Customer-obsessed firms take an outside-in approach, relying heavily on collaboration, to deliver desirable products and services. Product, marketing, and technology teams exchange information with a wide circle of people, both internal and external to the company. Email remains the vehicle of choice: 77% of information workers use email for internal communication, while 76% use it for external communication with partners and clients. Over half of information workers are on email constantly. These interruption-driven activities reduce the amount of time spent on an actual task activity to a mere 18%. How does anyone get anything done? Managing the chaos of work requires solutions that enable teams to have a centralized location to work collectively and share digital content deliverables such as documents, presentations, web content, and videos and capture the contextual conversations around the activities being performed. This webinar talks about the need for collaborative work management solutions and how they can bring greater productivity without adding extra work to the work you’re already doing.

1. © 2014 Planview, Inc. | 1 | Confidential© 2016 Planview, Inc. | 1 | Confidential
Managing The Chaos of Work
Jason Morio
Projectplace Product
Director
Margo Visitacion
Forrester VP and
Principal Analyst

2. © 2016 Planview, Inc. | 2 | Confidential
Housekeeping
@Projectplace
#Projectplace
#Collaboration
• Questions?
Use the Q&A Module or email
info-na@projectplace.com

3. We work with business and
technology leaders to develop
customer-obsessed strategies
that drive growth.
3© 2017 FORRESTER. REPRODUCTION PROHIBITED.

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Agenda
› Digital drives today’s businesses to distraction
› People work differently today
› How to work smarter, not harder
› Recommendations

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5© 2016 Forrester Research, Inc. Reproduction Prohibited
Digital Empowers Customers And Creates Chaos
For Business

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Source: 2015 Forrester/Odgers Bernsten Online Digital Business Survey
Digital Business Has Industries Expecting Massive
Disruption
Industry Next 12 months Already happening
Healthcare 24% 19%
Retail 28% 19%
Insurance 28% 10%
Business & Professional Services 28% 12%
Telecommunications 26% 20%
Pharmaceutical/Medical Systems 15% 23%
Technology Products 27% 18%
Travel & Transportation 26% 13%
Financial Services & Banking 13% 11%

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70% believe digital success requires
expanded partner networks
Source: IBM C-Suite Study 2015
81% believe there will be more digital
and virtual interaction

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Agenda
› Digital drives today’s businesses to distraction
› People work differently today
› How to work smarter, not harder
› Recommendations

9. 9© 2017 FORRESTER. REPRODUCTION PROHIBITED.

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Source: ___
Assembly Line Approach To Work Is Dead
100% planned
allocation
50% actual
availability
Assembly
Line
Information
Work

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› Source: Forrester’s BT Telecom & Mobility Workforce Survey 2016
People Work Differently Today
› 45% use mobile
capabilities when
working with clients
and partners
› 40% customers
expect mobile
capabilities involve
service delivery
› More than a third
work while
commuting or
traveling

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Work Is Increasingly Collaborative
Order to cash
Source to pay
Hire to compensate
Product input to
output
Prospect to sale
Strategic
planning
Vendor
contracting
New
product
development
Client
case
resolution
Account
setup
Marketing
campaigns
Talent
development
Research
and
development
Every business consists
of a mix of transactional
and collaborative
process “work”
50% of information
workers collaborate with
at least six people daily

13. © 2016 Planview, Inc. | 13 | Confidential
The Modern Extended Team
Modern teams need a Virtual Office to work with people inside
and outside the company across geographic locations every day

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Source: ___
What’s The Difference Between Projects & Your Day Job?
“Project”
Has a time constraint
Delivers something new or different –
e.g. a change
Has continuity
“Non-project”
Non- repeated (most meetings,
training, holidays, etc)
Not tied to a specific outcome
Does not directly affect
organizational/business change
Scope, formality and culture dictate approach

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Process Vs. Project Work – Both Need Collaboration
Many people Few people
More
structured
Projects:
• Consulting projects
• IT projects
• Sales proposals
• Strategic plans
Cases:
• Application development
• Tech writing
• HR onboarding
Less
structured
Operations or
campaigns:
• Research/development
• Marketing campaigns
• Training
Service delivery:
• Utility service calls
• Equipment installations
• Product support

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Email: Daily Distraction

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27% of information workers check
email several times an hour on their
smartphones
Disruptions, email and meetings
reduce actual task activity to 18% of a
typical work day
Source: Forrester’s BT Telecom & Mobility Workforce Survey 2016

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Agenda
› Digital drives today’s businesses to distraction
› People work differently today
› How to work smarter, not harder
› Recommendations

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All Work Is Valuable
Many people Few people
More
structured
Projects:
• Consulting projects
• IT projects
• Sales proposals
• Strategic plans
Cases:
• Application development
• Tech writing
• HR onboarding
Less
structured
Operations or
campaigns:
• Research/development
• Marketing campaigns
• Training
Service delivery:
• Utility service calls
• Equipment installations
• Product support

20. © 2016 Planview, Inc. | 20 | Confidential
Case Study - Collaborative Efforts in Marketing
• Campaigns & events - require extensive
collaboration with both internal and external parties
to establish and refine messaging, copy, and event
details
• Product launches - require input and coordination
across multiple departments, from products /
engineering to sales, legal, possibly suppliers, etc.
• Website & content development & rebranding –
involve a whole host of documents, drafts, proofs
and other artifacts that circulate throughout the
lifecycle of collaboration until the “final final” is
achieved.
• Vendor supply chain - Marketing organizations
rely upon a supply chain of agencies, writers,
designers and other specialty talent – all external to
the company -- in order to support these activities.
Marketing
Website Development
Content
Development
Vendor
Supply Chain
Campaigns
Events
Branding
Product
launches

21. © 2016 Planview, Inc. | 21 | Confidential
• Ryan – Director of Marketing
• Global software company w/ 700+ employees
• Manages team of 10 responsible for demand gen, web &
creative services
• Not a trained / certified PM
• Does not have trained / certified PMs on his team
• No formal Agile training
Case Study - Collaborative Efforts in Marketing

22. © 2016 Planview, Inc. | 22 | Confidential
Before
• Traditional ticket system to manage 120-150 requests
• Difficult to see and set priorities, let alone team member workload
• Tickets and emails were lost, requesters unable to track their
requests
• Management unable to see full view of work in-progress and
pending
• Tried MS Project to establish consistent plans + Sharepoint for
documents & calendars
• “We created massive project plans only to fall back to
spreadsheets and tickets”
Case Study - Collaborative Efforts in Marketing

23. © 2016 Planview, Inc. | 23 | Confidential
After
• New approach allowed projects to break into smaller
segments & phases (two-week sprints)
• Tickets became cards on Kanban boards, provided
more visual status and flow of requests
• Enabled team members to focus on priorities and tasks
at hand
• Team members, requesters and management all able
to see exactly where things are
• Documents and artifacts managed centrally in the
same project
Case Study - Collaborative Efforts in Marketing

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Feedback
1: Create Common Workspaces
Scope
Plan/Schedule
ControlDeploy
Close
Conceive
Discover
DevelopAssess
Adjust
CWM

25. © 2015 Planview, Inc. | 25 | Confidential
Project Collaboration Must-Haves
A modern tool that does more, not more tools

26. Project Collaboration Must-Haves
A modern tool that does more, not more tools

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2: Make It Mobile
4%
12%
16%
13%
7%5%
43%
Project/Task Management Tools
Several times an hour Several times a day At least daily At least weekly
At least monthly Less than monthly Never
How often do
you use the
following application
for work purposes?
Source: Forrester Technographics BT Telecomm & Mobility Survey, 2016

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3: Create Context
and distribute
Process and project execution by reducing distraction, and
capturing communication in the right context

29. Context and Focus
What is the focus of this project /
campaign / work?
What is my focus?

30. 30© 2017 FORRESTER. REPRODUCTION PROHIBITED.
Agenda
› Digital drives today’s businesses to distraction
› People work differently today
› How to work smarter, not harder
› Recommendations

31. 31© 2017 FORRESTER. REPRODUCTION PROHIBITED.
Recommendations
› Transparency comes when all work is valued
› Consider the type of work that benefits from centralized
contextual communication
› Curate context to keep out the noise

32. © 2016 Planview, Inc. | 32 | Confidential
Collaborative Work Throughout the Organization

33. © 2016 Planview, Inc. | 33 | Confidential
Work collaboration - All the tools in one place
Work collaboration for teams
Cross-team views for organizationsWork planning & execution
Document sharing
Team collaboration
Workload management
Project portfolios
Performance dashboards

34. © 2015 Planview, Inc. | 34 | Confidential
Thank You
Start your free Projectplace trial today:
https://www.projectplace.com/pricing/enterprise-trial
“Projectplace is Synergy. The more we used the
various capabilities of the [Projectplace] tool, the
more synergy we had as a team.”
“Expect rapid adoption. Projectplace is now universally
adopted across IT for all projects larger than 100 hours and
now other business stakeholders want to use it for their
departments.”
Margo Visitacion
mvisitacion@forrester.com
Jason Morio
Jmorio@planview.com