Tools

One integrated tool efficiently handles complex projects, quick wins (small projects), and day-to-day operational tasks

In practice, organizations implement several projects of varying complexity in parallel. These include large, complex strategic projects and smaller initiatives (quick wins) to deliver results relatively quickly. Finally, managers delegate several tasks to their subordinates over which they want adequate control.

Why use one integrated program to manage projects, quick wins, and operational tasks?

First, large, complex, and strategic projects are implemented in larger organizations using advanced project management software. One such program is MS Project Server, but there are many others. However, these programs are so sophisticated that it seems impractical to implement smaller quick wins projects using them. Implementing quick wins most often does not require the development of an elaborate project charter, Gantt chart, risk register, or mechanisms for managing changes in the project plan. Therefore, this type of project uses less sophisticated programs such as Trello. Finally, managers delegate dozens of operational issues to subordinates. For this purpose, for example, Microsoft Planner is used in companies. Theoretically, everything is fine, but in practice, we have a situation where the organization uses MS Project Server, Redmine, and MS Planner tools in parallel. However, although “you can live with it,” such an approach generates several problems and inefficiencies.

Even worse, it is the opposite situation when the organization has one project management program, and all types of projects, regardless of their complexity, are implemented in such a program.

Inefficiencies resulting from the use of different tools to implement projects, quick wins, and operational tasks

• There is no single, integrated list of projects implemented in the organization
• It is challenging to determine the level of involvement of strategic organizational resources in project work
• Employees have to switch between different programs
• The PMO’s work is hampered
• Employees complain that they are overloaded with work, and no single system can confirm this

How do you effectively address implementing complex projects, quick wins, and operational tasks in an organization?

From the point of view of an individual employee, it doesn’t matter whether he is carrying out a task that is part of a large project, a Quick Win project, or a task assigned to him by his supervisor. It would be most convenient for that employee if they had a single list of tasks they need to complete, which would be in a single IT program. Suppose we assume that this assumption is valid. In that case, the organization should look for a program to handle large strategic projects effectively, Quick Win projects, and operational tasks. One such program is the FlexiProject project and project portfolio software. So, what does FlexiProject offer to meet the requirements described above?

Configuring the project management software from the perspective of overall project maturity

Before a detailed discussion of how the FlexiProject project management tool supports the implementation of strategic, quick-win, and operational tasks, let’s see how FlexiProject can be tailored to a company’s project maturity level. In FlexiProject, the system administrator can decide which program modules the organization wants to use at any time. FlexiProject has a strategy module, which allows you to write down the company’s strategic goals and then link them to KPIs and projects. It can be assumed with a high degree of certainty that not all organizations need such functionality. If they do, the program administrator can turn off this function, as shown in the illustration below.

If the Strategy module is disabled, it ceases to be visible to users on the left main menus of the system, as shown in the following illustration.

 

Let’s further see that in the above illustrations, the resource and working time modules are visible on the main menu. If, like strategy, the organization does not need to manage project resources or record working time, it can turn off these modules and others. The illustration shows the program view without strategy, resources, and working time.

Why is such an adaptation of the entire system’s appearance to the organizational level of project maturity necessary? This is important from the point of view of the program’s user-friendliness and intuitiveness and, thus, ease of implementation. Another aspect is the organization’s development in terms of project management and the growing need for more system functionality. Then we do not need a new system. As the needs grow, the system administrator can add more functions.

Configure FlexiProject program for the implementation of complex, strategic projects

FlexiProject’s project and portfolio management program allows the effective implementation of large, complex projects. In this regard, the program offers the following functionalities:

1. scoring – selection of project ideas
2. the Project Card / Project Closing Card
3. project schedule and Gantt Chart
4. Risks
5. products
6. plan and plan change management
7. resource management
8. time recording
9. strategy
10. project portfolios
11. automated project reviews

Analyzing the functions presented above, we can see that FlexiProject offers a complete set of functionalities to plan and execute a complex, strategic project effectively. The organization can design a dedicated project card or a periodic report view in the program for such a project.

Program configuration for Quick Win project implementation

Quick Win projects are small projects that do not require as many functions as strategic projects. It can be assumed, which of course may vary between companies, that a Quick Win project requires only:

1. a simple project charter
2. a task list / Kanban board
3. a chat room for project communication
4. a simple report summarizing the status of completion

When launching a new Quick Win project in FlexiProject, the project manager decides which features of the program he wants to use – only those he chooses will be available to the project team. As in the illustration below, the project manager selects the functions he wants to use for Quick Win implementation.

For such projects in FlexiProject, a very simple project charter or a format for a straightforward periodic report can be designed. From a project team member’s point of view, the system has a very simple look, as shown in the following illustration.

Managing day-to-day operational tasks not arising from projects

A considerable advantage of FlexiProject project management software is the ability to define and delegate operational tasks not arising from projects. This feature is mainly dedicated to the company’s managers. If a department manager wants to delegate a specific task to his subordinate, he can do so using FlexiProject. Then, a “delegated” tab will appear on his task list, where he can supervise the status of the delegated tasks. In addition, each user can save his private tasks in FlexiProject, which are visible only to him.

Advantages of implementing strategic projects, quick wins, and operational tasks in one integrated project management program

The most important advantage is the convenience of the user, who has all tasks readily available in one place. Another is that the company’s management and the Project Management Office can see the scale of the organization’s various activities in one place. Another is the reduction of excessive bureaucracy and thus the great convenience of working with the program, its intuitiveness, and ease of implementation.