Entry Software Corporation

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Project Management

Perfecting the project completion criteria

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project completion perfected
Project completion perfected

Detailing the project completion criteria is very difficult and is probably the most overlooked and under documented detail written into the project definition. The results if not completed prior to starting the project can have disastrous results and create the never-ending project. In this case the customer or the service provider seldom win.

The question now becomes how do you know when your project deliverable has come to an end? How do you define when the project is complete? Where is the defined definition stored and most importantly what should it contain?

It may sound onerous to the project service team, project sponsor, and even the executives but the following below needs to be documented in fine detail. The project manager will require a good understanding of the project specific requirements, can negotiate with customers, team members, and management. They will also require having the ability and foresight needed to identify possible pitfalls and risks. Does this sound like a tall glass of water? Well… because it is. That is why project managers need to be highly skilled individuals and compensated accordingly. Being a project manager is not for the faint-hearted.

Project success criteria – (Critical)

This is the definition that sets the stage for project closure. Without this, all parties including project managers, project team, and the customer will more than likely have a mitt full of assumptions and varied definition as to when the project is complete. Have you ever been faced with a never-ending project? If you have then you will know first hand how defeating it can become.

In-scope items

This section should be short concise sentences in bullet point format. Review this data with the ALL of the project stakeholders for buy-in. The project team will feel more inclusive and motivated. Once this is complete move on to the next section (the one I feel can be most important) called out of scope.

Out-of-scope items 

A well documented out-of-scope definition can eliminate most if not all assumptions and is key to finalizing the project success criteria. It’s perfectly normal to fill out the out-of-scope items while you are capturing the in-scope definition. In fact, this is more often the case. The in-scope definition process often reveals many of the out-of-scope item so document them in tandem.

There are many other areas within the project charter and project task planning that help to define the project definition in detail, but the items listed above are paramount to ensure a successful and satisfying project completion milestone. This is the most important milestone of all. The point I’m trying to drive home is you can have a perfect task Gantt chart plan, all milestones laid out, project team fully engaged and still be faced with a huge failure at the end, when you can’t seem to agree on the end.

Sample Charter Scope and Project Completion Criteria

This sample is an actual project that included creating a B2B web commerce store for the purposes of ordering fine chemical compounds from a chemical supplier. Their customers are compounding dispensaries. The dispensaries will use the website B2B store to place orders with the chemical supplier.

 Project Scope

IN SCOPE OUT OF SCOPE
Design a new background look and feel Re-scanning photographs of devices or create a new logo
Re-design and implement a new navigation bar Will not support older browser version prior to 2021 release
Correlate a button beside the chemical that will display the MSDS according to that chemical Access data from thumb drive only (98% of MSDS info)
Enable shopping basket style commerce for the general and professional compounder clients Will not facilitate on-line credit approval through merchant system
Create a log-in environment at a tiered permissions level. General customer has access to brochure, pricing, and ordering for chemicals. Professional compounder has access to a wider range of device products Maintain HTML catalogue updates
Communicate orders as they are received to Pilot email address Send back response to Pilot’s customer. Pilot will have several canned responses for several situations. Pilot will respond to the customer
Host the service on an approved hosting center server at Queens Ave Dedicate one server completely to Pilot
Provide location for pdf file for catalogue Create and maintain pdf file updates
Create an environment where current browsers can operate the Pilot site including Mac Solve or support Pilot customer PC related issues including browser settings, ISP issues etc.
Create and publish a frequently asked questions page (FAQ)

 

Project Completion Criteria

This project will be considered complete and Pilot will accept the implementation when:

  1. The e-commerce web site is deployed, available, and functional via approved browsers
  2. Pilot can update product and pricing database via approved browsers
  3. Pilot can update HTML content via the internet securely
  4. Pilot customers will have the ability to access a secure web session (SSL 128 bit) and place an order shopping basket style
  5. Pilot customers can communicate to Pilot via web portal page sending an email alert.

Your customers may display visible signals that they are becoming more at ease as you go through the project charter documentation process. A strong, well defined project definition process can make an intangible service delivery appear to be tangible. Your customers will feel more in control and have a deep understanding of the deliverables and their duties that are required of them for success. You can also effectively use this process during the sales cycle to improve your close rate.

Contact our consulting team at Entry Software if you would like to see the TeamHeadquarters project charter process and project management system in action or get a comprehensive TeamHeadquarters demo.

Remote Project Management

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Managing projects remotely requires effective communication, collaboration, organization and dedication.


During the ongoing Covid 19 pandemic many businesses have turned to working remotely. You need the right remote project management software to ensure that your remote team has a central space to communicate, collaborate, and organize work-related data.

Let’s look at each of these further…

Communication

Communication is the key to successfully managing projects remotely. To ensure the success of any project, the team leader takes on the responsibility of ensuring remote team members have the tools and resources they need to be efficient and productive while minimizing the risks of any miscommunication. When communicating online with your team, make sure you are as specific as possible about the project objectives, goals, and expectations.

Organization

When it comes to remote project management, keeping the work clearly organized and visible is crucial to staying on track. As a project manager it’s important that everything is organized from managing documents, project plans, and project status updates ensuring team members are on task. In order to remotely manage tasks, you need to have complete project access via your browser from anywhere. 

Collaboration 

Remote team collaboration refers to the ability to engage with team members in different places. Employees who have the same goal may collaborate more effectively to reach it. The remote project manager is responsible for breaking down projects into smaller tasks, setting milestones, assigning responsibilities, and tracking progress online. Effective collaboration and setting clear expectations will increase overall productivity. 

Dedication

A dedicated project manager plays a vital role improving overall team performance and motivation. Setting aside a dedicated time for the team to review and report on the project while it’s still fresh in everyone’s mind is key. This will ensure that all updates are documented and can be used to update the project sponsors, customers, and project team for effective status updates. You can refer to this data to optimize your processes for your next project so you can continuously improve and scale your project management skills for best practices.

Combining Change Management and Project Management

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depicting an unexpected change to a project and how it is managed
Recognize change and make modifications before it is harmful to your project.

There is great value in the strategic combination of change management and project management within the operations of a company. Change management is a method used to help a company adapt to changes from internal and external factors. Project management on the other hand is the process of organizing large projects and coaching a team throughout each milestone. The integration of both allows a company to make changes on both a technical and employee level.

Although change management and project management are both structured methods there are different characteristics to each. Change management for instance is a structured process in implementing change; however, there is no defined goal requiring multiple shifts to approach strategies. In contrast, project management is defined by a specific end goal as well as project milestones throughout. Project managers can plan their entire project before beginning whereas change managers are presented with unexpected changes throughout the process. 

The integration of both management approaches within technological systems and employee management can lead your company to greater opportunity for success. This allows for problems to be identified, changes to be made, employees to be informed, and issues to be resolved.

Why Project Managers should Integrate Change Management into their Strategy

Individual and shared goals

Project Managers and Change managers can work together to reach a shared objective while also working independently towards specific goals. The integration of both can work to improve employee performance and overall company success. 

Project Team Communication

The integration of these two strategies makes for greater communication between all roles within the project. For example, when an unexpected development arises the project team is presented with the issue in a timely manner and change managers begin to adjust project plans. This fast recognition of an issue and communication of important strategic adjustments is attributed to the integration of the two management approaches. 

Employee Commitment

Project managers know how unexpected changes can occur and how that can hinder the progress of the project. It is important to be able to identify these issues immediately and have solutions or modifications. This proactive organization of changes to the project will motivate employees to embrace the change rather than be afraid of it.

Request a demo today.

How to Motivate your IT Team

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Employees may lose motivation over time leading to a decrease in work efficiency. This declined motivation can cause the company’s productivity rates to go downhill. The implementation of incentives may improve employees’ health and drive. Happy and healthy employees make for satisfied managers. Incentivizing properly provides a motivating and energized work environment which leads to a successful company. Here are a couple pointers below on how to motivate your employees to improve productivity and company success. 

Set Individual Standards

Setting quotas may be just what you need to improve the motivation of your team. Working and being held up to a standard is a key motivator for everyone to complete tasks. When setting a quota it must be challenging but not unreachable in order to maintain motivation. Employees must maintain confidence in their abilities to reach their quotas. Quotas can work to measure employees productivity levels and help employees take accountability for unfinished work. When setting quotas, it is important to review each employee separately to find the rate at which they work. realistic Individual goals and requirements can then be set for the following month that are greater than what they are currently producing. With company standards in place, employees are motivated by the fact they may be rewarded or penalized based on their work productivity.

Facilitate Friendly Competition 

Naturally we all want to be the best at what we do or at least on the same level as those around us. This translates into the workplace where creating friendly competition for employees can positively affect their productivity levels. Providing a visual representation of each employee’s sales or project milestone completions can enhance motivation. This may be used in combination with rewards for the top performers to push them to their full potential. Rewards can be as simple as a gift card or you can get creative with them. Competition allows for employees to visualize the work and progression it takes to get a promotion or raise within the company.  

Implement Incentives

Offering rewards for accomplishments in the workplace can improve the motivation of your team. Recognizing quality work gives your employees the feeling that they are of value to the company. Depending on the nature of the project, these rewards can be large or small, material or cash. However, incentives must be implemented properly in order to be effective. Different types of incentives can be used for all the stages of a project. For example, when the first milestone is met you may have an incentive for the top performer on that team. This could be small, something as simple as a gift card to their favorite restaurant. Then the rewards may increase in value as the project progresses towards greater milestones for optimal motivation of the team.

 

Going With the Flow: Using Flowcharts in Your Business

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A flow chart is a visual representation of a plan or a process. They show steps, represented through boxes about a process that should be taken. Whether we realize it or not, flowcharts are used all around us, most commonly in the form of an algorithm. An algorithm is the more complicated version of a flowchart where it uses calculations or other problem-solving operations in order to carry out tasks. These operations usually take place in the form of computer software. However, in the world of resource management simple, standard, flowcharts are most commonly used.

The reason flow charts are commonly used by companies is because they are simple ways to understand what needs to get done, effectively. For example, when looking for a new job position a flow chart can be created in order to understand the process.

Clear and Concise

A flowchart shows every step of a process in clear fashion, that is easy for anyone to understand. Even the most complex procedures are made easier to follow with visual representations. The direction of the arrows leads to steps on the chart with a natural order making it easy to follow. This helps you make a process known to those unfamiliar with it and your business. For example, new employees and outside members are able to clearly understand what needs to be done while reducing the time needed to learn the details of your business processes.

Workflow Management

Workflow management is another reason to use flowcharts. Documenting a process that needs to get done, not only lays out the process clearly while getting your work done in a timely manner. The benefit of this is that you are in charge of the workflow; having a say in what needs to be done, for whom it’s done for and how long it is going to take. All of this can be represented in a flowchart. In order to meet the needs of your customers and clients, you need to take control of the processes your business should be following. With an organizational flowchart, you can also clearly recognize areas for improvement and create new charts that strive to meet your new goals.

You’re In Charge

Imagine this: you are in a business meeting, where ideas are being thrown at you left, right and center debating on how to improve your resource management. The ideas given are ones that you would like to incorporate into your business. However, all of these comments and ideas are just being thrown at you disorderly, with no given procedure or action.

The most effective way to organize your thoughts is through a flow chart. Take a minute, write down all your ideas and then organize them through prioritization. After, continue working on your plan with”if” statements. This advances ideas by thinking, what needs to be done IF something works out or IF something does not. For example, when an item is broken the steps that should be taken are: “If the item can be fixed with minimal cost, do the following…” or “If the item cannot be fixed with minimal cost or is damaged beyond repair, do the following”…

Saving Money

Flow charts are a great solution if you need help cutting costs and budgeting money. It will allow you to visually see what you are spending too much on and the plans required to effectively cut those expenses, saving money. For example: “If the company income is less than $5000 per month, avoid making unnecessary purchases” or “If company income is more than $5000 per month, but less than $6000, spend money wisely.” Using a flowchart, and having the rules laid out can allow you to make wiser decisions about your companies spending habits.

In the end, flow charts are not only great for visual learners but are also extremely useful to anyone else who is unfamiliar with certain business practices and protocols. Make the most out of your workday and take advantage of the numerous benefits of flowcharts.

Benefits of Connecting Through One Software App

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The amount of responsibility a business owners job holds can generate a significant amount of stress from the countless tasks they deal with on a daily basis. The to-do list is almost never-ending and consists of keeping clients happy, tracking your employees, payments to make, sales to close and many, many more. Having software from different providers, to try and manage certain jobs can become difficult to keep track of. Although, this can be eliminated when connecting through one software app.

A typical business uses multiple software applications in order to keep everything up and running such as one for clients accounts, one for ordering supplies, one for transactions and the list continues on. Software depending on the provider and service can be extremely expensive; companies try making you think it’s worth it to buy one software for a certain task. However, at times this can get confusing to have multiple different software serving many different functions. Although there’s nothing wrong with this, it may end up hurting your wallet in the long run and keeps you disorganized. The solution is a one-stop-shop software application that manages all of your documents, payments, accounts and many more, all in just one software.

As a developing business, your money can be easily spent. One day you may have a great steady income, your business is thriving and the next, you’re scrambling to make money, struggling to pay employees and making budget cuts. In the world of business management, any of these situations can happen. If you’re tight on money and looking to make budget cuts that won’t be detrimental to you and your company, you could start by asking yourself “How many of different software apps am I using?” If you’re using multiple costly software apps that are breaking your bank account, your business could benefit from replacing all of these different software apps for an all-in-one software.

Do you find both you and your employees are getting confused about where documents are located, and which software to use for a certain task? If so, you’ll benefit from having all your information in one place with peace of mind that your documents, tasks, support tickets, client information or payment information aren’t going anywhere anytime soon. Not only will this lead to better organization and also lead to less stress about where items are stored. This also helps you save time, so you can prioritize more important tasks rather than taking precious time out of your day to find that one document you’ve been looking for.

In the end, having an all-in-one software can not only be beneficial for your wallet, but also for your stress levels because all of your resources can be easily accessed at the click of a button.

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