Blogs

Why Cloud, Why Now? Proven Strategies for Managing Complex Workstreams with a Remote Workforce

By Kelsey Coleman posted 03-14-2021 08:04 PM

  

Managing once-in-a-generation projects like a cloud ERP system deployment— with many moving parts and dozens or even hundreds of stakeholders, all with their own specific roles, responsibilities and concerns — is already a challenge for colleges and universities. With most teams working remotely as a result of the COVID-19 pandemic, it’s become exponentially more complex, but by no means impossible.  

At Huron, we’ve embraced the opportunity to keep our clients on track with their cloud implementation projects and identified and instituted communication strategies we’ve leveraged over the last several months to bring multiple higher education institutions from legacy systems to the cloud. We created best practices to support clarity, efficiency, speed, and even team spirit prior to, during and following the go-live process. We did this most recently during a Workday implementation at a large academic medical center in the mid-west.  

Project Management Solutions: The Core of Effective Communication 

Project management software serves as the foundation of a virtual communication framework because it is a centralized, easily accessible repository for all deliverables, deadlines and supporting materials during a cloud go-live or cut-over. Huron uses Smartsheet and Jira to define and organize project workstreams and integrate them into a carefully managed and comprehensive project plan.  

Setting up strategies around workstreams supports streamlined virtual communication throughout the project lifecycle. Within each separate workgroup, incorporate time for regular, brief stand-ups to go over top priorities, upcoming deadlines, logistics and housekeeping items. This prevents confusing follow-up messages, misunderstandings and time-consuming ad hoc meetings.  

Workgroup leaders should also meet regularly with the steering committee overseeing the go-live to communicate key decisions, concerns and risks on an ongoing basis, which promotes greater transparency and consensus at the highest institutional levels. 

With detailed workstreams, groups, and timelines in place, teams can move on to the next step: training the entire group on communication channels and practices. 

Identify Communication Technologies and Set Expectations 

In such a large-scale project with multiple teams and timelines, don’t make the mistake of relying on email for updates, explanations and questions — long threads quickly become unmanageable. Instead, proactively identify the communication technologies to be used during the cloud go-live process and explain the appropriate use for each. These can include: 

  • Instant messaging. Platforms like Skype can be used for questions that don’t require extensive explanation or background. Institutions should set up federated access to such technologies and enable directories with contact information. 
  • Comment and tagging in project management platforms. These functions are ideal for queries and communicating issues about specific tasks while tracking history and providing transparency.  

Meeting Up: Video Conferencing Training and Tips 

As a meeting format, video conferencing is essential for providing visual cues that support the full context of communication as well as for building personal connections. But as the rise of “Zoom fatigue” shows, it must be deployed thoughtfully and strategically. In a multifaceted, long-term and large-scale project like a cloud transformation, this becomes even more imperative.  

Comprehensive training and preparation are key to success but carrying them out can be tricky with a large, dispersed group of individuals with different needs and learning styles. We recommend a two-pronged approach that integrates group communication with ample opportunities for individualized assistance: 

  • Schedule video meetings for large group trainings and updates. Keep the chat line open for questions that can be addressed at the end of the session. 
  • Follow up with same-day small video meetings or chat sessions for clarification. Some individuals will have more in-depth questions or concerns during group presentations. Hosting sessions afterward provides them with the extra support they need without slowing down the entire group. Soliciting questions ahead of time ensures the right people are on hand to answer them quickly and efficiently. 
  • Offer regular virtual office hours. These flexible video meetings provide an informal avenue for team members to log on for instant troubleshooting and issue resolution. For potentially sensitive discussions, such as those involving personal information or conflict resolution, Zoom offers virtual breakout rooms for private conversations.   

Cultivate Connection and Recognition 

While remote workers can’t go out for group lunches or meet up for happy hours, even in the virtual realm there are opportunities to promote teamwork and camaraderie. Activities like a daily riddle, game or puzzle, as well as friendly competitions to complete monotonous tasks, inject some fun and entertainment into the day-to-day workload. Carve out time in meetings to recognize accomplishments and call out jobs well done.  

It’s also vital to recognize that virtual communication and having to be “on” for large portions of the workday can be draining. Consider instituting meeting-free Fridays or allowing team members to schedule offline time to focus on their work and recharge—which can prevent burnout and help foster greater productivity and creativity. 

Committed to Creative Solutions for Communication and More 

At Huron, we’ve had employees working on a remote basis for years and have consistently accomplished complex projects using strategies and tools similar to those outlined here. With COVID, we recognized the challenge that institutions would face during a cloud go-live and acted quickly to build and execute a methodology for virtual implementation that aligns with the particular nature and needs of the higher education environment. With our ability to provide the same high-touch level of service we offer in the physical realm at every step, there is no reason to postpone your cloud project and every reason to look forward to the benefits it will bring to your institution moving forward. 

0 comments
6 views

Permalink