“One of the aspects that sets us apart is our business agility. Our unique approach allows us to respond swiftly to our clients’ specific needs, and our ability to operate as an extension of their organisation brings significant advantages to every project.”
We recently sat down with Jason Hall, our new Head of PMO at Hellaby, to discuss the Parseq approach to project management and our close working relationship with clients. Jason shared insights about his current role leading the project team and what initially attracted him to Parseq. His perspective highlights how our agile mindset and collaborative approach contribute to successful project outcomes and client satisfaction.
Joining and working with the project team in Parseq
Over the last 17 years, I have worked in the business process outsourcing industry in various roles, including operational management, client services, service and project delivery, and leading business support functions. During this time, I have delivered different solutions to a diverse client base. This industry has been a great platform for me to maximise my skills across several business areas, providing a great sense of satisfaction as I contribute to making a difference to numerous organisations and their customers.
What attracted me to Parseq was their commitment to investing in and expanding their technologies and services within the industry, coupled with their people-oriented culture. This environment appealed to me, offering an opportunity to utilise my experience and skills while expanding and enhancing them in line with their continued growth. Since starting my role, I have seen firsthand how the business leverages innovative technology to develop new software applications and solutions, enhancing its ways of working and ultimately providing added value to our clients. The project team is driven by this innovative approach, and I enjoy working with them to further Parseq’s growth and tenure in the sectors in which we operate. It has been rewarding to see projects progress from inception to implementation and ongoing management by the team.
From the outset, it has been clear that the team is passionate about maintaining high standards of project management. They achieve this by working closely with our clients on all aspects of the project, fostering a collaborative approach that creates a stimulating work environment. I thoroughly enjoy being part of a team that values innovation and client partnership, as it aligns with my professional goals and inspires me to contribute to the continued success of our projects.
What would you say is project management best practice?
In the world of project management, best practices are essential guidelines and strategies that significantly enhance the effectiveness and efficiency of project delivery. By implementing these practices, we can increase our chances of achieving project success. For me, the starting point is ensuring clear project planning and goal setting, where defining the project’s objectives and scope ensures that all stakeholders have a shared understanding of the desired outcomes. Since arriving at Parseq one thing that has been clear to me is that we are not just a supplier; we are a partner. Our teams see themselves as an extension of our clients’ business, so understanding clients’ goals and needs is always at the forefront of our minds. Developing a comprehensive project plan that outlines tasks, timelines, resources, and responsibilities is essential for keeping everyone aligned and focused.
Effective communication is another cornerstone of successful project management. Establishing efficient communication channels and conducting regular meetings allows team members and stakeholders to share updates, discuss progress, and address any issues that may arise. I think openness fosters transparency and trust, which is essential for collaboration. One of the aspects I love about being part of the Parseq team is its non-hierarchical approach. This culture ensures that everyone has a voice, which in turn increases stakeholder engagement and results in great conversations, problem solving and solutioning to deliver the best outcomes. Identifying all project stakeholders and understanding their needs, expectations, and influence helps ensure that they remain informed and involved throughout the project lifecycle.
Risk management is another critical component of project management best practice. By proactively identifying potential risks and developing strategies to mitigate them, we can better navigate challenges. Coupled with this is resource management, which involves allocating resources effectively and monitoring their utilisation to avoid bottlenecks and optimise efficiency. Time management is another key area to ensure projects stay on track. Setting realistic deadlines based on the project scope and available resources, along with using project management tools to track progress, can help ensure timely completion of tasks. Quality assurance is also vital, with clear quality standards and regular checks ensuring that project outputs meet the required standards.
In today’s fast-paced world, adaptability and flexibility are essential traits for any project team. Embracing change and being open to adjusting the project plan as needed allows teams to address evolving requirements and unexpected challenges. Ensuring we work in an agile manner means that we can continuously adapt our strategies, maintain alignment with client needs, and swiftly respond to new developments, ultimately leading to more successful project outcomes. Continuous improvement, driven by feedback and lessons learned, helps refine processes and practices for future projects. Effective leadership and team management are crucial to providing clear direction and support to the project team, ensuring everyone understands their roles and responsibilities while fostering collaboration. Personally, one of the key considerations is taking time to understand stakeholders within a project. Gaining an understanding of their personalities and learning styles allows us to collectively identify the best communication styles and ways of working. This ensures we can support stakeholders in understanding deliverables and ultimately supports project success!
What is your top tip for project onboarding?
I think for me clearly defined project scope and objectives right for the start is vital, as without this clarity, project success is neither measurable nor guaranteed. Establishing what is needed from a project and understanding stakeholders actual desires can sometimes be challenging. One effective strategy I’ve picked up along the way is to ask the question, “If we are saying yes to this. What are we saying no to?” This is one of my favourite questions from The Coaching Habit by Michael Bungay Stanier. It’s a great question that helps establish boundaries within the objectives. Sometimes, it’s easier to define what you don’t want, which then leads you to identify what is truly needed.
How would you measure project success?
There are lots of considerations and tools to measure project success. Some of the primary factors I would include are:
- Achievement of objectives: Did the project meet its objectives and deliver the expected value, and how well did this value align with strategic goals?
- Team performance: How effective was the team’s performance throughout the project?
- Team morale and engagement: How was the morale of the team? How was their level of engagement and motivation?
- Timeliness and budget adherence: Did the project get completed on time and within the allocated budget?
- Quality of deliverables: Did the quality of the deliverables meet the required standards and stakeholder expectations?
- Risk management: Were risks effectively identified and mitigated, and how were any unforeseen challenges managed?
I believe these are essential for evaluating and discussing project success. Focusing on them post-project allows us to thoroughly assess and gain valuable insights that feed into the lessons learned. We can then understand what worked well, what challenges were faced, and how to improve future projects.
What is best practice from a client's perspective?
In my view, from a client perspective, best practices in project management involves several key components:
- First and foremost, it is essential to have a clear definition of the project’s objectives and scope. Aligning of goals, deliverables, and scope from the beginning helps set realistic expectations and prevents scope creep. Thorough documentation of requirements and changes is crucial for maintaining a clear reference throughout the project.
- Effective communication is another critical element. Establishing a communication plan that includes regular updates on progress, milestones, and any emerging issues ensures that all stakeholders are informed and engaged. Maintaining open lines for feedback and queries is important for clarity and transparency. Engaging stakeholders early and throughout the project helps in understanding their needs, expectations, and influence, and addressing any concerns promptly.
- Collaborative planning and decision-making are vital for project success. Involving the client in the planning process ensures that their needs are incorporated into the project plan and making decisions collaboratively helps align all parties with the project goals. Managing expectations by setting realistic timelines, budgets, and deliverables is important, and implementing a structured change management process helps handle any alterations in scope or requirements.
- Monitoring and reviewing progress regularly is essential to track performance against objectives, schedules, and budgets. Periodic review meetings with clients provide opportunities to assess progress, address issues, and make necessary adjustments. Quality assurance, with clearly defined standards and criteria for deliverables, ensures that outputs meet client expectations. Regular quality checks and testing with the client throughout the project help maintain high standards and address issues promptly. Providing clients with relevant evidence to confidently sign off on the project is also important.
- Effective risk management involves proactively identifying and escalating risks openly and transparently. This supports a collaborative approach and provides the client with confidence that risks are being discussed and managed. Finally, offering the client the opportunity to give feedback post-project is vital for improving future projects and refining our processes.
