Implementing and Automating Organizational Project Management
A firm serving government entities and institutional investors ran its project activity manually and missed penalty-bearing deadlines. We documented the process, automated it, and built the dashboards management lacked.
The challenge
The client processed project activities and tasks manually with minimal tools for communication and task distribution. The team had no clear, documented project management procedure, which left it attending to immediate and urgent tasks daily. The lack of automation reduced productivity and performance, causing missed major deadlines and penalties on multiple occasions. Three constraints shaped the engagement: no documentation of existing processes, a previous failed automation attempt that had damaged trust, and limited, heavily occupied resources.
Our approach
Exploratory phase: extensive stakeholder interviews assessing existing fund initiation and management processes, defining every step, activity, precedence, and phase, along with roles and responsibilities in the real estate department.
Workflow redesign and visualization: the existing workflow visualized with pain points, bottlenecks, and risks highlighted, then redesigned with stakeholder approval, producing an end-to-end flowchart, a new directory structure, defined input and output documents, and new forms and templates.
Automation and dashboards: multiple work management systems assessed using a parametrized approach in collaboration with the IT department, the selected system configured, existing projects migrated by status, and management dashboards built to surface metrics and KPIs in real time.
Training, testing, and go-live: multiple training sessions for all users plus dedicated top-management sessions, the workflow tested across a full project lifecycle and tuned on feedback, assistance hiring a project manager, and three months of follow-up support after completion.
The results
- Task distribution, progress tracking, and report generation were automated, increasing productivity and team performance and reducing missed deadlines.
- The team gained real-time visibility into project status and assigned tasks.
- New dashboards and reporting enabled management to make informed decisions and take corrective action on real-time project data.
- The project was delivered on time and within budget, with minimal disruption to ongoing operations.
Business Process Architecture
Your core processes mapped end to end, standardized across branches, and documented, so execution stops depending on who happens to be in the room.
Systems & Digital Operations
Independent oversight of enterprise systems programs. We define the requirements, hold the vendor to them, and sequence the work so structure precedes the tool.
Corporate Training
Capability transfer that keeps the new structure standing after the engagement ends.
Start with a conversation, not a proposal.
Tell us what is happening in the business. If we are the wrong firm for it, we will say so and point you somewhere better. If we are the right firm, you will leave the conversation with a clearer read on the problem than you came in with.
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