In the past, the handoff process between designers and client teams occurred later in the project timeline. It involved ensuring the client's ability to meet project requirements, such as installing video walls or sound systems in stadiums. The handoff marked the completion of the design phase and validated the availability of necessary teams, budget, and resources. However, this process required extensive coordination and involved reviewing emails and notes to understand project details. To improve efficiency, our team implemented changes to initiate documentation and collaboration earlier in the process.
Using Coordinate's Templates and Private/ Collaborative Groups
To facilitate communication and organization, we heavily rely on templates and utilize private and collaborative groups. Our templates include hidden groups for project wrap-ups, ensuring a smooth billing process, and covering design vetting and sign-off procedures. By making certain groups private, we can limit access and maintain confidentiality. Conversely, allowing collaboration in select groups enables us to involve clients at different stages. Initially, high-level stakeholders like the CIO join to gain an overview, while later stages involve stakeholders and end-users receiving status updates as the project nears completion. Additionally, interactive punch lists play a crucial role, enabling clients to add their own tasks. This feature ensures effective tracking and resolution of client-reported issues, such as equipment malfunctions after firmware updates.
Improving the Project Workflow
Our updated workflow covers the entire project, from initial back-office planning to real-time implementation. It involves keeping stakeholders informed through regular status updates, outlining daily progress, upcoming tasks, encountered obstacles, and project timelines. The recent addition of a new feature—implemented promptly by Rick—allows us to send email notifications to various recipients by simply checking a checkbox in the status update. This email provides a comprehensive overview to team leaders, end-users, and the project's overseeing CIO. However, in cases where a setback or delay occurs, readers can delve deeper by referring to the task view, which provides detailed information about individual tasks, deadlines, and progress. This system instills confidence in stakeholders by offering both high-level summaries and the option for a more detailed analysis.
Achieving the Right Balance
Previously, when we relied solely on email updates, striking the right balance between providing sufficient information and avoiding information overload proved challenging. It was difficult to gauge whether we were offering too much or too little information. Our new system successfully strikes a balance by providing a general overview in the status update email and allowing stakeholders to choose their desired level of detail. Those seeking more information can access the task view, leaving comments, and monitoring progress. Others, feeling confident in our team's capabilities, can rely on the status update as assurance that their project is in capable hands. This approach accommodates varying stakeholder preferences, ensuring effective communication throughout the project lifecycle.
By implementing a more streamlined and collaborative approach to the handoff process, we have enhanced communication, documentation, and coordination. Our utilization of templates, private and collaborative groups, interactive punch lists, and improved status updates has proven effective in keeping stakeholders informed. The ability to choose between high-level summaries and detailed task views ensures stakeholders' varying information needs are met. As a result, our clients have greater confidence in our ability to manage their projects effectively, fostering successful collaborations from start to finish.