Planning for Success: How to Replace Your Project Management System(s)

Often times as businesses grow and evolve, expanding their talent bench, or absorbing new departments, you'll find that not everyone works in the same manner.

Often times as businesses grow and evolve, expanding their talent bench, or absorbing new departments, you'll find that not everyone works in the same manner.

This can be a major drain on your internal resources as not only does it require your teams to collaborate with clients and partners in multiple ways, but it also requires more support from your subject matter experts or IT partners.

Change Can Be Daunting

Due to the demands of your business, it’s seems like it’s never a good time to look at consolidating to one system. Not only does it require a whole new set of business requirements, but it also opens up a can of worms when establishing new best practices or user scenarios that ultimately become the way you use the new system.

As you embark on the project, keep your eyes on the objective and the outcome. The strategy and planning work you put in up front will set your organization up for success for years to come.

All Data in One Place

Perhaps one of the most important uses of a digital asset management system is its versatile indexing ability.

Forget blocked email servers due to large file size, or continuously printing concepts for internal distribution during a creation process. DAM systems provide the user with the ability to manipulate the stored data to suit their needs. While all the files may not be stored in one place, you can search, access and distribute them from any single location. These software tools can do a lot more than just cache your digital assets.

Design Your New System

Commonly, businesses struggle through the adoption phase of implementing one system due to the fact that it takes a considerable effort to identify your business requirements and functional specifications, or the "new way" your teams will work and collaborate.

Designing a solution or process that offers your teams an "upgraded" experience is always a challenge, yet it’s one of the most important aspects of implementing and maintaining a sound business practice. You should be focused on making improvements in the areas where your old systems or processes fell short, and implement new capabilities and functionality where appropriate.

Success Comes from Focusing on Your Users

Input from your teams is imperative, however, most do get caught up in the many new capabilities while not first being grounded in solid user scenarios or requirements. The key is to ensure you have all of your business processes well documented, and that you work with your vendor partners, as well as your internal subject matter experts to verify that you have everything covered from a functionality perspective.

After you are confident that you can meet the needs of your business users, you can begin to guide them through the capabilities and functions that will answer their day-to-day needs. It takes constant dedication to this cause, as often times teams focus on the minutiae - the buttons, field placement, colors etc. While this is important from an aesthetics standpoint, function really must come first - followed by form.

Building Internal Buy-In - Communicate!

It’s hard to please everyone, especially when your system is not yet configured. So it’s important to meet regularly with your teams so that you may establish trust and generate good buzz. It takes considerable evangelizing especially in the early phases as most users will feel like implementing a new system takes forever. I have found that frequent updates, or meetings to demo progress helps to make your teams feel like they are involved and that things are moving along.

At times you will be required to make hard decisions regarding the rollout of functionality or capabilities if you are under a deadline - either due to high-volume seasons or budget constraints. This is where the relationship and trust you build with your user groups is most important. If certain customizations need to be rolled out in phases, a simple conversation can help an individual or team understand the big picture - that when the time comes, they will get a fabulous solution that has them operating more effectively.

We Will Help Fast-track Your Initiative!

Here are some areas where we can help expedite your initiative when you are ready to adopt a new system - whether to replace legacy systems, or when looking to add new functionality:

  • Business processes improvements and documentation
  • Supporting your team through various phases (discovery, project planning, implementation, training, rollout, etc)
  • Identifying internal IT/systems partners and long-term maintenance plans
  • 3rd party integrations
  • Identifying proofing and approval needs
  • Digital Asset Management (DAM) needs

Many systems offer finite configuration possibilities which don’t suit the needs of many unique environments. Workgroups DaVinci is our flagship solution and is unique in it's ability to drive the creative process forward. The system is designed to be designed, so it truly gives your team the ability to customize the forms, schedules, notifications, workflows and just about anything else to fit your team’s process.

What are your thoughts or concerns on moving forward with a new system? Share your comments, we want to hear from you!

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