Thursday, 10 February 2022

Project Implementation is difficult to synchronize - How to Manage?

Poor information is gradually building barriers to communication

during my recent implementation of the set-up process, i have frequently communicated with customers by phone, or used online meetings to report to customers on the progress of the project. although the action has been very diligent, the client has feedback at the end of the project: for them, the reporting of the progress of the project should not be based on telephone calls or meetings, because the probability of information being forgotten is high, and party a cannot view and follow up on the progress of the project in real time.

after internal discussions with the team, i found that the time cost, information timeliness and integration of the reporting method at this stage are not well compressed and reflected. to this end, we combed through the project process and found that most of the project processes, tasks, logs and other materials are only recorded internally, without an external viewing window - and this has become an information barrier for customers to follow up on the progress of the project in real time.

to break down this barrier, we quickly built a project management application. at the beginning of the project, the project team implanted the customer environment to record the progress of the project every day, so that the customer could view the project implementation progress in real time in their own platform environment.

at present, this project management model has been initially tried in recent bank implementation projects. next, i will use this bank implementation project as an example to show you how to use the project management application to interact with customers in real time.

real-world example: bank implementation project

customer requirements for project implementation

banking customers generally have higher requirements for project management, and after integrating the needs, they are mainly divided into the following points:

  • each node of the project implementation needs to have the corresponding standard file as a node record
  • the processing progress of all requirements during the project implementation process can be queried
  • the project implementation plan needs to provide plan documents and support real-time query of plan progress
  • there needs to be a place to host all uploaded and signed documents for later information

implementation process

1. pre-planning

the customer's construction requirements need to be managed separately, and support the customer's batch import requirements in the early stage and the new requirements in the later stage. in addition, all needs should be classified and processed to achieve standardized management. not only that, but the project charter stipulates that all additional needs in the later period must be evaluated and judged. therefore, the project management app also needs to add an approval workflow.

2. requirements classification

after completing the requirements classification, the project implementation consultant approves the project according to the demand category and associates the requirements of different categories to the corresponding project for unified management. to increase the availability of this project management application for projects in other industries, we have also set up a separate worksheet for requirements categories.

3. manage project tasks

once the project is officially established, you can create daily project tasks. whenever a requirement is associated to a new task, the system changes the status synchronization of the requirement to "existing task"; after the task ends, the requirement status is synchronized to "processed". this allows us to connect requirements, tasks, and projects to query and synchronize the progress of the three types of things.

4. document management

the customer mentioned that some of the requirements come with their own attachment descriptions, so they wanted a place to see all the attachments. so we've put all the attachments together in the attachment center for document management. whenever someone creates a requirement, project, task, and journal attachment, the workflow automatically generates the corresponding record here.

5. meeting records management

in project management, we also set up a meeting record, and put the discussion content of each offline meeting here.

6. project logs

we built workflow and journal templates. every day, the implementer only needs to fill in the log content in the form, click the "generate attachment" button, and the project log of the day can be automatically generated and sent to the customer.


up to now, this project management application has gradually matured and operated. reviewing the application's zero-to-one build process, we summarize the following lessons:

The delivery experience of the customer should be taken into account during the implementation process.

project management should take full account of the actual application scenarios and availability, and improve the function without ensuring simplicity.

during the application build process, check whether the workflow execution is smooth and coherent, and there can be no serial or non-runnable situations.

in the process of application construction, you should look at the application you build from the user's point of view.

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