Exploring the Influence of Virtual Project Management Tools on Project Performance in INGOs in Northern Province, Sri Lanka

Abstract

The use of Virtual Project Management (VPM) software is critical for improving project performance in international non-governmental organisations (INGOs). This study investigates the use of VPM tools, their impact, adoption problems, and the contextual factors that influence their success. A qualitative research approach was used, which included semi-structured interviews with 11 people from various INGOs. The thematic analysis found four major areas: (1) Current VPM Tools - widely used platforms such as Trello, Slack, Microsoft Teams, and Google Workspace support task management, communication, and resource coordination; (2) Impact on Project Performance - VPM tools enhance collaboration, streamline workflows, improve resource allocation, and strengthen project monitoring; (3) Adoption Challenges - INGOs face barriers such as technological limitations, resistance to change, financial constraints, and data security. Despite the limitations, the findings show that VPM technologies may transform project efficiency and communication. To maximise their benefits, INGOs must implement strategic interventions such as staff training, the use of cost-effective and scalable instruments, and customisation to meet regional and cultural requirements. Addressing these issues can improve INGOs' adaptation and operational efficiency in changing circumstances. This study adds to the expanding body of information on VPM in the non-profit sector by providing actionable recommendations for INGOs, policymakers, and project managers seeking to optimize technology-driven project management solutions.