Reducing Project Rework

Can you reduce project rework through Objective and Fact-based Feedback ?

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An Overview

The Audience

Junior or midlevel Project managers who have been working for any industry for one to two years

Responsibilities

Instructional design ( Action mapping, storyboarding, visual design, prototyping, authoring)
E-learning development

Tools Used

Storyline 360
Figma
Mind Meister
Google suite

The Problem

Ignite, a fictitious mid-market SaaS company, has recently experienced high growth due to acquiring multiple clients and developing a large array of software products. However, Ignite is experiencing recurrent project rework and that is contributing to noticeable delays in delivering the final product on time.

Upon further analysis, I found out that many junior project managers have recently joined the company and their communication with the team members is leading to the main problem of tasks rework. Thus further stressing the need of training on how to communicate the feedback in an objective and fact-based method.

The Solution

To solve the problem, I suggested the creation of a scenario-based e-learning experience where junior project managers can evaluate real-world interaction with team members and identify the issues , the results and the solutions. This e-learning course is based on the SBI model ( Situation, behavior and impact).

After discussing the issue with SMEs, I realized that e-learning is the most effective option due to the following reasons:

It allows flexibility and scalability. Also, it can be applied to different work settings ( in-person, hybrid and remote)
It is the best option for higher information retention as learners can revisit the material.
It can be applied to different fields and departments where PMs work and it can be integrated into a full-fledged training program.

In addition to this e-learning-based solutions, I proposed additional procedures for honing junior PMs skills in this respect. For example:

Setting up small learning groups where learners can apply communication and feedback methods via role-play activities.
Inviting one of the senior PMs who has excellent communication and feedback methods then have him/her discuss the issue with the junior PMs.

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My Process

For this e-learning, I worked on the basis of ADDIE model for the sake of creating an experience that would relate to the learner through real-world situations and simulated past experience.

Action Mapping

Interactive Prototype

Text-based storyboard

Full development

Visual Mockups

Results and takeaways

Action Mapping

I started action mapping the problem to identify high-priority actions that junior PMs need to perform to help the company deliver the final product in time and avoid rework. I focused on what the learner needs to practice and that helps create more efficient habit formation. Pinpointing the needed actions is critical for an objective related to soft skills such as feedback delivery.

Text-based Storyboard

After I finished prioritizing the actions, I created relatable scenario-based examples for the learner to practice. I developed the script for these scenarios in a narrative tone that simulates the real business context.

When the learner reaches a decision-making point, the scenario goes through consequences of the selected option. Giving the learner a chance to make mistakes and experience the outcomes makes the learning experience more personalized.

For each scenario, the learner has the option of getting advice from a mentor character.

Visual Mockups

After the storyboard was approved, I started the visual design process by creating a set of wireframes for each type of screen, a mood board and a style guide.

In the process of visual mockups, I used a variety of vector images for integrating the variation element without falling into inconsistency of design.

For each scenario, the learner has the option of getting advice from a mentor character.

Interactive Prototyping

For getting feedback about my project, I used the storyboard and visual mockups to create an interactive prototype in Articulate Storyline 360. Creating these interactive prototypes enabled me to gain deeper insights in terms of the user experience and programming mechanisms. In this prototype, I included the title screen, scenario introduction, mentor introduction and the first question's correct and incorrect consequences. Throughout this process, I collaborated with colleague instructional designers and collected feedback from potential users.

Full Development

After having all the elements ready and the feedback integrated, I developed the scenario in Articulate Storyline 360 with the planned programming framework for each consequence.

Results and Takeaways

I shared the completed project with my online network that includes professionals from a variety of fields including project managers, HR specialists and instructional designers. I was glad with the positive feedback especially from the project managers who emphasized the importance of tackling feedback issues and appreciated the useful practice in the course.

This project has been a highly-valuable chance to further develop my instructional design skills. Upon reflecting on this process, there are key takeaways that I would keep in my mind for my future projects.

Being well-informed of the practices. Despite my knowledge of the project management field from my previous corporate training job, I was curious to delve deeper into the feedback and communication practices that PMs have with team members. That happened through my inquisitive session with SMEs and my extensive research using AI and other online resources.
Consistency in design. To make the learning experience more enjoyable and diverse, I decided to include different characters and elements; nonetheless, that did not prevent me from having a unified theme in terms of colors and photo types. This happened through recurrent changes till I realized that ensuring unity contributes to clear, solid, and non-distracting learning experiences.
Allocating the required time; especially in the planning phase, design phase and researching the topic. As with every design, I have learnt that the more time you spend , the less discrepancies and issues you face down the road.

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