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Qortex Real-World Usage

Comparison: 30 days of two people in charge of a new project

KICK-OFF MEETING

  • WITH QORTEX

    The project outline is shared with the team on Qortex before the meeting, so at the beginning of the meeting the team can go right into brainstorming.

    During the meeting the project manager is taking notes on Qortex which he shares immediately after the meeting right on Qortex as a summary and to make sure everyone is on the same page.

  • WITHOUT QORTEX

    In the mail with the meeting agenda some people were not CC-ed, so the meeting starts with an explanation of the project outline.

    With that delay the meeting runs late and some team members need to leave early due to other appointments. The project manager takes notes, but by the time he wants to send his meeting minutes to everyone via email he can’t remember some details.

  • Advantage 1: A single, common place for sharing information Advantage 2: Efficient use of everyone’s time

PROJECT START

  • WITH QORTEX

    The project manager creates To-Dos based on the meeting minutes and assigns each task to a team member. The assignees can start working right away, and any remaining questions are quickly resolved via chat. The chat conversations are automatically saved in Qortex – handy for later reference.

  • WITHOUT QORTEX

    In a second meeting tasks to be done are collaboratively outlined on a whiteboard. The final list is entered into a spreadsheet and sent out to everyone.

    With a late start finally all tasks are assigned and remaining questions are sent to the project manager via chat and email.

  • Advantage 1:
    Team can easily access common knowledge and have shared understanding of the project
    Advantage 2: Short lead times.

PROJECT 1ST HALF

  • WITH QORTEX

    Looking at the To-Dos list in Qortex, the team members can quickly assess the progress of the project and see what needs to be done. Team members finishing early with their To-Dos reach out and help others to move the project forward quickly.

    Since all communication about every To-Do is shared with the whole team it’s easy to find out who is doing what and why. This helps avoid redundancies, gives other people opportunity to chime in with their ideas and enables people who are stuck to get advice and help quickly and directly from other team members.

  • WITHOUT QORTEX

    Spreadsheets for project management and other information are distributed via email, conversations happen in different chat clients, email, and in a seaparate project management system. There’s no single source for information and people find it harder and harder to gather all relevant information about their tasks.

    People have no idea what other team members are currently working on, there’s little support and no synergy between team members, tasks are worked on inefficiently due to incomplete information and lack of a single information source, and there’s a lot of management overhead. The project is running late.

  • Advantage 1: Early detection and solving of problems Advantage 2: Transparency enables swift decision making

PROJECT 2ND HALF

  • WITH QORTEX

    “When problems arise, we can detect and solve them early on, the open nature of communication on Qortex lets us track back causes of problems quickly and easily.

    For people joining the team mid-project, the whole project history is available on Qortex, they can get up to speed quickly with very little onboarding or help from others.”

    Towards the end the project accelerates and a group is setup for sharing data and information with the client. In this group the client can create To-Dos for direct requests to the team. This ensures quick turnover and short response times.

  • WITHOUT QORTEX

    The project manager finds it hard to anticipate upcoming problems and is taken by surprise several times by some larger issues he didn’t see coming.

    The workload and progress of each project member is unclear, things that need fixing quickly aren’t getting done and the client is starting to become impatient.

    To improve team performance more members are added, but the endless flood of irrelevant emails, no proper orientation and the overhead of having to reply to every (sometimes redundant) inquiry of new team members individually makes things only worse. In the end people spend a lot of time sorting emails and struggling to get up-to-date information instead of getting things done.

  • Advantage 1: Stress-free flat and open communication Advantage 2: Fast turn around times for client questions, increasing trust

POST PROJECT WRAP-UP

  • WITH QORTEX

    “We finished the project a bit ahead of time. Actually in IT this is quite rare, so the client was euphoric and the whole team was very proud of their achievement.”

    As a final wrap-up insights gained through the course of the project are shared as Knowledge Base entries. Then the group get archived as a resource for future similar projects.

  • WITHOUT QORTEX

    “To make the deadline we ended up having to do significant overtime and in the end, the project was still completed with a slight delay. At the final stage nobody really had an idea what the others were doing, even the project manager was struggling. We were all just busy getting our tasks done, hoping in the end it would all fit together.

    We’d like to keep a record of what we accomplished and also create proper documentation for the project. With all the data in different places that’s a project on its own – actually, we’ve already scheduled a planning meeting for this.”

  • Advantage 1: Achieve business goals from increased efficiency Make sure that knowledge gained through the course of a project is kept and made available to others