1. Consider your current operations and solutions
Before you figure out where you want to go and how to get there, it’s vital to understand where you are now. The project manager should solicit input from stakeholders and prioritize a list of the company’s most essential and most used operations. As an example, we will look at one such operation: scheduling.
2. Document what is working well and what is not working well with the current solution
Poll stakeholders. Ask them what they like and don’t like about the current operational solutions.
3. Uncover the objectives
To maximize the potential for project success, the project manager must separate current operational solutions from underlying objectives. This identification is one of the most important steps as it guards against limiting viable options. For more on this, see our blog Solutions vs Objectives for Tutoring Companies. To help uncover hidden objectives, reference what you like and don’t like about your current solutions.
4. Create a master requirements document
Create a master requirement document that will be used to look for new potential solutions. Scheduling
- Administrators can update the schedule from any internet connection
- The calendar is mobile friendly
- Instructors can not view other instructors’ calendars
- The calendar is secure
- Parents, students, and all instructors can receive schedule reminders
- Notifications can be turned on or off per account
- Admin controls which instructors can manage their schedules
- The schedule is tied to billing and payroll
5. Build consensus
Stepping away from current solutions, the project manager should focus on the requirements to build consensus with key stakeholders. People can become attached to existing solutions. Focusing on requirements can get people excited about the potential of new solutions, decreasing anxiety that can come with change.
6. Use your master requirements document to source for a new solution
With a comprehensive requirements document, your search for a new solution will be much easier. You can use your requirement document as a checklist to compare different solutions. You can also send in your document to vendors and let them do the work of telling you how they meet your requirements.