Every online project manager must develop a fluid and effective workflow. This is one of the biggest challenges of their job and one that many project managers struggle to get right.
Common Workflow Mistakes
The workflow process is difficult to implement properly. It will be easier if you are aware of the challenges and take the steps to address them ahead of time. Here are some of the biggest workflow mistakes that project managers make and some important steps to address them.
Failing to insist on consistency
When you’re developing a workflow model, you need to make sure it is executed consistently. There are several reasons this is so important. The biggest is compliance concerns.
A properly structured workflow takes regulatory requirements into consideration. If your team deviates too much from the template, you open the door for a number of compliance risks.
Being overly complex
The best workflow models are as simple as possible. When you add too much detail, your team will have more difficulty executing it. The risk of human error is much higher with an overly complex workflow. It will also take more time and a larger budget to develop algorithms that meet your requirements.
Before structuring your workflow model, you need to take inventory of all project benchmarks. Make sure that your workflow satisfies these requirements and nothing more.
Neglecting to get input from your team
While you are responsible for developing the processes for your team, they will be primarily responsible for executing these processes. You need to understand the logistical challenges they face.
This means that you need their input. Ask them what problems they face while working on such projects on a day-to-day basis. They can offer very valuable insights that will help you structure your workflow model appropriately.
Forgetting to update your workflow to reflect new tools
New technology is constantly changing the role of a project manager. You need to continuously update your workflow models to reflect technology that simplifies your own responsibilities, as well as those of your team members.
Make sure that your work flow model template is properly updated anytime you discover a new tool that you want to incorporate into your process. The new guidelines need to be immediately shared with your team and they must confirm that they understand the new expectations. They must also be trained to use the new tools as necessary.
Not Communicating Your Workflow Models Clearly
You need to make sure your staff understands every aspect of the workflow process. Here are some quick guidelines to follow:
- Make sure they are all part of a centralized project management dashboard. This isn’t just important to ensure that you see their work coming in. It is also important for holding them accountable. They can’t make the excuse that they didn’t see your messages or new company guidelines.
- Require everyone to agree that they have read the workflow policies before beginning any work.
- Let every team member know that the project manager is available to provide support if anything arises.
The workflow process can be difficult to follow. Make sure everyone is on the same page and provide the resources they need to meet your expectations. This will ensure that you are able to deliver projects in a consistent and timely manner to the satisfaction of all members of the team.