Successful Workflow Systems Projects - Dan Buckhout

Successful Workflow Systems Projects

The Foundation,

Operations EffectivenessCreative|Marketing|Publishing

and the Elevator to the Topthe Floors,

The First Step: Step Back!

Why? Because systems aren’t your mission, exceeding your clients’ expectations is your mission


First things first: Current State AssessmentKnow who you are and where you are

SWOT Analysis Client focus groups and satisfaction surveys Interviews with upline managers Internal team satisfaction surveys

Foundation Work


Next things next: Desired Future StateKnow who you want to be and where you want to go


Develop department vision or mission statements Develop supporting goals and objectives

Now you can envision how a system can help you get from where you are to where you want to be.

Foundation Work


One more thing: Processes! Workflow systems are all about process

Operations EffectivenessCreative|Marketing|Publishing Foundation Work

Do you have standard processes for your work?

Are they documented and well known?

Are they efficient? Do they represent the best path of execution from point A to point Z?

Process mapping, review, and optimizationis a must


Don’t overlook any processes Billing or accounting Administrative processes – payroll, HR reporting


Systems will leverage process clarity and efficiency to great effect

The Key Takeaway Here:

Systems will leverage process confusion and inefficiency to great effect too!

Defining Your Project

Identify the project owner This is usually the one who is paying for it


Identify the constraints Budget, Time, IT Requirements

Identify the stakeholders Those who will be effected directly or indirectly by

your system

Identify the required approvals



Identify and quantify the resources thatwill be needed From within your team: mainly, time From outside your team: IT, accounting

Identify the project leader Someone with adequate time – these projects have

a large footprint Someone who understands your overall operation Someone who can serve as primary liaison between

your team, other stakeholders, and the system providers



Assign the direct contributors to the project These folks will make up your project team Each “hands-on” work group should be represented Include “power users” Include any key players from outside your team Keep the group to 8 people max

Identify the project champion(s) Who can help you sell your system? This can be the project owner, a key client, or an

internal team member

Functional Requirements List

If you are replacing an existing system, you can start with a list of its current functions

Operations EffectivenessCreative|Marketing|Publishing Adding Floors

What does it do well that you want to keep? What does it do poorly that you want to improve?

Rely heavily on your current and future state assessments to build out your list What functions will help solve problems that exist in

the current state? What functions will enable the capabilities of your desired future state?


Core Functions Project Management, Time Tracking,

Approval Management, Accounting/Finance, Media Planning & Buying, Asset Management


Other functions to include Customizability IT Requirements/Ease of IT Deployment Data migration Integration with other systems Data ownership Intangibles



Prioritize each functional requirementCritical – “must-haves”Important – key functionMarginal – “nice-to-haves”

Publish a formal requirements document Provides clear specifications that can be sent to

system providers Serves as a structured tool for rating systems

The System Search

Resources to help with this


Fellow IHAF members

Provider websites

Industry blogs, forums, LinkedIn groups

Cella Technology Providers List

The System Search

Narrow the field


Exclude those that do more than you need Note that some systems are modularized

Choose 3-4 systems to evaluate Send your functional requirements list to each

provider Schedule an initial demo with each

Exclude those that can’t perform all of your functional requirements

Initial Demos

The entire project team participates


Have your formal requirements document in hand Each team member rates each functional

requirement as it is demonstrated Ask questions – especially about requirements you

didn’t see demonstrated Don’t be distracted by the “shiny key” Have a brief discussion after the demo

Select the two highest rated systems as finalists

Finalist Assessments

Send each finalist a representative project An actual project you have recently completed is a good

candidate Send key documentation: project request, creative brief,

estimate, schedule, specification, billing report Take out acronyms and company jargon

(or at least provide a glossary)


Ask each finalist to “work” your project Re-rate each of the functional requirements Ask for detailed pricing and the licensing

agreement

System Selection and Approval

The Overarching Criteria: Value


A function of capabilities and cost Do a complete cost analysis of both systems Consider the functional ratings for each system As a project team, determine which system

provides the highest overall value Secure necessary license agreement approvals

Implementation

Keys to a successful implementation phase

Operations EffectivenessCreative|Marketing|Publishing The Elevator to the Top

Documentation – create an official manual and keep it updated

Ease into it! Implementation is a process, not an event

Keep your project team in placeThey will become your subject matter experts foreach work group

Training“Train the trainer” approachSingle team member trains everyoneProvider trains everyone

Implementation


IT installations and infrastructure changes Preliminary System Setup Add and train a short list of users

The project team is a good place to start

Start with a few trial projectsSelect projects to work using both your old and new

system/method

Get feedback, solve problems, modify, and update your documentation

Implementation

Increase the number of trial projects


There are some things you will not encounter until there is sufficient volume to expose them

Get feedback, solve problems, modify, and update your documentation

Add and train new users as necessary

Everyone On Board! Celebrate! Recognize your team Continue to get feedback, solve problems, etc.

This will go on for awhile

Client Adoption

Implementation is a bumpy road It’s probably best not to ask your clients to travel on it.


Add a trial client or two Start with your “best” clients Start with trial projects Get feedback, solve problems, modify, and update

your documentation


Dan Buckhout214-334-3484

[email protected]/in/danbuckhout

Operations EffectivenessCreative | Marketing | PublishingFrom Performance Metrics to Technologyand Everything In-Between

Workflow Management SystemsAssessment and Implementation

Process Mapping and Optimization

Quality Improvement Programs

mailto:[email protected]

http://linkedin.com/in/danbuckhout

http://linkedin.com/in/danbuckhout

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Successful Workflow Systems Projects - Dan Buckhout