Understanding at the beginning of your project who from your organization will be involved in your project and what is their role and responsibility is important.
Internal project stakeholders
Firstly look internally at who needs to be involved in the project. These can fall into a number of categories:
Who in your organization wants to keep abreast of the project as it progresses? This may be the Head of Real Estate group as well as executives in finance and the local end user business groups who will be occupying the space. This group of stakeholders will typically not be day to day users of Workframe but it is good to get them set up and used to viewing the Portfolio and Projects page to see the latest project status.
Subject matter experts
These are the internal representatives that will lead certain aspects of your project. Typically this group can include, the transaction lead (for lease negotiations), internal real estate project manager, IT, AV and security project managers. You may also include your procurement/sourcing team, as well as any internal legal department (when it comes to negotiating contracts and appointing external vendors). These users will be day to day users of the Workframe platform (at least at certain times in the project lifecycle).
End User business representative
On most projects you will also have a representative from the local business that will occupy the space after the project is completed that will need to have involvement in the project. Their role may be to approve headcount, layouts and finishes etc.
Thinking through which external vendors you need to manage your project and how will you buy their services. To answer this questions you need to determine what if any procurement strategies your company has. Are you required to bid services to more then 1 firm, or do you have any pre-determined agreements with vendors which you are required to use. It is worth checking with your company’s sourcing or procurement team first before you move forward.
Typical vendors you will need to appoint on a capital project include:
- Project Manager/Owner’s rep
- MEP Engineer
- IT consultant
- AV consultant
- Security consultant (note sometimes 1 firm can over all three services: IT, AV and security)
- Acoustics (can be a sub consultant to the Architect)
- Lighting consultant (can be a sub consultant to the Architect)
- Permit consultant
- Move consultant (for larger complex moves)
Getting your team onto Workframe
Prior to using Workframe your project team were used to working on a certain way, implementing any new software has an element of change management. We have the following tips in how to get your internal and external stakeholders onboard:
1. Send out an introductory email
We have found it best that you send out an introductory email to all of your internal and external stakeholders that you propose to add onto Workframe. This will set expectations for how you propose the software to be used moving forward. The email will also send out links to our getting started guide and videos. Speak to your Customer Success Manager about getting a template of this.
2. Set up training sessions
We hold regular training sessions for internal and external vendors, these can be in person or remotely via screen share. Getting all of your team members to attend a training session positions the team for greatest success.
3. Adding your team members
Adding your team members onto Workframe is straightforward, you can read more about how to do it here.
After you have invited them, your team members will receive a Welcome to Workframe email with a link to set up their account. You will need to add them not only on the company level but to each project you wish them to take part in. At the beginning of your project if you already have a list of team members to add, contact your Customer Success Manager who can get them set up for you.