If you’ve never used a virtual assistant or virtual project manager before, it may be hard to visualize exactly how it works. Here are a few frequently asked questions that may have crossed your mind as well.
1. How can you manage a project if you’re not here?
Great question! Outsourced project managers and scrum masters provide support for on-the-ground operational managers and leaders who are feeling the burden of too much project administration and not enough time. From updating project plans to reconciling budgets, we keep track of the tactical, so your onsite managers can focus on organizational objectives, and collectively, we help drive your projects toward successful results.
Many of our projects involve working with distributed teams, with resources working from different locations and time zones. “Virtual” work, or working remotely, is more common now than co-location.
We have PMP and Agile certified Project Managers and Scrum Masters with the depth of experience to meet the sophisticated demands of today’s projects. We’re fluent in multiple real-time communication tools, such as Skype, GoToMeeting, Zoom, as well as cloud-based sharing spaces, like Confluence, Jira, Trello, Asana, Sharepoint, and more.
2. Do your Project Managers ever work on-site?
Sometimes, yes,. But more and more frequently, our clients are looking for cost-effective solutions which are typically best provided by our monthly subscription pricing for project management services. Delivering our work remotely allows us to respond flexibly to various scheduling demands, particularly with respect to project delivery that crosses multiple time zones.
3. Why is virtual project management cheaper than on-site project management?
Quite simply, we can offer better prices for virtual delivery because we have 100% control over our time. Without the typical interruptions that can occur throughout the day, we have more “heads down” time to focus on getting that report written, or that project schedule updated. We pass those efficiencies on to our clients in the form of price savings. Fewer distractions and time not lost travelling to various client locations adds up to a more productive and cost-effective delivery system.
4. How are files and information shared and managed?
We have expertise in a number of cloud-based systems which offer easy-to-use secure options for file sharing. Sharepoint, OneDrive, Dropbox, Google Drive, Evernote, and other secure cloud applications such as Jira, Confluence, Trello, and Asana that offer a safe online spaces to share information. Some clients also prefer to establish a shared VPN space as an alternative option.
5. How often do we meet?
As often as we need to. The cadence doesn’t change with remote project management, only the “how”. Phone or video conferencing replace physical get-togethers, and other routine communications will be facilitated as they would be in-house, via email, chat, wikis, and other software productivity suites (Yammer, Jira, Skype, Slack, and so on).
All projects develop their own meeting or ceremony frequency, based on methodology (waterfall, agile, other), communication needs (pace and urgency of events), and team preferences (daily, weekly, ad-hoc).