“The single biggest problem in communication is the illusion that it has taken place.” – George Bernard Shaw
How often do even minor communication issues eventually turn into major problems with drastically negative impact? Unfortunately, too often would be a suitable answer. A cost-effective and results-proven solution for communication and monitoring and reporting problems within an organization is the successful implementation of a Project Management Information System (PMIS).
What is a PMIS?
A Project Management Information System (PMIS) is the “central nervous system” of any project. It supports all stakeholders to remain constantly aware of the project status in critical areas such as cost, time, scope and quality requirements. In addition, it clearly defines the roles and responsibilities of the project team members. Furthermore, it efficiently manages documents of all kinds (contracts, permits, approvals etc.) so that they can easily be retrieved and produces standardized and customized reports that are readily available and conveniently presented on easily monitored dashboards, essential for speedy and accurate decision making.
Overall, it fosters collaboration and communicates best practices and policies that enable the project team to successfully execute the project.
2 Vital Benefits of a PMIS
- Coherent and centralized Information for Standardization and Common Understanding
Optimal communication and collaboration requires a common understanding of purpose/requirements and the relevant facts. A PMIS will never fully replace face-to-face meetings, but there’s too much information on even the smallest project to hold in our brains. Therefore, all projects – especially the larger-scale ones – can greatly benefit from a computerized information system that gathers, organizes and disseminates valuable project information to all stakeholders in a systematic manner. Eliminating miscommunication among projects team members and providing the same accurate information to everyone promotes team cohesiveness and that can be the determining factor for project success. Here is an astonishing reality: In the absence of a properly structured and well-functioning PMIS, any project will almost certainly fail to accomplish its targets in the critical areas of budget, schedule and scope.
- Window to the Project for Management
A PMIS helps managers perform their roles better because it furnishes them with comprehensive and up-to-date facts about the project as well as instant access to the entire project history. Therefore, management is equipped with a clear understanding of the project progress instead of half-truths supported by biased selections of information. Based on this crucial information, managers can make timely and well-informed decisions about the continuation of the project and safely guide it to successful completion. Without the systematic supply of accurate project information, management may act on the wrong information and cause cost overruns, schedule delays or even complete project failure.