The major complaints we hear today from the A&E firm’s leader is how our project managers can save their time and work better. Due to busy schedule and workload, it has become very difficult to hire talented and experienced project managers. And the only option is to tell the project managers to work extra and overtime.
Looking into the current scenario it’s time to throw some light on current strategies and tactics to save the project manager’s time and make them come out of this stressful situation.
The multifaceted Project Managers:
The job role of project managers is never easy as they are always burdened with the bunch of responsibilities. Firm leaders need to understand that project managers are not only responsible for managing the day to day and contractual obligations of the contracts.
But also has to help bring work in as a seller-doer; manage the time, billing and collections of the work; and maintain happy client relationships.
This is where many project managers face frustrations in trying to be an all-rounder and others lack the business or soft skills needed to optimize project success and profitability.
Time is Money!
A simple mathematical calculation can show you the picture of how saving the time of Project managers can result in improved efficiency of the entire organization.
Save two hours a week for a 50 person firm and save $500,000 as additional revenue or productivity!
50 employees X $100 hour burdened rate X 2 hours a week X 50 weeks a year = $500,000
It’s easy to see this calculation but there are some strategies which can make it happen really. All you need to do is some analysis, commitment, and behavior to change the processes.
People, Processes, and System:
If you want to lead on the path of efficiency and accuracy just look at your People, Processes, and Systems. Look at how your processes are supporting operational efficiencies, how well your systems are automating manual functions, and how well your people are trained and required to follow your processes and use systems.
Step down to the granular level first. Survey your staff and ask very specific questions related to People, Processes, and Systems. We can improve productivity and find more time by just following the below strategies:
People:
1. Train Project Managers on Business and Finance Management
2. Train on Systems for all staff
3. Define project manager Job Descriptions outlining roles, responsibilities, skills, and expectations.
4. Leverage Project Managers’ time using administrative support
5. Have clear-cut goals and metrics used to measure performance
6. Accountability for following company processes and using systems
Processes:
1. Document the processes clearly for sales, estimating, proposals, extra services, project
2. Management, quality control, time and expenses, customer service, and billing and collections.
3. Fine-tune your processes continuously to coincide with technology changes and business
4. Management improvement/simplification
5. Regular review employee conformity to established processes.
Systems:
1. Eliminate spreadsheets as they waste time.
2. Manage marketing, proposals, and sales using a Client Relationship Management (CRM) system.
3. Integrate all core systems and reduce the redundant data entry.
Ask yourself “why”
With every change, you make to improve the overall efficiency of your organization ask a question “why” to yourself. Do not forget to tell your employees about these improvements especially project managers.
You will face less resistance and more cooperation to your changes when you keep this transparency with your staff.
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