Managing projects in one location can be a monumental effort, but it becomes even harder when you need to manage multi-site projects. For companies that need to roll-out the same project often simultaneously in multiple locations, the process can be harrowing. However, some simple best practices can help project managers stay on track even when coordinating a complex project in hundreds of locations.
Here’s how to manage multi-site projects without stress:
Start with a Template
We recommend that project managers start with a master template of a typical project. This can easily be customized for each project but should include as many of the basic details such as schedule, a timeline for delivery, and the resources or teams needed to complete the job.
Ensure Accountability
Another way to cause a breakdown in multi-site projects is not establishing a clear team or project leader. Managing remote teams effectively hinges upon planning well and establishing a clear division of labor. With this division comes complete accountability for all of the deliverables from the remote team. Designate a team leader at each site who will serve as the single point of contact for that site.
Keep the Communication Flowing
Keep your remote team in the loop every step of the way. Clearly defined expectations, targets, milestones, and tasks should be clearly assigned, communicated, and visible by remote teams to ensure they have a solid understanding of when specific tasks should be completed and by which resource or member of the team.
The biggest threat for failure on multi-site projects is when teams are not clear about their status. It can be very easy for deadlines to slip but if you’re a retail chain that is rolling out a new POS or security system…deadlines are critical.
Ensure your project information is accurate and up to date, allowing managers, customers, vendors and other key people to view and update information in real-time from anywhere. Communication meltdowns can be avoided with proactive tools and processes that will ensure everyone is on the same page every step of the project.
Keep an Eye on Your Bottom Line
Expenses incurred from multi-site projects can quickly spiral out of control and can have a dramatic impact on your company’s overall success. Ensure your remote teams are accurately entering time, expenses and task updates in real time to allow up-to-date tracking and monitoring of the financial and “time health” of your projects before a problem is discovered.
As with any project, the more accurate and up-to-date the financial data is, the more proactive you can be with ensuring profitability and hitting deadlines. Compound this for multi-site projects and it’s clear why expenses need to be managed quickly and accurately. Having your remote teams enter time and expenses via spreadsheets or standalone report can be catastrophic to your profitability.
Important considerations when you need to manage multi-site projects:
- How will time zone differences affect your success?
- Will you need to factor currency conversions for expenses incurred in various locations?
- Are there different laws for overtime incurred?
- Does each site have the necessary resources needed to complete the project on time?
- What is the cost of each project at each location?
- How will you monitor the status of each project in real time?
- Are there unique reporting requirements based on the customer’s, or local ordinance, requirements?
Critical Factors to Help You Manage Multi-Site Projects
When you need to manage multi-site projects, several critical factors must be taken into account to ensure success. One major consideration is how time zone differences will affect your project timelines and communication. Coordinating tasks across different time zones requires meticulous planning to avoid delays and ensure that all team members are synchronized. Additionally, currency conversions for expenses incurred in various locations can complicate financial tracking and budgeting. It’s essential to have a system in place that can handle these conversions accurately.
Legal requirements can also vary significantly from one location to another, particularly concerning labor laws and overtime regulations. Ensuring compliance with local laws is crucial to avoid legal complications and potential fines. Resource availability is another key factor; each site must have the necessary resources to complete the project on time. This includes not only physical resources but also skilled personnel.
Monitoring the status of each project in real-time is vital for maintaining control and making informed decisions. Real-time tracking systems can provide up-to-date information on project progress, helping you to identify and address issues promptly. Additionally, unique reporting requirements based on customer specifications or local ordinances must be met. A flexible reporting system that can adapt to these varying requirements is indispensable.
Tools to Effectively Manage Multi-Site Projects
To effectively manage multi-site projects, leveraging the right tools is crucial. Project management software that supports multi-site coordination can be a game-changer. These tools often include features such as centralized dashboards, real-time communication channels, and integrated financial tracking. Centralized dashboards provide a comprehensive overview of all ongoing projects, enabling managers to monitor progress, allocate resources, and make data-driven decisions.
Real-time communication channels, such as instant messaging and video conferencing, facilitate seamless interaction between team members across different locations. This helps in maintaining clear and consistent communication, which is essential for the success of multi-site projects. Integrated financial tracking tools ensure that all expenses are recorded accurately and in real-time, helping to keep the project within budget.
Moreover, advanced project management tools often come with customizable templates, which can be tailored to meet the specific needs of each project. These templates can include predefined workflows, task assignments, and timelines, making it easier to manage multi-site projects efficiently. By utilizing these tools, project managers can streamline operations, improve collaboration, and ultimately achieve better project outcomes.
Can your system do all this?
Introducing TimeLinx
Businesses have been using time keeping, expense tracking, project management, and service ticket systems for years, but comprehensive project and service management systems are often isolated and treated as separate tools for specific business units and work teams. TimeLinx provides a way to bring everything together within a company’s CRM system while improving collaboration among co-workers, partners, vendors, and customers – thus offering an alternative to traditional professional services automation suites.
TimeLinx incorporates real-time functionality – including time and billing, expense tracking, asset and resource utilization, project tracking, and accounting integrations – into a company’s CRM system and by extension, its current workflows. It’s an investment that will improve productivity and availability, save money, and increase user and customer satisfaction.
Go ahead and request your free demo of Timelinx here!
