IT project management -- dealing with the users<\/p>\n
Andi Wibisono, Contributor, Jakarta, andi.wibisono@csindonesia.co.id<\/p>\n
Companies and organizations invest significant amounts of money
\nand time acquiring and implementing the latest technologies to
\ngain a competitive advantage.<\/p>\n
Nowadays, IT investments are made on the basis of business
\nconsiderations. Hence, IT projects have become less technology-
\ncentric and more business-focused. An IT project team typically
\ncomprises people from different disciplines and backgrounds, each
\nchosen to execute a specific task throughout the project life-
\ncycle.<\/p>\n
While the task of delivering IT projects on time and on budget
\nseems daunting, it is not impossible. Just like any other
\nassignment or job, one key to ensuring successful project
\nexecution lies in the preparation.<\/p>\n
It is important to focus the project preparation on all
\naspects of the tasks that lie ahead -- not only software and
\nhardware -- but also on the people involved. The first task in
\nmanaging a project is to assemble a team that can work together,
\nand is committed to the success of the project.<\/p>\n
Therefore, to help anyone involved in an IT project, here are
\nsome practical insights that you might consider at the beginning:
\n"I'm too busy at the moment: Why don't you proceed first and tell
\nme if the product will suit us or not?"<\/p>\n
Users are the ultimate owner of the implemented system. Their
\ndaily lives will be affected because of the new system. When
\nusers do not get involved in the project as early as system
\nselection, no one can guarantee if the system will even be used.<\/p>\n
Insist your key users spend time during system selection. Ask
\nthem what they want to see and, more importantly, what do they
\nreally need.
\n"I think I can help the project, but if I'm busy you can try
\nsomeone else from my department."<\/p>\n
An IT project requires significant commitment and effort. One
\nof the most difficult parts in project management is assembling a
\nteam where everyone is fully committed to the project, especially
\nwhen you source your team internally. Involvement in an IT
\nproject is extra work.<\/p>\n
Identify your resource requirement early, so every individual
\nwill have time to plan on how to take his or her responsibilities
\nand yet committed to the project.<\/p>\n
No matter how much you need a person to help you with the
\nproject, if he cannot commit, it is dangerous to rely on him:
\nLook for alternatives.
\n"I think I know all the people who will be involved in the
\nproject, but I know I'll find out for sure after the project
\nkicks off."<\/p>\n
If you are a project manager, knowing your team members is
\ncritical, especially when the team comprises different people
\nfrom different departments who have never worked together before.<\/p>\n
A good way to get to know each other is by having a casual
\nmeeting, maybe over a cup of coffee. Once everyone knows each
\nother, follow up with short regular meetings to talk about lines
\nof communication, how everyone wants to be managed; learn each
\nother's skills so you will know whom to turn to when trouble
\narises.<\/p>\n
In essence, these meetings will synchronize the project team.
\n"His rank is higher than mine; I can't ask him to do anything."<\/p>\n
In a project team, everyone must realize that organizational
\nrank does not mean anything. A person is chosen to be involved
\nbecause of their skills and expertise. Involve your project
\nsponsor and management in assigning project roles and
\nresponsibilities.<\/p>\n
If you come across this type of problem, invite someone senior
\nwithin the organization who understands the situation, and ask
\nhim to communicate the importance of working together and
\nforgetting for a moment about rank.<\/p>\n
In the end, do not feel that you are alone in this; many
\norganizations have encountered similar problems. Ask for
\nreferences from your vendor, talk to their project team and learn
\nfrom their experiences.<\/p>\n
The writer is a managing consultant in the information systems
\nservices division at PT Consulting Services Indonesia.<\/p>",
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