For many organisations project management has always been a black art. Much has been done over recent years to try and address this. In particular with the development of methodology and process best practice. Sending project managers on training courses and the rise in PM qualifications has also helped. However project management has still lagged behind other aspects in the organisation when it comes to digital transformation. In this post we take a look at how you can buck the trend and gain major benefits.
Digital Transformation – what is it?
Simply put it is taking your manual activities and making them digital. Most organisations have already done this with things like finances and stock control but relatively few with their PM. So to be clear we are not talking about AI and robot project managers. Too much of the PM’s role is about communications and conflict resolution to realistically expect that to be digital. But there are many parts of a PMs role which can be.
Digital transformation – quick wins
Big benefits can be gained in the following two areas:
Governance – Define standards for your project processes and then manage these digitally. When you do this it is then much easier to keep track of compliance. You will have easier audit and better intervention into problem projects. You will also be able to switch PMs mid flight if you need to, and that can be huge in a recovery situation. Whats more your teams will love you for the change. That single version of the truth cuts down on mistakes and rework. Team members don’t waste their time trying to find latest versions of things. Project managers don’t have to chase for status updates, saving their valuable time.
Reporting – Your system assembles reports for you in real time from its existing data. Reporting is usually a major part of the PMO and PMs role, it takes up a lot of their time and energy. Delays in issuing reports are common when the process is manual, as it takes a long time. Your management are therefore always making decisions based on old data not current data. Also however careful people are mistakes also inevitably creep in to manual reports. When people work with so much data and calcs it is almost impossible to avoid. Of course when the system generates reports it removes error and gives real time results. And you will end up with much better looking reports, such as our Project Statement or Weekly review. Giving you double the reporting with no extra effort.
Further benefits of digital transformation
Project management expertise is a precious resource in most organisations so having it spent doing menial tasks is a real waste. When you digitise these tasks you also free that resource to tackle the more complex parts of their job. So your PMs will have more time for communications and resolving conflict to give you more successful projects. Or of course they can manage multiple projects where before they could only manage one at a time.
Your next steps towards the benefits of digital transformation
This is the first post in a series on digital transformation. We will be posting more videos and guides on how you can do this over the coming weeks. Our team are also appearing in the upcoming Sky Business Digital transformation documentaries. We will also be linking to copies of those in our You Tube channel.
Starting a project can be difficult sometimes. So to help get you started, here are some useful key tips. As a subscriber to the PROJECT magazine , we have taken in some useful tips from the article ‘How to kick off a brilliant project’ by Emma De Vita. Lets go through a few, that we find to be the most important.
Build a cohesive project team
We find that this is one of the most important tips to starting a project. The reason for this is because it is essential that your team get along during risky and stressful times. In order to have a strong team there are certain qualities that are absolutely crucial; trust is one of the main key qualities that any team should have. This is massively beneficial because it can take time to build a strong team, and you have to have trust in team members. Your team has to be able to work sufficiently together. So having a strong and collaborative team, who have trust in each other, is vital.
Have one clear vision for everyone
In order to have a successful project you and your team should all have the same clear vision for where the project is going. Project managers should always be as clear as possible when explaining the project and events to the team. It is also very important that project managers keep these conversations and their reasons completely relevant and clear. All teams need to be able to have clear visions of achieving the projects aims.
Set a strong culture and pace
Maintaining a good pace throughout project tasks will be very beneficial to completing your project. This means keeping at a regular tempo and allowing enough time to complete each task. It is also very important that you and your team don’t spend too much time relaxing. Similarly, avoid slacking off and wasting time. Time is the most crucial factor for completing your project. To set the culture, as a manager, you need to show your team just how important the project is. Communication is key. Having anticipation for the end can also be beneficial as it prepares your team right from the beginning. By visualising the end goal and thinking ahead, can help your team understand the upcoming steps of the project.
Using PROJECT in a box enables you to complete these 3 tips to help start up your project. The method template for your project will help your structure your team, establish and communicate your vision and manage the pace of your project more easily. You can find out more about method templates here by reading more or watching the video
If you are new to projects then our Project Management Basics videos will be very helpful, here is starting a project.
Project management is just another form of management. Sometimes we spend too much time learning the more complex terms and techniques. So as a result it can be easy to forget about the basics. In this post we will revise a few of the key management basics. We have identified these key aims for you as its important for you to be aware of these topics.
Management basics 1 – Setting Targets
Setting yourself clear targets is one of 3 key management basics to keep a focus on what’s important. By setting targets you’re putting yourself in a motivational state of mind to ensure a solid outcome. When setting targets don’t hesitate to use the KISS principle. After all, simple targets are easier for you to keep up with as they focus on what’s really important in clear stages.
It can be very hard to manage without targets. This means that you’re throwing important tasks around like their outcome doesn’t mean anything. This is something you will want to stay clear of as it can take you out of that motivational state of mind. Your team, like everyone, loses their sense of direction when targets haven’t been set to a clear understanding.
Management basics 2 – Managing Time
Without proper time management, getting lost can be very easy but also hard to be aware of. When planning your project, start with the more broad objectives. You should try to avoid getting into too much detail too soon. The reason for this is so that later on you can put more time into thinking about the details as they occur. Typically, work is organised by dates and deadlines. So starting with a detailed plan doesn’t make too much sense. Perhaps using a detailed list for upcoming tasks that need to be completed is a better option. Therefore managing your time wisely increases the reality of your targets.
Management basics 3 – Recognising Achievements
Achievement recognition is one of the most powerful tools for managers. As users complete tasks they drop off the to do list. Keeping the list focussed on remaining tasks can be a bit demotivational. So you could include a list of completed tasks and hit milestones in your reports. Why not also go a step further when a task is completed and say thanks? You can set up notifications to do this automatically.
When your team complete your tasks in PROJECT in a box they drop from their to do list.
It is no surprise that aspects of planning are important so look at how PROJECT in a box can help you do task management that bit better.
Most software systems churn out the same old reports with little to inspire you or the viewer. So to most the idea of getting reports which match your current ones is just a pipe dream. Well in that case we have great news for you. With PROJECT in a box you get sixty inspiring and innovative standard reports but we don’t stop there. Because you can have personalized reporting too.
Personalized reporting made easy
You can make these changes yourself if you wish. We are not like many of the other vendors who sell you an empty system then make most of their money from consultancy. With PROJECT in a box you get your 60+ reports and can edit them yourself or add totally new ones. This means you can use some of our existing really popular reports like Project Statement or Weekly Review. And no need to start again simply edit the part you want to change using the report specification form. So want to swap overdue tasks for overspending High value tasks then that is easy. Likewise switching the Gantt view for a Milestone timeline takes just a few seconds. If you are collecting customized data like Health and Safety for instance you can have those new key stats appearing or a coloured status show up.
When using Word output report formats you can also easily change your logos, fonts and design elements to match corporate requirements. And of course you can do this yourself if you want so it won’t cost you an arm and a leg.
Help with your personalized reporting
Some customers don’t want to take on making these changes and of course we are always happy to help. So you can just send us your report design mocked up in word and we can do the set up for you. We do that from our offices and on an hourly rate to keep the costs for personalized reporting down.
If you want to find out more about reporting using PROJECT in a box have a look at these great You Tube videos:
Planning is not only a project management essential but a major life skill. So it is such a great pity that many people cannot plan well. We have helped by provided Planner as a free project planning tool. Users though are still regularly asking us questions about the very basics of planning. So as a counterpoint to our Planner Masterclass sessions we are now launching Planner 101. This series of video tutorials will cover the planning basics in six simple steps.
Planning Basics – its all about tasks
In the first video we explain about tasks. We cover why these are so important and the three different types that can be used. Of course we also show you how to set these up in the tool. There is no point building a wall without strong footings. Likewise, don’t bother planning without a good understanding of tasks . So when it comes to Planning basics this is where to start.
But just because you master tasks you are not a master planner, that is just the start.
Planning basics – dependencies maketh the plan
If tasks are the essential building blocks of the plan then it is dependencies which bring it to life. Which dependencies you use and between which tasks control the flow and logic of the plan. It is these links that make it a plan and where lots of planning novices go wrong.
We show you how you should use dependencies and how to set them up. We talk about single and multiple dependencies as well as running dependencies from summary groups.
The third planning basics topic we cover is resourcing. We show you how to identify which people will work on delivering each task and for what proportion of their time. This is done by assigning resources to the required tasks. Again of course we show how this is done in practice and cover hints and tips.
Get started addressing your planning basics
If you want you can view these video tutorials independently. However you will get far greater benefit by using them with the free Planner tool. Planner is totally free forever and is licensed so that anyone in any organisation can use it. Simply sign up to download Planner from here.
In the last blog post we covered the importance of budgeting your project. So now your project has a reasonable budget agreed. Your next step will be delivering the project within budget. So you need to get to grips with cost control. Luckily Planner comes to the rescue again.
Cost control – Time sheets
So now your project is up and running. People will be working on their allocated tasks. They can record the time they spend on each task as they go. In Planner there will have been a budget allocated hours figure for each person. They simply record their actual hours for that task as a total. So perhaps on the first day 2 hours. Then next day a further 4 hours so the total is 6. This progresses as they (and possibly others) work on the task each recording their ‘Actual hours’.
The resources can do this in each task form or can use a timesheet form to quickly update multiple tasks if needed. Planner, in the same way it did with Budgets earlier, rolls up these actual resources at the task, summaries and whole project levels automatically. You can do exactly the same with your fixed costs recording the actual fixed costs against tasks. Again this is all rolled up and combined with resource costs to give total Actual cost for the project.
Cost control – progress costs
Of course all of this work people are doing on tasks hopefully has results and the % complete of the tasks will be changing also. Planner also calculates a progress cost for each task as its percentage complete is changed. The progress cost is the proportion of the budget cost for that percentage complete. i.e. if a cast has a Budget cost of £2,000 and is 75% complete it’s progress cost would be £1,500. You can think of progress cost as what you should have spent for that amount of completeness.
Again Planner rolls up these progress costs for summaries and project level and they can be used to see how different parts of the project are progressing.
Cost control tools
So you can download planner now and it will help you get right on top of your project cost control.
Project finances can be hard, we all know that. And not everyone has the support team to help them with it. So luckily help is at hand in the shape of Planner and its project accounting capabilities.
Project Finances – budget setting
It is an essential skill in project management to get a project budget to match the project deliverables. So if you have the luxury of being able to determine the budget for your project it is best to do it right. You will want to be sure that you have included all the costs you will incur during the delivery of the project. The best way to do this is a bottom up estimate of costs. Your plan is of course the perfect starting point for that.
A well planned project should have tasks and milestones for all the activities and events expected. Going through these in Planner you can identify the resources required to deliver each. Sometimes you might list generic resources like Engineer and sometimes specific people i.e. S Jones. As you assign these to the tasks and set the allocation level (as a percentage) Planner works out the number of hours that equates to. You may then choose to set an hourly rate for these resources or leave them at zero rate. Planner rolls up these assignment costs at task level and also through the summaries to a project total for you.
In the same way you can also set Fixed cost elements for tasks and summaries. Your fixed costs are also rolled up for you through summaries to a project level. Finally the system calculates a total Budget cost combining fixed and resource cost elements. You can use this raw figure or apply your own contingency and allowances to it to determine your project cost.
Project Finances – budget checking
Perhaps others usually set your project budget. In that case you will find it very helpful to repeat this exercise of bottom up costing to see how realistic the budget is. You will need to make it clear early on if you have insufficient budget to get the job done. If you have this laid out so clearly it will make your job so much easier. Helping you to either shave the scope or increase the budget to a realistic level.
Project Finances – let Planner carry the load.
Planner will do all of this for you and it is totally free. So register today and download it and you could be taking control of your project finances quicker than you thought possible.
For most organisations project reporting is hard. Their reports lack consistency and detail and are also chock full of errors. But if you try to do your reporting by hand that is what happens. Oh and it also takes up a lot of time. Lucky for you then that PROJECT in a box with its library of over 60 types of reports is available to save the day. In a previous blog post we looked at the Project Statement. That is great for a quick overview or when comparing quite a few projects. For contrast, in this post we are looking at the new Weekly Review report.
The Weekly Review report – dive that bit deeper
So the Weekly review Report is more the sort of report you would use for a deep dive. Say you wanted to sit down with the project sponsor or had a problem project which needed closer inspection.
A major focus of this report is one week forward and one week back. This includes comparing data this week with last week and also some longer term backward trends. We focus on what happened last week and is planned for the next week with tasks and resources. This is very similar to the PRINCE2 highlight report but at a weekly basis instead. An important focus with Tasks, Risks, Issues and Changes is looking at things in train and completion. Making sure things are properly completed and loose ends are not hanging is essential for a successful project.
These are all data driven strongly analytical elements the report. The weekly review report also includes selected images from the project library and the custom spreadsheet data sources as this helps to give a flavour of the actual work of the project.
Want to use these reports on your project right now?
You could be using Weekly Review report and Project Statement report on your projects today. If you are an existing customer and running v5.2 just apply your reporting patches. If you are not a customer yet just contact us and we can provide evaluation access or provision a site for you to use operationally.
You can view the Weekly Review report here on YouTube.
In earlier blog posts we have looked at what the P3M3 framework is and how to use it. We then also looked at how your organisation can quickly leap up those scores to a three by using PIAB. So now in this third video of the series we explore how you can scale the heights of P3M3 Maturity.
P3M3 maturity does not occur overnight
Firstly a warning, you you cannot expect to break into the higher levels of maturity overnight. Yes you can get to level 3 pretty quickly. And we gave some good practical advice on this in the earlier post and video. However you will have to let those achievements bed in and become the norm before you can press on further. Think of Level 3 as your P3M3 base camp. The earlier steps were about standardizing your process and systems. So you will need a period of experience operating like that to understand it. Then you can move on to more managed and optimized levels.
Having reviews in your processes and collecting and then using lessons learned will help you to identify and absorb improvements. PIAB provides your review documentation and lessons learned library. These really help you implement these important steps. Also customers will often feed important lessons back into new projects as possible risks. In fact we have done a generic version of this for you for free. See learning from lessons on YouTube here.
Building your p3m3 maturity with higher functions
Optimizing process alone will not elevate you into higher maturity levels. You will also need to manage resources and this is usually easier now your teems are consistently collecting this information. You should also be finding more time for Stakeholder management and measuring this so it can be better managed.
Our comprehensive YouTube video takes you through all these areas and should be essential view for anyone serious about scaling the heights. You also shouldn’t forget to check out our P3M3 page here.
Being a lone Project Manager can be very difficult. You have so much to do and no one to support you. You want to do a good job and use the best tools but could never quite find the right thing. We hear all the time that most on-line tools are just glorified diary’s managing tasks and not really supporting project management. That left you lone PMs with a problem for managing your on-line projects. So that is why three years ago we launched YourPMO. Enabling you as a lone PM to use the same tools corporate PMs use.
On-line projects with YourPMO 2019
When you use YourPMO for your on-line projects the capabilities are impressive:
Methodology and process structures to keep your practices authentic
Document management with version control to store all your project materials
Built in planning tools and also ability to use MS Project
Resource demand analysis provided for you
Risk, Issue and change management tools provided
Benefits and several options for managing project finances
Powerful reporting at project and also portfolio levels
Trend analysis tracking as your project develops
So as you can see managing your on-line projects like this is very professional. But it is also easy to access. You have the choice of a browser interface or a windows app and can switch between them on different devices. So you have the flexibility to choose what works best for you at that time.
Truely on-line projects
You can do even more just from your phone or tablet with the new 2019 YourPMO. Point and click navigation makes it easy to get around. And you can even edit your Planner content or project piabx templates directly in your browser.
And what is more YourPMO won’t cost you the earth, just £12 a month or £99 per year. You can find out more about YourPMO including buying options here on it’s own website.