Written by Monique Powell (a.k.a. "Advocate for the KISS Principle (Keep it Simple)"
Introduction
Standards repositories, the often overlooked and underappreciated cornerstones of efficient project management, have long suffered from a bad reputation. They are the unsung heroes that can either make or break a project. In this blog post, we'll delve into the reasons why people tend to hate standards repositories, the stigma surrounding them, their importance, and how to manage them effectively.
What in the World is a Standards Repository and Why is it Important?
A standards repository is a centralized location for storing and managing documents, templates, guidelines, and best practices related to a particular industry, organization, or project. It serves several crucial purposes:
Consistency: It ensures that everyone follows established standards, reducing errors and promoting uniformity in processes.
Efficiency: It provides a quick reference for essential documents, saving time and effort in searching for information.
Knowledge Preservation: A well-maintained repository safeguards institutional knowledge, even when team members come and go.
Compliance: It helps organizations adhere to industry regulations and standards, reducing legal and financial risks.
PMI's Take on Standards Repositories
You may be curious about the stance of the Project Management Institute (PMI) regarding standards repositories. PMI, with its extensive expertise, acknowledges the significance of standards repositories within the realm of project management.
PMI underscores that these repositories serve as a navigational beacon, much like the X on a treasure map. They are instrumental in fostering consistency and efficiency across various projects. PMI advocates for the inclusion of templates for project plans, risk assessments, and other essential documents within standards repositories. In essence, PMI highlights the role of these repositories as custodians of project management best practices.
The General Consensus: Cheers and Jeers
The opinions within the project management community regarding standards repositories are as diverse as the colors in a rainbow. Let's examine these viewpoints from project managers and professionals in the field.
The Cheers: Some project managers enthusiastically applaud the presence of standards repositories. They view these repositories as invaluable time-savers and guiding beacons amidst the often chaotic world of project management. These proponents of structure and order greatly appreciate the convenience of readily available templates and guidelines. For them, standards repositories offer a sense of confidence and efficiency, helping them navigate the complex terrain of project management with ease.
The Jeers: On the other hand, there are dissenting voices, those who approach the concept of standards repositories with skepticism. To these individuals, it's akin to receiving a hefty 500-page novel and being expected to read it in one sitting. They argue that the sheer volume of content, the extensive reading, and the complexity involved can be overwhelming. These critics feel as though they're submerged in a sea of documents, desperately searching for the life raft of simplicity amid the tide of complexity.
Why the Cringe Factor?
So, why do people cringe at the words "standards repository"? The answer lies in complexity. It's like trying to solve a Rubik's Cube blindfolded—frustrating and bewildering. To overcome the hate associated with standards repositories, it's essential to address the common reasons why they often go unused:
Poor Organization: A disorganized repository makes it difficult to find what you need when you need it.
Outdated Content: Irrelevant or outdated documents deter users from engaging with the repository.
Lack of Awareness: Many team members might not even know the repository exists or how to access it.
How to Make a Standards Repository More Usable
To make a standards repository more user-friendly and effective:
Organize Effectively: Create a clear structure with categories, tags, and a logical hierarchy for documents.
Regularly Update Content: Periodically review and update documents to ensure they remain relevant.
Promote Awareness: Conduct training sessions, create user-friendly guides, and regularly remind team members about the repository.
When to Refresh Documents
The timing for refreshing documents in a standards repository depends on the nature of the content and the industry's pace of change. In general, consider reviewing and updating documents:
Annually: For standard operating procedures (SOPs) and guidelines that are less likely to change frequently.
Quarterly: For documents related to technology or rapidly evolving industries.
As Needed: Whenever a significant change or update occurs in regulations or best practices.
PMO: Simplifying Efficiency with Standards Repositories
Project Management Offices (PMOs) play a vital role in standards repository management. They should suggest the use of standards repositories as part of their mission to streamline project processes and improve efficiency. PMOs can:
Advocate: Encourage project teams to use the repository and communicate its benefits.
Ensure Compliance: Monitor and enforce the use of standardized processes and documents.
Provide Support: Offer training and guidance to team members on using the repository effectively.
Summary: Common-Sense Approach to Standards Repositories for Efficiency
In the quest for efficiency, one must embrace the beauty of simplicity and practicality, especially when it comes to standards repositories. While these repositories house a wealth of valuable information, it's crucial to keep in mind that most consumers, whether internal or external, prefer documents that get straight to the point rather than slogging through dissertations. So, let's apply some common sense to ensure efficiency reigns supreme.
Making Information Digestible: The hallmark of an efficient standards repository is its ability to deliver information in a digestible format. When adding documents, consider breaking them down into clear, concise sections. Use bullet points, headings, and subheadings to guide readers. Think of it as creating a roadmap that allows users to reach their destination without getting lost in the wilderness of words.
Pointing People in the Right Direction: Instead of overwhelming users with an avalanche of documents, guide them. Offer clear, descriptive titles and summaries for each document, making it easy for users to find what they need. Think of it as signposts on a well-marked trail, ensuring everyone reaches their destination without detours.
Efficiency in Action: Efficiency isn't just about storing documents; it's also about knowing when and where to use them. So, when should a document reside on a function's team site versus the standards repository? The answer lies in relevance and scope. If a document is specific to a particular function, project, or team, it might be best suited for that team's site. However, if it contains information that transcends individual projects or functions and holds value for the broader organization, then it should find its home in the standards repository.
In essence, a common-sense approach to standards repositories means keeping information digestible, guiding users to what they need, and ensuring documents are housed where they serve the most significant purpose. By doing so, we not only streamline efficiency but also ensure that our standards repositories truly become invaluable resources for all.
Until next time,
Monique
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