Project teams are increasingly comprised of geographically dispersed members. This makes communication more difficult and leads to onerous calls and myriad e-mails. Misunderstandings and lack of transparency in workflows pose a further risk. The solution is a mobility strategy.
By working with the IT department, project leaders and teams can implement a strategy in eight simple steps, as our example shows:
1. Record the Current State
Work is a place. Project leader, Sebastian, commutes 60 kilometres to work everyday. He's working on a client project in the office. His project team is scattered across three different locations. Communication takes place via e-mail and phone. Answering queries and coordinating processes takes up a lot of time.
2. Define the Desired State
Sebastian decides to organise collaboration more efficiently to achieve results more quickly. Workflows and communication should be more transparent and simpler for everyone involved. In addition, regular team meetings should be held to maintain team spirit.
3. Specify Requirements for Team Tools
Sebastian and his team develop a wish: all team members should be able to work on any device and from home.´Everyone involved should have access to all project information at all times. Additionally, key personnel should also be able to work on projects on the go while remaining accessible to their colleagues.
4. Select Tools
Sebastian consults the IT department, which defines the following required tools: a team-oriented video conferencing and online meeting solution, a tool for secure file sharing and a common project work platform through which the project team can collaborate at any time, wherever they may be.
5. Select Vendors
The IT manager defines the following requirements for selecting vendors: in order to simplify the workload, all tools should come from a enterprise-grade solutions vendor. The chosen vendor should also provide all technical maintenance and end-user support. However, the administration should be able to be performed internally to meet the company’s stringent compliance requirements. Additionally, solutions must offer rigorous data security.
6. Test and Evaluate Tools
Sebastian and the IT manager opt for a cloud solution vendor, since this option means zero technical maintenance for the IT department and no additional staff need to be hired. The vendor makes the tools available as part of a free 30 day trial offer, so Sebastian and his team can evaluate whether the solutions are easy to use.
7. Investment and Roll Out
The IT department approves the order. Because the solutions are delivered as cloud services, the project team can get started with the tools straight away to improve collaboration, and they're easily scalable to meet growing end-user demand. The vendor also provides mobile apps for tablets and smart phones so that all tools can be used on the go.
8. Mobility Strategy Implemented
Sebastian no longer needs to commute so often and can now work three days a week from home. He regularly hosts team video conferences, and he and his project team work together on a social collaboration platform. The project team can exchange large, sensitive files safely with others via a secure business file-sharing tool.
Like Sebastian, do you too need a mobility strategy to better manage projects and collaborate with distributed teams?
Call us to make an appointment: 0800 011 2120