7 Lessons Learned Implementing Project Management Software For Productivity Business
By Deepesh KotwaniFeb 13, 2020
Apprehending the lessons learned is an ongoing task for any business. No matter if it is during the implementation procedure or the entire life of a project. Managers should have the mindset of making efforts to improve their services and learn from their mistakes.
Learning lessons helps an organization to grow, and it is good for business, team, and future projects. Project Managers can also learn some lessons from the experiences of others. Lessons learned while implementing the project management software may reflect both positive and negative experiences.
It represents that the organization and project managers are committed to providing the best possible results to their clients. The implementation of new software is exciting and challenging for an organization. With the successful implementation of the project management software, the organization will experience substantial improvements in its operations. The team gets to assimilate new features that help to enhance the workflow with the techniques brought in by the latest software.
The success or Failures are generally looked at by the project managers. The process of evaluating is referred to as the lessons learned phase when managers could comment and provide favorable feedback. The feedback is crucial for the team and the organization to deter from making the same mistakes furthermore. It helps to attain project objectives without default.
Lessons learned during implementation
Well, the primary goal of every procedure is to achieve success in the end. Though failure is not something people desire, it can still assist in realizing that something was not appropriate. Likewise, the implementation of software for managing projects can offer an opportunity for project managers to learn to implement effectively. Let us go through some of the lessons learned from practical experiences.
1. Defining the team and the process for decision-making
It is observed that many such implementation tasks run behind schedule. There are a variety of decisions that need internal approval. This is one of the significant factors for running over-schedule. The team should know the entire process beforehand. Decision-makers' permission should be obtained well in advance so that the software to implement the software successfully on time. Decision-making often slows down the process. A concrete timeline of the entire process is needed to keep track of it. The whole process should be conveyed to the whole team so that they don't miss important details at any cost.
2. Know what you are getting from the new software being implemented
A lot of research is required to choose software. Talk to people who have made this decision earlier and have experienced the process. You must go through the technicalities of the software thoroughly and know about everything the software offers to simplify your tasks related to project management. If you are not aware of the software’s capabilities, then project management can turn out to be time-consuming. Question the vendor if the software can handle projects similar to the ones you have completed previously.
3. You get what you pay for
Choosing a software just because it is cheap may cost you more. It may require additional expenses on the back-end as some of the required features may be missing. You get what you pay for, hence, spend some money and have the consultants from the company to train your train on the working procedures. Carry out training sessions before the implementation process is complete to clear all doubts. Little knowledge is not adequate to work efficiently on the system. Spend extra time researching the implementation procedure to discover possible hurdles. Implementation projects are often observed to have high costs, and firms end up spending 2-3 times more than the expected budget.
4. Recognize the weakness beforehand
Recognizing the inadequacies of the software as well as your team is one of the most beneficial aspects. It allows you to determine the areas that can be strengthened and you can work on the same to obtain desired results. Pen down the weak spots and pay attention to the addressed issues to ensure a smooth implementation procedure. Be prepared to perform better after the implementation of new software. Get all your queries and requirements cleared so that no difficulties are faced while working. Ensure that you make the right discovery to minimize problems during working.
5. Big-bang is optimal
Implement the modules one at a time and phase them accordingly. Keep the entire phase simple. Simplify complex procedures as they come along, or you can also opt to simplify them before starting the implementation procedure. When you are about to roll-out the software in multiple countries, the approach may not turn out as expected. The implementation procedure in 10+ countries may not be favorable. You might face an urge to change the implementation approach when the go-live date is near. Properly phased implementation modules are better when opted.
6. Formulation of strategy
A crucial step for the successful completion of a task is to have a full-proof plan. Right from the beginning to the end, every procedure needs a plan to ensure that the implementation procedure runs smoothly. However, having a strategy implemented doesn’t necessarily mean that there will not be any hitches. Hence, to prevent the risk of failures, you need to analyze the strategies and plan your contributions minutely. Be proactive in making necessary adjustments.
7. Set goals that can be achieved
The task management software will help you achieve desired goals after its implementation. If you set unachievable goals, then you will be left disheartened. Strive for purposes that are lofty and create a plan to work according to the goals set. Be enthusiastic in achieving the goals and feel confident as you experience the implementation procedure. Ensure high productivity with the help of the new project management software that helps to manage projects. There will be errors during the entire process and you will have to work on fixing them until the implementation procedure is complete.
The new software comes along with a process map that contains work instructions in detail for the user to understand the steps better. Project design is defined and the tasks involved to manage a project are also listed effectively. Resources are given to the users so that they can help themselves in their day-to-day activities and can take the help of the map provided.
You will be happy to see that your employees have slowly started understanding their work, it will reduce the pressure of the management team as well. Though the new workflow may have some deficiencies in the beginning, your team will be friendly with the software soon. However, if the weaknesses may sometimes not have appropriate solutions and the vendor may need to resolve such conflicts obtained in their new versions.
There are stories of successful implementation of project management software, and the primary reason is the people involved. They should have a positive mindset with fierce courage to get the work done. With the procedure of implementing software, it is evident that conflicts will creep, but the team jointly can pass through tough times. The entire project management team needs to act as a catalyst so that they can drive the project towards success.
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