AMC Modern IT

Project Flow and Process Improvement

How a rapidly growing IT Managed Services Provider improved project flow and client outcomes with an end-to-end project management and process improvement plan.

Client

Client Summary

AMC Modern IT is an established Microsoft Solutions Provider focused on helping small and mid-sized companies optimize their hardware and software infrastructure, data, and processes. The company manages 40+ client projects at any given time, serving all company types. With a global team and millions in revenue, the company is well-positioned to lead in its space. Visit: modernit.com.

6-months Project Duration

30% reduction in meeting frequency

20% reduction internal chat noise

Improved project and task prioritization

Critical Work Slowing or Stalled?

We can help.

Team:

50+ employees across multiple continents, consisting of (3) primary departments – Outsourced IT, Client Success and Professional Services, each containing (3) teams spanning design and education to helpdesk, project management and engineering. Avg. project lifecycle 2-6 mos.+ ongoing managed services.

Challenges:

Outdated time-tracking using a legacy MSP platform
Suboptimal project and task visibility (Who’s working on what by when & what’s next)
Some managers wearing multiple hats resulting in overwhelm and over-reliance
Lack of a bonafide project management system (Daily practices and routines)
Lots of well-defined processes and documentation, yet a lack of consistent execution and adherence resulting in inconsistent project outcomes, missed deadlines, and excessive ad hoc reaction and frustration

Priorities:

Transition Project Management processes to Asana
Improve project organization and top-level status reporting
Improve efficiencies between projects, time-tracking and invoicing
Implement, train, and reinforce Agile-based project management practices

“We’ve grown quickly and stress cracks began to appear. Technology was not enough. We needed a new approach to project management; one that factored both good process design and consistent execution”

– Tony C., CEO

Solutions:

Augment project management with (1) add’l technical project manager
Define and organize all projects in one place with clear visibility tying-together tasks, projects, portfolios and goals
Define clear on roles, expectations, & KPIs
Implement a formalized project management system following an agile approach
Prioritize process improvement and automation as an integral function company-wide, embedding a Completing Process Analyst directly inside the AMC Modern team

“We are thinking about project structure much more, gauging workload and flagging projects first instead of involving everyone all the way through. We’ve reduced both meeting time and attendee size by 50%, a major boost to everyone’s morale.”

– Yago V., Process Improvement Analyst

Impact

30% reduction in meeting frequency with smaller, more focused meetings
20% reduction internal chat noise resulting in fewer distraction
Clearer roadmaps using the Portfolio features in Asana
Improved alignment & coordination between Project Engineering and Solutions Architecture
Faster quote delivery, request ticketing and response handling
Improved project and task prioritization, kick-offs, & status reporting
Less confusion about who is working on what by when
Improved visibility using the Asana portfolios feature, allowing management to get a quick pulse (on track/off track) without having to drill-down
Improved engagement company-wide

“Because of Completing, we are not only more efficient, we are far more intentional about how we approach operations as a whole. We couldn’t be more pleased with our progress and look forward to continuing the journey.”