Project Canvas – Structuring a Digital Transformation Project

Defining the Objective

The objective, or the project’s “why,” is the essence of any digitalization initiative. Before investing in new technologies or digital processes, it’s essential to ask: “Why are we undertaking this project?” Objectives may include reducing operational costs, improving efficiency, enhancing customer experience, or increasing internal productivity. Clearly defining the objective allows for a focus on final results and simplifies decision-making throughout the project. These decisions will be numerous and significant, making a strategic anchor both necessary and useful.

Establishing Key Players: Sponsors, Stakeholders, Resources, and Ambassadors

• Sponsors – In medium-sized companies, project sponsors are typically members of the management team or executive directors responsible for supporting and validating the investment. They need to be actively involved to ensure alignment with business objectives.
• Stakeholders – A digitalization project impacts many departments and teams, from IT and HR to sales and marketing. Identifying these stakeholders, understanding how the project will affect their activities, and, most importantly, aligning them with new processes—one of the most challenging tasks in our experience—are critical steps for successful implementation.
• Resources – Digitalization projects require both technical expertise and operational knowledge. It’s advisable to have a mix of skills, including IT specialists and representatives from involved departments, to ensure that developed solutions meet the specific needs of the company. Colia’s team brings the necessary expertise, but a designated internal point person for each area is essential to answer questions and validate future processes.
• Ambassadors or “Power Users” – Selected among early adopters, ambassadors are employees involved in the decision-making process, particularly for operational details. They will be the first to test new systems, well before they go live. Ideally, there should be one ambassador per department or functional area. Later, they act as ambassadors by providing direct support to their colleagues, increasing adoption rates and reducing the cost of supplier support.

Note: Ambassadors are not part of the standard Project Canvas methodology, but Colia has included them due to their significant impact on the adoption rate of new IT solutions. Opposition from employees, even if unspoken, can negatively affect the project in the short and medium term.

Project Design: Deliverables, Planning, and Change Management

• Deliverables – In the context of a digitalization project, deliverables may include software platforms, process automations, financial and performance reports, and often new ways of working. Clearly defining the deliverables helps the team prioritize and set intermediate milestones.
• Planning – For small or medium-sized companies, where resources are typically limited, it’s important to have a detailed plan with clear deadlines for each stage. Specifically, this plan should include a calendar with essential activities: initial analysis, solution selection, implementation and/or development, testing, employee training, and rollout.

Note: The timeline is rarely followed exactly, as unforeseen challenges are inevitable in a project spanning 6-18 months. However, it is essential for the timeline to exist, as each stage requires significant availability from the involved team, and planning helps synchronize with peak periods of activity.

• Change Management – Digitalization brings significant changes in the way employees work, and not everyone will be enthusiastic about this. It’s essential to manage change by ensuring employees are prepared and eager to adopt new processes and tools. The change management plan should include information and training sessions, as well as feedback channels for employees to express challenges encountered. Ambassadors will play a crucial role in increasing the adoption rate by providing direct support and addressing concerns.

Investment and Benefits

• Investment – Digitalization is an investment, not just an expense. Costs can vary significantly depending on the project’s complexity, so it’s important to evaluate each component of the project in terms of profitability and the available budget.

Note: In Colia’s methodology, we perform a profitability analysis for each proposed automation or solution. Often, we find that certain functionalities are not worth implementing as the cost significantly exceeds the benefits.

• Benefits – To measure success, it is important to establish the desired impact from the outset. Benefits may include increased efficiency, faster response times for clients, or reduced operational costs. Setting clear key performance indicators (KPIs) allows for an objective evaluation of the digitalization project’s success.

Conclusion

A well-managed digital transformation project can turn a medium-sized company into an agile competitor by reducing operational costs and increasing the efficiency of employees and the company overall. Project Canvas offers a methodological framework through which managers and decision-makers can ensure efficient and seamless implementation. Each stage, from defining the objective to measuring benefits, contributes to increasing the likelihood of project success.

At Colia, when defining and/or managing our clients’ projects, we use a slightly adapted version. We have added some new elements to address challenges that are not sufficiently covered in the standard model.