In an earlier post I mentioned that Jonathan Burns and myself were given permission to blog about a web 2.0 value disruption project that is currently underway.  This post is number two in the series that is expected to run until mid May.

Value disruption project posts

1. Introduction

Note: Clients names are kept confidential and/or disguised.

Value Disruption Project Scope

In November of last year we completed our three stage web 2.0 solutions program and delivered to our clients a project plan to develop three web 2.0 applications: expert blogging, internal collaboration, and a friends of ___ site.  We used a wall sized Implementation Canvas^TM to develop, with their team, strategies for reducing the risks and optimizing the rewards of the project.

A canvas to manage risk and rewards

Project Scope Items

The power of the canvas is that a team can simultaneously see all the strategic elements of a project.  And the design of the canvas forces users to adopt a risk-reduction, reward-optimization approach.  We completed a canvas for each web 2.0 application: Blogging, Collaboration, and Friends of___.

In terms of project risk:

• Blogging is the simplest of the applications with the least ambiguity and hence uncertainty.
• Collaboration is middle of the road and
• Friends of ___ is the  most uncertain and hence the most risky.

Here are highlights of three areas from the Collaboration Implementation Canvas: Risk, Rewards, and Uncertainties.

Collaboration Risks

• We can’t get the staff to use it so people view the project as a failure
• ISO compliance issues
• Not sufficient administration of system security
• We get the balance wrong on the scale of openness/lack of structure/ease of use and security/ISO compliance and end up with a tool that’s too complex and hard to use.
• There is unintended disclosure, we are highly regulated.

Collaboration Rewards

• Get projects done faster
• Improved productivity, find information faster -  Reduce email
• Keep track of what projects we are doing (macro level – not the details)
• Knowledge transfer to new staff
• Do repeat projects faster
• Retain IP of alumni
• Increase employee satisfaction
• Better logging of who edits the docs, revisions vs current “I drive” method
• Visible lessons learned
• Concurrent report writing (faster!)

After completing the risks and rewards they analyzed them to determine what they didn’t know.  In other words, they determined what they were uncertain about.

The challenge on all projects is not what you know, it’s what you don’t know.  So mapping the uncertainties, what you don’t know, is a critical step to reducing risks (as well as making sure the rewards are realized).  So, instead of making assumptions, determine what you don’t know and then go find answers to those questions.

Collaboration Uncertainties

• Who controls the level of access?
• How do we fit into the ISO document management requirements?
• What are the rules for a document becoming ISO official?
• What are the roles of the people in the walled-off garden?
• How do we migrate old technology?
• What are our metrics of success?
• How will this change our work-flow patterns?
• What projects types will we pilot on?

Mapping these uncertainties allowed them to structure the project, select the appropriate team and develop an initial set of actions to resolve the uncertainties.  They created a starting point.

Learning

Here’s what we found after using the canvases.

1. Each team was on board with the project.   The ability to see all the project elements in one place made them feel more comfortable that we, collectively, understood all the risks and had a good starting point for how to resolve the uncertainties.
2. It was a quick process.  The team was able to develop three implementation plans in about 4 hours.  Visualization of the entire project enabled the quick speed, in a team of 12 people.  (All 12 people agreed.)
3. The CEO, David L. appreciated the focus on risk management.  His role is to move the organization forward without exposing the organization to undue risk.  Explicitly determining the risks, as well as the rewards,  prioritizing them into the greatest areas of uncertainties, and then developing plans to turn uncertainties into known quantities made him feel confident his team has a deep handle on the issues.  When the CEO feels comfortable with the team that energy translates into enthusiasm.
4. Explicitly dealing with risks and their uncertainties brought us together as a team.  As we worked through the different applications we started to see how each individual had a contribution to make in dealing with the uncertainties.

Top Three Tips

Here’s my top three tips from this experience.

1. Explicitly focus project planning on risk-mitigation.  Pay particular attention to those risks (and rewards) that are uncertain.  Uncertainties represent the biggest failure point, especially in projects with high degrees of ambiguity.  You can learn more about risks and managing ambiguous projects that here and here.
2. Use a blank wall or wall canvas to map the project.  It makes all the elements visible to everyone so  conversations become more directive and integrative.  If you’d like to use our canvas, contact us at iCanvas@ennova.ca
3. As a seller of services, embracing risk is powerful.  The reason clients most often don’t do projects is because they legitimately see risks that they don’t know how to deal with.  Putting your team and their team together to explicitly discuss the risks and develop solutions for mitigating them is the most creative way to resolve this roadblock.  If you and your client team can’t find a way to mitigate the risks then you shouldn’t be doing the project anyway.

What risk mitigation strategies have you used?  What kinds of ambiguous projects do you run?  What other topics would you like us to blog about in this project?

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