managing the chaos of work

© 2014 Planview, Inc. | 1 | Confidential © 2016 Planview, Inc. | 1 | Confidential

Managing The Chaos of Work

Jason MorioProjectplace Product

Director

Margo VisitacionForrester VP and

Principal Analyst

© 2016 Planview, Inc. | 2 | Confidential

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#Collaboration

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Agenda

› Digital drives today’s businesses to distraction

› People work differently today

› How to work smarter, not harder

› Recommendations


5© 2016 Forrester Research, Inc. Reproduction Prohibited

Digital Empowers Customers And Creates Chaos

For Business


Source: 2015 Forrester/Odgers Bernsten Online Digital Business Survey

Digital Business Has Industries Expecting Massive Disruption

Industry Next 12 months Already happening

Healthcare 24% 19%

Retail 28% 19%

Insurance 28% 10%

Business & Professional Services 28% 12%

Telecommunications 26% 20%

Pharmaceutical/Medical Systems 15% 23%

Technology Products 27% 18%

Travel & Transportation 26% 13%

Financial Services & Banking 13% 11%


70% believe digital success requires

expanded partner networks

Source: IBM C-Suite Study 2015

81% believe there will be more digital

and virtual interaction


Agenda




› Recommendations


Source: ___

Assembly Line Approach To Work Is Dead

100% planned

allocation

50% actual

availability

Assembly

Line

Information

Work


› Source: Forrester’s BT Telecom & Mobility Workforce Survey 2016

People Work Differently Today› 45% use mobile

capabilities when

working with clients

and partners

› 40% customers

expect mobile

capabilities involve

service delivery

› More than a third

work while

commuting or

traveling


Work Is Increasingly Collaborative

Order to cash

Source to pay

Hire to compensate

Product input to

output

Prospect to sale

Strategic

planning

Vendor

contracting

New

product

development

Client

case

resolution

Account

setup

Marketing

campaigns

Talent

development

Research

and

development

Every business consists

of a mix of transactional

and collaborative

process “work”

50% of information

workers collaborate with

at least six people daily


The Modern Extended Team

Modern teams need a Virtual Office to work with people inside

and outside the company across geographic locations every day


Source: ___

What’s The Difference Between Projects & Your Day Job?

“Project”

Has a time constraint

Delivers something new or different –e.g. a change

Has continuity

“Non-project”

Non- repeated (most meetings, training, holidays, etc)

Not tied to a specific outcome

Does not directly affect organizational/business change

Scope, formality and culture dictate approach


Process Vs. Project Work – Both Need Collaboration

Many people Few people

More

structured

Projects:• Consulting projects

• IT projects

• Sales proposals

• Strategic plans

Cases:• Application development

• Tech writing

• HR onboarding

Less

structured

Operations or

campaigns:• Research/development

• Marketing campaigns

• Training

Service delivery:• Utility service calls

• Equipment installations

• Product support


Email: Daily Distraction


27% of information workers check

email several times an hour on their

smartphones

Disruptions, email and meetings

reduce actual task activity to 18% of a

typical work day

Source: Forrester’s BT Telecom & Mobility Workforce Survey 2016


Agenda




› Recommendations


All Work Is Valuable

Many people Few people

More

structured

Projects:• Consulting projects

• IT projects

• Sales proposals

• Strategic plans

Cases:• Application development

• Tech writing

• HR onboarding

Less

structured

Operations or

campaigns:• Research/development

• Marketing campaigns

• Training

Service delivery:• Utility service calls

• Equipment installations

• Product support


Case Study - Collaborative Efforts in Marketing• Campaigns & events - require extensive

collaboration with both internal and external parties

to establish and refine messaging, copy, and event

details

• Product launches - require input and coordination

across multiple departments, from products /

engineering to sales, legal, possibly suppliers, etc.

• Website & content development & rebranding –

involve a whole host of documents, drafts, proofs

and other artifacts that circulate throughout the

lifecycle of collaboration until the “final final” is

achieved.

• Vendor supply chain - Marketing organizations

rely upon a supply chain of agencies, writers,

designers and other specialty talent – all external to

the company -- in order to support these activities.

Marketing

Website Development

Content Development

Vendor Supply Chain

Campaigns

Events

Branding

Product launches


• Ryan – Director of Marketing

• Global software company w/ 700+ employees

• Manages team of 10 responsible for demand gen, web &

creative services

• Not a trained / certified PM

• Does not have trained / certified PMs on his team

• No formal Agile training

Case Study - Collaborative Efforts in Marketing


Before

• Traditional ticket system to manage 120-150 requests

• Difficult to see and set priorities, let alone team member workload

• Tickets and emails were lost, requesters unable to track their requests

• Management unable to see full view of work in-progress and pending

• Tried MS Project to establish consistent plans + Sharepoint for documents & calendars

• “We created massive project plans only to fall back to spreadsheets and tickets”



After

• New approach allowed projects to break into smaller segments & phases (two-week sprints)

• Tickets became cards on Kanban boards, provided more visual status and flow of requests

• Enabled team members to focus on priorities and tasks at hand

• Team members, requesters and management all able to see exactly where things are

• Documents and artifacts managed centrally in the same project



Feedback

1: Create Common Workspaces

Scope

Plan/Schedule

ControlDeploy

Close

Conceive

Discover

DevelopAssess

Adjust

CWM


Project Collaboration Must-Haves

A modern tool that does more, not more tools

Project Collaboration Must-HavesA modern tool that does more, not more tools


2: Make It Mobile

4%

12%

16%

13%

7%5%

43%

Project/Task Management Tools

Several times an hour Several times a day At least daily At least weekly

At least monthly Less than monthly Never

How often do

you use the

following application

for work purposes?

Source: Forrester Technographics BT Telecomm & Mobility Survey, 2016


3: Create Context

and distribute

Process and project execution by reducing distraction, and

capturing communication in the right context

Context and Focus

What is the focus of this project /

campaign / work?

What is my focus?


Agenda




› Recommendations


Recommendations

› Transparency comes when all work is valued

› Consider the type of work that benefits from centralized contextual communication

› Curate context to keep out the noise


Collaborative Work Throughout the Organization


Work collaboration - All the tools in one place

Work collaboration for teams

Cross-team views for organizationsWork planning & execution

Document sharing

Team collaboration

Workload management

Project portfolios

Performance dashboards


Thank You

Start your free Projectplace trial today:

https://www.projectplace.com/pricing/enterprise-trial

“Projectplace is Synergy. The more we used the

various capabilities of the [Projectplace] tool, the

more synergy we had as a team.”

“Expect rapid adoption. Projectplace is now universally

adopted across IT for all projects larger than 100 hours and

now other business stakeholders want to use it for their

departments.”

Margo Visitacion

[email protected]

Jason Morio

[email protected]