all i want for the holidays is effective collaboration
TRANSCRIPT
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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 [email protected] @RoffensianPM www.roffensian.com
Innotas [email protected] @Innotas blog.innotas.com