How to manage successful projects

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Omnitas Consulting’s CEO Thomas M Karlsson, award-winning work flow expert, is sharing some Dos and Don'ts that you should think about when choosing and implementing a new digital project management tool.
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What to do and what to avoid when digitalizing effectively to save money or scale

Omnitas Consulting’s CEO Thomas M Karlsson, award-winning work flow expert, is sharing some Dos and Don’ts that you should think about when choosing and implementing a new digital project management tool.

When working for a digital management consultant agency, you meet different kinds of project managers every day – and none of their needs and wants are the same. Organizations of all sizes meet different challenges in different projects. This means that one solution does not fit all, and you need to have a tool that can be tailored to your bespoke and ever-changing needs.

But working with different organizations around the world, from small Swedish startups to established word wide enterprises, has made it clear to Thomas what the lack of efficiency in projects usually depends on.

Finding a tailored tool that works for the entire organization is a well-known problem for many companies today, and if you’re using different tools that doesn’t integrate with each other there’s a big risk of losing the bigger picture of the project or workflow. It is therefore important to find a tool that’s adaptable for your company challenges and goals, and create an overall picture of the organization when implementing a new digital solution.

There are in fact some hands-on Dos and Don’ts that can increased the odds for successful digitalization, and that every project manager can have in mind when planning to implement a new effective digital tool in the organization.

44 % of all projects fail due to lack of alignment between projects och company objectives. Do you want to avoid this? Book a meeting with us today.

What to do

  • Analyze your requirements and clearly separate wants and needs. Make sure to connect your challenges to desired effects.
  • Plan your workflows. Make sure you have the bigger picture before you start to build your workflows. It’s otherwise easy to miss out on important details and avoid miss alignment between business and project objectives.
  • Connect cross-functional processes in your workflows and make sure the handover process is supported and automated.
  • Make sure your software can integrate to the tools you are already using and to get a master system, a work Operating System (workOS), that collects the data from all your separate tools. Either natively or through API or connectors such as Integromat, Zapier or Flowize.
  • Get the technical support you need to get started. You don’t need to navigate this ocean on your own. There is help to be had.

What to avoid

  • Don’t use unknown software or software from a too small supplier. Choose something that may last and that will be updated over time. I have seen all too many companies choosing “smaller” solutions but ending up without one due to issues in regard to them not being kept up to date or further developed. monday.com is a good example of a good platform, they are constantly developing the platform and new features and functions are continuously added. It’s also a company with several hundred employees, it will not disappear without anyone noticing.
  • Don’t set requirements based on isolated functions. Set requirements based on scenarios and processes instead.
  • Avoid unnecessary administrations. Automate work for efficiency and make time for your priorities.
  • Don’t use separate tools for different use cases and teams. Find a system that covers all your needs and supports all pieces of the operation.
  • Don’t make it harder than it looks! Implementing a new system into the organization doesn’t need to be that complicated. Not with a little help.

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Is that all?

No, of course not. There are plenty of factors that must be taken into account when aiming for successful project management. To get a transparent overview of the organizational challenges is a complex process, and there is no general solution that will fit all.

Sadly we meet companies with bad experience by this way of working with consultant agency in the past. We constantly meet people that previously worked with consultants that pushed a ready-made solution into the company without the prospect of their wants and needs. This to often result in less productivity and a useless solution. Leaving both the company and the consultant with a feeling of wasted time and effort.

Our role as a digital consultant agency is to help companies of all sizes and industries to map, digitize and optimize workflows and processes in order to streamline and support all levels in the organization. From the individual employee’s everyday life to the management team’s decision-making. We do this by having a holistic perspective on workflows and processes to understand both the details and the larger context.

We understand that not all organizations want or should work in the same way. Therefor we always start from how you want to work, and from there we will make sure to implement and support you the whole way of the process.

We at Omnitas Consulting always try to cater to the client’s corporate culture and help them achieve greater transparency and visualize the workload in a tangible way, which is known to have a positive impact on the workplace environment and employee satisfaction, says Thomas in the Brainz Magazine interview.

Thomas M Karlsson

To read more of Thomas experience and helpful guidelines for project management, have a look at the full interview with Brainz Magazine.


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