The Project Control

Manager’s Guide to
Getting Your Team Up and Running with
Primavera P6

11 STEPS TO GET
YOUR TEAM UP AND RUNNING
WITH PRIMAVERA P6.
As a project manager have you ever faced
the problem of having to train and retrain
your team on software? Have you ever left
your office feeling a bit deflated about how
long the integration process was taking, or
how large the learning curve actually was
for new software?
You aren’t alone. Most project managers,
at some point during their career, will face
this very problem. In fact, it is happening
more and more often because of
technological advances.
As technology advances at the speed of
light, we must learn to deal with new
software, hardware and processes as they
come. In certain industries, they come
often. While these advancement are very
helpful to the overall health and efficiency
of a business (any business), they can
turn even the most organized and efficient
team into a tailspin.
Whenever a business chooses to update
or upgrade software, there is a learning
curve. Learning curves are expected in
almost all industries.
Photo credit: julianlimjl / Foter / CC BY
After all, the odds are your team has been
working with a particular type of software
or a particular series of procedures for
some time.
When that team is asked to switch over to
a new process, as efficient as it may be,
one can expect that some significant time
must be spent on training the team on the
ins and outs of the new processes. This is
simply a good business practice. After all,
if your team is well prepared for the new
procedures within the company, the
efficiency of that system will be even
greater. In short, you’ll get far more bang
for your buck.
With that being said, the goal should
always be a quick, efficient and effective
transition for all those involved.
So, how exactly do you get
your team up and running on
Primavera P6, or any project
management tool?
The answer is simple. Below you will find
11 easy, efficient and effective steps that
will help get your team up and running in
no time at all.
Not only will it save you and your team
valuable time and money, but it will save
everyone the frustration and discourse
that often comes with the integration of
new processes.
 Step #1: Inform and Prepare
Prepping your team for the change,
including informing them of the pros and
Long before a project management
cons can be extremely helpful in the
system is integrated into your day-to-day
transition. In fact, giving team members a
work life, it is important to let your team
rundown of what they can and cannot
know that they’ll be moving over to a new
expect from Primavera P6 can help to create a
system. Not only does this give your team
seamless transition from one system to
the time they need to prepare for the
another.
change over, but it will make them feel as
though they are being considered in the
For example, giving team members
decision making process.
hypothetical scenarios that highlight the
usefulness of Primavera P6 in the particular
As a team member, it can be easy to feel
space, can give them the visual tools they
lost in the crowd, so by extending this
need to understand the new software, and
courtesy you are making them feel
why it is being used in their particular job
important and actively considered when
title. Inform your team about the changes
new processes are implemented. This can
that will come to their day-to-day
go a long way to building a team mentality,
experience.
and keeping the moral up during the
changeover process. Remember, change
Remember to highlight the efficiency and
isn’t easy for anyone, especially those
streamlining aspects of project
who have worked in the field for a
management software. After all, the
significant period of time, so giving ample
initiative will make their days and jobs
notice can be extremely helpful.
easier through efficiency, too.

Photo credit: dann o_O / Foter / CC BY-SA


Step #2: Listen to Feedback
and Take it Into
Consideration
Team moral can make or break a
company in many ways. If your team feels
happy and content in their position, if they
feel like they are part of a company that
views them as important factors in
decision making, they will work harder. To
make the transition as easy as possible,
listen to your team. Not only will it help
them feel like they are part of the process,
but it can also give you a solid insight into
the day-to-day goings on of the company;
the things you wouldn’t have known
otherwise.
For example, each team member has a
specific job. While you have a solid
understanding of the job scope they
preform, you may not know what goes into
getting their job done. By listening to the
concerns and feedback of your team, you
can head problems off at the pass. Ask
whether or not your team have concerns
about the new program. Ask them what
will be easier by using the Primavera P6
system, and ask them what they think will
be more difficult during the transition
process. Make sure to ask for
Photo credit: Bogdan Suditu / Foter / CC BY
suggestions.
After all, your team knows their job best,
and they know what they need to better
transition to a new system, so take their
concerns seriously. It can help in the
transition process, and as you move onto
using the system, exclusively.
Step #3: Set Goals
Your team members should be informed
about goals pertaining to the switch to a
new software solution. For example, if
your goal is to create new reports to track
metrics, let them know that and figure out
a way they will be helping to make that
happen. If your team members know what
the goals are of the software switch, they’ll
get on board quickly, and they’ll also help
you figure out where the solution is failing,
if at all.
When setting goals, make sure they are
specific. Goals need to be laid out to team
members, and those team members
should be given steps to meet those
goals. It is the easiest, most efficient and
moral boosting way to ensure the software
solution you have chosen is working for
your unique needs.
Step #4: Integrate in Steps
An outside consultant who is seasoned in
the implementation of Primavera P6 can help
When you are switching to an entirely new
you define your data sets, set up
software solution, it might seem like a
templates, create the proper security
good idea to simply make the leap and
features, and install the software on your
workout problems after the fact. This,
servers and computers.
however, is a bad idea. People can get
overwhelmed and it can be much harder
While you likely have a tech in house who
to identify problems and fix them with a
is tasked with software installation, using
huge rollout problem.
an outside consultant for a large project,
like Primavera P6 implementation is a good
A better option is to integrate Primavera P6 in
practice. Not only does it keep your techs
small batches. Experts suggest taking a
free and available to deal with other
few team members and rolling out 2 to 3
issues, but you’ll be dealing with an
projects in the software first. Once you’ve
individual who is well versed in the
identified issues and fixed them, you can
particular solution you’re installing, and
slowly begin to add more projects and
this can help with rolling out your
team members to the management
integration in steps, too.
system.

This can be helpful in a few ways. First, it Step #6: Migrate Projects
allows a few team members to take the
lead and learn the ropes first. Other work
As you integrate your team onto the new
will continue to be completed while those
software solution, you’ll also want to focus
team members learn the ropes. When you
on migrating all of your projects over into
bring on new team members, you now
the new software. Existing projects should
have senior individuals, with experience in
be migrated over into P6 as the team
the software who can help integrate other
members working on them are moved
members and projects. It also allows you
onto Primavera P6. Ensure that all project
to identify issues in a small, confined trial,
schedules are merged.
which makes it easier to fix them going
forward.
All new projects should be set up via
Primavera P6. This can help to cut down on
Step #5: Get Outside Help confusion and missing data. When
integrating, it can be difficult for a team
When you plan on making a big switch in member to try and work between two
software solutions, it is often more cost existing platforms, so move team
and time effective to hire an outside members over in groups and bring their
consultant to configure the software projects with them.
solution to your specific needs.
Step #7: Pick Your Training
Method
Training is a necessity when switching to
Primavera P6, or really any project
management software solution. You may
find that picking the right training method
for your team and your business can be a
bit difficult. In reality, you have two main
options to choose from: 1) you can opt for
a classroom immersion program, typically
lasting a few days off site, or 2) you can
choose and online learning program that
can be completed when team members
have time. Both options have pros and
cons.
When dealing with a classroom
environment your team will have face-to-
face learning modules with an expert. As
they work through the course they’ll have
the option to speak with the teacher about
the problems they are having which can
work out any kinks quickly. While this can
be helpful, the classroom environment can
be logistically difficult for your team and for
your company. Three days are needed to
complete most courses, and this takes
time away from the productivity of actual
work. Travel expenses must also be
absorbed by the company.
Online learning programs offer the
flexibility of being completed when team
members have time or feel motivated to
work through the lessons. While this can
be great for productivity, your team must
dedicate themselves to the process.
Another pro, however, is the ability for
team members to work at their own pace.
For example, if one team member is
having issues with a lesson he or she can
go back and review it until it is easily
understood. A different team member, on
the other hand, can move ahead and
complete the tasks they need the most
help with. The online learning option
allows for a more individualized learning
experience. In most cases, it is also less
expensive than a classroom excursion for
the entire team.
 Step #8: Really Think About Step #9: Create a Test Area
How Things Are Done
Most people learn better when they are
tasked with utilizing the processes they
A fresh new management solution
are learning. Most people, in fact, tend to
platform can be seen as a clean slate and
learn by doing, rather by sitting inside a
fresh new start for your team. With this in
classroom or listening to a seminar online.
mind, consider sitting down with your team
and discussing how things are done.
With this in mind, create a test area where
You’ll probably find that your team has
you team can learn the ropes of the new
some innovative ideas about how project
software without potentially disrupting the
control processes should be carried out.
flow of work. When there are no
During the implementation process,
consequences associated with mistakes,
consider taking their ideas into
people can make mistakes, learn from
consideration and implementing them into
those mistakes and actively get a handle
the new system.
on the new system.
You can make your new system far more
A test database is the perfect place to do
efficient this way, and it is a relatively easy
this. Not only will it help your team learn
time to implement new changes. It can
more efficiently, but you’ll be able to
also help with team morale. The more you
monitor common errors, and, potentially,
give your team a voice, the more invested
spot problems with the implementation of
they will feel in their job, and the quicker
the software and the way it is being
they will get on board with the new
utilized.
software solution you are implementing.

Photo credit: Fauxlaroid / Foter / CC BY-ND


Step #10: Keep Your
Expectations in Check
If a software implementation fails to yield
the results a company is looking for, the
blame can often be laid on unrealistic
expectations. It is often said that Rome
was not built in a day, along the same
lines, you cannot expect your team to
learn and migrate to an entirely new
software solution in a matter of days or
even weeks. The learning curve can be
steep, but if properly educated and
implemented the process should go
smoothly. Keep your expectations, as a
manger, in check and the process will be
far less stressful.
Along the same lines, consider making the
learning process fun, complete with
incentives and prizes. Encourage your
team to work together to “figure it out”, and
encourage them to discuss their difficulties
with the new system with you and their
teammates. Often times, it is easier to
learn and work out the kinks of a new
system, if everyone is on the same page
Photo credit: Unripe Content / Foter / CC BY
and having fun with the learning process.
Step #11: Remember, You
Can Always Ask For Help
Once your software is integrated and your
team is well trained, you may think you are
out of the woods. This can be a bad thing,
though. Many times managers find
themselves stymied when something does
go wrong after the initial learning and
integration process. Problems are never a
good thing, but they do happen.
Thankfully, when you are dealing with
project management solution software,
there is often a help line out there.
For example, we at PlannerTuts are a
company specializing in software support
and support services that can be called
upon at any time for Primavera P6. Simply put,
don’t be afraid to utilize outside sources
when you have issues, and don’t expect
that all software solutions will run 100%
smoothly, all the time.
The Bottom Line While the process isn’t easy, there’s plenty
of help out there. PlannerTuts, specializes in
training modules for Primavera P6, as well as
Integrating a new software solution into
extended troubleshooting and supports
your existing business is not always a
services. Through our innovative and
smooth and seamless road. It can take
efficient system of online learning
weeks or months to properly integrate a
modules, your team will quickly learn the
new system, properly train your team and
ropes of Primavera P6, and they never have to
get work flowing through the new system
leave their office or their job
seamlessly.
responsibilities to do it.
While this might sound like a bad thing for
If you’ve recently begun implementing
business, it really is invaluable. Software
Primavera P6, or you are planning to integrate
solutions are constantly changing and
the system, get in touch with us today.
evolving. They make our lives, in many
We’re proud to offer corporate
ways, far easier, and they raise the
memberships to those looking for software
efficiency of a company’s output, as long
solution support or training.
as you can make it through the integration
and training program.

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