What is Dedicated Team?
Dedicated Team is a business arrangement that refers to an agreement between the client and service provider, where the latter provides expert professionals to the client on a long term basis. These specialists are chosen according to the demands of the client for their experience and skill sets. The client may decide to manage the team from his or her side, or to assign the service provider’s project manager to coordinate the communication process.
Features and Benefits
Tips for finding the perfect dedicated team for your project
Project team members work with individuals in all levels of the organization, coming from a variety of different backgrounds. As a result, these project management professionals must have the ability to effectively communicate with a number of different audiences, relying on information in a manner they can relate to. Poor communication can make or break the success of a project, so this is essential.
Knowledge of Project Management Principles
While team members don’t have to be experts on every tactic, tool, and term, having a basic knowledge of project management fundamentals provides them with a solid foundation to work with.
Mass chaos and project success don’t mix. A project team member must be extremely organized, so they know exactly what is going on with each step of the project at all times. These professionals must know how to leverage available tools and techniques to stay organized, even when under significant stress.
Strong Ability to Read People
The best project team members are also solid leaders who know how to motivate people. They’re able to create a vision for both stakeholders and their teams to look to for inspiration. When crunch time begins they know exactly what it takes to motivate people to get the job done.
Accurate Estimating Skills
The project manager relies on team members to provide estimates for their individual tasks. It’s important for estimates to be accurate because they have the potential to throw the entire project timeline off. One delayed task can result in a domino effect, ultimately causing everyone to Miss Key deadlines.
It’s important for a project team member to be able to politely-but-firmly stand their ground when faced with opposition from others in the organization. These professionals need to clearly convey their needs and stand up for the best interests of the project when faced with roadblocks.
Supporting your Team with a Collaborative Tool
Picking the right team members is just part of the story. You also need to ensure the team has access to the right project management solution to support collaboration, problem-solving, and decision-making.
Using SharePoint, it’s easy to build a collaborative project site containing all project information – including the plan, tasks, documentation, dashboards, reports, and forums – in one place. Team members can access the site anytime from any location, and quickly find out how the project is performing and what tasks are due soon.
The recently updated SharePoint Project Management Template from Bright Work is an ideal way to support your team. Pre-configured for project management, the template brings all your project information together in one central project site, and includes collaborative project management training in the project wiki. Download your free template to get started now!
Why choose dedicated project management software
Project management software helps with every aspect of running a project: from planning and scheduling to resource management and cost control to reporting. It also enables teams to communicate and collaborate. What’s more, it creates transparency for stakeholders and team members.
Project management software helps project managers get organized between the start and the end of a project. It allows them to get a grip on what should happen during that time, when it should happen, who and how should make it happen.
As project management software allows project managers to centralize all work and project related activities in one place, they become more organized and more in control. The right tools make it easier to manage projects.
How to select the right project management software
Since every project and every team are different, there is no one size fits all.
Here are the steps you should follow to ensure you’re making a good decision.
Step 1: Outline your needs
Selecting the right project management software starts with a clear, honest assessment of what you need. First things first, make sure that your team is ready to take on a new solution. There are a few points to consider here:
Where does your current solution fail?
Assuming you have some sort of project management tool in place, where does it go off the rail? How is it complicating your process? If you have problems with planning and scheduling, you need project management software that helps you streamline tasks and resource allocation. If tracking progress is an issue, you need to look into solutions that allow project schedule tracking and reports. Additionally, if you have trouble managing resources, you might make use of visual resource planning tool such as Team week. Also, consider if sharing updates or internal communications represent issues you need to check. The right project management tool can also help increase resource efficiency, by making it easier to manage, allocate and estimate resources.
What do you need in a new solution?
Make a list of all the features your team needs. Grade with Must have, Should have, Could have to better understand the importance of each feature. Also, consider what you will use the solution for. Do you need features such as customization options, access levels? Will you be using it only for planning and scheduling? Do you need reporting features? Make an accurate inventory that reflects everything you need in a project management software solution. Additionally, check if there are any compliance requirements.
What project management methodology should it be compatible with?
There are various ways to manage a project. (We’ve covered the top project management methodologies before). The new solution should support your current methodology, without trying to change it.
Who will use the tool?
Who uses the tool is just as important as what features it should have. Are your stakeholders internal or external? In-house project management might benefit from a less formal approach. However, if you’re working with various clients, it’s mandatory to look professional. It might also be a good idea to roughly estimate team size. Small teams will probably need a simple solution. For large teams, on the other hand, ERP software might be a better solution.
Step 2: Look for alternatives
Once you’ve outlined all your requirements for a project management solution, it’s time to start the search. Start looking for providers that match your needs. You can ask for recommendations from fellow project managers, try search engines, trade magazines, specialty reviews. The more you look, the higher the chances that you’re not overlooking any potential match. You should gather as many providers as possible in order to have a wide pool to choose from.
Once you’ve build a strong list of providers, it’s time to narrow down your selection. Cut your list to an about five providers to test and to choose from. While doing this, consider the technology and how much it would cost to switch to that solution. Some providers may obviously fall out of your price range, while others might not fit your team’s style. Additionally, other providers don’t fit with your product management methodology or be a poor match from a cultural point of view.
Recognize the power of teamwork
Before you begin, take a moment to appreciate the power of teamwork and how you can best utilize this tool. Consider the result you want and the tasks you think are required to achieve it. As you think about your employees, match their skills to the tasks of the project, but also identify personalities you feel complement one another. A successful team project maximizes the talents of its individual members, but the true power of teamwork comes from the group’s cohesion and combined energies focused on a common goal.
Choose the right people
If you want your team to be really effective, you’ll need to get the right people for the job. If possible, try to incorporate employees or departments in your organization that bring varied experience and perspective to the project. If, for example, you’re trying to come up with a new way to track customer satisfaction using new social media tools, then be sure to include employees who represent sales, information technology, customer service, and more. Try to choose people for your team who together will provide a broad perspective on your project.
Once you’ve chosen your team and outlined your expectations, delegate the authority and access the team needs to complete the project. Industrious, energetic, and creative people will become frustrated very quickly if they do not have the freedom, access to tools, and other resources they need to complete their work. Once you have set forth your guidelines, your job becomes making sure they can do theirs. Avoid telling members of a team what to do and how to do it. Instead, work with them to set goals, and then remove obstacles, grant access, and provide the support your team needs to achieve those goals.
In an ideal world, you’ll have chosen exactly the right people for the team, and everything will take care of itself. In the real world, you will have to verify that the team is working well together and that the project is on track. Provide, as necessary, a forum where you and the team can share concerns, successes, and project status on a regular basis. If necessary, you may find you need to assign a team leader, or redefine the project and reassign roles. As much as possible, however, try to let the team work through its own challenges. When a team identifies, addresses, and pushes through obstacles on its own, individuals draw closer together, and their success gives rise to confidence and camaraderie.
Celebrate your successes
When your team accomplishes or exceeds its goals, then be sure to recognize the win and celebrate it. At minimum, schedule a final team meeting where you can thank the group collectively and describe the positive impact their work will have on your organization and your customers. One hallmark of an outstanding team is camaraderie. The team’s success will build on itself, and your team and your organization will be the better for it as the team takes on more responsibility.