Do these pain points sound familiar?
Lack of Data Use
Our leaders don't use data to drive decision making. We need to build a better analytics environment.
Bad Data Accuracy
We don't trust our data accuracy or the reliability of our reporting. We need to improve our data quality.
No Strategy
We don't have a data strategy that drives our data initiatives. We need to develop a data strategy roadmap.
Inefficient Processes
We have extremely inefficient and manual processes across the organization. We need to optimize our processes.
Lack of Prioritization
We struggle prioritizing initiatives and we never complete them on-time or on-budget. We need to more effectively manage resources.
Bad Procedures
We don't have good procedures, and we aren't able to effectively train our staff. We need to develop solid procedures and training.
New System Struggles
We're struggling to implement or use the full functionality of a new system. We need to optimize our technology stack.
No Project Management
We don't have anyone or anything to drive forward all of the organizational initiatives we are working on. We need better project management.
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In this article, we’ll explore why small business project management is crucial, how structured project management methods prevent common pitfalls, and why even businesses with limited resources should prioritize it. What is Project Management? At its core, project management is the structured organization, execution, and completion of a project from start to finish. It’s a discipline that requires planning, coordination, and control to ensure successful outcomes. No matter the project – whether launching a new service, adopting new technology, or improving internal processes – successful execution follows a lifecycle with distinct phases: Initiation – Defining project goals, scope, and feasibility. Planning – Developing a roadmap, setting milestones, and identifying risks. Execution – Implementing the plan, managing tasks, and driving progress. Monitoring and Controlling – Tracking performance, making adjustments, and ensuring alignment with objectives. Closing – Evaluating success, documenting lessons learned, and finalizing the project. These phases, widely used in project management frameworks, provide structure, clarity, and direction – all crucial for small business success. Why Project Management is Even More Important for Small Businesses Larger companies typically have dedicated project managers or teams overseeing initiatives, ensuring projects stay on track. But in small businesses, leaders and employees often wear multiple hats, juggling responsibilities without a structured plan. Without proper project management, small businesses often face: Budget overruns – Lack of planning leads to unexpected costs. Missed deadlines – Without clear milestones, projects take longer than expected. Employee burnout – Teams get overwhelmed without a clear structure. Wasted resources – Poor planning leads to inefficiencies and lost productivity. Project failure – Without defined goals, execution can derail. Some small business owners may think, "We’re small; we don’t need formal project management." But size doesn’t dictate the need for structure. In fact, small businesses often need it more to ensure efficient growth, prevent wasted time, and maximize limited resources. Even businesses without the budget for a full-time project manager can use structured project management methods or work with a fractional project manager to gain expertise on an as-needed basis. How Project Management Prevents Failure: A CRM Implementation Example To illustrate the power of small business project management, let’s look at a common small business project: implementing a Customer Relationship Management (CRM) system. Scenario: A Small Business Wants to Implement a CRM Without Project Management Without structure project management, a business may: Choose the wrong CRM because they didn’t define clear goals. Struggle with data migration issues, leading to lost or duplicated customer records. Overspend due to poor budgeting and unexpected costs. Face low employee adoption because of lack of training or resistance to change. Fail to integrate the CRM properly with existing systems. Waste time and resources, ultimately abandoning the system. Scenario: A Small Business Uses Project Management for CRM Implementation If a business decides to approach this project with the tried-and-true project management method of using the five phases to do so, here’s how that might look: Initiation Phase (Defining the Project) Objective: Determine the need for a CRM and gain stakeholder buy-in. Identify challenges such as lost leads and inefficient follow-ups. Define project goals like tracking customer interactions and automate follow-ups. Create a budget and research software options. Gain leadership approval and document the project scope. Planning Phase (Creating the Roadmap) Objective: Develop a structured implementation plan. Select the best CRM (Salesforce, HubSpot, Zoho, etc.) Define project scope, timeline, and milestones. Assign roles (IT for integration, sales for testing, etc.) Identify risks such as staff resistance, technical issues, and any foreseeable migration issues. Create a training plan to ensure successful adoption. Execution Phase (Implementing the CRM) Objective: Deploy the CRM and begin usage. Purchase and install the CRM software. Migrate existing customer data carefully. Customize the CRM to align with business needs. Conduct initial employee training sessions. Launch a pilot program before full rollout. Monitoring & Controlling Phase (Tracking Progress and Adjustments) Objective: Ensure smooth operation and make improvements. Gather user feedback from employees. Track performance metrics such as response time and conversion rates. Address integration challenges and make system refinements. Provide additional training if needed. Closure Phase (Finalizing & Evaluating) Objective: Complete the project and assess its impact. Conduct a final project review. Document lessons learned and best practices. Hold a stakeholder meeting for feedback. Provide ongoing employee support. Transition to regular business operations. With this structured approach, the CRM implementation stays on budget, meets deadlines, and delivers measurable value to the business. What Small Businesses Gain from Project Management A well-managed project provides tangible benefits that improve business performance. Key advantages include: Time Management – Keeps the entire team aligned with clear deadlines. Streamlined Workflows – Ensures tasks are completed efficiently. Improved Stakeholder Communication – Enhances transparency and engagement. Higher Accountability – Ensures everyone knows their role and responsibilities. Risk Mitigation – Identifies challenges before they become major problems. Budget Control – Prevents overspending through careful planning. Where Should Small Businesses Start? If your small business has struggled with past projects or is preparing for a new initiative, structured project management is the key to success. Start by mapping out your project phases. Even a basic framework can prevent common mistakes. Use project management tools like Trello, Asana, or Monday.com to keep your team on track. Consider working with a fractional project manager to provide expertise without the cost of a full-time hire. Final Thoughts: Small Businesses Must Think Big with Their Projects Even if a business is small in size , its projects should not be treated that way. Structured project management lays the foundation for growth, efficiency, and long-term success. The right project management strategy can transform how small businesses operate, ensuring they grow, scale, and succeed with confidence. Does Your Business Have a Project Coming Up? Let’s talk about how structure project management can help you succeed! Head on over to our website to book a discovery call or to learn more about the project management services we offer!
What is an Inventory Dashboard? In today’s fast-paced business environment, having the right tools at your disposal is critical to maintaining efficiency. Among the most valuable tools are dashboards—powerful solutions that enable businesses to collect, analyze, and visualize data across various departments. One of the most essential of these is inventory dashboard, designed to provide operations teams and managers with clear insights into workflow efficiency, inventory levels, and overall supply chain performance. Unlocking the Full Potential of Your Inventory Data An inventory dashboard goes beyond surface-level metrics, offering deep insights into operational efficiency and how well inventory performance aligns with key business objectives. By tracking key performance indicators (KPIs) , businesses can make more informed decisions and optimize their inventory management processes. Some of the most critical KPIs to monitor include: Inventory Turnover Rate – Measures how quickly inventory is sold and replaced within a given period. A high turnover rate indicates strong sales and efficient inventory management, while a low rate may suggest overstocking or slow-moving products. Fill Rate – Tracks the percentage of customer orders that are fulfilled from available stock without backorders or delays. A higher fill rate means better customer satisfaction and fewer lost sales. Stock-to-Sales Ratio – Compares available inventory to sales volume, helping businesses determine if they are overstocked or understocked relative to demand. Weeks on Hand (WOH) – Calculates how long current inventory levels will last based on historical sales data, helping businesses prevent stockouts or excessive inventory holding. Days Sales of Inventory (DSI) – Shows how many days, on average, it takes to sell inventory. A lower DSI indicates faster turnover and efficient inventory management. Supplier Lead Time – Measures the average time it takes for suppliers to deliver inventory after an order is placed, helping businesses optimize reorder points. By leveraging an inventory dashboard that monitors these KPIs in real time, businesses can proactively address supply chain challenges, reduce costs, and enhance overall operational efficiency. Additional Benefits of an Inventory Dashboard Inventory dashboards can be tailored to meet the specific needs of each business, but across industries, they consistently deliver the following benefits: Identifying opportunities for cost savings Gaining real-time visibility into inventory control Ensuring accuracy in inventory records Understanding customer purchasing behavior Improving demand forecasting and trend analysis Identifying areas needing inventory adjustments Evaluating operational efficiency Customizing dashboard features to align with business goals Types of Inventory Dashboards Depending on the complexity of your operations, inventory dashboards can take various forms. Some of the common inventory dashboards include: Supplier Performance Dashboard – Tracks supplier reliability, lead times, and order fulfillment rates. Product-Specific Dashboard – Focuses on individual products, providing insights into sales performance, demand fluctuations, and stock availability. Location-Based Dashboard – Monitors inventory movement and stock levels across multiple warehouses, retail stores, or distribution centers. While some businesses prefer a comprehensive inventory dashboard that integrates all of these elements, others opt for specialized dashboards tailored to different departments or leadership roles for more targeted insights. Below is an example of an inventory dashboard created for one of our manufacturing clients that was customized to fit their needs:
One of the most important aspects of process mapping is ensuring a clear and well-defined scope . Without the necessary context, process maps can become incomplete or misaligned with business objectives. Another common mistake is an imbalance in detail—some areas may be overly complex while others lack essential information. A well-structured process map provides the right level of detail to guide users without overwhelming them. Maintaining consistency in symbols and notation is also essential, especially when mapping multiple processes. Standardizing these elements ensures clarity across different departments and prevents misinterpretation. Engaging the right stakeholders in the process is crucial. Those who actively participate in or oversee a process have the best insights into how it functions and can provide valuable input. Their involvement helps create accurate, practical maps that truly reflect business operations. Additionally, when a process is particularly complex, it may be beneficial to divide it into multiple maps, separating larger workflows into smaller, more manageable components. This prevents confusion and ensures that each aspect of the process is thoroughly documented without unnecessary complexity. Once developed, process maps must be regularly reviewed and updated. Business operations evolve, and failing to adjust process documentation accordingly can render them obsolete. Testing and validating process maps before final implementation is another critical step. Running through the process in real-world scenarios can reveal gaps or inefficiencies that need to be addressed. Moreover, clarity in process steps is essential—being too vague can leave employees uncertain about their tasks, while excessive detail can lead to unnecessary complications. Striking the right balance ensures that process maps remain effective. Beyond initial implementation, continuous feedback from employees and stakeholders ensures that process maps remain relevant and user-friendly . If a business invests time and resources in developing process documentation, it must also ensure that these maps are actively used and provide tangible benefits. Otherwise, the effort becomes a waste of time, energy, and money. When Should a Business Implement Process Mapping? While process mapping can be valuable at any time, there are specific scenarios where it becomes particularly important. Businesses that are focused on achieving specific goals often use process maps to create a structured approach to reaching their objectives. Defining processes clearly can help ensure consistency, efficiency, and alignment with strategic priorities. Periods of growth, restructuring, or workforce changes also present an ideal time for process mapping. Whether hiring new employees, promoting staff, or reorganizing roles, businesses need clear documentation to help employees understand their responsibilities and approach their duties effectively. Without well-defined processes, teams may struggle with inefficiencies, miscommunication, and inconsistencies in execution. In some cases, businesses find themselves stagnating , unable to meet key performance targets or struggling with inefficiencies . When operations seem unclear or disconnected, process mapping can help identify areas for improvement. Working with an expert to analyze workflows and create structured documentation can bring clarity, uncover inefficiencies, and highlight areas where additional training or support may be necessary. Even for businesses that are not experiencing significant operational challenges, having well-documented processes provides a layer of insight that supports decision-making and long-term strategic planning. Signs Your Process Maps May Not Be Working Even if a business has documented processes, that does not necessarily mean they are being used effectively . One common issue is poor communication across teams. If employees, departments, and leadership are not aligned, processes may break down due to misunderstandings or lack of clarity. Regular communication and process reviews are essential to maintaining accurate, functional documentation. Another challenge arises when process maps focus too much on what should be avoided rather than providing clear instructions on what should be done. Employees need actionable guidance, not just a list of what not to do. Similarly, if different employees interpret the same process map in different ways, it could indicate that the documentation lacks clarity. Ensuring that process maps are easy to follow and understood by all team members is key to consistency in execution. A disconnect between documented processes and actual business operations is another warning sign. If employees are still unsure of their responsibilities despite having process documentation, it may indicate that the maps lack clarity regarding who should perform each task. Assigning accountability and verifying that employees understand their roles helps ensure that documented processes translate into real-world efficiency. Optimizing Process Mapping with Expert Support Developing and maintaining effective process maps is a complex task, and many businesses find it beneficial to seek external support. A consulting firm specializing in process improvement can provide an objective perspective, helping to analyze existing workflows and identify areas for enhancement. Their expertise ensures that process maps are structured effectively, align with best practices, and serve as valuable tools for business operations. Additionally, experienced consultants can provide guidance on implementing and maintaining process maps to ensure they remain practical and relevant. Businesses that invest in professional support for process mapping can expect better alignment with strategic goals, improved operational efficiency, and enhanced clarity in workflows. By leveraging external expertise, organizations can maximize the benefits of process mapping and create a foundation for sustained success. If you are ready to revamp or create process maps for your business, don’t hesitate to reach out to one of our consultants. Visit our process documentation page to learn more about how we can provide you with process maps that will enhance and streamline your operations.
Brewster Consulting Group specializes in empowering organizations through comprehensive data management, fractional coo, process improvement, and project management services. Unlock the potential of your data and enhance your business processes with our tailored consulting services.
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Beggs, OK 74421