{"id":4482,"date":"2023-10-20T13:00:34","date_gmt":"2023-10-20T13:00:34","guid":{"rendered":"https:\/\/www.teamdynamix.com\/uncategorized\/three-keys-to-ensuring-success-in-it-project-management\/"},"modified":"2024-07-01T13:24:57","modified_gmt":"2024-07-01T13:24:57","slug":"three-keys-to-ensuring-success-in-it-project-management","status":"publish","type":"post","link":"https:\/\/www.teamdynamix.com\/blog\/three-keys-to-ensuring-success-in-it-project-management\/","title":{"rendered":"Three Keys to Ensuring Success in IT Project Management"},"content":{"rendered":"

If your company is looking to save money, start with project management.<\/p>\n

Did you know\u00a0nearly 10 cents of every dollar spent on projects is wasted because of poor outcomes<\/a>? IT departments are under enormous pressure to make sure this doesn\u2019t happen, and with the right tools and strategies in place, you can avoid wasting time, money and resources.<\/p>\n

Here are three approaches you can use to improve your success rate with IT projects.<\/p>\n

Improve Your Data Visibility<\/h2>\n

When a project fails, it\u2019s often a result of poor planning.<\/p>\n

According to the\u00a0Project Management Institute<\/a>, 26 percent of projects fail because they needed resources that were otherwise indisposed, and 25 percent fail because leaders wrongly estimated how much time they\u2019d take.<\/p>\n

Having access to the right kinds of data can help you avoid these mistakes during the planning process. That\u2019s why it\u2019s imperative you have a project management tool in place to see what resources are in use and on what projects. By having this data readily available you can better estimate timelines for projects and keep everything on track.<\/p>\n

When you use a\u00a0Project Portfolio Management (PPM)<\/a>\u00a0tool that seamlessly integrates with\u00a0your IT Service Management (ITSM)<\/a>\u00a0tool on a single platform, you can engage in resource capacity planning across all projects within your organization, including IT. This gives you a more holistic picture of the resources available across your organization and puts all the data you need right at your fingertips without needing to switch between programs.<\/p>\n

At\u00a0Covenant HealthCare<\/a>\u00a0they use TeamDynamix for ITSM and PPM. Covenant CIO Frank Fear said resource capacity planning has been a game changer for the organization.<\/p>\n

Talking about the importance of data transparency and how combining ITSM and PPM has helped him better his organization, Fear said, \u201cI have my own CIO dashboard and in one look I can see any negative survey that\u2019s come in the last 24 hours, then pivot over and look at any project that has a status of red that needs my attention, then pivot over and look at what\u2019s going live in the next 30 days, then pivot over and see what critical tickets have come in from the help desk that maybe affect our entire organization.\u201d<\/p>\n

Fear also uses the dashboards in daily huddles with his team to set priorities and see what needs to be done, \u201cI can report on our key strategic projects and see which project requests are coming in and be able to report status on those very cleanly and clearly through dashboards. I\u2019m able to communicate to the organization the value that all these IT dollars are delivering.\u201d<\/p>\n

When using the TeamDynamix platform\u2019s dashboard, project planners or IT leaders can see instantly how staff time has already been committed. They can also track how many hours each employee is spending on various activities, which makes it easy to estimate how much time similar projects will take in the future \u2014 making resource allocation and project planning much more accurate.<\/p>\n

With better insight, like this, you can reduce the likelihood that a project will fail because officials underestimated how much time it would take, or because the project required the use of employees who were already committed elsewhere.<\/p>\n

Establish an Effective Intake Process<\/h2>\n

Organizations typically have more proposed work than they can deliver because their resources are limited. As a result, they have to carefully prioritize how they\u2019ll spend their time and money.<\/p>\n

The\u00a0intake process<\/a>\u00a0is where IT project proposals are reviewed to determine how important they are \u2014 and whether they should get the green light to proceed, be tabled for a later date, or be rejected outright. An effective project intake process ensures that only projects adding enough value to the organization are approved.<\/p>\n

Effective project intake requires a clear set of criteria for evaluating proposals, a process for doing so and tools that can help measure value. For example, a PPM system gives leaders insights into all of the projects in an organization and how they support the organization\u2019s mission, as well as how much time and money they\u2019re consuming. This helps leaders ensure that the most important, highest-impact projects are prioritized \u2014 and less important or riskier projects are deferred.<\/p>\n

\u201cDemand for service is skyrocketing,\u201d Abigail Ferguson, Customer Success Manager for the City of Madison<\/a>\u2019s Information Technology, said. \u201cBut our staff levels have stayed relatively the same.\u201d<\/p>\n

To address the growing demand, the City of Madison is taking a proactive approach and combining Project Portfolio Management with ITSM using a single platform through TeamDynamix, \u201cThis is going to help us really get a sense of what projects align with our strategic goals. We can see what projects align with our service catalog that exist today and take a more proactive approach with our customers and other agencies,\u201d she said.<\/p>\n

And reactively, Ferguson said they really want to lean on utilizing their ITSM tool and tickets to help staff better manage their time and improve efficiency.<\/p>\n

\u201cWe historically haven\u2019t tracked the amount of time we spend on resolving tickets or on a project or task,\u201d she explained, \u201cSo we are asking everyone to do that now using our tool so that we have a better picture of what expenditures do we have (in terms of staff time) and then we can use that to have a holistic view of resources so we can do resource capacity planning.\u201d<\/p>\n

Once they know their baseline for certain tasks and projects they\u2019ll be able to identify areas where they might be able to make process improvements and provide a quicker, better customer experience.<\/p>\n

This single platform approach for ITSM and PPM is also going to help the city identify what projects should be a high priority and what projects can be turned down or scheduled for a later time, \u201cIn government, you can\u2019t always say no \u2013 it\u2019s more of a \u2018we can do that later\u2019 so we want to be able to support our staff and our citizens the best we can by prioritizing the work,\u201d Ferguson said.<\/p>\n

Focus on Change Management<\/h2>\n

Why is change management so important? Did you know about\u00a080 percent of unplanned downtime is accidentally caused by IT staff themselves<\/a>? That\u2019s a pretty remarkable figure.<\/p>\n

Change management involves thinking through the potential impact of making a change, such as a system upgrade or reconfiguration\u2014and then developing a process that will cause the least amount of disruption.<\/p>\n

With effective change management, you can prevent unforeseen complications and your IT team can spend less time resolving issues related to whatever upgrade or enhancement was made.<\/p>\n

The IT team at\u00a0Northeast Ohio Medical University (NEOMED)<\/a>\u00a0uses TeamDynamix for change management. With the ITSM tool NEOMED IT staff can plan effectively when making a change, to make sure they\u2019ve thought through every implication first.<\/p>\n

\u201cWe set up a special form within the system called a change form, and whenever a production change is pending, we have the technical lead fill out that form,\u201d says Geri Hein, project manager within the university\u2019s IT division. For larger changes, the change form is routed to a change control team that consists of Hein, a business analyst, the managers of the university\u2019s IT infrastructure and database groups, and the IT director.<\/p>\n

This process has increased communication within the IT division and helped with troubleshooting problems. Now, whenever a change is coming, the key people who need to be aware are automatically notified in advance, so they can weigh in if they foresee any risks or dependencies to ensure a smooth transition.<\/p>\n

Changes are linked automatically to the ticket calendar feature within TeamDynamix, so IT staff can easily see which changes were made on which days. \u201cIf there\u2019s a problem, we can go to the calendar and determine whether it was related to a particular change or not,\u201d Hein says. \u201cThere have been a few instances where our infrastructure team made changes that we didn\u2019t think would cause problems with our ERP system, but they did. However, we were able to track it back to the right source and easily resolve the issue.\u201d<\/p>\n

By adopting these three key strategies, you can avoid the problems that plague many IT projects and dramatically improve your rate of success.<\/p>\n

This post was originally published in November 2019 and has been updated with new information.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

If your company is looking to save money, start with project management. Did you know\u00a0nearly 10 cents of every dollar spent on projects is wasted because of poor outcomes? IT departments are under enormous pressure to make sure this doesn\u2019t happen, and with the right tools and strategies in place, you can avoid wasting time, […]<\/p>\n","protected":false},"author":17,"featured_media":4029,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[11],"tags":[197,75,76,77,71,72,87,88,73,90,157],"industry":[],"product-area":[],"topic":[344,343,345],"class_list":["post-4482","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","tag-change-mangement","tag-it","tag-it-management","tag-it-service-management","tag-itsm","tag-ppm","tag-project-intake","tag-project-management","tag-project-portfolio","tag-project-portfolio-management","tag-resource-capacity-planning","topic-gaining-control-of-projects","topic-optimizing-the-it-service-desk","topic-tickets-projects-together"],"acf":[],"yoast_head":"\nThree Keys to IT Project Management Success | TeamDynamix<\/title>\n<meta name=\"description\" content=\"Poor outcomes waste 10 cents per dollar spent on projects. 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