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Andy JordanDecember 6th, 2016

Happy Holidays

Merry Chris

tmas

Happy Chanukah

HAPPY KWANZAA

Merry Fes t ivus

Happy Winter S

olstice

All I want fo

r the

Holidays is effective

collaboration

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45 minutes of presentation 15 minutes of live Q & A

◦ Enter questions in the “chat” box All lines are on mute Webinar is being recorded

◦ Slides and recording will be available in a few days

Housekeeping Items

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Andy Jordan◦ President, Roffensian Consulting

◦ Named to top lists of most inspiring and most influential people in project management

◦ Author of Risk Management for Project-Driven Organizations

Presenter

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Collaboration isn’t new Why tools go wrong Small projects and collaboration Support for larger projects EPMO communications Leveraging collaboration A final thought

Agenda

Small (very small) risk of humor throughout

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People have been working together for ever◦ Or at least some days it feels like it

Virtually every organization has at least one collaboration tool◦ And often more (which is part of the problem)

Yet few would claim collaboration is as effective and efficient as possible

Collaboration isn’t new

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People have been working together for ever◦ Or at least some days it feels like it

Virtually every organization has at least one collaboration tool◦ And often more (which is part of the problem)

Yet few would claim collaboration is as effective and efficient as possible

So let’s explore why

Collaboration isn’t new

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Why tools go wrong

New tool!

Adopted

Modified Too specialized Ignored

Misused

Not useful Ignored

Too weird! Ignored

Misunderstood Too complex Ignored

No buy-in

Too niche Ignored

Unimportant Ignored

Ignored

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Why tools go wrong

New tool!

Adopted

Modified Too specialized Ignored

Misused

Not useful Ignored

Too weird! Ignored

Misunderstood Too complex Ignored

No buy-in

Too niche Ignored

Unimportant Ignored

Ignored

No standards

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Why tools go wrong

New tool!

Adopted

Modified Too specialized Ignored

Misused

Not useful Ignored

Too weird! Ignored

Misunderstood Too complex Ignored

No buy-in

Too niche Ignored

Unimportant Ignored

Ignored No

accountability

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Why tools go wrong

New tool!

Adopted

Modified Too specialized Ignored

Misused

Not useful Ignored

Too weird! Ignored

Misunderstood Too complex Ignored

No buy-in

Too niche Ignored

Unimportant Ignored

Ignored

No support

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Well let’s consider projects◦ They always require people to work together◦ They are commonplace in all organizational areas◦ They frequently involve people in different offices

But at the same time…◦ Organization only focuses on ‘big’ projects◦ Infrastructure is geared around major initiatives◦ Formal project management is a limited

commodity

There has to be a better way!

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So let’s suppose…

Collaboration toolTemplates

Document managemen

t

Task managemen

t

Workflow

Project planning Integrations

Issue managemen

t

Time managemen

t

Resource managemen

t

Meeting managemen

t

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So let’s suppose…

Collaboration toolTemplates

Document managemen

t

Task managemen

t

Workflow

Project planning Integrations

Issue managemen

t

Time managemen

t

Resource managemen

t

Meeting managemen

t

That’s a lot of features, but is any of that unrealistic for a

collaboration tool to offer?

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Organizations conduct many more small projects than major ones◦ Marketing campaigns◦ Sales efforts and RFP responses◦ Small departmental initiatives

From the Holiday party to the summer picnic From a niche software upgrade to a single server

replacement They don’t have PMs, they don’t appear on

dashboards, and PMOs are unaware they exist◦ And that’s OK!

Small projects and collaboration

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Small projects and collaboration

Collaboration tool

Planning

Tracking

Management

Reporting

Workflow

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If the right tool is configured in the right way…

Small projects and collaboration

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If the right tool is configured in the right way…

And people know how to use it effectively and efficiently…

Small projects and collaboration

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If the right tool is configured in the right way…

And people know how to use it effectively and efficiently…

The tool is all the ‘project management’ they need

Small projects and collaboration

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But what about bigger

projects?

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The fundamentals are no different◦ They still need efficient, effective collaboration◦ In fact with more at stake it’s even more

important They have a formally appointed project

manager◦ But that PM has larger challenges to deal with◦ They don’t add value by ensuring the team can

work together That should be a foundational element

I’m glad you asked…

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Foundation & enabler•Layered on top of a full function PPM solution provides all the power of that tool with a common interface

•Allows for integration with HRIS, ERP, Accounting and similar systemsIntegrations

•Minimizes bureaucracy•Helps ensure standardization•Leverages automation wherever possiblePlanning & Tracking

•Helps ensure ‘one version of the truth’•Aligns projects across the organization•Provides central repository with version control, sign-off, etc.Templates & Documents

•Database of issues and root causes•Support for future risk identification and analysisIssues Management

•Single virtual location for all team members•Meeting space integrated with all work and information improving effectivenessMeeting Management

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Portfolio management relies on complete and accurate PPM information◦ Incomplete or inconsistent information

undermines decision making◦ Impact is on organization’s ability to deliver

against goals Effective collaboration tool helps align

information◦ Elimination of secondary data entry◦ Common data capture across all initiatives

Support for portfolio management

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Central or enterprise (EPMO) PMO model becoming more common◦ Central services supporting departmental PMOs◦ Strategic PMO for enterprise initiatives◦ Single PMO for entire organization◦ Some other weird model your executives thought

of Requires effective communication to all

project delivery areas of the business◦ Can you guess what I’m going to suggest?

Collaboration & PMOs

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Better leadership & guidance

Departmental projectsStatus updatesSupport requests‘Early warnings’Opportunities

Portfolio informationAlignment changesInfrastructure enhancementsSupport requestsChange requests

To E

PMO

From EPM

O

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Collaboration integrated with PPM automates virtually all of those◦ Threshold driven workflow can automate key

information◦ Artifacts managed and approved through

collaboration communicated seamlessly All business areas freed up to focus on

value add work◦ Understanding root causes◦ Developing and enhancing teams◦ Identifying further opportunities

And how collaboration helps

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Risks and issues and

planning, oh my!

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Collaboration tools support more than just working with people◦ Provide easier access to historic data

Information from historic projects Solutions to previously experienced problems Risk management strategies and outcomes

Well structured, project focused collaboration tool provides intuitive ‘window’ into PPM database◦ Facilitates better estimating, risk identification

and planning, issue prevention and resolution

Collaborating with data

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Leveraging collaborationHi

storic

dat

aInt

erpr

et

Adjus

t

Colla

bora

te

with

colle

ague

s

Grou

p es

timat

ion

(e.g

. delp

hi)

Chall

enge

Enha

nce

Valid

ate

again

st da

ta

Analy

ze d

eltas

Adjus

t

Appr

ove

Collaboration Tool

PPM Database

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More than just an effectiveness tool◦ Interaction develops personal knowledge and

understanding◦ New data leverages existing to improve overall

quality, enhancing organizational capability More than just an efficiency tool

◦ Automated best practices guide project staff improving personal productivity

◦ Reduced wastage and improved focus increases organizational return on people investment

Develops capability

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I don’t want to scare you…

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I don’t want to scare you…

…but

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Sooner or later someone else will

If you don’t do this…

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Sooner or later someone else will Someone in your industry

If you don’t do this…

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Sooner or later someone else will Someone in your industry Someone you are competing with

If you don’t do this…

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Sooner or later someone else will Someone in your industry Someone you are competing with Someone who is going to whip your eat

your lunch when they figure it out!

If you don’t do this…

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Sooner or later someone else will Someone in your industry Someone you are competing with Someone who is going to whip your eat

your lunch when they figure it out!

So you have to ask yourself, “do you feel lucky?”

If you don’t do this…

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Sooner or later someone else will Someone in your industry Someone you are competing with Someone who is going to whip your eat

your lunch when they figure it out!

So you have to ask yourself, “do you feel lucky?”

Well, do ya?

If you don’t do this…

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CollaborativeWork

Management that Empowers

Teams

Enterprise-wide Portfolio and Resource Management

Products That Optimize Resources and Work

Enterprise Capability

and Technology Management

IT PPM for Small-to-Midsize Organizations

Solutions spanning every class of work, resource, and organization

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Dynamic Portfolio Level PPM Tools

Mature, Execution-Level PPM Tools

Task Execution Tools

Project Collaboration Tools

Enterprise

Number of employees accessing tool

PPM Product Usage Reference Model

“Mature, execution-level PPM tools are employed to optimize the selection, planning, execution and tracking capabilities of a distinct

project organization…”

“Many small groups of teams need to collaborate, share information and discuss issues as they are executing on a

project or are engaged in an orchestrated work effort.”

Daniel B. Stang, “Maximize Value and Avoid Waste by Managing PPM Tool Proliferation in Your Enterprise” (November 2013)

No Matter How You Work™

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Work execution

Task Updating

Team collaboration

Project collaboration for

teams

Resource management

Portfolio Management

Reporting

PMO

Simple UI for business users Mature IT group

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Questions?Contact Us!Andy Jordan andy.Jordan@roffensian.com @RoffensianPM www.roffensian.com

Innotas info@innotas.com @Innotas blog.innotas.com