Turn project chaos
Embrace true mobility and
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
of project managers can access
sensitive data in their organization
can easily see who has actually read,
changed or downloaded a shared document.
Embrace true mobility and
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.
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.
of project managers expect new project
management and collaboration tools to lead to
fewer project delays
think these technologies can help them control
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 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.
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.
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.