Project Management Office

Build a Team and Get More Work Done!

Posted on November 12, 2019December 7, 2019 by Jigs Gaton

Build a Team, and Get More Work Done!

We know that teamwork is important, whatever the project. We've learned to work with others, communicate better and in general, work collectively. But does your software help you facilitate team-building? Well, Project Plan 365 does just that, right out of the box.

Watch the video and/or read on to find out how to build a team in just a few minutes, no matter where you are within Project Plan 365.

This short tutorial will help you gather your team within the app, and then lets you use what you do know about team work to the best of your team's abilities. In other words, we have added a bit of team-building automation in our latest update...

Gathering the Troops...

First off, all you need to build a team within Project Plan 365, are the email addresses that your team members use. Easy! Here's an example:

If you want to follow along and you are brand new to Project Plan 365, then go here to download a 30-day Free Trial. Here’s how the 7North.Asia team did just that:

1) The Lead PM downloads and installs the Free 30-day Trial for whatever platform the PM is using (in this case, Apple’s MacOS).

2) Now the Lead PM opens the app and then signs up using the new integrated Sign In screen, choosing any of the credential options offered. Apple, Google, Microsoft and LinkedIn accounts can be used – whatever is the most convenient!

3) Once signed in, the Lead PM is prompted to create a new team, as well as identify the business. At this point, one could cancel (X) the team-building workflow and get right to work on the project plan; however, since the Lead PM of 7North.Asia already has a team assembled in the wings, this is the perfect time to get everyone on board.

Note: we do not sell your personal information – or any other information – to third parties; everything entered on our system is considered confidential and kept that way!

Adding Team Members to your Workspace...

4) To identify your team within Project Plan 365, you simply create a list of human resources that can be called upon when needed – just follow the prompts on the “Add Individual Team Member pop-up.”

Here you assign a Project Plan 365 “role” to each team member. In this case, the co-PM for this project is assigned the role of Editor, meaning this PM has more functionality within the app, and more often than not, becomes a paid subscriber when the 30-day Trail expires.

When the role of “Read Only” is assigned, that just means that the team member is not expected to make editorial changes to the plan, and will become a free subscriber when the 30-day Trial expires.

Repeat this step for each team member you wish to initially add...

Note: Roles can be changed at any time using the updated Project Plan 365 Management Portal (see below), and there you can also Add and Delete team members as well.

As new team members are added, they are notified (by email) that they are now part of this team, and each is provided instructions on how to proceed.

5) At this point, the project team is defined, and the Lead PM is sitting in front of a blank project. We recommended immediately saving this blank project to the included My Projects - Drive 365 (a cloud-based drive used for teamwork).

6) With the team project plan saved to Drive 365, the Lead PM can now easily assign team members to tasks (as the plan is being developed) using the Resource Names dropdown list:

Note to Microsoft Project / Project Plan users: existing project plans (with resources defined) that are saved on Drive 365 will enable you to add these resources to the global resource list, and all your projects will then display any added global resources in any resource-related drop-down list.

7) Once your project plan is drafted and ready to be shared with others, you can easily share the plan with your project team by going to TEAM on the ribbon, and then selecting Share:

That's it, your done! But read on for more even more team-building help...

A Note on One-Click Upgrades...

With the Project Plan 365 October 2019 Update, it is now possible to upgrade your subscription plan, on the fly, and just when you need an upgrade feature - such as Real Time Collaboration, Portfolio Dashboards and more. In the following example, our Lead PM @ 7North.Asia has decided to collaborate (in real-time) with other members of the project team, and needs to upgrade to the Business Plan to set that up:

The 30-day Free Trial is automatically upgraded to the Business Plan, so you can check out all the features of Project Plan 365 during your first month.

Note: you will find several more advanced features such as this within the app, and you don't need to upgrade until you do 🙂

In Case You Need More Team...

The new portal can be accessed from within the app (see upper right corner) or on the web; just point your browser here to sign in!

Now that the 7North.Asia team is up and running and working on project plans, let’s take a look at a new portal that will help the Lead PM manage the system as project work continues...

To manage subscriptions and to change the administrative password, use the My Account panel:

To manage team members (add, subtract or change roles), use the Team Members panel:

Likewise, to manage projects created by you and your team, flip to the Projects panel to download, delete or otherwise view any project in your portfolio – without ever leaving your browser:

In Union there is Strength....

The Ancient Greek philosopher and storyteller Aesop once said, "In union there is strength" and thousands of years later, we know he was right. That's why the latest version of Project Plan 365 endeavors to strengthen your team-building abilities as best it can. So why not try it out?

What’s New in the October 2019 Update

Posted on October 22, 2019November 14, 2019 by Jigs Gaton

What's New in the October 2019 Update...

Hello World!

In 1978, programmer Brian Kernighan coined the now famous digital characters ‘Hello, World’ in his landmark book on how to better code software. Since then, developers have learned to incessantly look for better ways to write code, and to provide better software - version after version – improving over time.

The Project Plan 365 October 2019 Update represents just such an iteration, a “Hello World” moment, so to speak. We’ve packed our free & paid viewer, free trial editor & paid editor, and everything else in between into this update - redefining the user workflow, making it easier to upgrade to new features, providing improved management tools – all to help customers get from the free 30-day trial to a fully-resourced & working project plan as soon as possible. This is great news for any budding PMO, regardless of team size.

Now it’s easier to setup a project team and to all begin planning together, all on the same sheet, no matter what device or platform everyone is using. In addition, new team members can be added on the fly, allowing a project manager to increase team resources without any fuss; resource management is essentially built in - from day one! The following walk-through follows a newly created team from the 7North Corporation, who has just opened up a project office in Nepal, and is wanting to have the team begin work on a new project using Project Plan 365…

Streamlined Free Trial Flow

It is now easier than ever to go from the 30-day Free Trial to a fully working project plan, in a matter of minutes. Here’s how the 7North.Asia team did just that:

1) The Lead PM downloads and installs the Free 30-day Trial for whatever platform the PM is using (in this case, Apple’s MacOS).

Note: we do not sell your personal information – or any other information – to third parties; everything entered on our system is considered confidential and kept that way!

Easier Team Building, from the Get Go

During the sign-up process is a great time to build your project team – all you need are the email addresses of your team members.

Repeat this step for each team member you wish to initially add...

Note: Roles can be changed at any time using the updated Project Plan 365 Management Portal (see below), and there you can also Add and Delete team members as well.

As new team members are added, they are notified (by email) that they are now part of this team, and each is provided instructions on how to proceed.

6) With the team project plan saved to Drive 365, the Lead PM can now easily assign team members to tasks (as the plan is being developed) using the Resource Names dropdown list:

7) Once your project plan is drafted and ready to be shared with others, you can easily share the plan with your project team by going to TEAM on the ribbon, and then selecting Share:

One-click Upgrades, in-app!

The 30-day Free Trial is automatically upgraded to the Business Plan, so you can check out all the features of Project Plan 365 during your first month.

All New Management Portal

The new portal can be accessed from within the app (see upper right corner) or on the web; just point your browser here to sign in!

Now that the 7North.Asia team is up and running and working on project plans, let’s take a look at a new portal that will help the Lead PM manage the system as project work continues...

To manage subscriptions and to change the administrative password, use the My Account panel:

To manage team members (add, subtract or change roles), use the Team Members panel:

Likewise, to manage projects created by you and your team, flip to the Projects panel to download, delete or otherwise view any project in your portfolio – without ever leaving your browser:

Need Assistance with Anything? Ask Erix!

Also included in the Project Plan 365 October 2019 Update, is a first for PM applications – a built-in AI Project Management Assistant that answers basic project planning questions. Erix is currently being trained to answer any question you may have, in regards to our app, or project management in general. Just open up a chat box to say “hello” (or anything else). For more info on Erix, see this page.

Hello World Forever…

Ever since Brian Kernighan published his seminal work “The C Programming Language,” generations of developers have strived to refine their software iteratively, release after release. The Project Plan 365 October 2019 Update follows this tradition, and introduces a streamlined workflow for teams of planners, analysts, stakeholders, etc. – allowing all of them to collaborate on and share plan data, from day-zero to the final conclusion of the project, all with a minimum of expense and fidgeting from the team. We hope you find this update useful, and as we are user-driven in our updates, feel free to let us know what you like or want to see changed in the future. We are here for you – 24x7!

The PMO, Reimagined

Posted on July 29, 2019July 29, 2019 by Jigs Gaton

The PMO, Reimagined

Historically speaking…

The Project Management Office, or as known in the biz as a PMO, has been evolving within large and medium-size organizations for centuries. However, as with everything else corporate, new technologies are changing the face and features of the typical PMO found within. PMOs are now popping up within small companies, and on an ad-hoc or one-off basis, with small projects being managed by one or two managers in the same fashion as projects tasking hundreds. But before examining this latest trend in the world of project management, let’s take a look at where and why they came to being…

The very first record of a PMO dates back to the 1800s, when the British Parliament established a management group to provide governance over the agricultural industry, with a focus on improving productivity, refining taxation policies and increasing exports. This PMO, like all future ones, cross-cut through multiple departments and management teams, and reported directly to the top. Fast forward to the early 1900s in America, where we find the US Government using the PMO concept to control costs and improve transparency within civil engineering endeavors.

By the 1950s, government administrations had established PMOs within NASA, the Coastguard and the National Science Foundation. Most other gov’t agencies began to follow suit, with American corporations mimicking this model as well. Within these 20th century corporations, PMOs were formed to specifically benefit the org by:

Early PMO Benefits

Established closer relationships with clients and other stakeholders.
Enhanced the org’s ability to deliver projects on time, within budget

Standardized governance processes and facilitating the sharing of resources, methodologies, tools and techniques
Established best-practices, and increasing the capture and sharing of institutional knowledge.

PMO design and structure developed concurrently with the model of project management we find in use today – the “Iron Triangle” of time, cost and quality. As the practitioner community developing this model of project management grew, so did the literature on (and practice of) PMOs expand. For example, by the third edition of the PMBOK Guide (the PM bible compiled by the Project Management Institute), the establishment of a PMO for any project, regardless of size or duration, is recommended by the institute and detailed as a best practice for all organizations doing project work.

The Modern PMO…

With that backdrop, we can better understand the wide variety of PMO structures that provide different services within so many organizations. Sometimes called a Centre of Excellence, Performance Office, or Portfolio or Programme Management Office, the PMO usually consists of lead project managers overseeing the org’s work effort and monitoring output in terms of time, cost and quality. Today’s PMOs work hand in hand with HR, Finance, QA and C-Level departments to provide them with the estimation, monitoring and reporting that they all need. In addition, PMOs support the personnel doing the work (for example, construction, engineering, manufacturing and production professionals). PMOs act as a hub for standards and guidelines, as well as data-driven best-practices and software tools.

However, the modern PMO is not without problems, despite the benefits described above. In most cases of today’s PMOs, they have become part of the political landscape of the organization, and in some cases, a commodity (to be touted or blamed for project performance). Often, a PMO may become just another silo within an organization, hindering its ability to complete a charter of understanding the complex relationships between strategies, projects and organizational structures. (See The Project Management Office: it’s just not what it used to be, International Journal of Managing Projects in Business 9(2):282-308 · April 2016.)

In addition, running a PMO can be expensive and when itemized as overhead, subject to budget cuts and other revenue anomalies. As a political body, a PMO is also subject to C-Level criticism when projects go awry, or do not perform as predicted (deservedly or not).

Partially to blame for PMO woes, is the fact that the very best practices for running a PMO originate from a very loud echo chamber of business books, blogs and professional organizations – all mimicking each other, and producing practices that may not be based in science (where a list of functions is selected by successful traits). In other words, PMOs are often established and run based on dubious and unscientifically collected data. So, its no wonder that some small, light-weight and nimble companies often opt to forgo the formation of a PMO altogether – often to their own detriment.

The PMO, Reimagined for the 21st Century

By 2015, it was estimated that more than 75 percent of all small businesses (<$100 million in revenue) had established a PMO, while 95 percent of large businesses (>$1 billion) lead the way. So there is no doubt that the benefits of having a PMO within your small business would include:

Modern PMO Benefits

Increases your bottom line
Improves customer satisfaction
Enhances stakeholder participation

Helps you better understand portfolio performance
Standardizes what works and rules out what doesn’t

Some ask, “Is a major hiring initiative, a large budget and tons of software really needed to realize these benefits?” One member of the Microsoft Project User Group (MPUG.org) thinks not, and PM Gaton expresses his views on a PMO-in-a-Box design here. Basically, his idea is to smartly use software to automate more of the functionality of a PMO, without all the people and expense of hosting a traditional 20th century one.

The idea of providing a low-cost and tools-based PMO environment, where anyone with task-leading abilities could slot into a virtual PMO is not new however, and today, many leading software developers are trying (and failing) in this regard. Examples of new-age virtual PMO environments pop up on the web almost daily, and include the likes of Basecamp, Monday, Trello, Smartsheets, Wrike and a host of others – all attempting to mimic the PMO environment of yesteryear, yet each adding 21st century innovations. These innovations include social networking and cloud computing.

Taking What Works and Making it Better, Cheaper and more Inclusive

Arguably, the most successful project management software of all time is Microsoft Project, which started out as a DOS character-based system back in 1984. Now, after more than a dozen iterations, Microsoft supplies a very elaborate “PMO-in-a-Box” design, known as Project Server / Project Online. The base tool (Project) allows anyone to develop project schedules, assign resources to tasks, track progress, manage budgets, and analyze workloads in many ways traditionally performed by highly specialized PMO personnel.

In addition, Project Server (in conjunction with SharePoint Server and other requirements), creates a platform that many large-scale PMO deployments use to manage portfolio and project data in a distributed and customizable way. However, because of an astronomically high price-tag and burdensome IT-staff requirements, smaller businesses with limited capital are left in the cold, fending off project dilemmas on their own.

Enter Project Plan 365…

Project Plan 365 Business & Enterprise solutions take what’s best from a MS Project Server-based PMO experience, and delivers a like experience more affordable and better suited for very small- to medium-sized business. In addition, Project Plan 365 apps allow Apple users to contribute to the PMO, just like their Microsoft-based brothers and sisters – a support feature that Microsoft dropped way back in 1991.

This allows the small biz owner to achieve PMO goals just as the titans of industry do today, all using a standardized format for their project data. Project Plan 365 users can communicate directly with Microsoft Project users via a single project management “language” and protocol. Considering that over the decades, that wealth of project data worldwide has grown into the petabytes, this common data format has profound implications for big-data mining and other AI possibilities – making the PMO of the 2020s one of the leading influencers in all future business to come.

For more information on starting your own small-business PMO, see www.projectplan365.com.