Project Management Tips for a Multi-Site Rollout

Project management is a part of the construction process you cannot avoid. Without effective project management, a major project can suffer from budgetary problems, missed milestones, and timeline issues. 

When planning for a multi-site rollout project, an experienced project manager or team of project managers can help keep the entire project on time and on budget. At The Firm Facility Services, we understand the importance of project management for major construction projects. 

We’ve put together these tips for multi-site rollouts that can help avoid catastrophic problems during the project life cycle. 

Planning & Preparation

Planning and preparation for a major, multi-site rollout are essential. Without it, your project could be doomed from the start. Because your project is located in many different areas, having a plan in place will help you keep your finger on the pulse of each site. Always define clear objectives for the project and ensure the stakeholders understand and approve of it. 

A comprehensive project plan should include timelines, milestones, and deliverables and incorporate contingency plans to address potential risks and issues. As you develop this plan, be sure to include standards, including templates and procedures, to utilize across the project. 

Remember: document everything!

Utilize Effective Communication

Project managers must rely on effective communication. Without it, the project could fall apart. The project manager position is the intermediary between the stakeholders and supervisors. 

Some ways to develop and maintain effective communication include regular meetings and clear communication channels. Make sure everyone knows how to report issues and who to contact for specific concerns. 

A hub can help maintain open communication by including everyone. Regularly update this platform with project statuses, changes, and other critical information. 

Resource Allocation

Resources in a project include personnel, equipment, and the budget. When dealing with a multi-site rollout, you must keep the budgets for each site separate from the others unless a major problem arises. Each facility must have the resources to complete the project and meet the goals. 

Throughout the rollout process, monitor the resources and reallocate if needed. You can also provide additional training or information to ensure everyone knows their part of the project and what is expected of them. 

Maintain Stakeholder Engagement

With a multi-site rollout project, you will have many stakeholders. Not only are the company heads involved, but each individual site has a stakeholder. 

Be sure you identify each of these stakeholders and engage them in the planning process to gather input and gain buy-in. Keep them informed and involved throughout the process. 

Part of maintaining their engagement is by managing expectations. This can be challenging, but by setting realistic expectations around budget, timelines, and outcomes, you can ensure a smoother rollout with fewer arguments. 

Be sure to communicate any changes or delays and be transparent to maintain trust. 

Risk Management

Risk management means identifying potential risks involved with a multi-site rollout. Once you identify the risks, consider how these apply to each facility and the overarching project. Next, create mitigation plans for the risks to try and minimize their impact on the project. 

Monitor and adjust to every situation as it arises, and remember to use lessons learned from one facility to address problems at another facility. 

Quality Control

When managing a multi-site rollout, you need trustworthy contacts at each facility to provide information about the project’s progress. Establishing quality standards across each site is important. Have your contacts conduct regular inspections of the project and report back. 

It is important to take their reports and compare them to the other sites, ensuring everything is on track for each location. You cannot be everywhere at once, so trusting someone to help maintain quality is essential. 

Use Technology and Tools

There are plenty of tools and technology that can be used for multi-site project management. Depending on how you like to manage your projects, there are various web-based project management tools that allow you to set up and maintain projects, while also using them as a communication tool. 

Some excellent web-based project management tools include: 

• Microsoft Project

• Trello

• Monday

• Asana

• ClickUp

• Wrike

• Smartsheet

• Jira

Post-Rollout Review

Effective project management comes from learning about past mistakes and successes. After the project is complete, schedule a post-rollout review (sometimes called a post-mortem). This meeting includes stakeholders, the project management team, and members of the supervisory teams. 

Take this time to discuss what you learned, both positive and negative, and create a plan for future projects based on what you learned. As you begin a post-rollout meeting, ensure everyone understands the rules of the meeting. 

These include: 

• Setting expectations 

• No arguing during the meeting

• Pause or stop the meeting if it gets out of hand

• Give everyone a chance to speak

• Each person has a limited amount of time to speak

• All feedback should be constructive, specific, and actionable

These rules can keep your meeting on track and ensure a productive use of everyone’s time. 

Let The Firm Handle Your Multi-Site Project Rollout

As a nationwide provider of construction management services, The Firm is an experienced contender. Our dedicated and customer-focused team of professional project managers can help any industry’s construction project and multi-site rollouts maintain tight timelines, adhere to costs and budgets, and provide solution-oriented solutions. With our reach across the United States, we can ensure each facility stays on track and that your company is informed of all progress and project updates. 

Let us help your business grow and succeed. Contact us today at 1-833-FIRM-411 (347-6411) for more information or to receive a quote for our services.