Effective Project Management with Document Digitization
Managing a project within the triple constraints of scope, time, and budget is no small task! Unfortunately, project overruns have brought the finest managers to their knees!
PMI.org defines project management as the use of specific knowledge, skills, tools and techniques to deliver something of value to people.
A vast range and variety of work can be classified as 'projects.' From developing a piece of software to constructing a building, or even expanding sales into a new geographic market—are all examples of projects.
Managing a project implies leading a team of workers who execute the work in such a way as to achieve all project goals within the constraints of project timelines and budget.
Goals and constraints are usually outlined in the project documentation, which is typically created at the beginning of the project.
Project documentation is a vital component of effective project management. It is the process of recording the key project details and producing documents required to implement it successfully. Project documentation includes project proposals, project charter, project plans, project status reports, among others. These would further consist of project reports, layout and engineering drawings, datasheets, records of meetings, construction plans and specifications.
Some of the ways to ensure project documentation is adequate and available to all stakeholders are:
Organize all documentation in one place.
Make it easy to access and search.
Keep it lightweight and concise.
Maintain updated information and make it available for collaborative sharing.
As the project progresses, many details may change, and the documentation needs to keep up. Digitizing project files and making them available in a DMS (Document Management System) will go a long way to achieve this.
Challenges to effective project management
Many of the challenges that project management teams face are largely document-centric. Efficient records management is essential to keep projects on track for timely completion and without budget overruns.
Let's look at the main challenges to effective project management:
Information sharing
For a project to be successful, it is essential to ensure all stakeholders are on the same page at all times. This means having all project information documented properly. The most current and updated records must be available in a central repository for geographically diverse teams (onsite, offsite, regional offices, vendor offices, and head offices). This ensures each team member has access to the latest updates on the project, including project reports, layout or engineering drawings, datasheets, and construction plan updates.
The most efficient way to make project documentation available in sharable and collaborative formats is to scan and digitize all project documents. Scanning these project files can be pretty .complex and requires high-speed scanning hardware and expertise to ensure fast, same-day scanning to keep all project records current and available in real-time to disparate teams
Scope creeps
There is a reason we use the term 'scope creep'—and it's because misunderstandings or miscommunication of the scope can sneak up insidiously! Every seasoned project manager sees scope creep as one of the major challenges to successful completion. If you allow scope creep into your project, the consequences can be project overruns in terms of timelines and budget. Suddenly, a straightforward project can become a nightmare for both the project manager and teams working on the execution. What causes these misunderstandings in terms of the scope of project activities? They may occur due to different versions of documents or miscommunication between teams. Sometimes, if documentation is not clear, scope creep can occur due to different interpretations.
The best way to prevent scope creep is by documenting what is happening in the project and making the most current records available to stakeholders, team, and management. Ensure all teams access the same version of project documents.
Using an Application Content Management (ACM) system assists system planning and implementation, upgrades and system integrations. ACM is a document management software that can be used effectively in project management for storing, retrieving, and preserving information while providing role-based access from offsite and onsite devices.
Team collaboration and communication
Successful communication translates into successful projects! 57% of projects fail due to communication breakdown. Miscommunication between team members can cause conflicts, leading to missed deadlines or hold-ups in tasks due to insufficient information. Collaborative tools help keep teams working smoothly.
ACM provides version control features that ensure that only the latest version of any document is accessible by team members, ensuring everyone has the same information and avoiding miscommunication.
Document digitization: The key to effective project management
Digitizing project files and making them available in a DMS helps mitigate these challenges. The benefits of digitizing project management documents include:
Digitization improves collaboration
A frequent complaint from stakeholders is that they do not receive enough information about the project at the right time. Digitization improves communication by giving the project manager tools to provide information more quickly and adjusted to the recipient's needs. Finding and sharing information and collaborating with other team members becomes easier.
Document digitization reduces cost
The administration of the project becomes cheaper once you have a central digital repository of updated project documentation. Project plans and work results are held in a shared digital environment. Information can be processed and used more effectively, which also makes project reporting more efficient.
Faster response to new requirements
The truth is—requirements change! And they lead to new priorities and changes in resource allocations. The project manager must make rapid changes to accommodate new requirements without affecting timelines and budget. When project documentation is available in digitized formats in real-time, changes can be communicated quickly, and decisions can be executed promptly without compromising compliance requirements and project standards.
Revolution Data Systems provides document digitization support for multiple teams to enable collaboration and provide validated, real-time information on a day-to-day basis to all project personnel. RDS offers onsite document scanning services (suitable for highly sensitive files) and offsite for bulk scanning of paper documents. We have the expertise and equipment to handle any format or size of paper documents, from cash receipts to maps and plans.
Increase your efficiency by transforming incoming documents into actionable data as it enters your organization with our OpenText Intelligent Capture. Real-time data extracted from various document types integrated into BI applications can help stakeholders make effective data-driven decisions. These can be for proactive project management decisions or reactive decisions, for example, in instances of scope creep.
RDS also offers services for integrating scanned data to third-party applications and consulting services for custom workflows.
Contact us to learn more about how our document digitization services help you deliver projects efficiently and on time!