Client Background

A growing project management services business offers consultancy and project delivery support to small and medium enterprises. The business was expanding rapidly, taking on multiple concurrent projects with distributed teams. Existing project tracking relied on spreadsheets and email chains, creating confusion, missed deadlines, and inconsistent reporting to clients.

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Problem Statement

1. Lack of a centralised project management platform caused delays and miscommunication between team members.

2. Reporting to clients was inconsistent, requiring manual consolidation from multiple sources.

3. Onboarding new staff on project workflows was time-consuming due to lack of standardized documentation.

4. Operational inefficiencies threatened client satisfaction and business scalability.

 

Objectives

1. Implement a cloud-based project management platform suitable for distributed teams.

2. Ensure smooth adoption of the platform by all staff.

3. Standardize reporting templates and dashboards for internal and client use.

4. Provide ongoing support during the transition to minimize disruption.

 

Approach & Methodology

Our team applied a Structured Implementation & Support framework:

 

1. Assessment & Planning

• Analysed existing project workflows, reporting requirements, and team roles.

• Developed an adoption roadmap and phased rollout plan for the new platform.

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2. System Configuration & Setup

• Configured the platform to reflect project stages, tasks, roles, and permissions.

• Set up dashboards and automated reporting templates for internal use and client updates.

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3. Staff Training & Enablement

• Delivered role-specific training sessions for project managers, team members, and administrative staff.

• Provided step-by-step guides, templates, and quick-reference materials.

• Created a support channel for questions and troubleshooting during adoption.

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4. Monitoring & Continuous Support

• Monitored usage and adoption metrics during the first three months.

• Conducted feedback sessions and coaching to reinforce best practices.

• Recommended ongoing support structure for platform updates and new staff onboarding.

 

Solution

The deliverables included:

 

1. Configured project management platform tailored to workflows

2. Standardised reporting dashboards for internal and client use

3. Training sessions and user guides for all staff

4. Adoption roadmap with phased rollout plan and ongoing support structure

 

Results & Impact

1. Improved project tracking and visibility across all teams.

2. Reduced reporting time by 40%, freeing managers to focus on delivery rather than consolidation.

3. Increased team collaboration and accountability, minimizing missed deadlines.

4. Staff confidence and efficiency improved significantly with the structured platform and training.