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