Social Project Management - Adapting to the Change

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  • Hello everyone! Welcome to our presentation today…..Social Project Management- adapting to the change. We have a few quick logistics to cover before we get started:First off- We are expecting over 400 attendees today so we will not be able to open the line for questions; however, our wonderful webinar extraordinaire Morgan Meyer will be facilitating today’s presentation and will be answering questions via the chat module should you have any questions as we go through the presentation. You can also feel free to either reply to the webinar emails you have been receiving via gotowebinar or send an email to me directly and I will be happy to answer your questions as well. You can see my contact information at the bottom of the slide.That being said, all lines will be muted throughout the presentation.If for some reason that thing called “other work” starts calling you during the webinar, no need to worry, we will be distributing the recording of today’s presentation to all registrants following the webinar. And finally, for those of you who need PDU information, we will be giving you that information at the conclusion of the presentation today.And with that, let’s get started!
  • For today’s agenda we will be covering the following topics:First and foremost, what is social project management and how is changing the way we manage projects today. Today’s project management has changed drastically from 10 years ago. As project management disciplines evolve, we have to too.2ndly - Understanding where project management is going is critical in addressing the routes we take as PMs to align with these changes. What new skills are needed to cope with this change? This is key because we all know that it is a rapidly changing world and it doesn’t wait for us to be ready before it continues to evolve. Especially in technology, if we are going to stay ahead, we must have an innovative mindset and we must be willing to adapt. And lastly, the tools we use for project management are only as strong as its user base. What I mean by that is simply this, if you have a PMO utilizing 350 resources across the organization and only 10 users are using the tool, how much will you really get out of it? Ok, so with that, let’s get into the details!
  • So what is social project management? Wikipedia defines Social project management as a non-traditional way of organizing projects and performing project management. In its simplest form, it is the outcome of the social networking paradigm to the context of project ecosystems, and is a continued response to the movement toward distributed, virtual teams. In today’s project management, it is nearly impossible to meet objectives, milestones, etc. without everyone’s participation. The bottom line is that distributed teams lose significant communication value when they are not given the appropriate tools to collaborate. It is also a new way of thinking that empowers team accountability vs. the ownership residing on the PM alone. It also exposes expertise within your organization. In addition, it is traditional now, to not only have internal teams collaborate but also external teams such as customers and vendors. Social Project Management is most often enabled by the use of Collaborative software and many times that software has been inspired in part through the new social media world we live in today. It is not managing projects using social media tools. This is a common misconception. It is a new approach to managing projects.
  • As with any new approach or toolset, there will be adoption barriers that need to be overcome. Just because you build it, does not mean they will come. Social Project Management has many of the same barriers you will find with any enterprise project management solution. ClickThe first adoption barrier is stakeholder management: One solution rarely fits the needs of all usersAn enterprise system typically isn’t tailored to meet all teams’/users’ needs. Yet, an enterprise system or process is just that, a tool or process to be shared and used by the entire organization. The problem is that most teams in an organization work differently. They have different processes, they follow different leaders, and they have different areas of focus which results in different work. In social project management, its about empowering teams, you can still have enterprise standards that must be met, but you must also allow for additional customization to meet the needs of individual teams or departments. If each user understands that the tool or process will meet their needs and resolve their pain points, everyone wins. Make sure you can answer the question for every stakeholder if they were to ask you “What’s in it for me?” Usability equals success in an enterprise system; the data outputs are only as good as the information going into the tool. ClickThe 2nd adoption barrier is Work Management. A social project management system or project management system in general, rarely accommodates all other work that affects your project resources. For example, where in my project management system can I find my service request ticket that is affecting my ability to complete my project tasks on time? Remember, we aren’t reinventing the wheel of project management best practices, we’re just taking a new social approach. There are several components of project management that are essential in any PM tool and the most important one is resource management. If you can’t effectively manage your resources how will you end up with a quality product within budget and delivered on time? The reality is, you can’t. In order to perform the resource management functions needed to obtain project success you must capture all work, not just project tasks. In addition, teams must be able to collaborate on all that work without having to leave one system and go to another. Let’s say that Jim and Bill are working on my project and I can’t figure out why they are so far behind on their tasks. I go into the PM system and I see that they are only 50% allocated to three projects combined. As a PM that doesn’t give me the insight needed to effectively manage my resources. It also doesn’t help Jim and Bill with productivity because most likely they have a different system for every type of work they are managing. Social Project Management again empowers users and promotes productivity. Your system and processes must accommodate all work that affects your resources. If you can remove the silos of information spread across your organization and accommodate all work in one solution, not only will you increase productivity but you could potentially reduce significant costs by eliminating unnecessary infrastructure, reducing the need for dedicated system expertise and removing the ongoing expense of maintaining redundant systems. ClickThe third adoption barrier relates to the resistance of change. Enforcing new processes and tools at a rapid pace can easily cause resistance that often comes from the fear of the unknown. Your resources are used to using the productivity tools that work for them. Creating a tool and then creating processes that align with it will almost always fail. Find a tool that will map to your current processes and then build a roadmap of progression that is easy to bite off moving forward. Too much complexity and too much change too soon will only introduce adoption risks. For example, let’s look at social tools specifically, how does your team communicate and work today? If 60% of your organization relies on Outlook for task management and communication, finding a tool that allows for that integration will be key for adoption. Same thing goes for those in your organization that are chronic social networkers. Give them comment streams to communicate with while they are working with their projects. What if you have team members that use excel to manage some of their work, trust me, it’s still very common. Allow them to bring in their excel file to their PPM collaboration environment and you will see better adoption across the board. The tagline here is work the way you want to work. Again, it will ultimately expose expertise, empower efficiencies and promote productivity.
  • So what do you use social project management software for? The word “collaborate” can seem somewhat ambiguous. If you were to tell your organization that you have a new system for collaboration would they know what you mean? Probably not. If you told them you had a new system that would allow everyone to manage their work in a centralized location and would help them collaborate with each other in a more effective social way to become more productive, that might resonate with the users. The key to success is understanding the needs of every user. If your organization is made up of sales, product development, marketing, and services.. make sure that each team has a community relevant to their area, they can use the processes or methodologies that make sense for their specific work focus, and that they don’t have to spend more time jumping from system to system then actually getting the work done. Some businesses might be afraid to use a social approach to project management because they think of facebook and other social networking tools on the market today that allow users to discuss freely what’s going on in their life at any given time such as trying a new restaurant, traveling details or even the new award their child just won at school the other day. The reality is that knowing information about others builds trusts and relationships. Social project management is not managing projects with facebook and its purpose is not to share every detail about our every day lives; however, it is about empowering users, generating status, establishing experts and allowing others to learn. Relationship transparency can create a very positive working environment. Relationships are very important in getting work done and promoting a productive team environment. Naturally, if we haven’t met someone we may form our own opinion based on the limited information we have. Through social software teams get to know each other and in return, make us realize the value of each work colleague and the benefit they may have on us getting our own work done. In addition to building communities, allowing individual profiles can help establish similarities between coworkers and in return create positive working relationships amongst team members. Don’t underestimate the value of sharing information among colleagues.
  • Let’s recap everything we’ve talked about today to ensure you have the keys to success in adapting to the social project management approach. ClickFirst - There must be value for every user. Make sure you know the answer to the question “what’s in it for me” for every stakeholder. How are they working now so you can interpret what would help them out moving forward through social technology. Change the “you must” mentality to the “I want” mentality. ClickSecond – Understand your target audience and who will be using the tool. You need to adapt organizational behaviors not the other way around. Gartner did a presentation on social project management at their PPM summit last year. They said that 15-18% of your audience will be a collaborative audience. 13% or so will never be collaborative or social and 70% are in the middle and can be influenced by peers and by management. How can management influence…..you are your own best case study. Use the tool, don’t enable your users to stay in the old mode, share your experiences and be an advocate through example. You must leverage the 15% to influence the 70% to become more social and collaborative so they too can be more productive. ClickThird- Social project management tools with vague goals fail. Don’t force users into functionality…. its about helping them understand how that functionality will benefit them and their every day productivity. When Twitter was introduced, did you know how to use the tool or what you should be using the tool for? Chances are, once you understand the purpose, it is more likely that you will use the tool, maybe even become a power user. Purpose is key. ClickFourth on the list- make it better than the tools and processes used today. Think how many systems your users use today. How often do they need to go hunt down information? Bring information to your users so they can solve problems, get work done and feel good about their accomplishments when they go home at night. It has been said that any new technology introduced must be 10x better than what’s used today in order for it to be adopted. Make it easy for the users so they can spend less time managing the work and more time getting the work done. Leverage social tools to share knowledge, best practices and to collaborate. ClickNext- establish key roles needed to ensure success. Like outside communities, you must have a leader, the social PM, someone who clearly understands the goals, knows the mechanics, and can help remove obstacles for the users. The visitors of the community need to have a good experience, they need to be able to find the information they are looking for easily. The workers or users will keep the community alive with knowledge, expertise and relevant content. ClickPromote active participation- This is a new approach that requires a new way of thinking. How many times do you have to do something before it becomes routine? Same concept here- make it fun and encourage participation. Make sure everyone understands how the tool will make their every day work lives better and more efficient. ClickAnd lastly- build trust. When social projects fail, trust is often at the core of the problem. Social communication is not hierarchical. Its an open form of communication and sometimes people say things that other don’t like. The answer is not to shut down a tool that 99% of the organization likes because someone is misbehaving. Know what you will do when inappropriate things happen and how you will you encourage the behavior you want. Putting everyone on the tool and making them reachable for collaboration with the exception of the leadership team…that’s not the answer. Build trust and form relationships. Before we jump into a demo of social project management tools, let’s take a look at some of the benefits that can be realized through SPM.
  • There are many areas in which your organization can benefit from leveraging the social project management approach. In an “all work” environment, every user should be able to access the information they need when they need it without having to leave one system and go to another. Centralized data can save your organization time and money. Again, if you are able to provide valuable information within the tool for every user… that allows them to perform their work better and faster, it will be a win win for everyone. In the essence of time, I’m going to go ahead and introduce Matt Willey, one of our solution specialists here at EPM Live and he is going to walk you through some social project management tools you can use when implementing SPM within your organization. These tools include:
  • CommunitiesMy WorkComment StreamsNotifications and AlertsIdeationShout OutsUser Customizable DashboardsYammer Integration
  • Great, thanks Matt! Thank you again for joining us for today’s presentation. If you would like to learn more about EPM Live, we welcome you to visit epmlive.com to access trials, webinars, white papers and videos. If you have questions regarding today’s webinar, please don’t hesitate to reach out to me directly, my contact information is listed on the screen. For those of you who need PDU information, the number is listed on the screen as well. With that we’ll say goodbye and we look forward to next time, have a great day!
  • Social Project Management - Adapting to the Change

    1. 1. Social Project Management-Adapting to the ChangeEmpowering Business Success Heather Champoux, PMP Director of EPM Live Marketing hchampoux@epmlive.com
    2. 2. Agenda Social Project Management – What is it? Keys to Social Project Management Adoption Social Project Management Tools
    3. 3. What is Social Project Management? • Traditional – Controls the projectProject Manager • Social- Empowers the team and removes obstacles • Traditional- Limited to task status Communication • Social- Environment fosters communication and social interaction on all work elements • Traditional- Role defined KPIs, views and reports Visibility • Social- Project transparency to promote accountability and trust • Traditional- Standard PPM software/tools Tools • Social- PPM Collaborative software with social features
    4. 4. Adoption Barriers- Tools and Processes Stakeholder Management- “What’s in it for me” approach Work is Everywhere Not Just in Projects- If it affects your resources, include it Change Resistance Team empowerment is key- try the “your work your way” approach
    5. 5. Social Project Management Tools • Work collaboration • Share team information • Build communities • Share best practices • Build trusting relationships • Reduce communication barriers and focus on productivity • Expose and leverage expertise • Gain insight for better decision making
    6. 6. Keys to SPM Success There must be value for every user Know your audience Clearly define goals of SPM tools Make it better than today Establish key roles Promote active participation Build trust
    7. 7. SPM Benefit ExamplesUse Case Scenario BenefitA resource manager leverages employee profiles to view skill set % decrease in projectand expertise prior to beginning standard resource negotiations. startupA team member who has both tasks from projects as well as % decrease in costs -service desk tickets receives email alerts for every new work item eliminate silos andassigned to him. He clicks on the links and is taken to a centralized duplicate systems,location containing his updated task list. centralize workUsing the sales community, a sales rep accesses the site to % decrease indownload case studies pertaining to his prospects business needs. response timeA project manager receives an alert that a new risk has been % decrease in projectcreated for a project she is leading. She follows standard risk issuesmitigation procedures and prevents risk from becoming an issue.A product developer accesses the defects list and discovers that a Cost savings fromsimple single solution can be put in place to address 4 of the most decrease in defectscommon defects reported. and increase in customer satisfaction
    8. 8. DEMO Communities My Work Comments | Comment Stream Notifications | Alerts Ideation Shout Outs User Customizable Dashboards Yammer integration
    9. 9. Thank You! For more information visit epmlive.com – Future webinars – Trial – White Papers – Video Overview For questions or comments: Heather Champoux, PMP hchampoux@epmlive.com PDU information: PDU # = 2750-020713

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