Turn project chaos into harmony

Turn project chaos into harmony Embrace true mobility and seamless communication Build better workspaces – online and offline Keep your data safe at all times Get rid of project management chaos once and for all Technology – help or an obstacle? Technology – help or an obstacle? Mobile and wearable technologies are paving the way for true mobility, and – together with cloud and collaboration technologies – enabling leaner, more productive workspaces. At the same time, teams and stakeholders are both calling for real-time project insights and intelligence on demand to help them keep up with the 24/7, data driven world. Despite the productivity and efficiency benefits of the latest technologies, they also pose risks. For example, keeping your data safe – in the cloud or on your mobile device – has never been as important as it is today. According to the Chaos Theory research, two-thirds (64%) of project managers can access sensitive data in their organization. Yet only half can easily see who has actually read, changed or downloaded a shared document (54%). This has the potential to jeopardize the integrity and security of sensitive data. Yet, the Chaos Theory research also shows that technology is seen as a solution to many of today’s project management challenges: three-quarters (74%) of project managers expect new project management and collaboration tools to lead to fewer project delays and two-thirds (69%) think these technologies can help them control costs better. Project managers who embrace innovative ways of working with the help of the latest technologies will lead the way in turning project management chaos into harmony in today’s digital world. Project managers are under huge pressure to adapt to the growing role of technology in organizations, the increasingly global nature of business, and customers’ evolving expectations. Recent independent research, the Chaos Theory, examined how these pressures are impacting on working habits in European businesses and changing how people work together on projects. The research reveals that project managers waste up to 20 working days a year due to inefficient ways of working. They work on their days off. Deadlines slip. Budgets go out the window. All of this leads to stress. Project managers who embrace innovative ways of working will lead the way in turning project management chaos into harmony 64% of project managers can access sensitive data in their organization 54% can easily see who has actually read, changed or downloaded a shared document. Embrace true mobility and seamless communication Poor communication is one of the biggest headaches faced by project managers, according to the Chaos Theory report. Over a third (37%) of project managers see lack of communication between team members as one of the main obstacles to collaboration. Despite the growing number of new tools available for any device, email and face-to-face interaction remain the top methods of communication. Embracing true mobility will help project managers get rid of this communication chaos. Teams need to be able to communicate and collaborate without boundaries. They need to be able to use the tools they need to do their jobs from any type of device whenever and wherever they want. Cloud-based, virtualized tools will help boost accessibility amongst teams, while still giving project managers the control they need to properly plan and manage projects. Integrated, easy-to-use systems that reduce organizational complexity will drive more seamless communication amongst teams too. Both project managers and teams need to have access to data and insights whenever, wherever. But only... Build better workspaces – online and offline The traditional project room where team members meet to plan and execute projects is becoming irrelevant. Multi-national corporations have geographically dispersed teams that might never work in the same office, and more and more businesses of all sizes have adopted flexible working policies to allow staff to work from home or a coffee shop. That is why today’s project managers are in search of cloud-based tools to set up virtual project rooms, where they are able to communicate and collaborate with their teams as effectively as if they were sitting across the table from each other. The majority of Chaos Theory respondents believe that replacing outdated project management tools with better collaboration platforms would empower them to manage their time, budgets and teams more effectively. Despite this, only half (52%) of project managers say that their IT department supports the use of new technologies. It’s crucial that project managers get their IT teams’ buy-in for more innovative ways of working. These include digital Kanban and Gantt tools which empower teams with collaborative planning and execution in the cloud, while providing the project manager with a complete overview of the progress made. The latest technology trends are also driving changes in physical work spaces. This year, we are set to see more and more organizations transform their offices to help build a more agile and lean business both online and offline. The lean collaborative workspace is all about co- creation amongst peers rather than change from above. It’s about fostering happier, more communicative teams who are more committed to achieving common goals and to the business as a whole. Lean collaborative workspaces call for the right tools to ensure effective collaboration and maximum productivity gains – regardless of where each team member might be. Of course real-time information sharing across mobile workforces requires the most trustworthy and reliable of tools. Data should never be compromised or lost. 74% of project managers expect new project management and collaboration tools to lead to fewer project delays 69% think these technologies can help them control costs better. But only... 52% of project managers say that their IT department supports the use of new technologies Keep your data safe at all times Despite the productivity benefits that cloud-based platforms can bring, project managers should know that not all clouds are created equal. Many free tools could put sensitive data at risk because they have major flaws that could easily be exploited. The Chaos Theory research highlights that more needs to be done to ensure that project managers always know who can access sensitive data and who has read, changed or downloaded shared documents. Only by having the appropriate safeguards in place, can project managers and their teams protect organizations’ revenue and reputation. This is particularly true as industry experts expect more and more businesses to be plagued by hacking attacks and data breaches in 2015. To ensure no data or documents end up in the wrong hands, project managers need to ensure that their teams know about the risks that many free tools pose, and make the right choices accordingly. It’s important to opt for tools that have been certified by a third party, and that are equipped with the latest encryption technologies. Carlsberg faced the challenge of managing a huge automation project, involving a new software solution for 12,000 valves and pumps. The beer company was able to eliminate complexities with the project by adopting a common easy-to-use project management platform. As a result, Carlsberg saved a full man year on the project. Read more about it here. Many free tools could put sensitive data at risk because they have major flaws that could easily be exploited Get rid of project management chaos once and for all In order to be able to manage projects successfully, project managers need to achieve a balance of elements, including a motivated team, easy collaboration, smooth communication, and getting things done on time and within budget. When balance is achieved, projects run like clockwork. But, if just one of those elements slips, the balance is disrupted and chaos follows. While the rapid evolution of technology might sometimes catch organizations off-guard, the latest innovations are proving invaluable in empowering project managers to tackle chaotic, inefficient ways of working head-on. Project managers have everything to gain by addressing the chaos, and technology plays a central role in this. By harnessing tools that facilitate new ways of working, project managers can propel smarter, goal-driven collaboration and ensure project success. Project managers have everything to gain by addressing the chaos, and technology plays a central role in this In some industries such as financial services, regulatory requirements mean that choosing the right cloud solutions is particularly important. Zurich Insurance is a great example of a business that has achieved seamless collaboration without jeopardizing the security of its business. Learn more about it here. About Planview Planview enables organizations to get the most out of their resources and achieve their goals. We are the global leader in solutions that optimize resources and work, spanning strategic planning, portfolio and resource management, project collaboration, and enterprise architecture. From small teams to large enterprises, companies in every industry use Planview’s products: Planview Enterprise, Projectplace, and Troux. Headquartered in Austin, Texas, our 600 employees worldwide serve more than 1,000 enterprise customers and one million users. www.planview.com Here are our top tips to help project managers get rid of the chaos: • Create an online project room where your team can plan, execute and follow-up on activities. With all in one place, everyone is fully engaged. • Use collaboration tools that allow you, senior management and team members to keep track of actions and project milestones more easily. • Stop email addiction and embrace more efficient communication tools to ensure all information is not in people’s inboxes but in the online project room and easy for your team to access. • Make sure that your team knows how to keep data and documents safe. © 2015 Planview, Inc., All Rights Reserved.