Tuesday, 18 April 2017

Top 4 Challenges Project Managers Frequently Face

Project management is critical to organizational success. Ninety-seven percent of businesses admit it. Not investing in methodologies—such as kaizen or SCRUM—can hamper growth. But processes are not some panacea. It has been proven time and again that overemphasis on procedures leads to passive compliance. Outcomes are relegated aside as everyone becomes more concerned over the correct way to complete their job. And that brings us to the first challenge faced by project managers.

Balancing Technology with People

Arguably the biggest challenge faced by project managers is adhering to a technological framework without alienating the team members. In a typical project management approach, every task is described in detail and rules are created to dictate behavior. It looks good… only on paper.

An analysis of 1,471 IT projects, published in a Harvard Business Review study in 2011, found that one in six projects experience a cost overrun of 200 percent on an average. A year later, a report in the Gallup Business Journal discovered that either the budget has to be stretched or deadlines pushed forward in 27 percent of projects. Such deviations from the original plan are costly; costing the U.S. IT industry $50 billion to $150 billion in losses each year. Project managers should take a note that the traditional approach is not working.

Forcing employees to adapt to latest technology makes it more likely that the project will fail. A more successful strategy can be to ease transition and convince team members to come on board one step at a time, like Mom’s Donuts did.

Mom’s Donuts (name changed) is a small town restaurant in Texas. They employ 35 people and half of whom are over 40. When Mom’s Donuts subscribed to Talygen in the middle of 2016, they faced an unforeseen challenge: The employees were simply reluctant to bill their time because it was inconvenient.

Time Sheets in Action

Catherine, the owner, showed remarkable patience. Instead of forcing everyone to start using Time Tracker from day one, she filled their Time Sheets. That really broke the ice! Within five months, tracking time on Talygen had become second nature for cooks, the delivery boys and girls, and waiters. Increases in efficiency were significant, helping Mom’ Donuts to up their profits nearly 30 percent.

Decentralisation

Catherine’s strategy worked because of her employees’ proximity to her. Many project managers do not have this luxury today. Approximately 3.7 million people—representing 2.8 percent of workforce—work from home at least half the time. To ensure that they are as productive as your in-house team... now that's the challenge!

At times, too lax an approach to work can leave your team idle and frustrated. At the other extreme, an excessively rigid style can leave teams overwhelmed and demotivated. Project managers need to strike a balance between people and technology.



Transparent Project Management


Software can help project managers (PMs) envision the big picture while still allowing them to see that every team member contributes to the project. Take Talygen, for instance. It allows PMs to assign tasks to remote employees, monitor their time on each job, set deadlines, and extract data they need to provide time and cost estimates. It is as efficient as managing an in-house team.


Communication

The Apollo program was a remarkable feat of technical innovation as well as project management. An agency with an experience of just one 15-minute suborbital flight managed to put a man on the Moon in less than 10 years. How did it do it?

NASA’s Managing the Moon Programme: Lessons Learned from Project Apollo is an enlightening read for PMs. One of the lessons to take home from the 57-page document is that they put an enormous emphasis on communication.

Communication, or its lack thereof, is often cited as the main reason for project failure. The Apollo program was not an exception. “One of the biggest challenges that we had was one of communication and coordination,” remembers Owen Morris, Chief Engineer & Manager of the Lunar Module. NASA’s solution was to identify five central priorities and drill them into every single level of the organization. It worked for them.




Secure Communication


Most businesses don’t have the resources NASA had at its command during the height of the Apollo program. They need more leaner and more efficient ways to communicate. Talygen provides three: Message Boards, Chat, and Knowledge Base. Used well, these tools can keep teams consisting of thousands of people organised.

Lack of Stakeholder Engagement

The parties involved in a project can increase chances of achieving better results if they cooperate. Instead of considering the stakeholders their rivals, project managers should strive to increase support and minimise resistance from them. Such an approach has several benefits.

During the planning stage, stakeholder participation can make sure the plans are a reflection of the real needs and priorities. In later stages, engagement contributes to the development of an environment of trust, promotes transparency, and increases the feeling of ownership on the part of stakeholders. All these factors increase the likelihood of project completing on time and in budget.

Talygen provides several ways to engage stakeholders, the most important being Client Login. PMs can allow their customers to log in and monitor progress, milestones, and other crucial metrics. This feature increases transparency and provides your team members another incentive to complete tasks on time.

Takeaway

Managing people in a fast-changing technological, especially when they are working remotely, is a challenge increasingly faced by project managers. They need a suitable way to communicate with their team members and stakeholders to make sure the projects are delivered on time and in budget.

Friday, 6 May 2016

How to Access Help?

Talygen is designed to be intuitive. However, it is so huge that even the most experienced users do not work on all the modules all the time. Such users appreciate help an advanced feature is to be invoked or a new module is to be learned. But where is help to be obtained? This blog answers.

Assistance on how to use Talygen is available through:

  1. Documentation
  2. Tele-assistance
  3. In-person visits

Documentation
Talygen is a well-documented tool. The documentation is accessible from inside the software. Here’s how to retrieve it:
  • Click on the icon below HOME to view the Full Menu. Support is on the upper right corner. 

  • A right click on Help takes a user to Knowledge Base, where Talygen documentation is.


  • New users can download the Quick Start Guide. Those looking for assistance can view articles in the Front End KB Article directory. 

  • There is also a search box to facilitate information retrieval. 




Tele-assistance
In the rare instance that the documentation does not cover a subject, or the issue at hand is complex, users can turn to forums, raise a ticket or send Talygen an email.
  • The forums can be accessed here: http://forums.talygen.com
  • A ticket can be raised through Talygen Support, which happens to be adjacent to Help. 

  • Emails can be sent to:

In-person Visits
On the extremely rare chance that nothing short of a physical visit will do, users can schedule a visit from an expert technician by calling at  650-800-3850

Talygen is designed to be easy-to-use. The assurance that help is at hand makes it even easier.

Wish you all a very productive summer.

Wednesday, 23 March 2016

How to Borrow a Device through Asset Management?


Talygen’s Asset Management is god-sent for businesses. It comes loaded with powerful features for managers and an intuitive interface for employees. It can make users’ life simpler. The key is to use it correctly.

In this blog, the readers will find a simple way to request headphones, laptops or other devices from their employer through Talygen.

Borrow a Device in Four Steps

Step 1

Log into your user account, fire up the full menu and click on Requisition. You will land on a page listing your organization’s entire inventory.


Step 2

Select a category of devices – such as headphones, smartphones, cameras or routers – from the drop down menu next to Asset Catalog and press on the green button.


“Headphones” have been chosen for the sake of demonstration.
Step 3

Click on + in the rightmost Add Requisition column. A small window with a short form will pop up. Fill the form and click on Save.


Step 4

Filling the form will turn the 0 in the third column “Waiting” to 1.

1 shows that your request has been sent and you will shortly receive the device you ask for.



Extras

  • The best thing about Asset Management is that users do not have to do anything when they return the asset. That’s an administrators’ job.

  • Depending how many users want a device simultaneously, there can be any non-zero number in Waiting. Nonetheless, an increment after filling the form shows a request has been sent successfully.

  • For any assistance on how to use Asset Management, feel free to call us on NUMBER or visit the Forums.

Tuesday, 9 February 2016

Four Reasons to Buy Time Tracking Software

Time tracking software is usually the last thing to come to mind when businesses are pressed for money. Reducing expenses takes priority over everything else and decision makers see just another expense in a time tracking software. Few realize that it is an investment that can save them money and offer several other benefits.

This blog suggests four ways your business can benefit from using a time tracker:

Faster and Accurate Payroll

Getting ready for payroll is always a hassle, irrespective of the size of the  company. It is usually because there is a ton of paperwork involved and timesheets need constant revision. There is always someone who needs to enter all the billing information into a program and send it for approval. The entire process can take more than a week. However, things can be simpler with a time tracking software.

A tracker will collect data on employees’ billability in real time and generate detailed, visual reports at the end of the day. It saves your accountant much time and helps him or her prepare the payroll faster.

Another useful feature of quality time trackers is that the data in them is usually not editable without permission. These features maintain accuracy.

Improved Human Resource Management

HR management is a challenge when it is done the old way. Pen and paper are inefficient and there remains a plenty of room for mistakes. A time tracker can help streamline the process—even for small businesses that may or may not employ an HR professional.

Quality time trackers come with essential HR management features, such as: vacation management, scheduling, overtime management, and payroll. They combine all this data into detailed reports, making it easier for you take a decision.

Detection of Unused or Underutilized Software

Every business uses a range of applications for productivity and data management. Not all those applications are equally useful. A time tracker can help your business detect the unused and underutilized software in your workplace. Based on this information you can renegotiate or stop subscription to the tools you do not need.

Productivity Evaluation

Powerful time trackers, such as Talygen, come along with performance measurement tools that can help you find the most productive workers in your company.

Takeaway

Your business can grow immensely if you consider buying a time tracking software as an investment, rather than just another expense. A time tracker can help you in your payroll, streamline HR management and help you find unused software to increase productivity—and profits.