PMI San Diego 11th Annual Conference • Tutorial Thursday May 15, 2014

Presented by Max Zulauf and Tyler Colton

Improving Project Collaboration

with SaaS and Cloud Offerings

Tutorial Outline

• Framing the Collaboration Problem

– 70% of Projects Fail today – This is what we hear from customers today

• Lack of collaboration and communication cause havoc on projects

– Overall problems that PMOs face (industry view – ala CIO view)

• Issues facing PMs in today’s business environment (Mobile, Cloud, Security)

– The Tale of 3 Masters – Key people involved in projects

• Communicating and collaborating with groups of stakeholders

– Old World tale – the real life of a PM today

• The ‘traditional’ style of collaboration

– Collaborative Approach to Projects – two approaches

• Top Down vs Bottom Up

• Building value in the new collaborative approach

– Smart Teams and communication

• Benefits to PMs and Projects

• Case Study-Activision

• Putting Collaboration into Action

– The culture of ‘sharing’

– Layered Approach, Above the Line and Below the Line (Forrester)

• Keys to Selecting Tools and Approaches

• Key Takeaways-Review

Tutorial Agenda

• Introduction

• The Collaboration Challenge

• Value Multiplied

• Collaboration in Action

• Keys to Selecting Tools

• Key Takeaways

• Questions/Comments

Challenges with Projects

Source: Standish Group’s annual Chaos research, Why Projects Fail, HP PPM ROI Benchmark Study, Others

Key reasons why most projects fail

• Lack of user involvement

• Lack of transparency across the project

• Limited visibility into resource workload

• Gaps in communicating with stakeholders

• Budget overruns

• Reliable reporting

Today’s Business Challenges

“Projects convert strategy into Action” – Focus on enabling execution

Resource Management

Accountability

Team Cohesion

Get Work Done Mobile Work

BYOD/BYOA

Dynamic Teams

Remote Work

Manage Risk

Continuous Tracking

Contingency Planning

Data Security

Gain Insights

Streamline Processes

Strategic Alignment

“Real” Work Data

Tale of 3 Masters - Project Management Landscape

Strategic portfolio management

Summary status dashboards

Budget management

Executives

Manage resources and budgets

Create project plans

Manage communication and reporting

Project Managers

Familiar and easy to use tools

Collaborate effectively and stay organized

Focus on progress – stay productive from anywhere

Team Members

Life of a Project Manager – Old world tale

Smartsheet Confidential Internal Use Only

Project Manager

Team Members

Set up Project plan in

MS Project Pro

Transfer finalized plan to a

SharePoint Site

1

2

3

4

5

6

Invite Team members, set up

Newsfeeds, Doc Library and

Site Mailboxes

Team members upload draft

and completed docs

Team members have

discussions in the newsfeed

Project Manager builds a

dashboard

8

Vendor manually tracks

conversations in newsfeeds and

Doc lib and talks to team

members to get project status

7 Project Manager hires a vendor

to keep project information

updated

Project Management Visibility & Adoption E

xecutives

Pro

ject

Managers

Team

M

em

bers

Traditional Project Solutions

Top Down Approach Collaborative

Approach

• Difficult to manage

• Team doesn’t adopt

• Expensive

•Real time view across projects

•Know resources available

•Real time updates

•Quick and reliable insights

•Easy to get started and use

•Collaborate on tasks and get work done

Value of the Collaborative Approach

Shared

context Cross-pollination

of ideas

Continuous

improvements

Leverage

clear pressure

Real-time

visibility

Yvette Mitchell PMP, CSM-Manger, PMO

Activision Blizzard

“ Our Program Management Office was searching for an enterprise collaboration

project management tool that would enable us to communicate globally,

seamlessly and effortlessly.

And to our benefit, the ramp up for usage was incredibly fast and easy. More

importantly, is the added feature of a secure, cloud based environment, enabling

us to safely maintain our project plans and documents in one place, and access

them easily locally and remotely.”

Sharing is a cultural shift

1. Walk the talk — lead by example

2. Work as a collaborative effort

3. Effective technology to aid sharing

4. Cultivate connectors

5. Train the team

6. Involve the execs

How to make it all work together

Strategic Planning

Strategic Alignment Project Portfolio

Balancing

Demand Supply

Balancing

Handoff Layer

Project Scope Resource Maps

Work Execution

Project Design Team Enrollment Work Management

Putting this in Practice – Selecting Collaborative Tools

Cloud Enabled

Designed for Execution

Flexible Access

Mobile Ready

Real-time Collaboration

Video

Viral Growth of Collab Tools

within the Enterprise

Requirements

Key Takeaways

Managing the layered approach is key, enable strategic planning, while maximizing work execution 1

How to effectively engage project teams in a collaborative way-SKILL 2

Key collaborative solution requirements, what to look for 3

Learn more about cloud-based project collaboration solutions here:

http://www.smartsheet.com/pm-solutions