Overview:
When dealing with large and international teams, the challenges of getting an overview of all project advancements for the management team only intensify. This case study uncovers how OPUS helps management stay updated daily on each of their 100+ projects. We will explore how OPUS assists teams in gaining a global overview and finding specific information. The case study aims to provide an analytical and detailed examination of the issues faced and how OPUS addresses them.
1. Introduction :
1.1 Context and Importance :
Managing large, international Interior Design & Architecture teams comes with a distinct set of challenges. Specific needs to access complete updated information to make comprehensive decisions on a large array of subjects. When dealing with tens or hundred of projects, the processes putted in place for the managerial team to access a filtered information is crucial for perfect project completion and internal growth. The need for a comprehensive project overview becomes even more pronounced when dealing with internationals projects, attention to detail is paramount, the inability to access up-to-date information can lead to costly errors in design and execution. The ability to swiftly locate specific project details amidst a sea of ongoing activities is not just important—it's vital.
1.2 Purpose of the Case Study:
This case study aims to delve deeper into the core challenges that managerial teams face. It seeks to provide a clear understanding of how OPUS mitigates these challenges, making project management more effective. By focusing on real-world scenarios and specific examples, this case study lends an analytical lens to the issues at hand. Through this case study you’ll dive into how OPUS facilitates project management by offering real-time updates, centralized data, and improved communication channels. You will be left with an in-depth analysis of the challenges and solutions OPUS offers to counteract them. This study seeks to provide a turnkey implementation strategy that guarantees results, ensuring that managerial teams can seamlessly integrate OPUS into their existing workflows and begin to realize its benefits immediately. Through this detailed analysis, we aim to emphasize the long-term value it can bring to your managerial operations. The insights shared here are designed to leave managers equipped with practical tools and strategies for transforming their project management practices.
2. Core challenges Managerial teams faces :
2.1 Introduction:
Management teams need to monitor multiple projects simultaneously with varying scopes and timelines to make real-time effective decisions. This is biased by all the structures put in place. Lack of real-time information fragmented through different platforms and stakeholders makes their jobs impossible, exposing them to serious issues such as delays and wrong decision-making for each project. This issue only intensifies with the number of projects, size, and internationalization of projects, resulting in management-threatening situations. In this part, we’ll dive into the issues the managerial team faces when trying to get an overview of their ongoing projects to make their daily needed decisions.
2.2 Lack of Real-Time Information:
In most organizations, each project has its own system of monitoring and relies purely on the individual knowledge of the team to report to management real-time information, which is biased by definition. This results in difficulty getting updated information on project status by the managerial team. Relying purely on individual reporting faces management with a huge exposure to getting partial information, delivered with delay, biasing the decision-making process. These delays in decision-making, miscommunication, and inefficiency result in a situation where management struggles to get an overview of each project’s advancement due to the lack of real-time information. They only know where the project was last week, without acknowledging its latest updates.
2.3 Data Fragmentation:
Due to the non-centralization of all the project information, data is scattered across various platforms and tools. Looking deeper into a project’s specific issue is time-consuming for the managerial team. Getting updates is almost impossible because of the number of different platforms involved in the process (e.g., a new document has been shared through WeTransfer, but needs to be accessed through email, and needs to be enriched with a specific topic discussed on WhatsApp). Managerial teams face exposure to potential errors in the decision-making process because information is scattered through different platforms, making comprehensive decisions impossible. This issue also makes data retrieval time-consuming for the managerial team, which is always lacking time, trying to maximize the number of decisions made per day, leading to dangerous situations for the project’s perfect completion.
2.4 High Number of Stakeholders Involved:
In most project structures involving different stakeholders at different stages, information is not only scattered through different platforms but also through numerous stakeholders. Getting an overview of a specific topic is impossible due to withholding of information by all parties: Everyone owns part of the truth. To get to the bottom of an issue, you need to consult all stakeholders involved, making it almost impossible (e.g., the managerial team is trying to get updates on some corrections of wrongdoing done on-site by the contractors to update the clients. To do that, they need to check with their own team to clearly identify the wrongdoing and understand the issue. Then, they need to consult the engineering consultants to identify the communication they had with the contractors related to this issue, before getting a partial update from the contractor to finally report back to the client). This results in substantial delays in project completion, making comprehensive decisions on time-sensitive issues impossible due to the need to consult all parties involved. Getting an overview of the project for the management team is difficult; every time they want to look deeper into issues, their team lacks all the information because it is owned by each stakeholder. On many projects, this can result in huge exposure to many wrongdoings and substantial delays.
2.5 Complexity in Project Tracking:
The management team’s core need to monitor multiple projects simultaneously with varying scopes and timelines requires, by definition, to have an overview of all projects in real-time with the ability to dive deeper easily into specific issues. This is affected at all steps of the projects spanning through a scattered monitoring environment. Getting a precise overview of advancement with daily updates for each project is almost impossible. This results in difficulty for the managerial team to prioritize tasks and organize resources. This issue exposes them to a situation where executives can’t really control what is happening inside their company, missing key information for rightful decision-making, driving a wedge between parties and management. Executives’ jobs are being tainted due to the lack of tools enabling them to achieve their key mission for the company.
2.6 Communication Barriers:
Communication barriers are also affecting managerial needs to discuss with every stakeholder involved in their projects. Inconsistent communication channels and information storage locations make it difficult for management to communicate with all stakeholders. Every time management needs to consult a discussion or access an asset sent by any stakeholder, they have to filter through the dozens of different channels used throughout the projects, resulting in time loss in every communication with internal and external parties. This communication barrier, where information and communication are scattered through numerous platforms, results in misunderstandings and misalignment among team members and stakeholders, along with a huge loss of time by the managerial team. This might expose executives to a situation where they feel a constant lack of communication and feel powerless not being able to properly communicate on ongoing issues.
2.7 Conclusion :
This overview of the challenges managerial teams face in communication throughout their projects helps better understand the size of potential exposure they’re facing. Lack of real-time information fragmented through different platforms and stakeholders makes it impossible for them to get a clear overview of their ongoing projects. Delving deeper into the issue also helps understand how it affects the entire company and project perfect completion, making it one of the top priorities to address to not face structural threats.
3. How OPUS Addresses These Challenges :
3.1 : Introduction :
Management teams unique challenges requires a unique solution, this where OPUS step in. Build specifically for Architecture & Interior design Agencies with theirs challenges at its core, OPUS is designed to be the perfect tool to help managerial teams mitigates these challenges. Acting as your projects personal assistant, OPUS provides executives with complete real-time updates, enabling them to delve deeper into issues instantly as soon as they arise for faster and better project completion. Built as a centralized information Hub, OPUS permits you to delve deeper on each issues easily : All Stakeholders and information are unified though a unique environment, making sharing and retrieving information as simple as possible. In this part we’ll uncover how OPUS addresses the challenges of the managerial team and enables them to keep an overview of their ongoing projects to make good decisions.
3.2 Centralized Information Hub:
Built as a centralized information Hub, OPUS provides a unified platform where all of your projects’s information is accessible. Simplifying retrieving data, OPUS enables managers to access any given information with requiring outside help from their team or stakeholders. All the necessary information, is shared and accessible within a click. (e.g., The managerial team is trying to get updates on the phases of progression that have been completed over the past weeks, it’s accessible on OPUS within a click ). It empowers back executives in accessing the information they want without relying on anyone’s compliance. It eliminates data fragmentation, ensuring easy access to information. This helps the managerial team avoid situation where they always need someone to delve deeper into any project, leading into loss of time and incomplete information when taking decisions.
3.3 Real-Time Updates and Notifications:
At every step, OPUS’s users receive real-time updates and notifications about project milestones and changes. This enables the management to only focus on the projects that need their full attention and to delve deeper into issues instantly as soon as they arise. Relying on OPUS, managers can be confident that they’re keep informed instantly, facilitating prompt decision-making. (e.g., The manager receive a notification that a new site visit have been added to one of his project, he opens it within a click, and witness some wrongdoing from the contractor. He immediately can see if the issue have been addressed by one of his team members. If it has, he can text the person responsible directly on the app, If it hasn’t, he can create a group to solve the issue on OPUS and add all the parties involved. He finally gets a notification when the issue have been sorted ). This permit to streamline any unnecessary communication to be time-efficient as soon as an issue has been found. We witnessed a shift in the power balance operating with OPUS : executives encountering issues and founding solutions before their team had time to come to them, enabling each parties to save time. This permit the managerial team, whose time is limited, to devote their time and attention to the projects and issues that require it the most.
3.4 Unifying all stakeholders through a unique environment :
By offering an environment centralizing all stakeholders, OPUS enables decision-makers to own the full scope of information on any topic. They can have an overview on a specific topic because all stakeholders rely on the same environment to share and access information. Making comprehensive decisions on time-sensitive issues is made possible without having to consult all parties involved. If needed, every stakeholders is reachable within a click, reducing as much as possible the lack of time, crucial when dealing on time-sensitive issues. (e.g., The manager wants to access the engineers report on structural modification recommended before starting construction, he can access this report within a click, view the comment made by its team, and in a few seconds he’s already up to date with the history of the report, enabling him to take strategic decisions right away ). By centralizing all stakeholders and information through a unique environment, OPUS empowers decision-maker with the full information needed to make comprehensive decisions.
3.5 Enhanced Monitoring Tools
OPUS’s suite of enhanced monitoring tools enables managerial teams to monitor multiple projects simultaneously. It offers the ability to keep an overview of all projects at all time, with the ability to dive into Progression and finances monitoring more deeply when needed. OPUS Strength is to permit decision-maker to keep an overview at all time, yet giving the ability to go on micro scale in seconds when needed. Intertwined with real-time updates, it enables the managerial team to prioritize tasks and organize resources. (e.g., An executive witness on OPUS that a project is late and that a phase that should have been completed have still been in process for the past week, and the client is complaining. OPUS first enables him to be aware of the issue, and enable him to dive deeper. In a few seconds he can see who’s responsible of the project, if there is any issue blocking the project, text the parties involved and notify its clients once it clears up ). Through its enhanced monitoring tools, OPUS enables managerial teams keep an overview of all theirs projects at all time, and to dive deeper to understand the underlying issues, and address them properly.
3.6 Communication simplified :
By offering a centralized Hub, OPUS helps Agencies streamline their communication by reducing the number of channels used throughout theirs projects. Every piece of information is not anymore scattered though dozen of different locations, simplifying managerial needs to communicate with every stakeholder involved in their projects. Every time management needs to consult a specific team member, he knows exactly where to contact him and where the information will be accessible afterwards. OPUS’s advance communication features in the pictures, Files, and Messaging provides them with the tools to discuss on a specific topic with the proper platform. (e.g., The managerial Team can directly comment on the pictures added by one of the team members to address a specific topic that need to be taken into account, The team member receive a notification, identify direct the issue, because contextualized and can address it right away ). The simplification of communication throughout the projects empowers the managerial team : Every stakeholders is reachable in seconds, and can addressed using the tailored tools, to be as easy and fast as possible, ensuring all parties involved are on the same page.
3.7 Conclusion :
OPUS stands out as the ultimate solution for managerial teams grappling with the complexities of multi-project oversight. By centralizing project information, providing real-time updates, and streamlining communication, OPUS effectively addresses the core challenges faced by decision-makers. Its advanced monitoring tools facilitate both macro and micro-level project tracking, allowing executives to make well-informed, timely decisions with confidence. In essence, OPUS empowers agencies to overcome delays, miscommunications, and data fragmentation, ensuring project success. By adopting OPUS, agencies can confidently navigate the complexities of modern project management and achieve their strategic objectives with greater efficiency and accuracy.
4.Case Study: Implementation and Results
4.1 Introduction :
Embarking on the journey of implementing OPUS involves a multi-faceted approach tailored to meet the specific needs of the team. This section unpacks the real-world application of OPUS, presenting a detailed overview from initial assessment to measurable outcomes.
4.2 Initial Assessment:
The initial phase of implementing OPUS begins with a thorough analysis of the agency's existing project management processes. This involves a consultation to map out the workflow, identifying inefficiencies, and data fragmentation issues. We gather insights to help us understand the specific challenges faced in real-time information access, communication, and project tracking. Based on this comprehensive assessment, we develop a tailored implementation proposal for seamless onboarding. This proposal outlines the step-by-step integration of OPUS, ensuring minimal disruption to ongoing projects and daily operations.
4.3 Implementation Process:
The success of OPUS lies in its seamless integration with the agency’s existing systems and workflows. A phased approach ensures smooth transition and adoption across the organization. The OPUS team works closely with the agency's IT and project management departments to defines projects Structure & Stakeholders authorizations that would
best suits the needs of the agency. To ensure effective use of OPUS, we conduct comprehensive training sessions for all users. This includes management, team members, and external stakeholders. Interactive workshops and hands-on training modules are designed to familiarize users with the platform's features and functionalities. Throughout the integration process, OPUS provides ongoing support to address any technical challenges or user concerns. This ensures that all stakeholders are comfortable with the transition and can leverage the platform to its fullest potential.
4.4 Post-Implementation Review:
Following the initial implementation, a post-implementation review is conducted to evaluate the impact of OPUS on project management. Regular check-ins with users help us gather real-time feedback and assess the effectiveness of the new system. Collecting feedback from all users is crucial for continuous improvement. We encourage open communication to identify any areas for enhancement or additional support. This iterative process ensures that OPUS remains aligned with the agency's evolving needs.
4.5 Constant relationship with our Team
OPUS is not just a tool but a partnership. We believe in maintaining a consistent relationship with our clients to ensure sustained success. Our success team is available 24/7 to provide guidance and support to your team and stakeholders. This includes troubleshooting, feature optimization, and user training. We proactively engage with your team to understand your future needs and incorporate them into the platform. This involves regular check-ins, and feedback sessions to ensure OPUS evolves alongside your projects.
4.6 Results:
The results of implementing OPUS are tangible and transformative. Agencies experience a significant reduction in delays and enhanced efficiency in project tracking. Managers have real-time visibility into project progress, allowing them to make informed decisions swiftly. OPUS provides a centralized hub for all project information, improving oversight and control. Executives can monitor multiple projects simultaneously and dive deeper into specific issues as needed. The streamlined communication channels reduce misalignment and misunderstandings among team members and stakeholders. This leads to higher satisfaction and better collaboration. Data from various use cases of our client demonstrate the impact of OPUS. For example, one of our client’s international agency reported a 9% increase in project completion time and a 60% reduction in communication time after implementing OPUS. These metrics underscore the efficacy of OPUS in transforming project management practices.
4.7 Conclusion :
The successful implementation of OPUS within the agency marks a significant milestone in overcoming the challenges of multi-project oversight. The process, from assessment to measurable outcomes, highlights the platform's capability to enhance efficiency, visibility, and communication. OPUS stands out as a robust solution, empowering managerial teams to achieve strategic objectives with greater precision and effectiveness.
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