One of the most difficult aspects of project management for engineering companies is setting and then managing expectations of both clients and stakeholders. While creating a timeline and defining the scope of a project upfront is helpful, if the expectations are unrealistic, the schedule and budget can easily blow up. So to find the best engineering project management tool, which brings all the members related to a project on one platform, and simultaneously encourages transparency in the organization can be tough.
Consequently, engineering companies are finding it increasingly difficult to strike the right balance between managing their expenses on business development and internal operations.
We decided to delve deep and reach the root of the problem and found that the #1 reason why these teams fail is because the tools they use are too complicated to adopt.
Many engineering companies are still dependent on using MS Excel sheets for organizing their information. No doubt Excel is easy to program and works great for calculation, data filtering, and display data in a graphical format. But it falls short when one needs to run reports on the aggregated data. Moreover, while working remote sites, engineers are unable to collaborate and share updates with the headquarters on the same Excel file in real-time. They need to update data time and again in the same Excel sheet, which goes through multiple rounds of edit and ultimately leads to data duplication and reduced work efficiency.
This gap was filled up Google spreadsheets with its exceptional multi-user collaborative features. It allowed engineering companies to collaborate with their remote clients in real-time as well as reduce multiple file creation and save on file storage. But as the data grew, engineering companies realized that Google Spreadsheets couldn’t become their dedicated database. They needed a tool that enabled them to organize, collaborate and analyze on the same platform.
So what is the best project management tool for engineering companies?
Rajesh Jain, MD , Enhanced WAPP Systems (India) Pvt. Ltd, explained that his team had a simple definition for the ‘best’ project management tool – easy to adopt and use.
Rajesh says “Employees lack confidence in their ability to make proper use of such tools”. User-onboarding is tedious and inputting information is felt more as a pain rather than a benefit. Filling in boxes and forms doesn’t feel natural or appealing.
According to Visweswara Rao Gantasala, General Manager, IBI Group “Since majority of information exchange takes place through a seemingly infinite thread of emails that either keep getting forwarded, annotated and even lost during the duration of the project, there is more room for miscommunication. And eventually results in an extended project deadline. Let’s accept it, no team handling a project wants to put a project status as ‘Delayed’ or ‘Overdue’. It just doesn’t fit right.”
“Instead of solving a pain point, multiple software have themselves become the pain.”
So what usually goes amiss?
- Lack of a centralized platform to share data coming from multiple sources
- Inability to communicate effectively within the team on a regular basis
- Absence of a simple yet scalable solution that provides the best-in-class data analytics to take major project decisions.
5 Reasons Why Orgzit Is “Best” For Project Management
In Orgzit, you can tackle these problems easily by ensuring that all the data is in one place, each team member is accountable for his/her work, and most importantly, the data is organized and ready to be analyzed.
Organize Your Business Around Orgzit
Majority of engineering companies have a set of business processes to handle their incoming projects. But no two companies business processes are exactly similar. Ask yourself this – Why most mergers take longer than planned?
It might be because an employee in Company A provides weekly project updates rather than bi-weekly in Company B it is merging with. Or Company B uses Skype business for internal communication whereas Company A is more comfortable with Slack.
Suffice to say, business processes setup by a company are unique to itself. Two companies might have “exact” similar business goals but no two companies have the “exact” similar roadmaps to achieve it.
Orgzit allows you to setup your business processes just the way you like. Let’s take an example. If you want to do a monthly check of the working condition of your on-site deployed machines, you can quickly customize a dashboard widget. Orgzit’s easily customizable widgets (aka reports) are a scalable alternative to time-consuming data crunching and analysis.
Just like this, whether you have to design and execute large infrastructure projects ,follow up on maintenance contracts, or even give advisory services, you can customize Orgzit to fit your business processes.
Orgzitidea – You don’t need to fit your project in a set project management template, you can tailor Orgzit to set your project management template.
Add External Collaborators For Quick Project Updates
If you are collaborating with multiple external parties, you will definitely need to keep some data private in order to avoid an unwanted data security breach. After all, data security is a hot topic for engineering firms whose business backbone are basically an impenetrable data silo and a robust CRM to support it.
Orgzit has multiple user access levels that allow you control the information that you are sharing with your 3rd party project collaborators and even your team. This gives you control over your data and simultaneously the freedom to collaborate with your external team members while being in control of the information exchange.
Orgzitidea – Use “@everyone” in the comments section so that all project users get notified by an email when something important needs to be brought upon everyone’s notice.
Be in Touch With Your Remote Team At All Times
If your engineers & technicians are working at various locations, monitoring equipment and recording data daily, you know keeping track of them can get hectic and consume a lot of time. So how do you go about it?
With Orgzit, you can be in touch with your remote team at all times. For example, your team can enter new records for data collated on each day in the field/on site and share it through Orgzit mobile app. You can even collaborate on that data and assign tasks for the next day.
Orgzitidea – You can check the task statuses in multiple ways –
- Click on ‘My Tasks’ on your dashboard which shows all the tasks assigned to you.
- Click on ‘Project Tasks’ to check who is assigned what task in that particular project.
- Click on “App tasks” to check all the tasks assigned in that app.
Generate Quick Reports And Start A Productive Day
Most engineering compaines have engineers/technicians who are required to visit client’s premises or project sites frequently to record data, draw insights from it, and (not to forget) trigerring another bill to be reimbursed by the company!). This usually means a lot of paperwork and a lot more time investment. With Orgzit reports customized and generated on the go, you can quicly track the project status from your office premises, saving the additional office expense (with a pat from you boss) and most importantly, saving your time.
Orgzitidea – You can have a personalized customized dashboard for each team member, which in turn becomes a constant and real-time feedback mechanism.
Collect Client Feedback And Stay Updated (Always)
The one thing that engineering companies often overlook is client feedback which is often conveyed though word of mouth among the top hierarchy and skips the mention of the long chain of people who worked that project to success.
This is what Visweswara has to say about change order requests after collecting client feedback –
‘Our team is terrified of the term “Change Order”. Adhering to the scope of the project once the request has been made becomes messy and requires another thread of lengthy email exchanges regarding the amendments to be made to the project contract. It is not unusual but takes up a lot of our working time’
In Orgzit, you can create a webform and send it to your client on a weekly basis to collect feedback for the previous week and gather suggestions on the changes to be made for the coming week.
No need to search for information in the lengthy email threads anymore!
Orgzitidea – Since the data gets directly accumulated in Orgzit apps, all the people associated with that project get regular feedback on the work being done.
Orgzit Secret Ingredient For Engineering Company Success –
Flexibility to adapt to agile
Orgzit is integrated with Slack. You can too!
If you think your engineering company might be benefited with the several features that an agile project management platform like Orgzit presents itself with, allow us to give you a free demo and see the difference it makes.