Non-Project Managers: Leverage Technology to Get Work Done
(Note: This is the second article in a two-part series.)
On more than one occasion, you’ve probably found yourself moaning —
“I HATE project management software! It’s so annoying.”
And you’ve wondered why it isn’t easy for someone like you, a member of the “Almost a Project Manager, but Not Quite a Project Manager Club”, to use.
What you need is a simple way to get up and running while avoiding getting bogged down in the details. It would also be great if this solution is flexible and enables you to look at the total scope of your work.
But getting a handle on all of your work is easier said than done.
As I mentioned in my previous article, your work is spread across multiple platforms, your data is siloed, and you’re using a number of non-integrated, redundant tools to perform your job. Managing all of your work in this way is less than ideal.
You need to organize it under one technological roof, no matter if your work happens inside or outside of projects. Many efficiencies can be gained by doing this.
So, let’s walk through how you can set up a work hub, leverage technology to get work done…and increase productivity.
Set Up a Work HUB
Ok, let’s get one thing straight. There isn’t a one-size-fits-all.
This is especially true when it comes to setting up a work hub. Because you want to manage work your way.
Which means you’ll have to tailor your approach based on the type of work (and projects) you manage. The main objective is to get set up quickly, so you can start reaping the benefits of a well-organized work hub.
In order to accomplish this, you’ll need a practical, easy to follow process. Here’s a simple 4-stage one you can use -
- Determine your work needs and requirements
- Select a cloud-based, mobile platform
- Integrate software
- Connect external apps via APIs
Stage 1 — Determine your work needs and requirements
- What are you trying to accomplish?
- What problems are you trying to solve?
- Are you managing tasks, projects, or a mix of both?
Make sure your specific needs and requirements are driving your decisions rather than whatever the latest software flavor of the month may be.
You can configure your hub in any number of ways, but for the sake of simplicity, let’s go with Microsoft’s productivity applications. The reason being is you’re already familiar with them and probably using some of them right now.
Stage 2 — Select a cloud-based, mobile platform
- What functionalities do you need?
- Is it compatible with your existing system?
- Does it integrate with other software programs?
- Can you schedule meetings and collaborate on documents in real-time?
SOLUTION: Microsoft 365 (plus, it’s AI-friendly)
Microsoft 365 is a subscription-based suite of productivity applications. These apps make it easy for teams to organize their work digitally, communicate with team members, and collaborate seamlessly across remote and global teams in real-time.
Stage 3 — Integrate software
3(a): Integrate task and project management software
- What are the gaps in your current workflow processes?
- Does it support task management, along with lightweight project management?
- Can you work on projects simultaneously with anyone on the web?
- Are you able to view tasks in a grid, list, board, or timeline?
SOLUTION: Project for the Web
Project for the Web is a cloud-based work and project management service. It’s built on the Microsoft Power Platform and is designed to be easy to use, so team members can plan and manage work of any size, and collaborate on the same project at the same time.
3(b): Integrate collaboration software
- Can multiple team members access it at the same time?
- Are you able to communicate in threaded conversations?
- Does it allow you to share and co-author documents?
- Can you see all of your tasks in one place?
SOLUTION: Microsoft Teams
Microsoft Teams is a communication platform. It offers teams the ability to chat, call, host online meetings, store files, and collaborate in real-time no matter if they’re working onsite or remotely. Additionally, Project for the Web can be used inside of Microsoft Teams thus enabling teams to create projects or roadmaps within the app.
3(c): Integrate business analytics
- Can it automatically update timelines?
- Does it offer premade report templates?
- Are you able to glean AI-driven insights?
- Is there an interactive dashboard with reporting functionality?
SOLUTION: Power BI
Power BI is a business analytics service. It offers a collection of software services, apps, and connectors that work together to make it simple for non-technical users to uncover insights within their data. For example, with Power BI you can easily connect your data sources, organize them in a data model, visualize it via interactive charts or graphs, and share it through reports and dashboards.
Stage 4 — Connect external apps via APIs
- Which external apps do you use the most?
- What data would you like to automatically bring into your hub?
- How will the various apps you’re currently using exchange data with each other?
There are literally hundreds of data connectors available. So, you should have no problem integrating internal and external data with your work hub.
Take a look at some of them…
Keep in mind, you don’t have to set up everything at once. Feel free to tailor your hub based on the type of work (and projects) you manage.
How a Leading Technology Company Set up Its Work HUB
GlobalConnect, a leading technology and data communications company operating across various parts of Europe, needed to pick up the pace of its IT projects. Additionally, they wanted clear visibility over their projects.
Peter Kjaer Sørensen, Head of Project and Portfolio Management at GlobalConnect, said —
“I needed to engage conversations at all levels of the company to improve collaboration and get projects delivered faster.”
Well, here’s how the company brought its vision to reality.
They selected Project for the Web. This enabled them to digitize their projects from beginning to end, as well as streamline process flows. Now they’re able to glean better insights and make informed decisions.
For example, when the company creates a project, it can set movable dates and milestones for assignments. They can then view them in a grid, list, board, or timeline. There’s even a feature called Roadmap they used to aggregate their projects into a single view, so they could then share it with relevant parties.
One of the advantages they found of using Project for the Web is it integrates with Microsoft Teams. This means when a project is created in Project for the Web it can automatically set up a Microsoft 365 group, so team members can be added to it. Once they’re added, they can view the project’s summary and schedule, as well as access key documents such as project plans and reports.
All of this can be done directly inside of Microsoft Teams. And multiple users can make changes to the project at the same time.
GlobalConnect can now set up projects faster, collaborate in real-time, and monitor how work is progressing. Consequently, the company is able to take on more projects with less overhead.
In looking back over the results, Peter Kjaer Sørensen made this observation…
“With the implementation of Project for the Web and Microsoft Power Platform, we’ve seen an 84 percent reduction in the hours we use for running projects at GlobalConnect.”
Now, this is productivity at its finest!
Final Thoughts
You just want to get work done and deliver it successfully. Period.
Well, I’m here to let you know that you can manage work your way. No matter where it lives.
As a member of the “Almost a Project Manager, but Not Quite a Project Manager Club” there’s no reason to hate project management software anymore. It’s been democratized for all. Meaning, it’s easy to get up and running without getting bogged down in a quagmire of details.
Here’s the bottom line…
Just like you don’t have to be a project manager to manage projects; you don’t have to be a technological guru to set up a work hub.
So, what are you waiting for? Set your work hub up today!
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About Oliver Yarbrough, PMP®
Oliver is a LinkedIn® Learning Author, speaker, trainer, and leading expert in project management, PMP® Exam Prep, and growth strategies to raise competitiveness. You can follow his musings at OliverYarbrough.com and on Twitter @OliverYarbrough.
You can get a 10-day free trial to the LinkedIn® Learning platform. It will give you access to an entire library of courses including my course on Artificial Intelligence for Project Managers and Project Management: Preventing Scope Creep.
#FutureOfWork #ProjectManagement #Collaboration #Productivity #Dynamics365
Originally published at https://www.linkedin.com.
