Top Ten Barriers to IWMS Implementations and Their Solutions. Presented by: Phil Wales President and CEO of EBUSINESS STRATEGIES, LLC

Transcription

1 Top Ten Barriers to IWMS Implementations and Their Solutions Presented by: Phil Wales President and CEO of EBUSINESS STRATEGIES, LLC

2 Let s Get Grounded What is an Integrated Workplace Management Solution (IWMS): 1. Integrated solution: pre-linked enterprise modules that solve more than a single type of CRE business problem 2. Five main solution areas: Project Management, Corporate Real Estate, Facilities and Space Management, Maintenance Management, Environmental Sustainability 3. Process driven: workflow, process and governance capabilities 4. Decision support: reliable CRE information to enable effective and efficient decisions 5. Web-based: accessible across geographies and global capabilities 6. Standards compliance: OSCRE, LEED, etc. Source: iwmsnews.com

3 Let s Get Grounded Additional key capabilities of top IWMS systems: Integrated Strategic Planning Functionality Long Range Planning that provides a unified view of the portfolio s commitments, usage patterns, staffing dynamics, operational costs, and space utilization enabling holistic portfolio modeling Integrated Metrics (Executive Dashboards) industry standard performance metrics automatically calculated from common data source with real time comparison to industry benchmarks Bi-directional, Offline Access to Empower the Supply Chain Allows for automated request and submittal of outside partner or vendor information without the need for training on the IWMS solution or authorization to access the an internal network

4 BARRIER #10 We Bought It All, We Want It All : Simplify, Simplify, Simplify! Any intelligent fool can make things bigger, more complex, and more violent. It takes a touch of genius and a lot of courage to move in the opposite direction. E.F. Schumacher

5 BARRIER #10 WE BOUGHT IT ALL, WE WANTITALL! SIMPLIFY, SIMPLIFY, SIMPLIFY! All major IWMS vendors offer you a menu of temptingly delicious modules, but do you need them? Three questions to ask yourself: Do I really need to automate that? Where are the easy wins? Will the users be able to absorb this?

6 BARRIER #9 Differentiating Between a Platform and a Solution Make sure you pick the right tool for your requirements The formulation of a problem is often more essential than its solution, which may be merely a matter of mathematical or experimental skill. Albert Einstein

7 BARRIER #9 DIFFERENTIATING BETWEEN A PLATFORM AND A MAKE SURE YOU PICK THE RIGHT TOOL FOR YOUR REQUIREMENTS The Major IWMSs tend to fall into two camps: Platforms Solutions Understanding the difference allows you to pick the right approach for your particular engagement.

8 BARRIER #8 Fixating on Cost Understand the difference between cost and value It is unwise to pay too much but it is worse too pay too little. When you pay too much, you lose a little money that is all. When you pay too little, you sometimes lose everything, because the thing you bought was incapable of doing the thing it was bought to do. John Ruskin 1819

9 BARRIER #8 FIXATING ON COST UNDERSTANDING THE DIFFERENCE BETWEEN COST AND VALUE Ready Aim Fire versus Fire Ready Aim Identify the low hanging fruit Look for process transformational opportunities Identify cross functional opportunities Look at alternative implementation models Consider what you need versus what was quoted And, gain business line buy in up front

10 BARRIER #7 Believing the Demo Understand the true Scope of Work There is nothing more difficult to plan, more doubtful of success, nor more dangerous to manage than the creation of a new system. For the initiator has the enmity of all who would profit by the preservation of the old system and merely lukewarm defenders in those who would gain by the new one. Machiavelli, 1513

11 BARRIER #7 BELIEVING THE DEMO UNDERSTANDING THE TRUE SCOPE OF WORK The vendor s motivation is to sell you software. No one knows everything during the sales cycle. Understand your business requirements and only select software against true business needs. Ask for and call references for the modules, not just the vendors.

12 BARRIER #6 Assuming it is all about the Technology Focus on the Business Enable with the Technology The tools are cool, but the processes rule! Ancient EBIZ Proverb

13 BARRIER #6 ASSUMING IT IS ABOUT THE TECHNOLOGY FOCUS ON THE BUSINESS -ENABLE WITH TECHNOLOGY Technology is NOT a solution, it is an enabler. If you don t know where you are going you will most certainly get there. A good system that meets your needs is better than a great system that doesn t. Engage the ultimate users in defining the issues that technology will need to resolve.

14 BARRIER #5 Abdicating Control It is your solution, make sure it does the job You cannot escape the responsibility of tomorrow by evading it today. Abraham Lincoln

15 BARRIER #5 ABDICATING CONTROL IT IS YOUR, MAKE SURE IT DOES THE JOB Where control gets sidetracked: Outsourcing partners offer technology as part of their offering. Internal IT organizations decide what is easiest for them, not what is best for you. Assuming a vendor has your best interest at heart.

16 BARRIER #4 Assuming OOTB will do the job OOTB where appropriate, configured where necessary Everything should be made as simple as possible, but not simpler. Albert Einstein

17 BARRIER #4 ASSUMING OOTB WILL DO THE JOB OOTB WHERE APPROPRIATE, CONFIGURED WHERE NECESSARY Out Of The Box (OOTB) is a myth Solutions require setup and adaptation of your business processes. Platforms require setup and configuration. It s good to assess what is good or good enough; understand that configuration is still necessary. Avoid Customizations like the plague!

18 BARRIER #3 Planning to Fail by Default Project Management 101 It pays to plan ahead. It wasn't raining when Noah built the ark. unknown

19 BARRIER #3 PLANNING TO FAIL BY DEFAULT PROJECT MANAGEMENT 101 Understand what success will look like. Plan for all the activities with adequate time and budget to accomplish the tasks. Assign roles to competent, committed team members. Identify and manage risk. Control Scope Creep.

20 BARRIER #2 Putting the System Ahead of the Data Accurate Data is King Fast is fine, but accuracy is everything. Wyatt Earp

21 BARRIER #2 PUTTING THE SYSTEM AHEAD OF THE DATA ACCURATE DATA IS KING The best solution based on perfect processes but with questionable data is worthless or worse. The cost of data gathering, cleaning, transformation, and entry can sometimes take longer and cost more than the implementation itself but these activities are often missing from a project plan!

22 BARRIER #1 The Friction Of Change A focused Change Management Initiative Experience teaches that men are often so much governed by what they are accustomed to see and practice, that the simplest and most obvious improvements, in the most ordinary occupations, are adopted with hesitation, reluctance, and by slow gradations. Men would resist changes, so long as even a bare support could be ensured by an adherence to ancient courses, and perhaps even longer. Alexander Hamilton

23 BARRIER #1 THE FRICTION OF CHANGE A FOCUSED CHANGE MANAGEMENT INITIATIVE The Facts: Change isn t easy. Change requires a well thought out plan. Change requires dedicated resources. Change requires focus. Change requires emotional commitment.

24 BARRIER #1 THE FRICTION OF CHANGE A FOCUSED CHANGE MANAGEMENT INITIATIVE Change Management addresses: Organizational Preparedness (Readiness) Communication (Awareness) Training/Education (Skills and Capabilities) Coaching & Counseling (Acceptance)

25 Top Ten Barriers to IWMS Implementations 10. We Bought It All, We Want It All 9. Differentiating between a Platform & a Solution 8. Fixating on Cost 7. Believing the Demo 6. Assuming it is all about the Technology 5. Abdicating Control 4. Assuming OOTB will do the job 3. Planning to Fail by Default 2. Putting the System ahead of the Data 1. The Friction of Change

26 Conclusions & Take-Aways Pick the right solution for your specific needs Know what you need (business requirements) or technology will not deliver value Build a professional team of your internal business SMEs, IT, vendor contacts and industry experts to give you the best shot at success Focus on value don t get hung up on cost Invest in your processes as much as the system to assure accurate and relevant data Ignore Change Management at great peril This isn t Rocket Science, but that doesn t mean its easy.

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