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Managing The Chaos of Work

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Managing The Chaos of Work

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Customer-obsessed firms take an outside-in approach, relying heavily on collaboration, to deliver desirable products and services. Product, marketing, and technology teams exchange information with a wide circle of people, both internal and external to the company. Email remains the vehicle of choice: 77% of information workers use email for internal communication, while 76% use it for external communication with partners and clients. Over half of information workers are on email constantly. These interruption-driven activities reduce the amount of time spent on an actual task activity to a mere 18%. How does anyone get anything done?

Managing the chaos of work requires solutions that enable teams to have a centralized location to work collectively and share digital content deliverables such as documents, presentations, web content, and videos and capture the contextual conversations around the activities being performed. This webinar talks about the need for collaborative work management solutions and how they can bring greater productivity without adding extra work to the work you’re already doing.

Customer-obsessed firms take an outside-in approach, relying heavily on collaboration, to deliver desirable products and services. Product, marketing, and technology teams exchange information with a wide circle of people, both internal and external to the company. Email remains the vehicle of choice: 77% of information workers use email for internal communication, while 76% use it for external communication with partners and clients. Over half of information workers are on email constantly. These interruption-driven activities reduce the amount of time spent on an actual task activity to a mere 18%. How does anyone get anything done?

Managing the chaos of work requires solutions that enable teams to have a centralized location to work collectively and share digital content deliverables such as documents, presentations, web content, and videos and capture the contextual conversations around the activities being performed. This webinar talks about the need for collaborative work management solutions and how they can bring greater productivity without adding extra work to the work you’re already doing.

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Managing The Chaos of Work

  1. 1. © 2014 Planview, Inc. | 1 | Confidential© 2016 Planview, Inc. | 1 | Confidential Managing The Chaos of Work Jason Morio Projectplace Product Director Margo Visitacion Forrester VP and Principal Analyst
  2. 2. © 2016 Planview, Inc. | 2 | Confidential Housekeeping @Projectplace #Projectplace #Collaboration • Questions? Use the Q&A Module or email info-na@projectplace.com
  3. 3. We work with business and technology leaders to develop customer-obsessed strategies that drive growth. 3© 2017 FORRESTER. REPRODUCTION PROHIBITED.
  4. 4. 4© 2017 FORRESTER. REPRODUCTION PROHIBITED. Agenda › Digital drives today’s businesses to distraction › People work differently today › How to work smarter, not harder › Recommendations
  5. 5. 5© 2017 FORRESTER. REPRODUCTION PROHIBITED. 5© 2016 Forrester Research, Inc. Reproduction Prohibited Digital Empowers Customers And Creates Chaos For Business
  6. 6. 6© 2017 FORRESTER. REPRODUCTION PROHIBITED. Source: 2015 Forrester/Odgers Bernsten Online Digital Business Survey Digital Business Has Industries Expecting Massive Disruption Industry Next 12 months Already happening Healthcare 24% 19% Retail 28% 19% Insurance 28% 10% Business & Professional Services 28% 12% Telecommunications 26% 20% Pharmaceutical/Medical Systems 15% 23% Technology Products 27% 18% Travel & Transportation 26% 13% Financial Services & Banking 13% 11%
  7. 7. 7© 2017 FORRESTER. REPRODUCTION PROHIBITED. 70% believe digital success requires expanded partner networks Source: IBM C-Suite Study 2015 81% believe there will be more digital and virtual interaction
  8. 8. 8© 2017 FORRESTER. REPRODUCTION PROHIBITED. Agenda › Digital drives today’s businesses to distraction › People work differently today › How to work smarter, not harder › Recommendations
  9. 9. 9© 2017 FORRESTER. REPRODUCTION PROHIBITED.
  10. 10. 10© 2017 FORRESTER. REPRODUCTION PROHIBITED. Source: ___ Assembly Line Approach To Work Is Dead 100% planned allocation 50% actual availability Assembly Line Information Work
  11. 11. 11© 2017 FORRESTER. REPRODUCTION PROHIBITED. › Source: Forrester’s BT Telecom & Mobility Workforce Survey 2016 People Work Differently Today › 45% use mobile capabilities when working with clients and partners › 40% customers expect mobile capabilities involve service delivery › More than a third work while commuting or traveling
  12. 12. 12© 2017 FORRESTER. REPRODUCTION PROHIBITED. Work Is Increasingly Collaborative Order to cash Source to pay Hire to compensate Product input to output Prospect to sale Strategic planning Vendor contracting New product development Client case resolution Account setup Marketing campaigns Talent development Research and development Every business consists of a mix of transactional and collaborative process “work” 50% of information workers collaborate with at least six people daily
  13. 13. © 2016 Planview, Inc. | 13 | Confidential The Modern Extended Team Modern teams need a Virtual Office to work with people inside and outside the company across geographic locations every day
  14. 14. 14© 2017 FORRESTER. REPRODUCTION PROHIBITED. Source: ___ What’s The Difference Between Projects & Your Day Job? “Project” Has a time constraint Delivers something new or different – e.g. a change Has continuity “Non-project” Non- repeated (most meetings, training, holidays, etc) Not tied to a specific outcome Does not directly affect organizational/business change Scope, formality and culture dictate approach
  15. 15. 15© 2017 FORRESTER. REPRODUCTION PROHIBITED. Process Vs. Project Work – Both Need Collaboration Many people Few people More structured Projects: • Consulting projects • IT projects • Sales proposals • Strategic plans Cases: • Application development • Tech writing • HR onboarding Less structured Operations or campaigns: • Research/development • Marketing campaigns • Training Service delivery: • Utility service calls • Equipment installations • Product support
  16. 16. 16© 2017 FORRESTER. REPRODUCTION PROHIBITED. Email: Daily Distraction
  17. 17. 17© 2017 FORRESTER. REPRODUCTION PROHIBITED. 27% of information workers check email several times an hour on their smartphones Disruptions, email and meetings reduce actual task activity to 18% of a typical work day Source: Forrester’s BT Telecom & Mobility Workforce Survey 2016
  18. 18. 18© 2017 FORRESTER. REPRODUCTION PROHIBITED. Agenda › Digital drives today’s businesses to distraction › People work differently today › How to work smarter, not harder › Recommendations
  19. 19. 19© 2017 FORRESTER. REPRODUCTION PROHIBITED. All Work Is Valuable Many people Few people More structured Projects: • Consulting projects • IT projects • Sales proposals • Strategic plans Cases: • Application development • Tech writing • HR onboarding Less structured Operations or campaigns: • Research/development • Marketing campaigns • Training Service delivery: • Utility service calls • Equipment installations • Product support
  20. 20. © 2016 Planview, Inc. | 20 | Confidential Case Study - Collaborative Efforts in Marketing • Campaigns & events - require extensive collaboration with both internal and external parties to establish and refine messaging, copy, and event details • Product launches - require input and coordination across multiple departments, from products / engineering to sales, legal, possibly suppliers, etc. • Website & content development & rebranding – involve a whole host of documents, drafts, proofs and other artifacts that circulate throughout the lifecycle of collaboration until the “final final” is achieved. • Vendor supply chain - Marketing organizations rely upon a supply chain of agencies, writers, designers and other specialty talent – all external to the company -- in order to support these activities. Marketing Website Development Content Development Vendor Supply Chain Campaigns Events Branding Product launches
  21. 21. © 2016 Planview, Inc. | 21 | Confidential • Ryan – Director of Marketing • Global software company w/ 700+ employees • Manages team of 10 responsible for demand gen, web & creative services • Not a trained / certified PM • Does not have trained / certified PMs on his team • No formal Agile training Case Study - Collaborative Efforts in Marketing
  22. 22. © 2016 Planview, Inc. | 22 | Confidential Before • Traditional ticket system to manage 120-150 requests • Difficult to see and set priorities, let alone team member workload • Tickets and emails were lost, requesters unable to track their requests • Management unable to see full view of work in-progress and pending • Tried MS Project to establish consistent plans + Sharepoint for documents & calendars • “We created massive project plans only to fall back to spreadsheets and tickets” Case Study - Collaborative Efforts in Marketing
  23. 23. © 2016 Planview, Inc. | 23 | Confidential After • New approach allowed projects to break into smaller segments & phases (two-week sprints) • Tickets became cards on Kanban boards, provided more visual status and flow of requests • Enabled team members to focus on priorities and tasks at hand • Team members, requesters and management all able to see exactly where things are • Documents and artifacts managed centrally in the same project Case Study - Collaborative Efforts in Marketing
  24. 24. 24© 2017 FORRESTER. REPRODUCTION PROHIBITED. Feedback 1: Create Common Workspaces Scope Plan/Schedule ControlDeploy Close Conceive Discover DevelopAssess Adjust CWM
  25. 25. © 2015 Planview, Inc. | 25 | Confidential Project Collaboration Must-Haves A modern tool that does more, not more tools
  26. 26. Project Collaboration Must-Haves A modern tool that does more, not more tools
  27. 27. 27© 2017 FORRESTER. REPRODUCTION PROHIBITED. 2: Make It Mobile 4% 12% 16% 13% 7%5% 43% Project/Task Management Tools Several times an hour Several times a day At least daily At least weekly At least monthly Less than monthly Never How often do you use the following application for work purposes? Source: Forrester Technographics BT Telecomm & Mobility Survey, 2016
  28. 28. 28© 2017 FORRESTER. REPRODUCTION PROHIBITED. 3: Create Context and distribute Process and project execution by reducing distraction, and capturing communication in the right context
  29. 29. Context and Focus What is the focus of this project / campaign / work? What is my focus?
  30. 30. 30© 2017 FORRESTER. REPRODUCTION PROHIBITED. Agenda › Digital drives today’s businesses to distraction › People work differently today › How to work smarter, not harder › Recommendations
  31. 31. 31© 2017 FORRESTER. REPRODUCTION PROHIBITED. Recommendations › Transparency comes when all work is valued › Consider the type of work that benefits from centralized contextual communication › Curate context to keep out the noise
  32. 32. © 2016 Planview, Inc. | 32 | Confidential Collaborative Work Throughout the Organization
  33. 33. © 2016 Planview, Inc. | 33 | Confidential Work collaboration - All the tools in one place Work collaboration for teams Cross-team views for organizationsWork planning & execution Document sharing Team collaboration Workload management Project portfolios Performance dashboards
  34. 34. © 2015 Planview, Inc. | 34 | Confidential Thank You Start your free Projectplace trial today: https://www.projectplace.com/pricing/enterprise-trial “Projectplace is Synergy. The more we used the various capabilities of the [Projectplace] tool, the more synergy we had as a team.” “Expect rapid adoption. Projectplace is now universally adopted across IT for all projects larger than 100 hours and now other business stakeholders want to use it for their departments.” Margo Visitacion mvisitacion@forrester.com Jason Morio Jmorio@planview.com

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