{"id":11495,"date":"2018-02-08T09:36:15","date_gmt":"2018-02-08T09:36:15","guid":{"rendered":"https:\/\/www.proprofs.com\/c\/?p=11495"},"modified":"2025-03-05T12:11:56","modified_gmt":"2025-03-05T12:11:56","slug":"achieve-operational-excellence-project-management","status":"publish","type":"post","link":"https:\/\/www.proprofsproject.com\/blog\/achieve-operational-excellence-project-management\/","title":{"rendered":"How to Utilize Operational Excellence Tools to Improve Project Management Operations"},"content":{"rendered":"\n<p><span style=\"font-weight: 400;\">What\u2019s the first thought that strikes you when you think of project management operations?<\/span><\/p>\n\n\n\n<p>Is it the planning phase, where resource allocation and risk management strategies become a prime concern? Or the execution phase, where a need for integrated performance across risk, revenue, and cost becomes essential for a project\u2019s success?<\/p>\n\n\n\n<p>Probably both? So, how do you improve these operations without compromising the quality of the end result? This is where utilizing operational excellence tools will work in your favor.<\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Let\u2019s <\/span><span style=\"font-weight: 400;\">first <\/span><span style=\"font-weight: 400;\">understand the concept in brief.<\/span><\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_17 counter-hierarchy ez-toc-grey\">\n<nav><ul class=\"ez-toc-list ez-toc-list-level-1\"><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.proprofsproject.com\/blog\/achieve-operational-excellence-project-management\/#What_is_Operational_Excellence\" title=\"What is Operational Excellence?\">What is Operational Excellence?<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.proprofsproject.com\/blog\/achieve-operational-excellence-project-management\/#Building_an_Effective_Operational_Excellence_Strategy\" title=\"Building an Effective Operational Excellence Strategy\">Building an Effective Operational Excellence Strategy<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.proprofsproject.com\/blog\/achieve-operational-excellence-project-management\/#Improve_Project_Management_Operations_by_Utilizing_Operation_Excellence_Tools\" title=\"Improve Project Management Operations by Utilizing Operation Excellence Tools\">Improve Project Management Operations by Utilizing Operation Excellence Tools<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.proprofsproject.com\/blog\/achieve-operational-excellence-project-management\/#Utilize_Operational_Excellence_Tools_to_Improve_Project_Management_Operations\" title=\"Utilize Operational Excellence Tools to Improve Project Management Operations!\">Utilize Operational Excellence Tools to Improve Project Management Operations!<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What_is_Operational_Excellence\"><\/span><b>What is Operational Excellence?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote\"><p><span style=\"font-weight: 400;\">A philosophy with concepts like leadership, teamwork, and problem-solving result in improving the ongoing activities of an organization.<\/span><\/p><\/blockquote>\n\n\n\n<p><span style=\"font-weight: 400;\">It<\/span><span style=\"font-weight: 400;\"> is known to cover a <\/span><span style=\"font-weight: 400;\">number of key aspects, including<\/span><span style=\"font-weight: 400;\">:<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Continuous improvement of current activities at a workplace<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Focus on clientele needs<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Keeping<\/span><span style=\"font-weight: 400;\"> employees positive and empowered during an ongoing project<\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">This collaborative approach is essential for any organization as it brings in sustainable growth and performance.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Companies that work towards improving project management operations via operational excellence tools garner benefits such as:<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Building a systematic and effective approach to their business operations<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Helping their workforce to become more productive and innovative continuously<\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Therefore, <\/span><span style=\"font-weight: 400;\">its <\/span><span style=\"font-weight: 400;\">importance increases all the more during a project\u2019s lifecycle. By adopting <\/span><span style=\"font-weight: 400;\">an <\/span><span style=\"font-weight: 400;\">operational excellence strategy you can reach desired project goals easily.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Question is, how to build a successful strategy in the first place?<\/span><\/p>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Building_an_Effective_Operational_Excellence_Strategy\"><\/span><b>Building an Effective Operational Excellence Strategy<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Every organization has a different strategy of getting operations implemented. Their reasons may vary according to:<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">An organization\u2019s evolution in the market<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The status it holds amidst its consumers and competitors<\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">However, there is one thread that is common in all operations \u2013 coordination. <\/span><span style=\"font-weight: 400;\">Effective<\/span><span style=\"font-weight: 400;\"> coordination between production processes and business systems can lead to overall enhanced performance. Even though coordination initiative remains the same, some have evolved over the years and gone under different names.<\/span><\/p>\n\n\n\n<p><i><span style=\"font-weight: 400;\">Besides coordination, operational excellence strategy also includes initiatives like cost reduction, quality improvement, <\/span><\/i><i><span style=\"font-weight: 400;\">gaining competitive advantage,<\/span><\/i> <i><span style=\"font-weight: 400;\">survival against competition<\/span><\/i><i><span style=\"font-weight: 400;\">, reliability improvement, business process re-engineering, and more.<\/span><\/i><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">These result in a strategy deployment process with six stages.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Let\u2019s view each stage in brief:<\/span><\/p>\n\n\n\n<ul><li><b>Develop a Strategy<\/b><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Taking <\/span><span style=\"font-weight: 400;\">input<\/span><span style=\"font-weight: 400;\"> from managers on how you\u2019d like to organize the project management process can help you develop the basis of a strategy. Further, considering the MVV (mission, values, and vision) statement and a resource-based view can prove beneficial to develop a successful strategy.<\/span><\/p>\n\n\n\n<ul><li><b>Plan the Strategy<\/b><\/li><\/ul>\n\n\n\n<p>Once you\u2019ve developed a strategy, it is time you plan it in detail to make it more relevant to your project\u2019s goal. Planning would involve its detailed description, how it will be measured, action programs required, funds for the initiative, and the person responsible to execute the strategy.<\/p>\n\n\n\n<ul><li><b>Align the Organization According to the Strategy<\/b><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">As the plan goes into action, it is the time that managers try capturing the benefits by aligning company strategy to the strategies of their functional unit and business. Here they should ensure that all business units are aligned and employees are motivated towards <\/span><span style=\"font-weight: 400;\">the <\/span><span style=\"font-weight: 400;\">strategy execution process.<\/span><\/p>\n\n\n\n<ul><li><b>Plan Project Management Operations<\/b><\/li><\/ul>\n\n\n\n<p>This is where companies link their day-to-day operation to long-term strategies. The operational plan helps to understand two aspects. The link between strategy, and operating plans and budget. And, to know which business process is crucial for strategy execution.<\/p>\n\n\n\n<ul><li><b>Monitor and Know Better<\/b><\/li><\/ul>\n\n\n\n<p>This phase helps to monitor performance outcomes. Later, it leads to the act of improving the existing operations and strategies based on new information learned through the monitoring process.<\/p>\n\n\n\n<ul><li><b>Test and Adjust to the Strategy<\/b><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">This last phase addresses one <\/span><span style=\"font-weight: 400;\">crucial <\/span><span style=\"font-weight: 400;\">question, \u201cHas the organization implemented the right strategy?\u201d. The strategy\u2019s performance is assessed and its consequences to <\/span><span style=\"font-weight: 400;\">the <\/span><span style=\"font-weight: 400;\">external environment are understood subsequently.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Each phase may look small and easy to achieve. But they aren\u2019t. Working on each phase requires both time and money. If they aren\u2019t timed, most organizations might lose time only during the planning phase of a strategy.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">So, how to reduce time and capital investment?<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Remember, strategy development has become both manual and automated. This has worked for many and so has the integration of simple project management tools. These can help you develop, plan, and execute a strategy hassle-free. Not only will it help you save time but labor too.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Let\u2019s examine how <a href=\"https:\/\/flevy.com\/operational-excellence\" target=\"_blank\" rel=\"noopener\">operational excellence<\/a> can be achieved through project management tools.<\/span><\/p>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Improve_Project_Management_Operations_by_Utilizing_Operation_Excellence_Tools\"><\/span><b>Improve Project Management Operations by Utilizing Operation Excellence Tools<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/NDQLnhNnFno?autoplay=1&amp;rel=0\" width=\"800\" height=\"450\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><br><span style=\"font-weight: 400;\">B<\/span><span style=\"font-weight: 400;\">uilding an operational excellence strategy is no less of a job than initiating and planning a project. It requires brainstorming, inputs from the team, and to match an organization\u2019s goals. But getting everything done in one go can be an issue.<\/span><\/p>\n\n\n\n<p><i><span style=\"font-weight: 400;\">Why<\/span><\/i><i>?<\/i><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Every activity needs a specific amount of time to meet its set objective. If they aren\u2019t measured, the organization is bound to incur time loss. This is where the use of <\/span><span style=\"font-weight: 400;\">operational excellence<\/span><span style=\"font-weight: 400;\"> tools come in handy.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">However, it\u2019s not just <\/span><a href=\"https:\/\/www.proprofsproject.com\/blog\/time-management-tips-for-project-managers\/\"><span style=\"font-weight: 400;\">time management<\/span><\/a><span style=\"font-weight: 400;\">. There are other aspects that can be measured and tracked with the use of such tools. This, in turn, helps to improve <\/span><span style=\"font-weight: 400;\">project management operations<\/span><span style=\"font-weight: 400;\"> easily.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Let\u2019s view some of the many aspects in detail.<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><b>Team Performance<\/b><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Your team is working hard. They know that quality deliverable is what their client seek at the end of every project. Once the project comes to an end, you know it is the time they get rewarded for their excellent performance.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Question is: <\/span><i><span style=\"font-weight: 400;\">on what basis will the team be rewarded?<\/span><\/i><span style=\"font-weight: 400;\"> &nbsp;Is it:<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The time they spent working on a project?<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The number of activities they gave their input to? <\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">The answer is <\/span><i><span style=\"font-weight: 400;\">both<\/span><\/i><span style=\"font-weight: 400;\">.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">However, evaluating each aspect can be time-consuming. So, adding <\/span><span style=\"font-weight: 400;\">operational excellence tools<\/span><span style=\"font-weight: 400;\"> is a great way to monitor team performance. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Why?<\/span><\/p>\n\n\n\n<ul><li><i><span style=\"font-weight: 400;\">You will know the number of hours they spent to get the project delivered.<\/span><\/i><\/li><li><span style=\"font-weight: 400;\">Monitoring the various assigned tasks and tracking their progress rate becomes simple.<\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">In short, by keeping a track of both, you can easily motivate<\/span><span style=\"font-weight: 400;\"> your team <\/span><span style=\"font-weight: 400;\">to perform better.<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><b>Team Collaboration<\/b><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Long email chains result in losing track of the latest updates or files received from clients or the management. The end result? A massive delay in meeting project deadlines. <\/span><\/p>\n\n\n\n<p><i><span style=\"font-weight: 400;\">So, what is the best solution?<\/span><\/i><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Operational excellence tools like project management software.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">It can help you: <\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Save both time and your project<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Invite your clients as users for them to monitor the project\u2019s progress<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Easily drop in comments or attach a file to a task<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Give your team members the latest updates and changes regarding a specific task.<\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">In case, the client isn\u2019t satisfied with the current objective and thinks that the task isn\u2019t relevant to <\/span><span style=\"font-weight: 400;\">their project <\/span><span style=\"font-weight: 400;\">goals, then they can easily communicate this to the team through the tool.<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><b>Overall Benefit<\/b><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Adopting <\/span><a href=\"https:\/\/www.mckinsey.com\/industries\/consumer-packaged-goods\/our-insights\/consumer-value-operations-an-integrated-approach-to-operational-excellence\"><span style=\"font-weight: 400;\">operational excellence approach<\/span><\/a><span style=\"font-weight: 400;\"> also leads to an increase in profit margins while reducing both time and capital investment. However, monitoring their flow isn\u2019t that easy as it seems. So, the use of<\/span><span style=\"font-weight: 400;\"> operational excellence tools, such as a PM software,<\/span><span style=\"font-weight: 400;\"> can prove to be beneficial in this case.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">You can:<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Manage the budget for every stage of the project <\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Plan out resource allocation <\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Share the details through the software with clients to get their input<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Set a timer for every task you create and assign them to your team members<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Receive notifications in case your team delivers a task post-deadline<\/span><\/li><\/ul>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Utilize_Operational_Excellence_Tools_to_Improve_Project_Management_Operations\"><\/span><b>Utilize Operational Excellence Tools to Improve Project Management Operations!<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Over the years, organizations have started <\/span><span style=\"font-weight: 400;\">utilizing operational excellence tools as they <\/span><span style=\"font-weight: 400;\">understand that it helps their employees:<\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Stay motivated<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Deliver work on time and with quality, and <\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Work as per clientele needs.<\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Except, <\/span><span style=\"font-weight: 400;\">this <\/span><span style=\"font-weight: 400;\">can only be achieved through a project management software such as ProProfs Project, that can make it all possible. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">The software helps organizations <\/span><\/p>\n\n\n\n<ul><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Track work progress<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Estimate project budget<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Track actual project expenses<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Time spent on every task<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Analyze individual work performance<\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">In short, a simple project management software can help organizations successfully achieve operational excellence and deliver quality results to clients at the same time.<\/span><\/p>\n\n\n\n<div class=\"banner-btn btn-desk\"><a class=\"try-btn\" title=\"Try ProProfs Project for Free\" href=\"https:\/\/www.proprofsproject.com\/signup\/\">Try ProProfs Project for Free<\/a><\/div>\n","protected":false},"excerpt":{"rendered":"<p>What\u2019s the first thought that strikes you when you think of project management operations? Is it the planning phase, where resource allocation and risk management strategies become a prime concern? Or the execution phase, where a need for integrated performance across risk, revenue, and cost becomes essential for a project\u2019s success? Probably both? So, how&#8230;<\/p>\n","protected":false},"author":2,"featured_media":38422,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[19],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v16.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Achieve Operational Excellence with Project Management Tools<\/title>\n<meta name=\"description\" content=\"Streamlining processes in organizations is difficult. Read on to understand how to utilize operational excellence tools to improve project management operations.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.proprofsproject.com\/blog\/achieve-operational-excellence-project-management\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Achieve Operational Excellence with Project Management Tools\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.proprofsproject.com\/blog\/achieve-operational-excellence-project-management\/\" \/>\n<meta property=\"og:site_name\" content=\"ProProfs Project Blog\" \/>\n<meta property=\"article:published_time\" content=\"2018-02-08T09:36:15+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-03-05T12:11:56+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.proprofsproject.com\/blog\/wp-content\/uploads\/2018\/02\/How-to-achieve-operational-excellence-with-project-management-tools-1.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"800\" \/>\n\t<meta property=\"og:image:height\" content=\"500\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"David Miller\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"How to Achieve Operational Excellence with Project Management Tools","description":"Streamlining processes in organizations is difficult. 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