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How to Reduce the Cost of Delivering your Projects Business Articles | October 27, 2009

The cost of delivering projects is increasing due to costly meetings and travel.


This article shows one way to dramatically reduce the time and costs incurred in communicating to members of your project team and at the same time improve the effectiveness of your project delivery.



Project management typically uses technology in 2 areas: project planning and monitoring (eg MS Project) and time management. These can be regarded as process management.


But what about other areas of project management? Perhaps the most important area of all is communication:

Discussing stakeholder requirements Assessing risks Developing project estimates Defining project scope Communicating progress User acceptance Knowledge transfer

TIME IS MONEY
Historically, the bread and butter of project communications was the project meeting ( in its many guises - kick-off Josh Naylor World Baseball Classic Jersey , review, acceptance). As more organisations are spread geographically with delivery partners spread across the globe, it becomes increasingly expensive to run these meetings. Communication channels fall back to email and telephone Jonathan Malo World Baseball Classic Jersey , but these have inherent problems:

Email does not permit instant feedback (a reply some time later means you have to recall what your thoughts were when you sent the original email) Telephone calls don't work very well with people with a visual style of thinking (what you are talking about might be different to how I visualise it).

NEW TECHNOLOGIES IMPROVE PROJECT COMMUNICATIONS
The internet provides the basis for some new collaborative tools and these tools are being used increasingly to support project delivery.


GotoMeeting is an online service provided by Citrix. Basically, GotoMeeting enables a group of people with internet access to share their laptop screens and even talk (using Voice over IP although you can also use the telephone). The impact of this can be enormous. Project meetings no longer rely on spending time to plan the meeting, travel to it and then collate the results. Think of delivering projects faster John Axford World Baseball Classic Jersey , cheaper and more effective.


A TYPICAL PROJECT SCENARIO - PROJECT PROGRESS
3 business locations, 2 suppliers


Everyone logs on to the GotoMeeting session. The organiser records the whole session and makes it available to the participants for reference.


The project manager goes through a brief Powerpoint presentation to summarise progress, issues and any new information.