There comes a time in every project manager's work when traditional spreadsheets and notes are no longer enough. If you haven't encountered this challenge yet, it's probably still ahead of you. As the number of tasks and projects grows, managing them without the right tools becomes increasingly difficult. This is when implementing a project management system becomes a necessary step. The first and key step in this process is choosing the tool that will best meet the needs of your team - we have already written about this in detail in the article Which project management system to choose.
After selecting a system, it is time to implement it. You can try to implement it yourself, which will work if your team has the right technical skills and enough time. However, a much faster and more effective solution is to work with an implementation partner. The right expert will not only minimize the risk of errors, but will also guide you through the implementation process in a comprehensive and safe manner. How to choose a partner to implement a project management system? You will find the answer in the article below.
Do I need a project management system implementation partner?
At first glance, implementing a project management system may seem like a simple task. All you have to do is buy the tool, run it, and transfer projects to it. Unfortunately, the reality is more complicated. Any irregularities left at the implementation stage can generate problems throughout the life of the system.
An implementation partner, thanks to their experience, will help you avoid typical pitfalls. They will analyze the needs of your organization, configure the tool, train your team and provide technical support. Working with an expert will ensure the effectiveness of the implementation, as well as a better understanding of the tool by your team.
How to choose a project management system implementation partner?
1. Experience and expertise
The most important criterion when choosing a partner is their experience. A partner who has completed many similar projects is more likely to carry out the implementation process effectively. It is worth analyzing their portfolio - the number of clients, the variety of industries and the complexity of the projects implemented will allow you to initially assess the quality of a given partner.
It is worth bearing in mind, that less experienced companies often offer a more individual approach and shorter implementation times due to the greater priority given to the individual client.
2. Understanding of business needs
Each implementation has its own specific project environment. Experience in system implementation is just as important as knowledge of your industry. A partner should not only have completed projects in your area, but also have the appropriate methodological competences. Implementing project management tools is a project like any other. It requires a competent team, appropriate knowledge of project management methodologies and understanding of the industry in which the implementation is being carried out. This is the factor that can decide between good implementation and successfull implementation. Implementing a tool supporting project management is a company transformation project that means rebuilding processes and changing the way employees think and act. Among the partners on the market, look for those who have accreditations based on international project management standards, such as PMI® or AgilePM® standards. Don't rely on luck, because such a mistake can be very costly. The right partner will go with you through the first pilot implementation projects, thanks to which you will understand the process better and will be able to independently develop your environment after the system implementation process is complete.
No matter if you work agile, in a classic approach or in a methodology combining both approaches, with pmexperts you will effectively implement your implementation in accordance with global project management standards. For almost 20 years, we have been implementing projects tailored to the individual needs of our clients, cooperating with companies from almost every industry, including energy, trade, IT, telecommunications, logistics, production, finance and banking, pharmaceuticals and administration.
3. Comprehensive offer
The choice of an implementation partner should be closely linked to the specific needs of your project. Even if a potential partner has many years of experience and is able to adapt to different conditions, it will not matter if they do not provide services that are crucial to the success of your implementation.
When choosing a partner, it is worth considering the range of services offered, such as:
- tool configuration
- process analysis and optimization
- post-implementation support
- data migration and testing
This will allow you to adjust the scope of cooperation to your needs.
4. Transparency and communication
Cooperation with an implementation partner is based on the same principles as cooperation with any other business partner – efficient and open communication from both sides plays a key role. If you notice at the offer stage that the partner does not meet deadlines, responds late or provides contradictory information, this may be a warning signal about future problems during the implementation. Before you make a decision, make sure that the partner's offer is complete, transparent and consistent with reality. It is also worth comparing whether different bidders present the same key information or whether some aspects are omitted in some offers. Taking the time to thoroughly analyze the offers and ask additional questions will help avoid hidden costs and potential misunderstandings.
5. Opinions and references
More is not always better. Nowadays, it is easier than ever to get data about any company. Check what others say about a potential partner – are the opinions positive or maybe there are none at all? Look through the reviews on their website, on Google Maps or generally on the Internet. Does the company publish Case Studies from implementations in your industry? Perhaps they deliberately limit access to opinions or present only the most favorable ones. Be vigilant and always verify this information before making a decision.
How to choose an Asana implementation partner?
Asana is one of the best project management systems. Its simplicity, and at the same time comprehensive package of functions, make even the most difficult projects and project portfolios understandable and transparent. This tool will be useful for both intern, project manager and board representative.
Asana has dedicated partners with special Asana Partner certification, divided into:
- Service Partner - technical support
- Reseller Partner - licences management
- Solution Partner - comprehensive implementation
Choose the partner that best meets your needs and carefully analyze their offer.
Summary
Choosing an implementation partner is a key decision that will affect the success of your project. Make sure that the selected partner has the right experience, knows the specifics of your industry and offers comprehensive support. Pay attention to the quality of communication, transparency of cooperation conditions and opinions of other customers. This will ensure a smooth implementation of the system, which will strengthen the effectiveness of your team and increase the chances of implementing projects according to plan.
Regardless of the specifics of your design approach, the pmexperts team will effectively help you realize your Asana implementation taking into account the work methods you use and in accordance with global project management standards. For almost 20 years, we have been implementing projects tailored to individual customer needs, cooperating with companies from almost every industry.Don't hesitate to contact us.
