5 reasons why spreadsheets are killing your PMO & why you should invest in project management software. ROM ADMINISTRATIVE BURDEN TO PMO EXCELLENCE!
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5 reasons why spreadsheets are killing your PMO & why you should invest in project management software
1. Why you need project management software & 5 ways to ave using it
ROI & benefits summary
ENTERPRISE CHANGE MANAGEMENT
Case studies & testimonials included
$
3. YOUR PEOPLE ARE TIRED
From what? Why?
Meeting fatigue
• Too much time spent keeping
everyone ‘up-to-date’ in status
meetings
Email fatigue
• Too much time writing, chasing and
organising e-mails to collect and
disseminate information
Spreadsheet fatigue
• Too much time collecting,
consolidating, reconciling and
validating information
Reporting fatigue
• Too much time collating and
distributing project administration
reporting
• Too much time organising decks
tailored for different stakeholders
3
4. ...and YOU ARE WORRIED
About? Why?
Rising costs to
support your Project
Management Office
(PMO)
• Excessive Project Managers & Staff required
for project administration
• Overtime hours paid to subject matter
experts to produce & validate information
• Excessive and redundant reporting
Costs resulting from
unplanned delays
• Lack of confidence in information
• Lack of transparency among stakeholders
• Excessive bureaucracy to influence actions
and decision making
• Poor strategic alignment among
stakeholders
Costs from low
knowledge retention
rates
• Data loss from excessive & inefficient
handoffs during data collection activities
• Inefficient knowledge transfer to end users
• Problem solving know-how and lessons
learnt not readily & easily available for the
‘future generations’
4
5. AVE BIG WITH PM SOFTWARE
From administrative burden to PMO excellence
$
5 REASONS TO
6. With PM SOFTWARE
• Less meetings are required with less
attendees
• Meetings are less status-oriented
and more action-focused
• Enhanced meeting agenda, timely
agreed & communicated
• Real-time alerts delivered to
stakeholders indicating potential
slow-down
AVE ON MEETING COSTS
did you know?
• The estimated cost of poorly
organised meetings in the US in
2019 was $399 billion
• 47% of US employees complain
that meetings waste their time
• 71% of professionals waste time
every week due to unnecessary
or cancelled meetings
$
6 * Sources for statistics used in this presentation are provided on page 19
1.
7. AVE ON REPORTING COSTS
• Real-time data visibility and standardised
layout through customised dashboard
• Eliminate the need for a ‘middle-man’ to
collect offline info that needs repackaging
• Reduce time spent collecting, validating
and re-organising data
• Eliminate the risk of data loss and input
error
• Less file management, storage and
printing
did you know?
A 2019 survey conducted across a
wide variety of US corporations
concluded that 55% of
organisations don't have access to
real-time project KPIs. As a result,
50% of the survey respondents said
that they spend one or more days
a week to manually collate and
distribute project reports
$
With PM SOFTWARE
7
2.
8. ENHANCED PMO EFFICIENCY AVINGS
With PM SOFTWARE
• Less Project Managers required
• Less overtime paid to business
participants
• Increased tactical day-to-day
focus
• Drastic reduction in handoffs
• Enhanced team interaction from
real-time status updates
did you know?
• 66% of project managers say
that they would use PM software
more extensively if they had
adequate support from their
organization
• 44% of project managers use no
software, even though PWC
found that the use of
commercially available PM
software increases performance
and satisfaction
$
8
3.
9. ACCELERATE DECISION MAKING & AVE BIG!
With PM SOFTWARE
• Enhanced risk visibility
• Increased tactical day-to-day focus
• Increased support from Senior
Management
did you know?
• 33% of projects fail because of a
lack of involvement from senior
management
• 41% of organisations reporting
poor project performance say
they don’t get enough support
from project management and
project sponsors
$
9
4.
PM software offers 360° transparency into
all initiatives allowing any Senior Leader to
quickly identify where areas of risk exist and
drill down into the granular details with just
a few clicks. In doing so, decisions are made
swiftly with higher levels of confidence
making poor stakeholder alignment a thing
of the past
10. AVE VIA ENHANCED KNOWLEDGE RETENTION
• Minimal loss of data when
transferred from SMEs to PMOs
• All know-how captured during
the project is visible & available
to Business Ops for training
• Lessons learnt & best practices
are easily captured,
communicated & available to all
for future initiatives
did you know?
Research shows that within 24
hours, people forget on an average
of 70 percent of new information,
and within a week, forgetting claims
an average of 90 percent of it. By
investing in spaced learning via
increasing review session repetition,
the knowledge retention rate of
new information rises significantly
With PM SOFTWARE
$
10
5.
11. PM SOFTWARE
The benefits
Wasting
Paper
Email traffic
Spreadsheets
Data
collection
Data
cleansing
Knowledge
gaps
Lengthy
Meetings
MAKE MONEY
Through enhanced accelerated decisions
SAVE MONEY
With a digitized and agile organization
SHARE & RETAIN KNOWLEDGE
With simple and relevant info at your fingertips
PM SOFTWARE
will help you to:
Resiliency
Flexibility
Measurability
Accountability
Urgency
Collaboration
Standardisation
Transparency
Awareness
Problem
Solving
Knowledge
retention
11
12. 0
2000
4000
6000
8000
10000
12000
14000
16000
With
spreadsheets
With PRESTO
ROI on administrative activities
monthly minutes dedicated to administrative activities for a team of 10 FTE*
minutes per month on non-value add
administration
with spreadsheets
with PM software
minutes per month
on administrative reporting
for a team of 10 full time
employees
SAVE 75% on non-value-add
administrative activities!
It is estimated that an operations team
can spend up to 16% of its time in non-
value add, spreadsheet-heavy
administrative activities. By introducing a
project management solution, you can
reduce this to 4% (75% savings)
Reporting
Overall Head
Count saving
of 1,23 FTE
(12%)
14. Recycled paper
manufacturer
pioneer
Union Paper
Mills
(www.upmuae.com)
of Dubai chooses
PRESTO PDCA
to jump start its
multi-site change
management
program
... in the first 90 days
CASE
STUDY
158
PDCA projects captured
actions
taken
921
582
opened
closed
100 logins
(average per day)
Key information
entered into PRESTO
• 10 business areas
• 642 employees
• 84 teams
• 2 locations
• 200+ processes catalogued
25 hours
$aved on
administration
activities (data retrieval,
report compilation, etc.)
130 Project KPIs
created
‘With PRESTO we became a more flexible organisation offering our staff and their
leaders a structured means to capture know-how, share best practices and
collaborate to solve daily challenges’
-Faiyaz Ahmad, Head of IT, Union Paper Mills, Dubai
Per week /
per team
16. UNOPS 2021 clean
tech start-up winner
Avsalt chooses
PRESTO PDCA for
enhanced task
management support
and operational
excellence strategy
deployment during
overseas product
launch
... in the first 30 days
40PDCA
Projects agreed & captured
Key information
entered into PRESTO
• 12 functional areas
captured
• 15 core roles defined
• 65+ processes &
touchpoints catalogued
‘ PRESTO is key in helping a CEO project vision into
structured reality so that it can then be presented,
enhanced and updated in real time together with
all stakeholders ’
-Svein Erik Sogn, CEO
Avsalt (avsalt.com)
develops a water
desalination system with the
aim to offer the world's most
efficient, cost effective and
low energy solution to a
growing problem - the
shortage of drinkable water.
397
Supporting
tasks assigned
& commenced
10
Strategic
initiatives
agreed,
catalogued
and linked to
project portfolio
17. PRESTO PMO enterprise for
strategic initiative management
Watch
PRESTO PDCA in action
Teaser video
PRESTO PDCA simulation for
mid & large size companies
Download PRESTO PDCA complete product
profile brochure including product specs,
prices, case studies and client testimonials
17
PRESTO Change Management for
small businesses & start-ups
18. TOPP Tactical Intelligence, Ltd.
27 Old Gloucester Street, London
WC1N 3AX
+44 7785 11 4256 (UK)
www.toppti.com
info@toppti.com
About PRESTO PDCA
PRESTO's original prototype was first launched as a stand-alone tool by
a group of Italian business professionals in collaboration with a local
university within a multinational financial organisation who had
acquired the complete back-office depository bank servicing arm of an
Italian industry leader. The opportunity to build PRESTO presented itself
during the restructuring phase of the two organisations when the vast
differences between their managerial cultures, operational know-how,
language barriers and their business operating models indicated a
strong need to implement Lean methodologies into the DNA of the new
organisation.
While using PRESTO, the integration team together with Human
Resources, Risk and IT were able to successfully map customer and
client journeys, catalogue, measure and benchmark business processes,
standardise best practices and its terminology, become more
transparent and communicate change more effectively to their
supporting global shared service centres of excellence.
Since its launch, PRESTO has been further developed to include
additional idea cultivation features offered at a corporate-wide level and
has become a true instrument of organic innovation
Book a 45-
minute webinar
demo with
our team
19. STATISTICS SOURCES
19
Statistics used in this presentation are from
Doodle, Ovum, AskCody, ReadyTalk, Atlassian and WSJ.
https://www.workamajig.com/blog/project-management-
statistics
https://www.booqed.com/blog/minutes-wasted-of-meeting-
50-shocking-meeting-statistics
https://blog.capterra.com/surprising-project-management-
statistics/
https://saaslist.com/blog/project-management-statistics/