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Death to Spreadsheets: 3 Ways to Increase Your IT Project Visibility

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Lack of visibility is one of the top frustrations reported by IT project managers. Can you relate?

Managing projects in scattered tools like spreadsheets and task management tools, without visibility, inevitably leads to increased project failure, wasted money and time, disjointed teams, and a world of frustration. But there are things you can start doing now to get visibility like you've never seen before.

Publié dans : Business
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Death to Spreadsheets: 3 Ways to Increase Your IT Project Visibility

  1. 1. 3 Ways to Increase Visibility Into IT ProjectsDEATH TO SPREADSHEETS
  2. 2. WHY VISIBILITY MATTERS TOENTERPRISE IT TEAMS
  3. 3. WHY VISIBILITY MATTERS TO ENTERPRISE IT TEAMS• Often have shifting business needs and demanding stakeholders• Teams heavily rely on data management and need to be able to track and provide hard numbers and facts with little notice• Expected to comply with industry standards, which requires lots of documentation and auditing• IT projects have low success rates if there‟s no way to identify a failing project early
  4. 4. WHY VISIBILITY MATTERS TO ENTERPRISE IT TEAMS• IT teams receive tons of new project requests daily• Sensitive time, budget, and scope constraints that need to be monitored accurately and regularly• IT teams rarely have enough resources and thus must use what resources they do have wisely
  5. 5. 5 MAIN REASONS ENTERPRISEIT PROJECTS LACK VISIBILITY
  6. 6. 1. USING TOO MANY TOOLS Most enterprise IT departments The Result: employ multiple tools to manage different stages of a project: • Spreadsheet wars (my spreadsheet is better than • Spreadsheets yours) • MS project (complex • Scattered/varying project on-prem tools) information • Light task management tools • Wasted time gathering and • White boards/sticky notes entering data manually • Google docs/doc sharing • Difficulty keeping the team on tools, etc. presentations the same page
  7. 7. 2. TEAM MEMBERS USING DIFFERENT TOOLS When each team member uses his/her own tool(s) to organize their work (i.e. task management apps, personal spreadsheets or Google docs, etc.), you end up with: • Islands of project data • Important updates getting lost in translation • Everyone with different information • An un-synced IT team
  8. 8. 3. DOING TOO MANY THINGS MANUALLY Manual processes are a direct result of using too many (and different) tools. Scattered updates and project data means: • Manually having to keep schedules and spreadsheets up-to-date • Wasted man hours from manual data entry • Unnecessary frustration • Only being able to „hope‟ that your manual reports are accurate • Increased difficulty giving team members, executives, and stakeholders the visibility they each need
  9. 9. 4. LITTLE-TO-NO COLLABORATION There are so many IT teams working in silos (especially distributed teams) because they have no real way to collaborate on their IT projects. (And no, email is NOT a collaboration tool.) The Result? • Inability to assess where dependencies lie • Increase in unproductive, time-sucking meetings • Spending too much time in long email chains just to figure out what‟s going on
  10. 10. 5. LITTLE-TO-NO ACCOUNTABILITY Many IT teams have no real system in place to help team members take ownership of their work or be held accountable for the work they do. The Result? • Excessive finger pointing • Procrastination • Vague updates like “I‟m 80% done.” • Team members are disengaged with their work • No visibility into what anyone else is working on
  11. 11. THE ULTIMATE RESULTS OF NO VISIBILITY• Increased project failure (over budget, past due, scope creep)• Wasted money• Wasted time• Wasted resources• Disjointed teams (nobody on the same page)• Difficulty proving IT team‟s value• Loss of years off your life from increased stress, frustration, and caffeine intake
  12. 12. 3 WAYS TO GET BETTERVISIBILITY INTO YOUR ITPROJECTS
  13. 13. 1. ESTABLISH A CENTRAL SOURCE FOR PROJECT INFORMATIONHow?1. Consolidate. If there‟s not one tool that can help you manage every stage of a project, then at least use the least amount of tools possible. Cut out excess.2. Share. Make sure everyone on your team has access to the tool(s) you do decide to use. And the more collaborative those tools, the better. (Look for commenting/feedback functions, editing rights, etc.)3. Sync. Get all team members using the same tools and following the same processes for managing their work.
  14. 14. 1. ESTABLISH A CENTRAL SOURCE FOR PROJECT INFORMATIONThe Result?• The entire IT team has access and visibility• Decreased manual processes• All project updates, data, documentation, and tasks live in one place• Everyone stays on the same page• Increased communication
  15. 15. 2. BECOME MORE COLLABORATIVEHow?1. Embrace social. 83% of project managers agree that social media and enterprise collaboration tools can or do improve the way they manage projects. Use social media tools to your benefit and incorporate them to make projects more collaborative.2. Talk face-to-face. Working on a distributed team? That‟s what Skype, Google+ Hangouts, Facebook video chats, FaceTime, etc. are for. Even if you can‟t be there in person, include your entire team in meetings using the tools available to you.3. Include the team. Spend time brainstorming together with your team. Include them in the project planning process.
  16. 16. 2. BECOME MORE COLLABORATIVEThe Result?• Save time gathering, compiling, and reporting• Data is easy to access and readily available• Updates come with conversational context• Eliminate unnecessary email chains and status meetings• Communication and visibility happens in real-time, in one place
  17. 17. 3. INVEST IN INDIVIDUAL AND TEAM ACCOUNTABILITYHow?Make everyone‟s responsibilities and commitments visible to theentire team.1. Use social/collaboration tools2. Collaborative task/project management tools3. Google docs4. Be creative – is there a better way?
  18. 18. 3. INVEST IN INDIVIDUAL AND TEAM ACCOUNTABILITYThe Result?• Decreased finger pointing• Team members will hold each other accountable• Increased commitment to IT projects from team members• Everyone is more engaged in their work
  19. 19. ABOUT AtTASK ENTERPRISEWORK MANAGEMENTSOFTWARE
  20. 20. AtTask solves the visibility problem by providingenterprise IT teams with the following:
  21. 21. 1. A SINGLE TOOL THAT COVERS THE END-TO-END IT WORK LIFECYCLE • With AtTask, you get one tool to manage every phase of your IT projects, from initial request through to completion. It‟s a central location for all your project and non-project work available to all team members and stakeholders.
  22. 22. 2. A UNIFIED SOCIAL ENGAGEMENT TOOL • AtTask is an intuitive work management solution with an easy-to-use social media-inspired interface that enables collaboration, the gathering of real-time contextual updates, increased visibility, and accountability for all team members.
  23. 23. 3. TRUSTABLE VISIBILITY FOR EVERY LEVEL OF THE ORGANIZATION • AtTask delivers real context in real-time that equips senior managers, project managers, team members and stakeholders with project and work data they can be confident in.
  24. 24. USING AtTASKUsing AtTask can help you save time, save money, manage resourcesmore efficiently, catch troubled projects early-on, collaborate, get realcontext, keep all your data in one place, eliminate excess tools, keepeveryone informed, appease your stakeholders, create/deliver reportsquickly and easily, prove your team‟s value, and ultimately, get visibility atall levels that everyone can trust.Visit www.attask.com/it-pmo for more information andto view a free demo.

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