example, a contractor has legitimate plans to grow beyond 1,000 employees -- the approximate point at which a company ceases to be a small and medium-sized business -- then construction project management systems that cater solely to SMBs, among them Procore and Sage Master Builder, may not be the best fit. (If such products appeal to larger contractors, then they should call the vendor and ask to be put in touch with customers who have had to address this sort of scalability challenge.)

Another scalability concern can arise when a contractor decides to branch out. Successful construction firms seek new opportunities regardless of market conditions; today, with residential and commercial construction starts still stagnant, the appeal of roads, rails and bridges, not to mention institutional projects such as hospitals or schools, is difficult to ignore. If a contractor anticipates such a change to their business model, then investing in a product such as HeadsUp iCPM, which specifically addresses residential and commercial construction, may not make sense.

4. See what systems your partners use

Another, but by no means the final, key consideration is the construction project management system that your business partners use. It is not necessary to choose the same system, especially if that will require significant investments of money (for hardware and software) and time (for training and lost productivity) on your part, but it is highly desirable to select a construction project management system that can easily exchange data with the software that your business partners are using. Many vendors list the tools with which they integrate on their website or in product brochures; if at any point you have questions about this, then contact all vendors involved.

Ultimately, contractors must realize that, when it comes to selecting a construction project management system, they control their own destiny. If, at any point in the software selection and demonstration process, they come across a mission critical task that it does not appear that the software can accomplish, they need to ask the vendor if it can be done. If that task cannot be done, or if requires a workaround, software plug-in or Help menu lookup to be done, then the contractor may want to consider another construction project management system.