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How to use this presentation: As the person who is trying to change the way work gets done in your department or organization, you need back up. Use this presentation to become the expert and show your team and exec the problems with staying with the work management status quo and what they need to do next. [Remember to remove this slide before you present.] HOW TO USE THIS PRESENTATION

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How to use this presentation: As the person who is trying to change the way work gets done in your department or organization, you need back up. - PowerPoint PPT Presentation


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How to use this presentation:As the person who is trying to change the way work gets done in your department or organization, you need back up. Use this presentation to become the expert and show your team and exec the problems with staying with the work management status quo and what they need to do next.[Remember to remove this slide before you present.]How to Use this PresentationHow to use this presentation:As the person who is trying to change the way work gets done in your department or organization, you need back up. Use this presentation to become the expert and show your team and exec the problems with staying with the work management status quo and what they need to do next.[Remember to remove this slide before you present.]14 Reasons We Need to Find Budget for Work Management softwareBudgets are tight. At first glance, our numbers show we cant afford to implement an Enterprise Work Management solution.

"If the only tool you have is a hammer, you tend to see every problem as a nail." Abraham Maslow

Introduction3The truth is the data says otherwise. More than half of projects have at least two of: Taking 180% of target time to deliverConsuming 160% of estimated budgetDelivering under 70% of the target required functionality1IntroductionThis presentation will show 4 sobering reasons why the right tool to manage our entire lifecycle of work, including projects, is not a luxury but a necessity.

IntroductionWHY SHOULD WE CARE?But before I get into the 4 reasons, lets answer the question: why should we care?6

Why should we care?Challenges We Face Random Input ProcessInefficient Use of TimeDisconnected Activities and ToolsLow Tool AdoptionPoor Visibility (Work and Resources)[Optional Notes]

5 challenges come up again and again as by far the most troubling. Is that what youre seeing too, or would you add something else to the list?

Ive been looking into a solution for a reason. (Either the tool you have doesnt work, or you dont have a tool.)

We have a fragmented and siloed work experience that limits visibility (visibility is incomplete, inaccurate, takes effort and time), which results in poor productivity (inability to justify resources, wasted time and effort, poor alignment, poor collaboration, etc.), all of which can lead to project failure (over budget, over time, under resourced, or outright failure).

You need to know: 1) Whos working on what 2) are they working on the right stuff 3) do they have the resources they need 4) is it on time?

Instead, we get:

Random Input Processes No one knows the correct way to make a request or get work placed into the queue.Inefficient use of time - Spend too much time on phone calls, emails, desk visits, and status meetingsDisconnected activities Strategy direction disconnected from commitments disconnected from work lifecycle (prioritization, planning, etc.) disconnected from performance tracking and management disconnected from recognition. Point solutions abound, disconnected from everything.No Adoption Project managers, team members, and managers dont engage in the tool because the tool is not relevant to their work, and has terrible usability)Poor visibility into work - Different siloed tools for every person and team (documents, projects, status updates using excel, email, white boards)Lack resource visibility - Inability to see how effectively or ineffectively resources are utilized to deliver on business commitments

The system you have only manages 1 kind of workProject Work. Is that all you do? Or is the lifecycle of work bigger than that?


This is Us




Animation instructions [and optional notes]

Click 1:We have multiple teams, like corporate or operations, security and compliance, a help desk, internal development

We don't have a single, uniform and integrated way to manage all the types of work. We have 5, 10, even 20 different point solutions to manage its work.

Click 2:This problem first starts showing up when people start asking for work to get done by calling, leaving voicemails, sending emails, texts and instant messages, putting sticky notes on monitors, or tracking down people in the hallway.

And thats just the input.

Click 3:There are point solutions for planning

Click 4:Point solutions for Task Management

Click 5:Point solutions for Collaboration

Click 6:Point solutions for Status gathering and Reporting

Click 7:Point solution for Document sharing

Click 8:Compounding the problem of too many point solutions is the fact that these solutions typically don't talk to each other - within a team, or cross-teams.

Click 9:And this leads to confusion, poor visibility and low productivity.

Click 10 and 11:This causes work to be late,

Click 12:over budget,

Click 13:and incomplete.

But at what cost?8

Why Should we care?23Again, the numbers are frightening.

The bottom line is: failed projects cost $

The Project Management Institute estimates that 70% of IT projects fail.9What is the definition of failure?Work delivered lateWent over budgetDelivered minus requested features/functionsWhy Should we care?How is failure defined? Anything that is late, over budget, or delivered with less than the requested feature/function set.10Lost work leads to panicMissed deadlines gets you angry stakeholders/customersCostly, duplicated work ends up in finger pointingToo many tools results in confusion and frustrationUnable to prioritize leads to fire drillsWhy should we care?Whats the result of failure?[Optional Notes]But more than company costs and dollar amounts, what does it mean to you and your teams?

Disconnected point systems create lack of visibility and chaos, work gets lost, misplaced and missed - and we've all experienced the panic that sets in when asked to provide a status update on something we completely missed.

Without centralized tracking and status reporting on all work types, deadlines come and go, customers start to lose their cool and start escalating.

With zero visibility into the work at any level, people don't know whos working on what, and fingers start pointing when you realize two teams just duplicated really complicated, really expensive work.

The lack of visibility that results from unconnected tools causes confusion - and a lot of frustration - in most IT teams.

And without real, trustable visibility, you have no way to prioritize important work and deploy scarce resources, resulting in firedrill after firedrill when you realize that what you're employees are working on, isn't what they're supposed to be working on.

--- Additional Data Points ---Workfront empowers our IT staff to consistently deliver projects on time and in budget, which enables clinicians and physicians to save lives. Scott Carney, Director of Project Management, Sparrow Health

We have a better visibility into our resource allocation and planning. We now know if we have enough resources available to complete projects on time and with our existing resource pool. Anne Fisher, IT Project Manager Regis Corporation

We are using Workfront very heavily for project priority due to resource constraints. In 2012, when new projects come along we'll look at the resource availability and then set schedules, plans and priorities accordingly. Kevin Baker, Project Manager - IT Infrastructure Time Warner

In the Southern Cone (Brazil, Argentina and Chile) the estimated saving of our Continuous Improvement transactions is $1.3 million. In one case we are projecting a savings of $36,000 with an intangible benefit of a uniform professional image of Buckman in the market. Workfront is critical in helping us track and act on this information. Stephnie Polk-Fringer, IT Administrator, Buckman Labs11Would you like to see this improve on our team or in our department?

Change is vital, improvement the logical form of change.James Cash PenneyWhy Should we Care?REASON #1: Projects Over Budget and Behind ScheduleData on projects shows the failure rate is increasing at 15% per year.4Only 2.5% of companies successfully completed 100% of their projects.5Reason #1: Projects Over Budget and Behind Schedule62% of projects overrun on time.549% of projects overrun on budget.647% of projects suffer from higher than expected maintenance costs.7Reason #1: Projects are Over Budget and Behind ScheduleREASON #2: Poor Planning, Analysis, and Visibility76% of companies say the biggest priority is to improve visibility and awareness of projects across the organization.860% 80% of project failures can be attributed to poor requirements gathering, analysis, and management9Reason #2: Disconnected Tools for Planning and VisibilityOptional Notes:

Just staying on top of the status of work is a time-consuming, resource intensive process only to get visibility that is inaccurate, incomplete, out of dateNo single tool for input, or for anything, all teams use point solutions, resulting in:

Spend too much time on work about work on phone calls, emails, desk visits and status meetings (over 50% of enterprise workers day consumed by email)Lack visibility you can trust because too hard to get a clear view of work due to siloed tools for comms/tracking that are different for each person and teamInability to see how efficiently/inefficiently resources are being used to deliver on business commitments1725% 40% of spending on projects is wasted as a result of re-work10Up to 80% of budgets are consumed fixing self-inflicted problems1150% of projects are rolled back out of production12Reason #2: Disconnected Tools for Planning and VisibilityREASON #3: Information and Work OverloadEnterprise workers are drowning in information, only part of which is relevant or useful.Information overload cost the U.S. economy almost $1 trillion in 2010.1328 billion hours are lost annually to information overload14REASON #3: Information and Work Overload66% of workers don't have enough time to get their work done.1594% feel overwhelmed by information to the point of incapacitation.16REASON #3: Information and Work OverloadREASON #4: Lost Productivity (and $) to Email100 emails can consume 50% of a workers day17This could cost our company more than $20,000 per person, per yearBased on an average salary of $42,979 in 2011REASON #4: Lost Productivity (and $) to EmailFor every 100 people who are unnecessarily copied on an e-mail, eight hours are lost.18A Fortune 500 company estimates this lost productivity has a yearly impact of $1 billion.19REASON #4: Lost Productivity (and $) to EmailCONCLUSIONThese 4 reasons show how important the right tool to manage all of our work will be. The right tool is one that solves each problem.ConclusionThe right tool is Workfront.Based on average licenses, users, and average time spent in Workfront managing work, the maximum payback period for the solution is five months.Conclusion27"The value is tremendous. Our best engineers are gaining 20 or 30 percent more time behind the CAD station, innovating. Our fill rates, our ability to see whats going on in the supply chain and understand what our years going to look like, is worth millions of dollars to the company.

Steve MalchowVP of Operations, Engineering and Sourcing, TrekConclusion: Customer StoryCustomer Story

[Optional Notes]

At Trek, getting visibility they can trust is worth MILLIONS OF DOLLARS. The improvements are worth more than the cost.



The fundamental problem cant be solved with one more point solution or a new project management tool. We need to start thinking about this in a new way.

There is a better way a single unified tool focused on helping enterprise teams manage the complexity of their work Enterprise Work Management

Workfront is the tool that unifies enterprise workManages all types of work scenarios (structure, unstructured, creative, knowledge, ad-hoc, repeatable, one-time, changes)End-to-end enterprise work lifecycle (work identification, prioritize, plan, coordinate, execute, deliver, measure, recognize)Unified work tools (goals and planning, social collaboration, document management, work flow management, work automation, process, reporting, approvals)Closed-loop performance management (strategy, initiatives, commitments, priorities, outcomes, deliverables, results, impact, recognition)Enterprise work best practices and maturity model guidance (change management, vision, transformation, resources / services, education)

If we make room in the budget, Workfront will pay in back in numerous ways. If the Tool gets adopted, Efficiency increases, productivity increases, real visibility increases. Revenues can increase.

29About WorkfrontIn looking for genuine solutions to work lifecycle, and project management, stepping beyond the way weve always done things or scattered single-point, freemium, web-based tools and toward a single enterprise work management solution, means greater productivity and project success.With Workfront Enterprise Work Management, improvements to planning, visibility, engagement, and productivity can be realized. Additionally, with strong ROI data, quick payback periods, and the ability to propel an enterprise closer to its strategic goals, you can make a robust business case for implementing this solution with key decision makers. Email [email protected] or call 866.441.0001 to continue the conversation.Conclusion[Optional notes]

I think its time we choose Workfront.30What is a good day for me to schedule a demo for us?Conclusion31SOURCES1 Ellis, Keith, 2012. Business Analysis Benchmark: The Impact of Business Requirements on the Success of Technology Projects Humphrey, Watts S., 2005. The Software Engineering Institute., 4 Sessions, Roger, 2009. IT Complexity Crisis PricewaterhouseCoopers Study, 2004., 7 TATA Consultancy Report, 2007. IT Projects Experience Certainty Conspectus Survey, 2009. Meta Group Research. Carnegie Mellon University, 2005. Dynamic Markets Limited Study, 2007. Gartner Report. Spira, Jonathan B., 2011. Overload! How too much information is hazardous to your organization