People are the most important part of any project and keeping them up to date is one of the most challenging tasks any project or resource manager will face.

Ensuring the right people have the right information at the right time can make or break any project. Clear, accurate and timely communication is critical, as miscommunication can increase project risk and cause delay.

The stakeholders of a given project can vary enormously which only adds to making communication more complicated. Internal audiences of senior managers and team members will have very different requirements to suppliers and clients. So whatever approach to communication you choose, it will need to have flexibility.

One of the most convenient ways to manage project communications is by using computer based project and resource management software that can give you a real view of what is actually happening in a project. Not only will the software enable you to manage projects successfully, control cost and ensure resources are used as effectively as possible, it will also provide you with a flexible and adaptable means of communicating the project progress with any one of the stakeholders.

Using the Right Software

One such software program is Asta Teamplan. Asta Teamplan is a project portfolio and resource management software solution that gives complete visibility over all aspects of a project. Asta Teamplan makes reporting and communicating project progress quick and effective. Reports can be produced with just a few clicks and used dynamically to show overall status as well as providing information on individual elements of projects such as planned versus actual costs and resource utilisation information.

Asta Teamplan reports are clear and easy-to-interpret, making them an ideal way of communicating project information to senior managers, team members, clients and suppliers. Users can generate a wide range of project reports with Asta Teamplan, so you can be sure of always having the right information needed to support decision-making. The project reports are real-time ensuring decisions are based on the very latest project information.

The Hyde Group's Experience

The Hyde Group is one of the country’s leading RSLs (Registered Social Landlord) and has been using Asta Teamplan for the last five months. Neal Harper, Group Information Communication Technology (ITC) Operations Manager, searched for a solution to optimise resources and deliver projects more efficiently and chose Asta Teamplan.

Two of Neal Harper’s key objectives were the need to make better use of resources and to become more efficient in delivering projects. Neal added, “In addition, we needed to be able to prove what we were working on and how much effort was involved in delivering projects successfully.”

What the process uncovered was a shortage of staff to implement the work. “In the short time that we have had Asta Teamplan up and running, we have demonstrated how we are spending our time and can highlight when we are working at and beyond capacity.  This, in addition to other factors, has directly led to an increase in our headcount within ICT and the creation of a dedicated project management team,” commented Neal.

Due to the capabilities of Asta Teamplan, The Hyde Group was not only able to improve the management of their projects but they could accurately communicate their resourcing issues so that they could put forward a credible case for more staff and increase their efficiency and delivery.

“In terms of Hyde’s ICT department, Asta Teamplan is fast becoming the key tool in managing our day-to-day and project workload,” said Neal.

To read the full Hyde case study please click here.