It is inevitable–throughout time, there will be a build-up of unnecessary redundancies. Whether it be duplicated customer information or performing the same unnecessary task repeatedly, these duplicated things are a waste of resources. In an article for TechRepublic, Patrick Gray elaborates on how to “de-dupe” your organization.
Attack of the Clones
Most of the time, a duplicated effort is established under the best of intentions. Maybe it is as simple as one side did not know the other had already started the project. Despite the well-intended work, this is actually doubling, or even tripling the cost for the project. This strains the organization’s resources and is ultimately harmful. Without communication, this may continue for weeks, or worse, months, costing the organization exorbitantly.
Portfolio management applications are a great tool in theory to capture duplicate projects. The problem is that organizations rarely possess a cross-organization repository, which causes oversight of some projects. Good technology will not always be enough all by itself, and the best tool that a person can use in conjunction to prevent duplicating work is to simply listen. Consistently listen and encourage your staff to listen as well for any conversation that may lead you to believe someone else is working on the same task as you and your team. Internal and external consultants often possess wide knowledge regarding duplicated efforts too because of their unorthodox relationships, so it may be beneficial to begin with them.
If there is discovery of duplicated efforts, do not rashly eliminate one of the projects. Look to see the best aspects of both and determine how to combine them into one super project of success. If there is feuding over budgetary affairs, try to make people see the big picture of what consolidating could do for the organization as a whole.
At the end of the year, when there is budget money left over, use a little detective work to uncover the best place to invest that money. This will help to push current projects along without spending new money. You can read the original article here: http://www.techrepublic.com/article/de-dupe-projects-to-stop-paying-double-or-triple-in-costs/