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.