5 Ways Project Management Templates can be a Win for PPM
An increasing number of organizations are adopting project management to achieve their larger business vision with specific strategic goals. Businesses see success when their projects across departments succeed. However, projects don’t always succeed.
According to the Finances Online report on project management and software analysis, some of top causes of project failures are:
- Inaccurate requirements gathering (35%)
- Poor communication (29%)
- Poorly defined opportunities and risk (28%)
- Inaccurate cost estimates (28%)
- Inadequate sponsor support (26%)
These causes arise when there are no clearly defined processes for each project to flow.
Here are 5 ways you can use project management templates to avoid risks and achieve project success.
To streamline your workflow
Giving structure to your project workflow is one of the most crucial tasks as a project manager. A project contains several aspects from tasks, to timelines, to resources, to dependencies, to costs, and more. Without a clear structure, these different aspects tend to move in silos, creating disalignment between the different departments working on the project. Project templates are the tool that give a visible structure to your projects. They help streamline several processes and align all the aspects of your projects across portfolios.
To standardize processes
Why waste time in creating a new framework each time you begin a project? Several resources are used in defining project workflows. This great deal of time and effort can be saved if there is a standard workflow in place for your project teams to follow. Project management templates allow business leaders to standardize processes and workflows that can be followed for most projects. If a project needs an additional process, you only make small tweaks to the existing templates rather than starting to define the project flow from scratch. Having a standard process will also enforce its practice in your project teams. In addition, adoption of a project management tool gets easier if your teams have a structure to follow.
To stay on track
Without a clearly defined path, micro level tasks can sometimes fog the macro vision of your projects. It is easy for project managers to lose sight of the strategic goals when managing the smaller project tasks. Change in project objectives (37%) is one of the topmost reasons of cited for project failures. This happens when project risks and issues are not addressed in time and resources are wasted until it’s too late. Identifying risks and allocating the right resources in the right places keep projects on track without having to change priorities midway. Implementing advanced template designs to project workflows help senior executives to keep track of the health of projects across portfolios. They can easily see the project flow, its requirements, and its performance in a single glance.
To improve communication
Every project manager knows that team collaboration is critical to project success. Without clear communication among your team members, there is a high risk that tasks will be misunderstood and not carried out in the most efficient manner. This challenge grows manifold when teams work in hybrid or remote forms. Keeping the entire team in loop of the progress of each project while also defining tasks and dependencies in a clear manner is of utmost important, and project templates help achieve that. With well-designed PPM templates, from project sponsors to managers, everyone can see how the project is performing and where their tasks come in.
To centralize project information
Collecting all information and document on a project is something all project managers are thankful for. There is constant churning of new data, exchange of documents, and updates on a project. With several projects going on at the same time, it can become extremely challenging to track and recover information when needed. Project templates give you centralized place where you can store all your project information and documents. Building these templates in a secure cloud environment ensures that you make information accessible in a safe way.
BrightWork 365 project management templates for the Microsoft 365 environment
Advanced PPM solutions, such as BrightWork 365 offer you a whole range of project templates to choose from. If you are managing projects in a Microsoft 365 environment, then BrightWork 365 can help you leverage the different parts of the Microsoft Power Platform to the fullest. Here’s how:
Project Management Templates using Power Apps
One of the biggest advantages of using templates is that you can manage several projects and even portfolios in one place with just a few clicks.
BrightWork 365 set up uses Power Apps to create easy and interactive PPM process templates for you. You can review each project through features such as Charter, Team, Stages, Gantt, My Work, Status, Documents, Issues, Risks, and Project Settings. Each of these processes are displayed through easily comprehensible user-friendly dashboards.
Project Request Management Templates using Power Automate
Automation is one of the key pillars of agile work. It reduces the time and effort in doing tasks that come up during a project flow time and again. Microsoft Power Automate can help reduce these efforts and increase productivity by creating easy workflow templates for any project. Microsoft describes Power Automate as a low code/no code drag and drop solution that enables users to automate repetitive tasks and processes.
BrightWork 365 with Power Automate can help you create templates for tedious processes such as project request management. The ‘Request’ dashboard gives ample visibility and a unique control for managing new project requests with a simple 4-stage process – Draft, Accept, Approve, and Create Project.
Program and Portfolio Reporting Templates using Power BI
Business Intelligence is another pillar on which agile methods of working stand on. If you’re not collecting relevant data, processing it, and using it to make your business decisions, then you’re not using today’s technology to your advantage.
BrightWork 365 PPM tool leverages Power BI to process high-level data and present it visually through interactive reports. Managers can easily create and share these reports with the stakeholders who can further review, update, or customizable them.