Steps to take by Change Management during this pandemic for a successful project.

The pandemic has caused havoc in almost everywhere in the World. Affecting small businesses to huge enterprises, every person in the World is somehow struggling from the virus, be it medically or financially.

Where all the people are advised to stay at their houses, businesses need to adopt some certain way to look after themselves too. Managing the people on an individual is being recognized by teams in an increasing number, but that just might not be the case for most organizations. The amount of change and difficulties the organizations are facing nowadays is a great challenge.

Where everyone needs help in this catastrophe, following are some of the measures which Change Management should get involved with during the pandemic, for a successful project:

  • Helping Employees

One of the most efficient ways to adapt to the change in the world right now with their businesses is to include healthcare professionals on their change management team, for them to meet with the requirements of the business.It is vital to greet the staff and the clinicians with a good approach to keep them aware of the type of patients they will be handling, including the patients with the on-going coronavirus. It will be more than necessary to provide all the patients with the care required.

  • Across-the-Organization Communication

Communications should take place regularly for the practitioners to know of all the on-going measures. This way, they will be able to reach as many people as they can who are working in various and different departments, working every second of their day, be it in clinical or administrative departments. One useful point is to make sure that communications always provide a change in improvements in the patient’s care.

As we know, the coronavirus still has a lot of things we do not have information about yet. If the organizations have a firm and stable communication link, they will be able to provide the whole organization with any new information coming out, which will not only keep the staff and doctors safe but will also be a good way to protect the employees. This is not a great improvement in helping to keep the employees safe, but it reduces the exposure in a great number.

  • Change Management and Healthcare Safety

An effective and useful change management strategy can play a vital role in providing the employees with safety, quality care, and surety that the virus won’t be transmitted. Change management is a great way to reach the boundaries and outcomes a society needs during a pandemic, like the on-going one. Healthcare organizations are not alone in this pandemic as the clinicians and employees are also humans after all. They need our utmost support and thankfulness in this pandemic. What we can do is to make sure we do not cause more trouble for any of them in this pandemic and just stay safe.

Featured Photo by Sarah Pflug from Burst

How to Lead the Projects From Remote Location?

Flexible Work Arrangements (FWA) are becoming more popular now, and companies are now witnessing the importance of this approach. Whenever the crisis such as Covid-19 and other such pandemic occurs working from one location for all teammates are impossible. Hence in the challenging times like this, remote work is becoming the need of the hour. Resource management has become more vital now. 

With improved technology, increasing transportation cost, and time, the potential virus spread compelling us to work from remote places. So, let us look at how to lead the project effectively from a distant place. The below five things are essential to run a project smoothly.

  • Coordination across time Zones

If you are leading a team with different time zones, it is more challenging to coordinate the entire team. But the fact is occupying the same physical location allows team members to communicate and collaborate spontaneously. But talking with all at the same time requires proper planning and thoughtful project scheduling. 

In the USA alone there are six time zones are there. To interact with all team members at the same time, it requires proper resource management techniques. To achieve this, you need to have the complete details of every team member where they are living and maintain their time zones. Then schedule a meeting where many of the members can quickly attend. Usually, a few members have to work in odd hours.

  • Build Community Mindset

For the success of any project, resource management is necessary. The same way cultivating the community mindset is vital. While working from one site easily allows you to communicate and get along with each other. The occasional team outings, birthday parties, and many things will make this happen. 

To build the same sense from a remote place, you need to create dedicated digital spaces for celebrating special days of employees. Virtually creating team building activities like virtual games or book clubs etc. will help.

  • Face to Face Communication

The remote working means more and more relying on written communication rather than direct ones. It sometimes leads to miss -communication. Hence to overcome this problem, you need to increase direct communications.

It is important to schedule one to one meeting with employees regularly and make sure it is a video-enabled call. When conducting the team meeting, also schedule video conference calls. It will allow teammates to feel more like the regular team meeting that used to happen in a conference room. 

  • Use tech to collaborate.

The collaboration within the team is the best way of resource management. Using technology for communicating is an essential thing. We cannot rely solely on email communication for everything. But many companies use multiple communication tools, and it often overlaps with another way of communication.

You need to determine which type of tools will most suit as per the situation. For urgent things, you need to use video or voice calls, but for less formal and less critical things, you can use the chat. And using email is required for official communication. 

  • Resource Management by Hiring Remote Ready Employees

For the smooth operation of the project, you need to hire more and more employees who are ready to work from remote locations. Because even your normal activities from an office location, this kind of situation does occur occasionally, so be prepared for such conditions are essential. And hiring those kinds of employees is necessary.

Featured Photo by Matthew Henry from Burst

How to keep up the employees or make progress during this pandemic?

It’s a big unknown whether we need to move forward in planning our work or cancel the events which are already planned. It’s just not billing the client or making progress or keeping up the staff busy. There are many things which are involved where we can help each other if you are working in an organization or vice versa. Employees and employer are very sensitive for the ongoing pandemic and being impacted by unknown ghost during these unprecedented times. Thinking and making critical changes or quantifying the risk factors involved for each task or event by itself can help us out.

There are 8 best ways where we can make the progress in a right way –

  • Our first priority is our stake holder or the client who we are doing the work for. Ask and revisit your specification for more details on such pandemic type and take necessary action in sending a written documentation. Stakeholder will love to know all the information which is going on the project and definitely we can sit down and make corrective action in favor to both of us with the ongoing trending news.
  • Scanning your WBS (work breakdown structure) and critical path activities can lead us a long way or this is the right way of approaching to the stake holder for more clarification on planned events. Even we can plan on distributing the future work where people can start working from home and make an efficient progress in billing the client for a positive outcome.
  • Visit the business model or schedule to work on low priority items which can be avoided the massive crowds or a group of people. Scatter the people as much as needed for the best productive results and keep them safe would be the highest priority in the coming days. Work should be planned with social distancing by Project controls team or project management team need to come up with various scheduling options or revisit the WBS (work breakdown structure) to see if they can modify or massage the schedule for the overall project without changing the end date.
  • If you make the changes with your WBS obviously check with your suppliers or vendors or partners or sub-contractors whether they can supply the material or do work in this crisis. Taking notes and coming up with a log from procurement department would be the best way to tackle this kind of situation and can be easily explained to the owners/Stakeholders.
  • Communication is the key point in doing all these or put everything to work. Many employees would like to prefer work from home and communication would rather be very difficult in these type of situations. Try to connect with video calling or phone conference meeting to come up with a plan and make everyone satisfied in your performance.
  • Sharing is always caring in each project and many employees are looking to work in these COVID-19 times for the performance and job security. So try to engage as many people as possible. Employees will love to take that next step in making the changes and accomplishing the tasks for managers. Always come up and give chance for various ideas in the room or in a meeting. Mainly people who are way involved in the projects need to have priority and one idea can change the scenario in planning, execution, quality and close out.
  • Documentation is the key and after one year from now people can only remember the pandemic but not the insights of each particular job. Try to keep each and every single record of the job for any change management or risk management teams to get involved in the coming months. Employees or employer doesn’t know when this pandemic is going to last and need to be having a good control on the job would be better documentation structure.
  • Our best suggestion to all project managers and project teams to track the work before the pandemic started and update the date to the closet date the pandemic started effectively in each region. This will help the stakeholder to analyses the previous performance and compare to take relevant decision.

We would strongly believe these are challenging times for each personnel on the job and taking care of each other by having a cool mindset, flexible communication and help where ever or look after for each other would be the best way to earn your paycheck and keep the employer happy.

Featured Photo by Matthew Henry from Burst

What are the best project management tools for 2020?

The project management industry is very interesting because of its roots in almost every field and profession. Project management software is a set of tools that are used to enhance the efficiency of the team either in a multinational company or a growing unit. There are various tasks that are done correctly and in time with the use of project management tools. These tools help in defining a project schedule for your team, collaborating with teams, tracking and reporting of error, sharing of resources and documentation, and budget tracking. The best tools for project management for 2021 is as following.

  • Podio Project management.

Rating: 4 out of 5.

This is one of the most customization and affordable project management tool that give you the best tool for your money. Every price tier for Podio is offered at a fixed rate no matter how many users you include. This tool is helpful in tracking your projects, collaboration with your team, you can create your custom functions. This is very good for projects that require specific needs. This tool requires learning before you can operate it to its full potential.

  • Asana Project management.

Rating: 5 out of 5.

This project management tool is very popular among many companies all over the world. One of the best features of Asana which makes is so popular is its user interface. The user interface is simple and easy to use, not only this but you can have various flexible options over how it looks and can move your task around it very easily. You can access the activity feed and can collaborate with your team members very conveniently. This is a very good project management tool for simple projects.

  • Trello Project management.

Rating: 4 out of 5.

This is Kanban based project management tool which is good for all types of projects and teams to handle marketing projects, tracking of customer support, software development, HR tracking and also some forms of Agile methodology. Managing projects in Trello, is very great for tracking and mapping of your procedures when you are about to develop a project management plan.

  • TeamGantt Project management

Rating: 4 out of 5.

This project management tool is very user friendly and easy to learn. It is very useful for teams of all experience levels. This tool is quite expensive in terms of the price tag. It can able to handle all kinds of Gantt charts to roadmaps of projects. You can track all in this tool about your multiple projects and multiple teams.

  • ProofHub Project management

Rating: 3 out of 5.

It is is also one of the most popular project management tools. It is easy to understand. You can organize your teams and projects from the ease of your dashboard. It also helps you to set alerts for a different status. It also comes with various customizable options to control the color scheme of your tool and its layouts. It also supports various languages. In this tool, you can assign custom roles to the team members and in this way, they can access the tool. In this way only authorized persons will have the right to access sensitive information. This security feature of ProofHub is one of its best feature.

Featured Photo by Adrien Olichon from Burst

How does the project work continue after reopening America?

The project management is becoming critical with the pandemic attack. The Coronavirus is increasing its death rate day by day. As a result, many countries have imposed lock down throughout the country. The deadliest disease caused significant havoc in America. So, the government is compelled to shut down all the public gatherings and other activities. 

As a generation, we have not experienced this situation until now. But this situation has taught many things. Hence, we can see many changes in the coming days. So, let us look at how things will change after reopening in America in the project work space.

  • Remote Work management

The project work will think about continuing on remote work. There are several situations where remote work is not possible. But the actions of some of the employees can be made from home. Many tasks like developing, coding, testing, and many works can be done from remote places. 

Many companies are thinking of making a specific mandatory day of work from home. And it seems the world will move towards more work from home in the future than working in workplaces. 

  • Team Collaboration management

The success or failure of any project mainly depends on how effective its project management. An efficient project manager knows how to collaborate and work as a team. Post pandemic companies will try to increase the collaboration level while working remotely. 

Effective teamwork can able to achieve any of the difficult tasks. The manager must train and motivate the teammates to work as a team for successful collaboration. When the employees start to work as a team rather than giving importance to individual brilliance, the things will change.

Much importance to effective project management

Covid-19 has taught us many lessons. And one of the major ones is to be prepared for any contingency. Effective project management will give importance to risk management. The companies who already taken proper measures are working rather smoothly even in this crisis. 

After the reopening, project work will start to prepare to be ready for any of the future crises. They will begin assessing the problem they might get in the future crises and will work on how to counter them. The plans such as not depending on one source or one location and many more will come into play. It will help to get the inputs if one source fails. 

Investing in the technical infrastructure

You may notice the companies that are equipped well in technical infrastructure are doing well even now. They contain the work remotely without significant problems. Project management will have to think more about providing essential tools for the employees.

Now we are seeing a huge demand for many industrial products that connect the people virtually. The corporates will work towards this by proving each or at least some employees all the infrastructures to communicate from remote places. Procuring laptops, providing a reliable internet source are some examples of this.

Certainly, Covid -19 has changed many things. Now it all depends on companies to work on its project management to overcome these kinds of issues in the future. 

Featured Photo by Matthew Henry from Burst Photo by Mitul Shah from Burst

Project management practices used by health care workers in America during COVID-19

Project is not just one sentence but it is a complete set of managed processes like for example when we say that there is a need to redesign the emergency rooms of a hospital or to improve patient care. All approaches of project management are standing on the four-stage foundation in any organization including hospitals in America and these stages are

To initiate: This step involves the definition of the scope of the project including its budget, risk, and results.

To plan: This involves the planning of each step of a project like setting deadlines, estimating the cost, and assigning roles.

To execute: Start working on the steps of the project as planned then monitoring the task on a regular basis.

To close: The Proper conclusion of the project by initiating the summary of the accomplishment of targets in the projects and lessons learned.

Project management in the health care system is quite different because there are some complexities and risk which are totally different. How these are different is because of the reasons like a high stake, the constant increase in cost, heavy regulations, constant change in the industry, risk of litigation, and diverse stakeholders.

Best Practices by Healthcare Project Management

It is a clear fact that to improve the wellbeing of patients in the health organization, project management is a very critical element. Following the best project management practices are implemented in healthcare settings across America.

  • Communicate with the organization

Communication is one of the most important factors that affect the management of any project that’s why it is important to device a system in which communication is open by getting the feedback on regular based from all departments across the organization, as this will encourage participation. This is the reason to make team members confident and valued by hearing them what they have to say about the potential problems.

  • Process streamlining:

Once the project management process is defined then it has to be implemented and executed. Make full use of the tool that makes the planning and tracking easy. Some health settings also use project management tools that help in the automation of many tasks.

  • The expectation of unexpected:

At the time of unexpected events re-plan the project parts and update it. Either it is some natural disaster, any new American federal regulation, or need of any upgrade in the design of hospital building.

  • Documentation for future use:

This practice is very essential to get information about similar things if they happen in the future. Document all the hurdles, solutions, lessons, and unexpected events like the do and don’ts in general. This provides guidance in the process of management and gives a chance to flourish.

  • Regulations and governance:

This is a practice that is used to develop the sense of any new or future requirement that might be demanded by the healthcare industry by changes that happen in regulations and governance.

The reason that health care workers in America are investing in project management practices is because of the high stakes in the health care industry in which patients’ lives are directly affected. With the use of the right management approach and tool, health workers can save the lives of patients and provide better well being and services. This also helps in improving the daily processes and outcomes of health care workers in the industry.

Featured Photo by Shopify Partners from Burst

How did project management change during COVID-19

The outbreak of Covid-19 has changed everything. It is an unknown enemy for humans. Because of this, almost all countries have taken a significant hit. The economy receives colossal damage. But the impact is not only for the economy, but it affected each and everything of our routine. 

So, there is no need to tell it has even affected the business and our day-to-day jobs. Governments impose lockdown in many countries to reduce the risk of more casualties. It compels everyone to work from home. It is an enormous challenge for many organizations. Project management practices now have to be modified to work efficiently and complete the project on time. So, as per the situation, we need to change and adapt to the conditions. 

Project management practices changes with Covid-19 Pandemic

The pandemic has changed the way everyone works. Most of the businesses are facing the heat, but very few companies like technology-based businesses will see huge demand. The below aspects have changed in Project management practices. 

– Virtual Meetings

The spread of this disease will happen through traveling. So, meeting even your colleagues raises the risk. As a result, now, project management practices should change. The physical meetings have turned to virtual. Businesses are now increasing their technical capabilities to meet the need of the hour. 

– Project Communication

Communication is a basic need in all areas. No matter what, it is crucial in all fields. Now, as a project manager, you must communicate effectively by using mediums like Skype, Zoom, Microsoft Teams, etc. It is not an easy task to bring all together since many challenges your teammates face. But in the emergency project manager has to work with this.

– Impact on project

Effective project management practices should evaluate the impact they are going to face with this disease. Many projects are anticipating the reduction in the budget. Hence many businesses are looking at how to reduce the project cost. As a result, some portion of cuts is going to happen in salaries for people. It is terrible news, but this is all about surviving now. 

– Evaluation of each project by itself

In crisis times, it is sure you have to sacrifice something. There is no doubt some of the projects will be canceled. So, it is crucial to evaluate each project and make the adjustment to save the project. Making compromise with certain things are better than losing the client. 

– Effective collaboration

The lockdown is everywhere, and it is without certainty. So, collaboration is the need of the hour. Many projects are from now on going to switch for remote work for full time. Because of this right remote working tools and communication tools are getting importance. The new culture should be followed that promotes transparency, collaboration, sharing, and teamwork over individual brilliance. 

These are the changes we see in project management practices in the Covid-19 situation. And this will change the way people work for sure. We need to adapt to the changes, and it is one of the main things in any of the projects.

Rating: 4 out of 5.