The impacts of COVID-19 require businesses to rapidly implement business-critical projects to retain and re-purpose their most valuable assets and secure the commercial viability of their business. As businesses respond to the dynamic landscape, the suitability of projects must be assessed quickly, and potential risks identified, understood and mitigated. Whilst businesses may have a workforce committed to change and re-skilling to perform different roles and responsibilities; businesses are unlikely to have a workforce that possesses all the skills necessary to change customer facing and service delivery operations rapidly. As a result, businesses need to work through organisational change using project management methodology to deliver strong commercial outcomes. Successful projects not only depend on critical thinking and problem solving but also require the application of four project management fundamentals: 1. Planning 2. Coordination 3. Delivery 4. Embedding change These project management fundamentals are essential to ensure strategic and operational decisions result in desired outcomes and do not create more problems than they solve. Project Management Fundamentals for Times of Crisis By Nigel Glasspool, Client Director, Pitcher Partners
Transcript
The impacts of COVID-19 require businesses to rapidly implement business-critical projects to retain and re-purpose their most valuable assets and secure the commercial viability of their business. As businesses respond to the dynamic landscape, the suitability of projects must be assessed quickly, and potential risks identified, understood and mitigated.
Whilst businesses may have a workforce committed to change and re-skilling to perform different roles and responsibilities; businesses are unlikely to have a workforce that possesses all the skills necessary to change customer facing and service delivery operations rapidly. As a result, businesses need to work through organisational change using project management methodology to deliver strong commercial outcomes.Successful projects not only depend on critical thinking and problem solving but also require the application of four project management fundamentals:
These project management fundamentals are essential to ensure strategic and operational decisions result in desired outcomes and do not create more problems than they solve.
Project ManagementFundamentals forTimes of Crisis
By Nigel Glasspool,Client Director, Pitcher Partners
One of the biggest projects that businesses have had to plan and deliver in the wake of the COVID-19 pandemic are adjustments to workforce planning and management programs, which requires strong project management and delivery capabilities. Some of the common adjustments that businesses have made include:
• adjusting workforce planning and management functions to account for remote working and new service delivery models
• reworking rosters and staff schedules to align with dynamic demand and operational needs
• using technology to upskill the workforce to perform different duties and adopt new ways of working
• implementing a recruitment program or contingency planning for replacing part of the
workforce
• managing changes to payroll systems to report new leave types and government subsidies; whilst remaining compliant and paying employees correctly
• preparing for post-COVID-19 recovery to restart or accelerate human resource information system (HRIS), and time and attendance and payroll system replacement projects.
Applying project management fundamentals to workforce planning and management
The four project management fundamentals – planning, coordination, delivery and embedding change – apply to a range of projects types. Below is an overview and checklist for each project fundamental so you can assess where your organisation needs to focus its attention as it plans critical projects for the months and years ahead.
Planning is the first place to start and sets a foundation to help define the full scope, goals and objectives, deadlines and measure of success of an initiative. While it can be tempting to move straight to the coordination and delivery stages of a project, taking the time to scope out resourcing and deliverables effectively results in a more successful project. As your organisation works through the planning stage, some areas your team will need to consider include:
Planning
Planning checklist• Clearly set out the scope, feasibility, expected outcomes and indicators of success• Secured the necessary approval and funding to commence the project• Develop a high-level plan of the key activities, timeline and resources• Establish appropriate governance, controls and reporting to mitigate risk• Establish a project team with the skills, experience and knowledge to deliver the project
In the planning stage, your team will likely identify which parts of the business need to be involved in the project. Coordination is required to bring together and direct resources to work collectively to achieve the project’s desired outcome. The key things your organisation will need to consider in project coordination include how you’ll keep the core project team and wider business informed, fostering a productive team culture and establishing effective measuring and reporting processes. Some areas your team will need to consider include:
Coordination
Coordination checklist• Create a daily forum to manage activities e.g. stand-ups• Define and socialise the team’s role and responsibilities• Create a ‘can do’ culture across the team with people who are effective and efficient• Identify, prioritise and resolve issues that impact critical path activities• Establish efficient project tracking and reporting processes
In the current environment, organisations need to utilise resources to their fullest potential. The availability, capacity and capability of these resources will present the biggest challenge as organisations seek to encourage different ways of working to service clients and customers.
This article is first published in Pitcher Partners’ Website:https://www.pitcher.com.au/news/project-management-fundamentals-times-crisis
How is your organisation implementing change?
Project delivery is where the work gets done and encompasses putting your planning and coordination activities into action. Throughout the delivery phase, you’ll work through validating the proposed solution, developing or adjusting solutions, acceptance testing and roll out. Within the project delivery phase, you may work through further planning and coordination as changes are required. It’s important to remember that organisations are dynamic, so your projects need to allow a degree of flexibility. This flexibility often results in better project outcomes. Some areas your team will need to consider include:
Delivery
Delivery checklist• Validate that the solution aligns with business processes and operational needs• Establish a realistic pilot program to validate the feasibility of the project• Leverage existing skills, systems and technologies to their full capability• Develop a test, migration and roll-out plan that fast tracks value to the business• Develop a realistic cut-over and transition plan to implement the initiative
Implementing change and new ways of working require people, processes and systems to be aligned. To ensure people don’t go back to old ways of working, your project and its resulting organisational changes need to demonstrate how various stakeholders will benefit. This change management process is critical to realising the benefits of new initiatives, so organisations effectively adopt change, and new processes and procedures are effectively integrated. Some areas your team will need to consider include:
Embedding change
Embedding change checklist• Identify all internal and external parties who will be impacted by the project• Develop targeted ‘What’s in it for me” communications for impacted stakeholder groups• Identify and verify process change that will be embedded in daily business operations• Identify training needs for all employees expected to implement the initiative• Develop effective learning materials for people to perform their roles
Services Offered by Baker Tilly Malaysia
Baker Tilly Malaysia
IntroductionBaker Tilly ranks among the largest accounting and business advisory firms in Malaysia, with 50 Partners and Directors, 8 offices across Malaysia and an office in Phnom Penh, Cambodia, and a staff force of over 800 professionals.
With more than 40 years of experience in Malaysia, strengthened by our access to an international network of professionals and specialists spanning across 146 countries, we have the edge and capacity to provide high-quality audit & assurance, tax, financial advisory, global business solutions services to multinational corporations, publicly listed corporations, organizations in the public sector, and small and medium-sized corporations, across all industries.
Malaysia
Cambodia
Statutory Audits,Reporting Accountant, etc.
Audit & AssuranceM&A, Due Diligence, Valuations, Financial Modelling, etc
Internal Audit, Internal Control Review, Risk Management and IT Audit Services
Risk Advisory Services
Digital Transformation, Cybersecurity, IT Process improvement
Technology Consulting Services
Turn around and Restructuring, Insolvency, etc.
Corporate Recovery & Restructuring
Forensic, Accounting, Litigation Support, etc.
Forensic
Finance, Acoounting and Administrative services, Business Solutions, etc.
Global Business Solutions
More information on the global network can be found at www.bakertilly.global
Baker Tilly International
A proud member of the Baker Tilly network
We are proud to be a member of the Baker Tilly network, a global network of independent accounting and business advisory firms, whose member firms share our dedication to exceptional client service.The international network gives us a significant global reach in addition to our substantial national presence. We collaborate to leverage our skills, resources and local expertise to help our clients grow locally, nationally and globally.
742OFFICES
146TERRITORIES
122MEMBER FIRMS
36,300PEOPLE
US $3.9bnCOMBINED REVENUE
Kuala Lumpur Head OfficeBaker Tilly TowerLevel 10 Tower 1 Avenue 5Bangsar South City 59200 Kuala Lumpur Federal Territory of Kuala Lumpur
T: +603 2297 1000F: +603 2282 9980
Website: www.bakertilly.my
Penang9-2, 9th Floor, Wisma Penang Garden42, Jalan Sultan Ahmad Shah10050 Georgetown Penang
T: +60 4227 9258F: +60 4227 5258
Johor Bahru157-B, Jalan Sri PelangiTaman Pelangi80400 Johor BahruJohor.
T: +60 7332 6925 / 6926F: +60 7332 6988
Batu Pahat33, Jalan Penjaja 3, Ground FloorKim's Park Business Centre83000 Batu PahatJohor
T: +60 7431 5403F: +60 7431 4840
SerembanLevel 2, Wisma Sim Du37, Jalan Dato' Bandar Tunggal70000 SerembanNegeri Sembilan
T: +60 6762 2518 / 763 8936F: +60 6763 6950
Labuan1st Floor, U0509Lazenda Commercial CentrePhase 11, Jalan Tun Mustapha87000 LabuanFederal Territory of Labuan
T: +60 8744 0800
Kota KinabaluSuite No. 1-6-W2, 6th FloorCPS Tower, Centre Point SabahNo. 1, Jalan Centre Point88000 Kota KinabaluSabah
T: +60 8820 4941 / 943F: +60 8820 4942
TawauNo. 194, 2nd Floor, Block BWisma DS, Jalan Bakau91000 TawauSabah
T: +60 8977 1040F: +60 8976 4131
Phnom Penh (Cambodia)No. 87, Street 294Sangkat Boueng Keng Kang IKhan Chamkarmon, Phnom PenhCambodia
This publication is prepared by Baker Tilly Malaysia based on our understanding and interpretation of information made available to us including relevant government announcements. Whilst every effort has been made to ensure the accuracy and correctness of this publication, we make no representations or warranty, whether expressed or implied, about the accuracy, suitability, reliability or completeness of the information contained herein. Baker Tilly Malaysia, its employees, agents or related entities are not liable for any consequences of individuals acting in reliance on the information contained herein or for any decisions made based on it. Recipients should not act upon the information contained herein without obtaining professional advice customized to the applicable circumstances, requirements or needs.
