Project planning is a critical phase in the project management lifecycle, as it lays the groundwork for the successful execution and delivery of projects. These 5 tips for developing a project plan from our CEO John Dean lift the lid on essential components required for success.

John provides an overview on how to implement these strategies in Microsoft Project, a popular project management software used by professionals worldwide, including those at Change Specialists.

1. Define Project Scope and Objectives Clearly

Tip: Begin by establishing a clear understanding of the project’s scope and objectives. This involves detailing the project’s goals, deliverables, constraints, and the criteria for success.

Implementation in Microsoft Project:

• Start by creating a new project. Set up the project information by going to the “Project” tab and clicking on “Project Information.”

• The “Task” section is utilised to break down the project into smaller, manageable tasks.

• Deliverables need to be defined for each task or phase. Use the “Notes” section of each task to ensure clarity on the expected outcomes.

2. Develop a Detailed Work Breakdown Structure (WBS)

Tip: A Work Breakdown Structure (WBS) is essential for decomposing the project into smaller, more manageable components. It helps in organising and defining the total scope of the project.

Implementation in Microsoft Project:

• Utilise the “Task Name” field to create a hierarchy of tasks and subtasks, effectively outlining your WBS.

• Indent and outdent tasks to create a structured, hierarchical view of the project tasks, facilitating easier management and tracking.

3. Assign Resources and Estimate Durations

Tip: Assign the right resources to each task, including team members, equipment, and materials, and estimate the duration of each task accurately to ensure realistic planning.

Implementation in Microsoft Project:

• “Resource Sheet” view can be used to add and define all the resources available for the project, including human resources, equipment, and materials.

• Add these resources to specific tasks using the “Resource Name” field in the task list, adjusting for any resource constraints or availability issues.

• Estimate task durations by entering values in the “Duration” field for each task, considering the resources assigned and their availability.

4. Establish Milestones and Critical Path

Tip: Identify major milestones in your project, such as key deliverables or project phases. Determine the project’s critical path, which is the longest sequence of tasks that dictates the minimum project duration.

Implementation in Microsoft Project:

• Define milestones by setting the duration of key tasks to “0” days, which will automatically designate them as milestones.

• Enter tasks, dependencies, and durations. Select “Gantt Chart” in the “View” tab to select the click on “Critical Path”. This will highlight the tasks that directly impact the project timeline.

5. Regularly Review and Update the Project Plan

Tip: View project plans as living documents. Regular reviews support the capture of changes and progression alongside any issues arising.

Implementation in Microsoft Project:

• Regularly update task statuses, completion percentages, and actual start and finish dates to reflect real-time progress.

• Use the “Tracking Gantt” view to compare planned versus actual progress. This allows you to make informed decisions and adjustments to the project plan as needed.

Change Specialists work with clients from SME’s through to global leaders. We support them to achieve successful outcomes for business change and digital transformation programmes.

Contact us to discuss your pending or current programmes of work.

In the world of project and change management, the composition of your team can make or break a programme. The Importance of skill alignment over availability in Project Teams shouldn’t be underestimated.

Traditionally, there’s been a tendency to default to resource availability when selecting team members.

While this is a pragmatic approach, it is often not the most effective one for achieving project success. Our CEO John Dean delves into why it’s crucial to align the right skills and experience with your project needs, even if it means acquiring new talent or contracting specialists.

The Pitfalls of Availability-Centric Team Formation

Resource Misalignment

When we pick team members based on availability, there’s a high likelihood of skill and experience misalignment. You might have a highly capable team, but if their expertise doesn’t match the project’s unique requirements, then the entire project may falter.

Reduced Efficiency

An improperly skilled team can lead to increased time and resource wastage. Tasks that should be straightforward become overly complicated, requiring more time and effort to complete, thus compromising efficiency.

Diminished Quality

Quality is often the first casualty when a team is not adequately skilled to meet the project’s needs. The end product or solution might fall short of client expectations or may not meet the intended objectives.

Why Skill and Experience Alignment is Vital

Expertise Equals Efficiency

With the right skills in place, team members can execute their tasks more efficiently. They know the best practices, tools, and methodologies to apply, reducing the learning curve and expediting project completion.

Fosters Innovation

A team of experts who align with the project’s needs is more likely to offer innovative solutions. They can identify opportunities for improvements and propose creative solutions, thanks to their specialised knowledge.

Mitigates Risk

Having a team with the necessary skills and experience helps mitigate project risks. They can foresee potential issues and provide solutions before problems escalate, thus ensuring smoother project progression.

Achieving the Right Skill and Experience Alignment

Skill Gap Analysis

Before project kick-off, conduct a thorough skill gap analysis to identify the specific skills and experiences needed for your project. This can serve as your guide in acquiring the right talent.

Leverage Contractors and Specialists

If you don’t have in-house talents who fit the project requirements, don’t hesitate to contract specialists or hire new staff even if it’s just for the project duration. The cost of acquiring skilled personnel is often justified by the high quality and timely delivery of the project.

Gain Stakeholder Buy-In

Securing the necessary budget and resources often requires stakeholder buy-in. Make a compelling business case for why investing in the right talent is crucial for the project’s success.

Conclusion

While resource availability will always be a factor to consider, it shouldn’t be the driving force behind your team selection process.

Prioritising skills and experience over availability can be the differentiator that sets your project up for success. Investing in the right talent might be costly in the short term, but the long-term benefits, including project success, stakeholder satisfaction, and a strengthened brand reputation, are well worth it.

Contact us to discuss the composition of your project team.

In our fast-paced tech world, it’s easy to get swept up in the whirlwind of constant change. It’s important to keep in mind that learning is key to staying ahead of the curve.

Our Practice Director Julian Brown explores the fundamental building blocks for digital transformation, from inclusivity to strategic planning.

Technology is at the forefront of our ever-changing modern world; however, it can be hard to keep track of the changes. We go from one upgrade to another within the blink of an eye, this is daunting, particularly in the midst of the use and growth of AI.

It is essential to remember that everyone has to learn from somewhere or somebody, the success of any transformation is down to the willingness to learn.

Here are some basic factors to consider in order for digital transformation on any platform to succeed

As we move from one new technological advance to another, it’s crucial to be inclusive. People of all ages, countries and wealth status need to be able to understand what those changes are, what they mean to them and how it will benefit their lives.

Some people can feel like an outsiders, left behind while the rest of the world moves on. Those with the knowledge to teach others who feel this way are essential to meet the increasing demands of technological change.

For businesses, understanding the value of certain changes on their part needs to be established; what are the strengths and weaknesses? Who will be benefiting from the change? Why is it so crucial to the core values of the organisation?

People are just as vital as technology.

Long Term Strategy

An agreed long-term strategy is essential, one that embraces upgrades and maintains an up-to-date idea of trends in technology. This is typical of any business or organisation looking to implement change of any kind, whether that’s moving on from one project to another, or accepting that some software and hardware systems may need an update. Collaboration is key to successful change.

By engaging with those with the skills to carry out updates we share our vision. Combining initiative with the capabilities and skills within a team supports progress.

Once these building blocks are in place a strong and prosperous plan for digital transformation is in place. Businesses evolve with the rest of the world. Globalisation shrinks the distance between accessibility and collaboration with others, speeding up year by year, upgrade by upgrade.

Broadening horizons and learning from shared experience means there is no reason to be threatened by inevitable change.

Interested in exchanging a few ideas? Our team of change and technology professionals would love the hear from you. Contact Us – Change Specialists Ltd

John Dean, CEO shares his view of the 5 pillars you need to create lasting change.

In today’s fast-paced business environment, sustainable organisational change is not just a necessity but a key differentiator for success. As the CEO of a change management consultancy, understanding and implementing the five pillars of sustainable organisational change can significantly impact your client’s transformation journeys. These pillars serve as a framework for creating lasting change in an organisation.

Leadership Commitment

The first pillar is leadership commitment. Sustainable change begins at the top. Leaders must not only endorse change initiatives but also actively participate in them. This includes setting a vision, communicating it effectively, and leading by example. When leaders are visibly committed, it encourages a culture of trust and openness, essential for successful change.

Employee Engagement

Employee engagement is the second pillar. Change is often met with resistance, making it crucial to involve employees at all stages. This means not just informing them about what is changing, but also why and how it affects them. Encouraging feedback, addressing concerns, and involving employees in decision-making can foster a sense of ownership and acceptance of the change.

Effective Communication

The third pillar, effective communication, is the lifeblood of any change initiative. Clear, consistent, and transparent communication helps in aligning the organisation’s goals with the change objectives. It’s not just about disseminating information, but also about creating a two-way dialogue where feedback is sought and acted upon.

Integrated Change Management Strategy

An integrated change management strategy is the fourth pillar. This involves aligning the change management process with the organisation’s overall strategy and objectives. It requires a holistic approach, considering all aspects of the organisation – from processes and technology to culture and people. Tailoring strategies to fit the unique needs of each department or team can also lead to more effective implementation.

Continuous Improvement and Adaptability

Finally, the fifth pillar is continuous improvement and adaptability. Sustainable change is not a one-time event but an ongoing process. Organisations need to be agile, constantly learning from experiences and adapting their strategies accordingly. This includes regular reviews of the change process, learning from successes and failures, and making necessary adjustments.

In conclusion, the five pillars of sustainable organisational change provide a robust framework for managing and implementing change in a manner that is lasting and effective. For change management consultancies, these pillars offer a strategic approach to guiding their clients through transformational changes, ensuring that the changes are not only implemented successfully but also sustained in the long run. By adhering to these principles, organisations can navigate the complexities of change and emerge stronger and more adaptable.

Fancy a chat about change? Interested in exchanging a few ideas? Please Contact Us – Change Specialists Ltd

Change Specialists Practice Director, Julian Brown, shares his 5 best practice steps to manage backlog in an Agile environment.

I’ve witnessed a number of Agile transformations within organisations of all shapes and sizes. It’s fair to say that Agile has revolutionised the way that software development is approached, fostering both adaptability and collaboration.

However, in my experience, one of the core challenges often encounter is managing the backlog effectively.  It could become that enormous pile of dirty clothes that need washing and a daunting task in front of us. 

I’d therefore like to share some of the lessons I’ve learned from being on the front line of Agile project management.

The Backlog Is a Living Entity

One of the fundamental principles of Agile is to be adaptable, and this applies to the backlog as well. It’s not a static list of tasks but rather a dynamic entity that evolves over time. It’s crucial to remember that priorities can change, new user stories may emerge, and some items may become less relevant. 

Encourage your teams to regularly review and refine the backlog to ensure it reflects the current state of the project and aligns with strategic objectives.

Collaboration Is Key

Effective backlog management isn’t the sole responsibility of a Product Owner.  Encourage cross-functional collaboration by involving the entire team, including developers, testers, and designers, in backlog refinement sessions. 

Incorporating different perspectives can uncover hidden complexities, identify dependencies, and lead to more accurate estimations. 

Promoting transparency and open communication within your Agile teams will help maintain a well-organised and manageable backlog.

Use Business Value To Prioritise the Workload

In Agile development, delivering value to the business is so important. It’s essential to prioritise backlog items based on their impact on the overall project goals and the value they bring to your company. 

Encouraging your teams to consider factors like customer and colleague feedback, market trends, and business objectives when determining the order they tackle backlog items.

This ensures that the team is consistently focused on delivering the most valuable features and improvements.

Embrace INVEST

To maintain a backlog that’s both actionable and well-defined, consider the INVEST criteria for user stories: Independent, Negotiable, Valuable, Estimable, Small, and Testable. These criteria provide a clear framework for creating user stories that are easy to understand, estimate, and prioritise. 

 By looking at items through an INVEST lens, your teams will be able to streamline their backlog items and the delivery should become more efficient.

Take A Regular Look Back Through the Rear View Mirror

Regularly review your backlog management processes. Conduct retrospectives to identify areas which can be improved or enhanced.  Encourage your teams to reflect on what’s working well and what isn’t, then adjust their practices accordingly. 

I personally like to use a Win, Learn & Change approach so you can identify successes as well.

Agile is not just a methodology; it’s a mindset. Continuously learn, adapt, and improve your backlog management practices to ensure your organisation remains agile and responsive to change.

Fancy a chat about change? Interested in exchanging a few ideas? Please contact me julian.brown@changespecialists.co.uk / Contact Us – Change Specialists Ltd

Every individual has the potential to be an agent of change. Turning resistance into advocacy supports success. But what steps can you follow when facing resistance, and what are the benefits?

Today Julian Brown, our Practice Director, shares his approach to transforming resistance to change into a group of advocates who can champion transformation within organisations! 

It often starts with empathy and active listening.  Taking the time to truly understand the concerns and fears of individuals who are resistant to change.  By walking in their shoes, we can gain valuable insights that pave the way for an effective approach. 

Identify potential change champions, colleagues who have successfully navigated through similar transformations.  These champions become the catalysts who connect on a personal level with those who are resisting the change, sharing their own stories of success.  Their experiences and stories promote and inspire positive change. 

Open and transparent communication is the cornerstone of my approach.  Creating safe spaces where individuals can freely express their concerns without judgement.  Through these conversations understanding and trust are built, which are essential elements of the transformation process.

Tailor change initiatives to accommodate the unique needs and values of a business and its people.  This adaptability ensures that the transformation resonates with everyone, making the journey smoother and more gratifying. 

Empower change advocates, offering workshops and coaching sessions.  These sessions equip the champions with the tools they need to navigate obstacles, gather support, and sustain the momentum of change throughout the organisation. 

Create and communicate a compelling vision for the future, one that sparks excitement and creates enthusiasm among all stakeholders.  Paint a vivid picture of the positive impact that awaits, motivating even the most resistant individuals to embrace the transformation journey.

A network of Change Advocates

Like magic, the resistance begins to wane, and the transformation takes place.  Former sceptics become advocates who start championing the benefits of change.  Their enthusiasm and energy inspires others to join the movement, creating a ripple effect of positive transformation amongst colleagues, turning resistance into advocacy .

Have you encountered any magical transformation stories during your career?  Let’s celebrate those that keep the magic that is change alive!

Get in touch to find out how Change Specialists can support your current or pending change programme.

In a rapidly evolving digital landscape it is a challenge to attract and retain best in class IT resource.

This blog post, will explore the significance of nurturing talent in a competitive job market. We also discuss strategies that busy CIOs and CTOs can employ to overcome this challenge.

As reported in our Labour Market update, the demand for IT professionals with specialist skills is on the rise. A good example is Software Engineering roles, such as Salesforce Developers, which have moved up 140 places for Permanent hires and 67 places for contract hires in the demand ranking over the last six months. This is resulting in a highly competitive job market, and higher basic salaries and pay rates. This scarcity of skilled IT talent poses a considerable hurdle for CIOs and CTOs in attracting and retaining top-tier professionals.

To address this challenge, CIOs and CTOs must adopt a strategic approach to building and maintaining a capable team.

Here are a few thoughts to consider

• Establishing a compelling employer brand is crucial in today’s competitive market.  Highlighting the company’s commitment to innovation, professional development opportunities, work-life balance, and unique projects goes a long way in attracting talented individuals seeking fulfilling careers.
• Involving multiple stakeholders, such as HR, business unit leads, and team members, in the recruitment and hiring process. This can help identify candidates who not only possess technical expertise but also align with the organisation’s culture and values.
• Offering flexible work arrangements, for example remote, hybrid or flexible working, is an attractive proposition for technology professionals seeking an good work-life balance. Embracing these arrangements can broaden the pool of talent and also increase employee satisfaction.
• Providing ongoing opportunities for professional growth is essential for attracting and retaining skilled IT professionals. CIOs and CTOs should invest in coaching and mentoring, training and accreditations to enhance their team’s skills and support them to keep up to date with industry trends.
• Partnering with local universities and colleges can establish a pipeline of talented graduates. Offering internships, apprenticeships, and mentorship programmes can provide valuable hands-on experience to aspiring IT professionals. This partnership also nurtures future talent for the organisation.
• Ensuring competitive compensation packages is crucial for attracting and retaining skilled professionals. Additionally, offering a flexible benefits package that allows staff to select from a range of options that appeal to them can make your offering more attractive.
• Delivering the best possible candidate experience at recruitment stage, interviewing at pace, making timely hiring decisions and always feeding back on the outcome of interviews. Each interaction presents an opportunity to enhance or diminish your employer brand.

Get in touch to hear more insights about the UK Labour Market and IT, and Business Change roles in particular. Additionally Change Specialists can help you attract and retain best in class IT resource and talent that you require on a permanent or contact basis, we would love to hear from you.

01379 871144 / info@changespecialists.co.uk

In this post Change Specialists CEO, John Dean, shares his tips and steps outlining how to Implement SMART project requirements. This approach supports the success of your programme of work.

Here is John’s step by step guide on how to implement SMART project requirements (Specific, Measurable, Achievable, Relevant, and Time-bound).

Step 1: Specific

My first step in creating SMART project requirements is to make them specific. This requires clear definition around what the outcome of the requirement is.

• Identify the requirement: State what will be done. Be as detailed and precise as possible to avoid ambiguity.
• Define success: Specify what success looks like for this requirement. When the requirement is met, what is the result? This helps ensure everyone understands what’s expected.
• Assign responsibility: Determine who is responsible for this requirement. This gives clear accountability and ensures someone is actively working to fulfil it.

Step 2: Measurable

Next, you need to establish concrete criteria for measuring progress towards the attainment of each requirement.

• Define metrics: Which measurements will indicate progress or completion of the requirement? This can be quantitative, such as a number or percentage, or qualitative such as a certain level of quality or completion.
• Set milestones: Break the requirement down into smaller, more manageable components. Track and measure milestones to assess progress towards meeting the overall requirement.

Step 3: Achievable

My key step is to make sure the requirements are achievable. Consider the resources available and ensure the requirement is realistic.

• Consider resources: What resources (time, money, personnel, equipment, etc.) are available to fulfil this requirement? The requirement must be realistic and align with available resources
• Identify potential challenges: Obstacles and challenges block requirements from being met. Track and plan steps to mitigate.

Step 4: Relevant

Releavent requirements align with the overall project goals and objectives.

• Align with project goals: How does this requirement fit into the bigger picture of the project? If not review and reconsider it.
• Validate with stakeholders: Ensure all relevant stakeholders agree with the requirement and see its value. This helps ensure buy-in and support for the requirement.

Step 5: Time-bound

Requirements are time-bound,. Support this by assigning a specific timeframe for meeting them.

• Set deadlines: Establish clear realistic deadlines for meeting requirements.
• Monitor progress: Regularly check on progress towards completion, identify and make adjustments.

Additional insights for programme management professionals are here.

In today’s uncertain economic climate and competitive landscape, having in place effective governance for IT and change programmes is critical to enable organisations to adapt, innovate, and stay ahead of the competition.

Author of today’s blog post is Julian Brown, Practice Director at Change Specialists

With technology playing such a pivotal role in driving business success, I cannot stress enough how important it is to put in place robust governance practices that ensure the successful execution and delivery of IT initiatives.

In this blog post, I will share some best practice techniques for governing change programmes. At Change Specialists we refer to this as our ‘Basic Drills’.

Define a Clear Governance Framework

Establishing a well-defined governance framework is the starting point and foundation for ensuring that an IT or business change programme is governed effectively. This framework should outline the roles, responsibilities, and decision-making processes within the organisation. Key components of the framework should include:

– Defining roles and responsibilities of stakeholders, such as executive sponsors, programme managers, project teams, and governance committees. It’s important to call out the decision-making authority at the outset to avoid ambiguity.

– Establishing effective channels for communication and reporting, ensuring that stakeholders receive timely updates and are involved in decision-making processes. Regular status reports, accurate project dashboards, and executive briefing sessions are all effective communication tools. Transparency is key, no one likes surprises, and be sure to keep the updates factual.

– Developing comprehensive policies and procedures that govern the stage gates which the project will go through – for instance, initiation, planning, execution, monitoring, and control of the change initiative.

Engage Stakeholders and Establish Ownership

Engaging stakeholders early on and ensuring their active involvement throughout the project lifecycle is crucial for effective governance. Here’s how you can achieve this:

– Secure strong executive sponsorship to provide strategic direction, allocate necessary resources, and remove any roadblocks that may be blockers.

– Foster collaboration between IT, the business, and other relevant stakeholders to ensure alignment of project objectives with organisational goals. Encourage open dialogue and involve stakeholders in decision-making processes.

– Assign clear ownership for deliverables, milestones, issues and risks. This accountability ensures that individuals are responsible for their respective areas and also fosters a sense of ownership and commitment.

Establish Robust Programme and Project Management Practices

Implementing effective practices is vital for successful governance of IT and business change projects. You may want to consider the following:

– Develop detailed project plans, outlining objectives, timelines, resource requirements, and deliverables. Implement a robust project management methodology. Which one you select will depend on the nature of the project.

– Identify, assess, and manage risks throughout the lifecycle. Implement a risk management framework that enables proactive risk identification, mitigation, and effective contingency planning.

– Establish KPIs and metrics to track progress, measure success, and identify areas for improvement. Regularly monitor and report on these metrics to stakeholders.

– Identify and register dependencies within the project and also those that are external i.e. in the wider organisation or outside.

Continuous Improvement and Learning

To drive continuous improvement and learning, organisations need to create a culture of adaptability and innovation. Here are some thoughts on how you might create this:

– Conduct in-depth reviews / retrospectives at the end of each project phase to capture lessons learned. Document and share successes, challenges, and recommendations for future initiatives.

– Establish knowledge-sharing mechanisms, such as communities of practice, to encourage sharing of best practice, experiences, and lessons learned across the organisation. Encourage and recognise colleagues who are leading the way on collaborating and sharing ideas.

– Embrace agile principles in governance practices, allowing for iterative adjustments and flexibility. Continuously review and adapt governance processes to address evolving needs and changes in the IT landscape.

If you would like to find out how Change Specialists can support you to deliver your IT and Business Change agenda, including effective governance for IT and change programmes, please contact Julian to schedule a call, it would be great to learn more about the work you are doing.