Say you’ve outgrown the limitations of using Excel spreadsheets to manage your projects, and you may have determined that PPM software is required. So, the next stage is to persuade Senior Management that a PPM solution is needed.
In this article, we will present five benefits of using a PPM Solution which you can utilise when presenting a business case to your senior management team to invest in software like Execview.
1. Keep all your project data in one place.
You’ll need to organise project data. Only by using a single tool can you ensure complete visibility over your project portfolio. It eliminates the need for project managers to pursue colleagues for information. If stakeholders wish to see how their company’s portfolio is going, they can quickly walk in and see the project’s data in a visual setting as it has all been gathered into one location. PM’s can quickly get the information they need without having to go into the weeds of project details or wait for a progress report from a project manager because it’s already stored in the PPM application.
2. Make your business operations digital.
In a complex business process context, having an Excel spreadsheet and passing it back and forth isn’t enough. Information will certainly slip through the cracks. It will quickly become obsolete. Reporting will be slowed as a result. You’ll need a digitised solution that you can log in to so you can verify status information quickly if necessary. The beauty of digitalization is that you can submit a project proposal, track the lifecycle, and watch it come to life — all without having to deal with time-consuming, manual processes.
3. Take advantage of the built-in workflow
Invest in business procedures with built-in automated workflows to avoid delaying a project’s lifecycle. If your operations are built around a workflow, project managers won’t have to track down co-workers for budget approvals. Instead, they may be readily and swiftly alerted. An e-mail notice can be sent to the person who is accountable as soon as approval is submitted.
As an example, assume you work for a huge corporation, and you have an idea for a project that will help your company save money, such as a global cost-cutting initiative. If you can digitise your processes, your organisation’s staff can submit an idea like that – save documentation as it progresses on the PPM platform – avoid bothering colleagues for updates because it’s all being gathered and tracked within the PPM solution. So, when it’s time for senior management to decide, they can do so quickly and confidently. It leads to more informed decisions.
4. Quicker reporting saves money.
If you have a PPM tool set up, rather than arduously assembling reports and putting them inside Excel spreadsheets, you will notice the time you save with a PPM software solution that can create those reports automatically. By introducing a PPM solution you save time on reporting, reducing report generations down from weeks to minutes.
There are also side effects to consider. You’re wasting time if you must manually prepare reports in Excel. You can end up spending hours every week on reporting.
If you have a project management tool in place that captures project data and generates automatic reports, and where colleagues can log in and see it right away, that’s multiple hours a week that each project manager can devote to higher-value work, not to mention the money saved by implementing an effective PPM platform.
5. Make more time for value-added project work.
One of the most significant advantages of a PPM solution once it has matured – which may happen in a matter of weeks – is the ability to repurpose your project team. Your project managers’ and their teams’ responsibilities can evolve beyond data entry to more valuable data assurance and project management. This is something that cannot be overstated. On-time delivery will improve dramatically if PM’s can instead spend their time managing project portfolios and managing stakeholders. Cost overruns and project burdens are reduced as they can devote more time to project management rather than simple data entry.
How can a PPM solution help you save time?
Risks and challenges are always going to be important attributes for a project manager if you think about what normally goes wrong with projects. There will be a positive effect on the project’s success if PM’s have the time to detect concerns, handle them, and limit risks. You’re also lowering project expenses by eliminating delays.
Take – for example – resource management. Resources are limited in every organisation. Everyone is always challenged to accomplish more with the same or fewer resources. The ideal use of resources will be if you have time to be more efficient with those resources and free them up for those higher-end sections of the business or service where they can genuinely increase the project portfolios’ performance.
Many organisations waste time preparing reports that are out of date the moment they are published. If you drastically reduce that time, your project teams will be able to focus on managing projects rather than trying to put together reports.