I haven’t launched my own car into orbit (with a dummy at the wheel listening to David Bowie), nor have I mooted space dragons with lasers as a combat strategy … oh … and I haven’t called my child “X Æ A-12” … although PMaaSPMOPlatform would be a great name! But, I was recently inspired by Elon Musk.
Back in January though, the US Department of Government Efficiency (D.O.G.E.) caught my attention.
D.O.G.E. was an initiative established to modernise US government technology and software and maximise efficiency and productivity. Musk played a key role, focusing on reducing waste and streamlining operations. While it has faced criticism of “over-reach” and having an over aggressive approach, it has had a positive impact in places –cancelling non-essential contracts, eliminating unused software licenses, and scrutinising government spending to identify inefficiencies.
At a time when IT Projects are under increasing pressure to deliver maximum return on investment – identifying inefficiencies might not be a bad thing.
So, while the jury is out on the space dragons … an IT Project Management version of the Department of Government Efficiency seems like a good idea.
Actually, it’s sort of how we start most client engagements. Stoneseed’s team of multi-industry, multi-sector experienced PMO experts help you enhance an existing PMO via our Consultancy Services, identifying your PMO needs (with reviews, assessments, workshops, due diligence questionnaires and gap analysis) to build a 100-day implementation plan.
So maybe it was Stoneseed that inspired Elon!
When I shared the idea of a project management version of D.O.G.E. in a P.M.O. WhatsApp group I’m a member of, we came up with …
P.R.O.S. (PROJECT RESOURCE OPTIMISATION STRATEGY)
OK, this is a bit of fun but, honestly, whose projects couldn’t use a little more efficiency?
AND … It didn’t take us long to list seven areas we’d focus on if P.R.O.S. were a thing:
1 – Automate Repetitive Tasks to Save Time and Boost Efficiency
From reporting to task assignment to tracking milestones, in IT project management there are plenty of repetitive tasks that take up loads of our time, which automation tools can handle efficiently.
Tools like Jira and Asana (*) can automatically assign tasks based on certain criteria, like project milestones or employee skill sets, tools like Trello and Monday.com (*) easily generate automated visual status updates, progress reports and real-time performance tracking data at a glance. Meanwhile, software like Harvest or Toggl (*) can automatically track time spent on various tasks to analyse productivity levels and forecast timelines.
Smarter automation can free up valuable time to focus on higher-priority tasks.
2 – Centralise Communication So Everyone’s on the Same Page
Effective comms are vital for IT Project success, but how often is bad comms cited as a key reason for failure?! Especially now more teams work remotely, disjointed communication can lead to misalignment, misunderstandings, project delays and ultimately project fail!
A centralised communication platform helps ensure that all team members and stakeholders are on the same page. Team P.R.O.S. talked about tools like Slack, Microsoft Teams, and even Zoom for better communication, and Confluence or SharePoint for document storage and collaborative workspaces.
Benefits of centralised communication platform:
i) Quicker Access to Information: Team members can instantly find the information needed without having to plough through emails or multiple platforms.
ii) Reduce Communication Overload: A single platform eliminates the need for countless back-and-forth emails. Instead, everything (task updates, file sharing, questions, and progress reports) is done in one place.
iii) Better Collaboration: Teams can collaborate more effectively in shared workspaces, reducing bottlenecks (by waiting for email replies or misplaced files).
3 – Better Dashboards for Simplified Reporting and Visual Tracking
Project managers are expected to juggle multiple tasks, deadlines, and resources. Keeping track of everything manually or through traditional spreadsheets can quickly become overwhelming. With dashboards, project managers can make informed decisions quickly and ensure that no task or resource is overlooked.
Dashboards simplify reporting, giving you a real-time, visual overview of your project’s status. With tools like Power BI, Tableau, or Trello you can track milestones, team progress, resource allocation, and budget usage in an easy-to-digest format.
Why use dashboards?
i) Instant Access to Key Metrics: Whether monitoring project progress, budget status, or team performance, dashboards give you at-a-glance information.
ii) Real-Time Updates: Unlike static reports, dashboards update in real-time, ensuring the most current data available for better decisions.
iii) Visual Clarity: By using graphs, charts, and colour-coded indicators, dashboards provide a clear picture of how the project is progressing, highlighting areas requiring attention.
4 – Eliminate Scope Creep with Defined Milestones and Change Control
Scope creep remains a major efficiency challenge for IT projects with new requirements added during the project lifecycle, distorting original goals and timelines. It’s still a leading cause of frustration and burnout!
How P.R.O.S. would eliminate scope creep:
i) Implement a Change Request Process: Any new changes to the scope should be formally requested and reviewed by stakeholders before being added to the project. This ensures that only essential changes are made, reducing the risk of project overload.
ii) Regular Milestone Reviews: Schedule regular meetings to assess progress and ensure that the project is staying on track, both in terms of scope and timelines.
5 – Delegate Tasks and Empower Teams to Take Ownership
Delegation is one of the most important strings to an IT project manager’s bow. As projects grow in complexity, trying to do everything yourself can lead to burnout and inefficiency. Empowering your team to take ownership of their tasks will increase their sense of responsibility and help drive the project forward.
Thoughts on delegating effectively:
i) Distribute Responsibilities Based on Strengths: Be more conscious and deliberate abut delegating tasks based on individual team members’ skills and strengths.
ii) Trust Your Team: Trust that team members can manage responsibilities without micromanagement. Allowing them the autonomy to make decisions creates a sense of ownership and can boost morale.
iii) Use Task Management Tools: Tools like Jira and Asana (*) can help assign tasks, track progress, and ensure that deadlines are met, keeping everyone accountable without overloading you with constant follow-ups.
6 – Eliminate Redundant Meetings to Save Time
Meetings are an essential part of project management, but they can quickly become a time drain if not managed properly. Many IT projects suffer from too many meetings that interrupt work, leaving team members with less time to focus on actual tasks.
P.R.O.S. guide to eliminate redundant meetings:
i) Assess the Necessity of Each Meeting: Only schedule meetings when a decision needs to be made or information needs to be shared. Otherwise, use asynchronous updates like project management tools like Teams, Trello, Monday.com (*), etc … or email updates.
ii) Time Box Meetings: Keep meetings focused and short with clear agendas. Limit the time spent discussing each item. This will ensure that meetings don’t drag on unnecessarily.
iii) Stand-Up Meetings: If you do need a meeting, consider holding daily or weekly stand-up meetings to quickly review progress and next steps, ensuring that everyone stays aligned without wasting loads of time.
7 – Resource Projects Efficiently and Effectively With PMaaS
Recruitment expenses, excess bench time, and (still!!!) IR35 were flagged as resourcing efficiency drains. Project Management as a Service (PMaaS), Stoneseed’s flexible, cost-effective way to source IT project management expertise, eliminates the overheads associated with permanent hires or contractors.
Stoneseed’s on-demand approach gives you access to experienced Project Managers, Business Analysts and PMO specialists, when and where you need them, onsite or remote – at a predictable and scalable cost.
PMaaS helps you manage costs effectively by eliminating hiring risks – our pay-as-you-use model means you only pay for the resources you consume – no full-time salary commitments, no fixed contracts. You can scale up or down based on your project needs, ensuring you never overspend on underutilised resources.
How PMaaS keeps your IT project budget under control:
i) No recruitment fees – Avoid costly hiring processes
ii) No employer NI or pension contributions – All included
iii) No bench-time costs – Only pay for the days worked
iv) No IR35 headaches – Fully compliant and risk-free
With PMaaS, you get access to the right skills at the right time—without unnecessary financial burden.
P.R.O.S.perity
This was a bit of fun, but you can see how, with just a little thought, a bunch of us were able to identify areas for improvement within our PMOs and project portfolios!
Remember, with efficiency in mind, although we’ve talked about lots of tools and apps (*) you don’t have to invest in new software – Microsoft 365’s Project Management tools and apps, used right, can be transformational when seeking more efficient ways to work!
Your IT project management approach can operate like a well-oiled machine, cutting down on inefficiencies, boosting productivity, and creating a smoother project experience for all – what area would you focus on if you were part of P.R.O.S?
Now … onto the laser space dragons!!!