Universal Branding used Microsoft Excel to track its projects. However as they expanded, distributing hundreds of products and evaluating dozens of potentially new products, their old system of spreadsheets was insufficient.
- No central repository for projects
- Lacked transparency which made it difficult to determine if projects were late or on time
- Did not have an efficient tracking system for more productive inter-office communications
- Unable to view resource workloads or resource allocation
With no central repository for storing projects, the team had no transparency regarding project status. Similarly, Universal Branding had no good way to share documents. Communicating via the internet was hampering progress. Another problem arising from this lack of control was resource management. Project managers were unable to forecast resource allocation accurately. The outcome wasn't surprising: some resources were overworked while others might be idle, which hindered productivity. Without a view into the team's resources workload or resource allocation, it was challenging to know who was available when. As they grew, it became increasingly difficult to maintain coordination among the geographically dispersed offices. "People in our various offices weren't on the same page," said Universal Branding's CEO. "Because of our outmoded project tracking system, we didn't know precisely what was going on at any one time. As a result, we couldn't adequately control workflow." Furthermore, when a new project began, there was confusion regarding which department would handle it or who was in charge. "Obviously" said the CEO, "we needed organization."