When I started implementing Project Server for our company, the biggest challenge I faced was resistance from employees. Once I set up the tool and rolled it out to all teams, I heard a lot of complaints. Most of them were about learning a new tool. “I don’t want to fill out forms every day.” “This is a waste of my time. I don’t have time to finish my work, how can I find time for this crap?” etc. Of course, this wasn’t surprising. It happens with every new tool, in every company, and with every process change.
Even though the learning curve wasn’t steep and implementing this process was mandatory for our company to track costs and project deliverables, everyone in the organization needed to be serious about making this process implementation successful.
While implementing Project Server for our company, I identified a few things that can make your implementation smooth and easy:
- Make it a key result area (KRA) for everyone, not just you.
The most important observation I made was that most people work based on what they get paid to do. They have a set routine and they don’t want to improve their process unless it’s in their KRA. Set up KRAs that force people to use the tool.
- Provide training.
Give everyone proper training on what the tool is, why the process is being set up, and most importantly, how the process can improve THEIR productivity and save time.
Show them how to use the tool in practice, including how their boss can get their daily status reports and how it can identify which resources are available. These sessions can improve their confidence level in the process and the tool.
It’s important to remember that they are not here to learn the tool, they are here to use it. Don’t tell them to do research on the tool and process.
- Only give access to the features that are needed.
Even though Project Server has a lot of features, it will be very difficult for everyone to learn and understand every process and screen. They may not need to see reports about costing and overall performance. Hide these features from them and simplify their screens. Only give them what they need for their job.
- Implement step by step, team by team.
Create multiple groups and give them access step by step. For example, if your team has about 100 employees and 8 departments, identify 8 to 10 teams to implement the process step by step. This way, you can communicate with each individual to get their specific requirements.
These are my initial observations. I hope they help you with your implementation!