Oteck Virtual Solutions

Review of Current Project Management Practice The Problem: Projects have not been effectively and efficiently managed in the past couple of years, several project management core tools have been adopted as a means to solve the problem but non-have yielded the expected result, projects are started and then people turn focus to daily routines and urgent tasks, with less or no attention to the project. Findings: Findings from conversations and meetings held with Key team members show there is a consensus for a better organization, and project management systems. Feedback also reveals that it is more of consistency in system, practices, processes and people than it is of Tools. Albeit, Excel is currently used to track few projects. Specifically, Identified Challenges; -Lack of a Project Referee (Project Coordinator, Controller) who is focused on making sure project succeeds, through follow up on those responsible for projects, routine check-ins. -Lack of consistence on Project Management system and processes implementation and use, project accountability, and organization -Inability to effectively prioritize ideas/projects and stay focused on it to end -Absence of consistent meeting to do check-ins and provide necessary Project Support (resources, feedback, follow up, decisions, actions) to team members to enable them accomplish project tasks effectively. Recommended Solutions; -The use of One single Project management Tool going forward for a minimum of 1yr consistently, customizing it as needed to fit different projects; Teamwork is recommended as it has balance between Simple and Complex Project Management System. -Hiring of a Project Referee- in this Case; Ibiaso has filled the Role. -Weekly Project Stand up meetings to review What was accomplished in the Previous Week, What is remaining, What is planned for the new Week, and what’s left to complete the project, to be attended by Team Leads (Project Managers), and similar meeting to be held by each team. -Establish Process for Project Ideation(What are the projects to have on our Board), Project Selection(which Project to focus on and when-Prioritization(resources availability, commitment)), Project Initiation(What is the Project Objective, Key requirements and deliverables and Who is Responsible, Budgeted Cost and Schedule), Project Planning & Doing(Define Project Tasks, and Assignments, time estimates, etc.) -Gradually develop a culture of project management practices, systems and processes that aligns perfectly with the team, in other words, Customized practices and systems. -Create and Review Project Reports in meetings to build a stronger commitment, motivate team members to make efforts towards project attainment, tire performance reporting to project efforts, aide decision making.