- Introduction: Projects Need Workflows
- Do You Need a Project Workflow Standard?
- Advantages of Customizing Your Project Workflows with Proggio
- How to Customize Your Workflow
Introduction: Projects Need Workflows
When we think about projects, we realize that their execution is only a part of their workflow. In fact, there is actually so much happening before the execution stage of task assignment and tracking, and so many other critical processes to manage before its successful delivery that it is ideal to implement a project workflow standard.
A project workflow is a set standard of processes that ensure the proper, effective, and efficient execution of a project. A project’s workflow may include ideation, market research, evaluation, justification, goal settings, and only then, planning, prioritization, and execution. The more complicated the project is, the more likely these steps are broken down further.
Do You Need a Project Workflow Standard?
When a project workflow standard is implemented, it ensures that all projects in a workspace are going through exactly the same steps. Important information is efficiently collected and projects can be compared and prioritized, apple to apple. In addition, the project stage form automation works for you collecting the data seamlessly and without you running after stakeholders. The system will block project stage change if the data is not provided.
Advantages of Customizing Your Project Workflows with Proggio:
1) Standardize project processes → Ensure that all projects in a workspace are going through exactly the same steps. It also ensures that the proper justification processes and the way project execution is approached every time for every project implemented within the project workflow.
2) Easy strategy to execution in one place → With Proggio you can see your projects through from inception to completion. Create your customized workflow, set up triggered forms and protocols for every step, execute projects, know where everything stands in an instant, and archive all in one place.
3) Trigger customized forms for each step → In Proggio you can create customized digitized forms, and request document uploads for protocols that are set to be triggered within each step of a workflow. You can also reference them with a click.
4) Save time → All documents and digitized forms from workflows are quick to reference since they are all in the and by repeating and improving upon successfully completed workflows, which you can easily review on-demand from a high-level view.
5) Scale with confidence → By having a set procedure in place that is easy to track from a high-level view, you can handle a large number of projects without losing track.
How to Customize Your Project Workflow in Proggio
In Proggio, setting up your project workflow is easy:
Step 1: Define your project workflow stages
Project workflow stages vary significantly between organizations, so we made sure that you can customize them to fit your needs.
The first step is to define the project workflow stages based on the organization’s requirements.
From the Navigation panel > Settings > Project Workflow
Stage titles, the number of stages, and the stage-assigned color can be edited as needed. While all of the project workflow stages are fully customizable, the “Archived” step is always required in the end to ensure clarity on its completion and to store it properly for future reference. You can also reorganize the order of the workflow once it is put together by dragging and dropping the workflow stage to the new position.
Step 2: Defining requirements and protocols to move projects through a stage
Now that the stages of the workflow have been defined and standardized across the organization, it is time to define the actions required to move them between stages. Proggio allows defining several action types when moving between stages. So when someone tries to move a project from one stage to the next, you can trigger a digitized form that includes the following options to be completed:
- Document: If such action is defined, a specific document is required to be attached to the workflow in order to move to the next stage (i.e., product requirements, project team structure, test cases, and more).
- Selection box: If such action is defined, the user needs to select a value from a predefined list in order to move to the next step (i.e., select the leading department for a specific project).
- Task: If such action is defined, there is a task required to be completed before moving to the next step (i.e., open a specific item number in an ERP system). Note: This action type is generic, and designed to capture all kinds of actions relevant to your organization that are not a document, a predefined selection, or approval.
- Free text: If such action is defined, the user may add any additional information that is requested (i.e., notes, comments, etc.).
- Prioritization business drivers: If such action is defined, the user would need to select which prioritization category it falls under by the organization’s definition (i.e., cost savings, compliance, yield, etc.).
- Project metadata: If such action is defined, the user will be prompted to add the requested project metadata (i.e., city, country, product item, etc.).
Action categories can be used multiple times within the same stage (for example, several approvers for the same workflow stage). You can also make specific workflow categories mandatory for submittal.
Once fully defined, the project workflow is ready to be used with any project.
Step 3: Gain a high-level view of a project’s workflow status
Proggio uses the stages in the project workflow in multiple ways to make sure projects are managed and promoted correctly throughout their workflow. The project workflow’s progress is presented at the project level on the project map, and it is the best way to ensure its progress and link it correctly to other project elements.
The project workflow stage is also presented and used in the Portfolio Board view, where the organization can review, edit, and manage the overall project stages and workflow status.
From the Navigation panel, select the Portfolio icon > Select Board.
From this view, you can learn more about a project’s details, duplicate it, export it, archive it, edit its settings, or delete it. For example, you can select to view the details of a project on the project map timeline (where the details of the workflow are managed) or to show a task list (where multiple workflow actions can be tracked per assignee and status).
From any of the Project tiles > Right-click > Select option.
Step 4: Trigger a workflow management protocol when a project moves from one stage to the next.
After all requirements and protocols have been defined and assigned to the relevant stages, you can now enforce protocols. Whenever a project is transferred from one stage to the other, the appropriate form will pop up and encourage the user to fill it in with all the items defined in step #2.
From the Navigation panel > Portfolio icon > Select Board > Drag and drop a project to the next stage > Protocol form will pop up automatically.
A user can define how strict the enforcement is, some fields are mandatory and some are not. A user can also, if needed, block the progress of a project from one stage to the next if all relevant items are not filled.
Project Workflow Management – Covering Projects End-to-end
Using an advanced workflow module, Proggio helps organizations manage projects in all aspects from start to finish. By connecting your project workflow management, project prioritization, project top-down planning, and task management, organizations are able to run the most elaborate and dynamic projects efficiently.
Defining the project workflow correctly is critical to ensure the proper execution of projects across your organization. Between the lines of stage’s actions, the organization holds years of experience and know-how. Things that were missing in previous projects, can be included in an earlier stage of the next project workflow. Decisions required to ensure successful project delivery can be set in the right stage. Documents that are critical for efficient execution are collected along the way. Everything is targeted to wrap a project and allow it to run efficiently.
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