Stress Free Project Management | Business Boosts by StoneHouse Logic

PlanningImplementing a new IT project, like moving to the Cloud or starting to use Office 365 for your business, can feel like a daunting task, especially if your company doesn’t have a designated IT department.

However, starting to implement a new IT project needn’t be stressful. Here at StoneHouse Logic, we support our clients through each stage of the implementation process. Our years of experience have shown us there are some tips and hints you can use to make sure that everything runs smoothly.

If you’d like any more information on any of the stages we describe below, give us all call on 0845 299 0147, in the meantime, we hope this guide gets you off to a good.

The StoneHouse Logic Guide to Implementing a New IT Project Without Tears

When you work with StoneHouse Logic, we’ll work with the project sponsor at the start of the process to discuss the potential members of your project team. This means you gain added confidence, as you can use our project management expertise to help guide you in the selection of your representatives. We’ll then put forward a team from our own staff that is similar to yours, with the same four tiers of support. Then we’ll work closely alongside you throughout the duration of your project

Step one
Appoint a project team within your business
When it comes to choosing the members of your project team, it’s not essential that they have any prior IT skills or knowledge of the project, but they should be:

  • Well organised
  • Predominantly office-based
  • Have the extra capacity needed to be able to drive the project forward
  • Your project team’s role is simple: to set out a clear project plan that includes all the key milestones to make your project a success.
    A typical project team includes:

    The sponsor (typically the decision maker or head of your business)
    This person is ultimately accountable for the project’s delivery and has the authority to make critical decisions during the project, including the all-important approval of budgets.

    The project manager (usually a member of your senior management team)

    The project manager will commission others within your business to deliver parts of the project and ultimately drive it forward throughout your team.

    When you choose to work with us, your project manager will report back to our project manager on a regular basis. This means that they will be able to advise us of any emerging issues or additional requirements in a timely fashion, for example with regard to testing or the need for user training.

    This regular communication serves to keeps your project on track and within its outlined timeframe.

    An administrator (usually the person responsible for ongoing maintenance)

    Your administrator will be fully trained by our staff here at StoneHouse Logic to control access, create user accounts and design security groups.

    We recommend that the person you select to be your administrator is technically minded and has a high level of trust within your organisation. This is because they will have access to and control over all your companies’ data.

    A report designer(usually someone of an analytical nature who has experience of Excel and accounts)

    Your report designer will be trained on all types of reporting, as well as how to modify layouts on an ongoing basis

    Step two

    Create a project plan
    The appointment of a project team enables you to set out a clear project plan. Within your project plan, you can outline and include all the key milestones that need to be reached to ensure your project is a success.

    Your project plan also clarifies the different stages of the project and details the main activities within them.
    The plan can then be updated on an on-going basis, with notes as to what is happening and when. This regular review means that any issues or actions can be logged and highlighted for discussion at the next project update meeting. These regular touchpoints mean that you stay on track and informed of ongoing progress at every stage of the implementation.

    An example project plan might look like:

  • Project front sheet – this outlines the names, positions, project roles and contact details of all key people involved in the project
  • Project outline – this is made up of the different stages and objectives involved in the project
  • Project issues log – this is a record of identified issues, their impact and the proposed actions and resolutions
  • Reports register – this is a clear record of all reports and analysis required by the business as part of the project

    Step three

    Assign responsibilities
    Your project plan clarifies who is responsible for what activity at each stage of the project.

    Step four

    Create a timescale

    As part of your project plan, you can create a timescale to specify when each activity needs to be complete.
    Moving forward to a successful implementation
    The keys to successfully implementing any new IT project are:

  • Setting realistic and manageable timescales
  • Breaking your project down and spreading the actionable events out in good time
  • Trying not to undertake too much change in one go
  • At StoneHouse Logic we understand that every business is different, as are the teams within them. That’s why when you choose to work with us, the more we know about your business and its structure and processes, the more we’ll be able to help you implement your new IT project. So, whether you want help to move your business to the Cloud, or want to try all the benefits that Office 365 has to offer,get in touch with us. We’d be delighted to help you get you started.