Tool: a device or implement used to carry out a specific function. That’s it. A hammer is a hammer; a software program is a software program. Both are devices intended to carry out a specific function. We can tend to put too much emphasis on having the newest and shiniest tools and not on training the people who are actually going to be using them. A tool is simply something that enables the project to be pushed forward; new and shiny is fine, and in fact, they can be vital in certain projects. But other times, the best tool for the job is low-tech.

What frequently happens is that someone brings in a piece of software, and it is going to be a business requirement. That software is supposed to be the tool with which you are going to handle a given set of transactions. But wait – what if that isn’t how your business is run? What if it is not how you want it to run? You have to ask yourself, is this the right software? Are we handling it optimally? Do we need other component pieces? Does it fit with our business drivers? Does it facilitate the accomplishment of those goals?

I get asked a lot, “Do you know Primavera?” I know it can be a powerful tool, but for many projects, it is simply overkill. By the time you’ve brought everyone up to speed with the software, you’ve wasted a lot of money and time. You have to go back to basics:

• What is the project?
• What do you need people to understand about it?
• What are the business requirements?
• What are the technical requirements?
• What’s the scope?
• What are the risks?

Programs like Microsoft Project can assist with dependencies, serial or parallel do scheduling, team resource leveling, and timelines, among other things. But, some people can do the same thing in Excel. In fact, Microsoft boasts that Project has “Excel-like usability.” Is Excel as good as Project? Eh, maybe not. But some people can make it sing and dance, and it becomes the most effective, efficient tool for them.

The point is not to abandon MS Project or Primavera for MS Excel; but it is that the project should be the focus, not the tool. The tools are there to help you. Just because you have the best and latest products doesn’t mean your project is going to be a success; conversely, if you’re using “old school” tools, it doesn’t necessarily put you at a disadvantage.

You have to use the tools that people understand and that help you accomplish the goals of the project. Otherwise, the best tools are flashy baubles that add little value to your organization.