Project Room

Project Room Solution

The Project Room is ideal for all types of projects (basic, complex, cross-departmental, etc.) and ensures project-related information is easily accessible for all team members, including various departments and even third-party contributors. Project managers can use the Project Room to schedule due dates, assign tasks, and set goals to reach significant project milestones, which can then be displayed on a calendar for easy viewing.

Solution Overview

Business challenges 

  • Collaboration (Primary)
  • Communication (Secondary)

Owners and audiences 

  • Project Manager (Owner)
  • Project team (Audience)
  • Executive management (Audience)

Business value

Projects often command a high level of focus, demanding timelines and thus, seamless organization and collaboration. The Project Room Solution provides project team members with more opportunities to communicate and collaborate throughout a project’s lifecycle. With features like version comparison, commenting, and mentions, the history of collaboration, decisions, and risks will persist in the context of the source content.

Project Managers and team members can create project timelines by assigning tasks and setting milestone deadlines all in one location. This Solution helps to maintain project momentum by capturing upcoming project meetings, meeting notes, and adjusting due dates as needed. Project team members can easily view schedules and deadlines in a calendar and list format. The Project Room helps to ensure project team members have easy access to the documentation they need for success, including project plans and statements of work. Employees can upload relevant background information, planning documents, standard operating procedures, draft content in need of review, and items for proofing.  

Key features

  • Project Templates
  • Project Details, including project plan and scope
  • Communications on expectations and key deliverables to stakeholders
  • Identify key team players based on roles
  • Discussion Forums to centralize questions, answers, and resolutions
  • Schedule and Tasks
  • Documentation folders
  • Meeting Room for upcoming meetings and notes

Screenshot

SolutionsScreenshots_ProjectRoom.png

Business Outcomes

Measuring success

The Project Room Solution is designed to solve business challenges related to collaboration between Project Managers and their project team. Ensure your Project Room Solution delivers the results you need by measuring its success using key performance indicators (KPIs). These outcomes should focus on addressing the collaboration challenges your Project members may have, including meeting deadlines, assigning tasks, accessing required meeting materials, and keeping track of meeting notes and dates.

Key outcomes

Measuring against KPIs specific to the Project Room allows you to determine: 

  • What are the most recent progress items or milestones achieved in the project? 
  • What areas need improvements to support better collaboration? 
  • What goals and objectives are needed to further support more efficient and effective collaboration between Project Management and members?
  • What information is most important to stakeholders who are external to the project? 
  • What people-focused goals and objectives have helped to strengthen the collaborative relationships required? 
  • What information-focused goals will support the sharing of vital information across the team while ensuring confidential information is protected?
  • What process-focused goals will provide more innovative approaches to meeting deadlines and keeping track of milestones and project objectives?

Key goals and objectives 

Some key goals and objectives to keep in mind when determining KPIs for your Project Room include: 

  • Streamlining meeting processes 
  • Eliminating risks of information leaks and losses
  • Maintaining project momentum

Business processes

You should incorporate your Project Room Solution into your existing internal business processes. Think about what processes, policies or procedures might have to change or be updated.

  • Do SOPs need to be updated? (e.g. capturing reporting information, identifying risks and escalations, storing and sharing of meeting notes and tasks)
  • Are there processes that need to change? (e.g. Steering Committee arrangements, budget reporting)

Key areas 

Some key areas to pay close attention to when measuring the success of your Boardroom include: 

  • Project Details 
  • Project Discussions
  • Schedules & Tasks
  • Documentation 
  • Meeting Room 

Recommended KPIs

Below are some recommended KPIs for measuring the success of your Project Room Solution. Keep in mind that some of these recommended KPIs will align with your organization's goals and objectives, while others may not. It is critical to align KPIs with your unique goals and objectives to accurately measure success. 

  • X% increase in the number of Microblog Articles posted to the Project Updates Channel 
  • X% increase in the number of views of Microblog Articles posted to the Project Updates Channel 
  • X% of Project or Stakeholder-related communications occurring in the Project Room Solution
  • X% decrease in the number of missing Meeting Notes from the Meeting Room section
  • 100% of all Project-related meetings included in the Meeting Room Calendar
  • 100% of all reports required for Steering Committee meetings published using the Documentation Folder Channels
  • 100% of milestones tracked in the Project Room Solution
  • X% increase in the number of views of Files and Resources
  • X% increase in conversations occurring in Discussion Forum Channels

Note: KPIs are generally time-based and should be evaluated and/or modified on a specific cadence (e.g. quarterly).

Solution Roadmap

 Implement

The Project Room Solution comes with a pre-configured template. Our Consultants and Configuration Specialists use this template as the baseline for your implementation. The focus of the implementation is on design, configuration, content, and training.

These are the major implementation initiatives for the Project Room Solution:

  • Site architecture: Review the Solution architecture. 
  • Homepage: Surface the most important content and areas within the Solution on the homepage to provide an at-a-glance view and easy access to relevant content. 
  • Site map: Update the site map based on mutually agreed to modifications (e.g. moving, deleting, adding pages and/or applications).
  • Configuration: Update the Solution configuration settings.
  • Users & Groups: Add groups and users to the Solution. 
  • Content: Add content (e.g. news, events, files, instructions) from any team archives or file storage systems to the Solution. This may include uploading previous files, knowledge base articles, meeting notes and standard operating procedures in the appropriate area of the solution.
  • Design: Apply the visual design to the Solution (e.g. global CSS changes, header, footer, banners, icons).
  • Testing: Do a quality assurance sweep of the Solution (e.g. broken links, navigation, permissions).
  • Training: Train key stakeholders on the Solution (e.g. Project Managers and members) by providing clear and concise instructions within the Solution content.

Drive engagement and adoption 

It's time to launch your Project Room Solution. With the help of Igloo Solution Consultants, you can take the next steps towards success, ensuring you drive adoption and engagement. As your organization and digital workplace grow and evolve, so will the needs of your project teams. Use the tactics recommended below to ensure you have a successful launch, drive engagement, and expand your Project Room to meet evolving needs.

Launch 

  • Simplify the experience: Provide clear and simple instructions and calls-to-action to drive desired experience without the need for formal training. 
  • Define a project template: Easily deploy project templates to new projects as they are launched and minimize the amount of configuration required each time.
  • Manage Project Room requests: Identify and publicize a procedure for requesting a new project team or archiving an old one.
  • Complete profiles: Encourage the project members to fill out their profiles within the digital workplace.
  • Keep it clean: Use a clear and concise architecture to keep it simple and easy-to-use. 

Engage

  • Integrate: Include IT approved tools to increase adoption (Zendesk for IT, Box for Marketing, etc.) and build on familiarity across the team.
  • Communicate: Encourage Project Managers to exclusively use the Project Room for key files, procedures, and communications.
  • Keep it current: Use the Project Updates Microblog Channel to build project team trust, alignment, and celebrate successes.

Govern

This Solution should be managed by the Project Manager or Project Management Office.

  • Check security: Check and test all groups, roles, and permissions before going live using sample content to ensure security expectations are met, in case any content is highly confidential.  
  • Communicate updates: All updates to the project team should be communicated via the Project Room to assist with compliance, auditing, and to leverage lessons learned. 
  • Provide quarterly assessments: Provide quarterly summaries about changes and updates to the Solution or templates requested by the PMO (e.g. feedback gathered during Steering Committee meetings).

Evolve

  • Poll widget: Create a mechanism for employee feedback and to take action on suggestions.
  • Promote thought leadership: Include microblogs to facilitate conversations around specific topics that are of interest to your project members and the organization. 
  • Increase visibility: Incorporate the Igloo Status Widget to provide high-level updates for the overall project and workstreams. 
  • Reassess metrics: Review objectives and KPIs to refine them and continue to mature and maximize the business value of the Solution.

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