Implementing a Unified Project Management System to Support a Growing Remote Team
Strategic Decision Solutions was growing quickly, but its internal systems were not keeping pace. I led the implementation of a unified project management platform that reduced operational friction, gave the team a reliable foundation for collaboration, and cut project kickoff time by 30%.
The Challenge
A fully remote team of 18 was working across Slack, Smartsheet, email, and scattered spreadsheets. Information was duplicated, deadlines slipped, and consultants spent more time tracking down updates than serving clients. Leadership kept getting pulled into day-to-day coordination, which slowed strategic work. The team needed one place for communication, task management, and reporting.
My Role
I led the full system transition: diagnosing the operational issues, evaluating options, managing stakeholder input, selecting the software, configuring the system, training the team, and driving adoption. I partnered closely with consultants, leadership, and support staff to make sure the system matched how people actually worked.
What I Did
I ran a structured audit of how work was tracked across departments and found that project delays came from unclear workflows or missing information. I evaluated several tools and selected Hive because it combined communication, tasks, and the automated reporting our CEO needed. I built the full system architecture, including project templates, dashboards, and automations.
To protect the team during the change, I ran a phased rollout: piloting with a small group, gathering feedback to refine the layouts, then expanding company-wide. I backed it with live training, recorded tutorials, and SOPs so support continued after launch.
Constraints
There was no centralized documentation to build from, no dedicated IT support, and a short timeline because leadership needed relief from operational bottlenecks. The system had to be intuitive enough to replace years-old habits without overwhelming anyone.
The Result
Project kickoff time dropped by 30%. Within the first month, teams reported clearer expectations and fewer communication breakdowns, and leadership gained at-a-glance visibility into workload and project health. Consultants spent less time hunting for information and more time with clients. The CEO shared that the system reduced daily interruptions and made her role more sustainable, and the new structure standardized onboarding so new hires ramped faster.
Skills Demonstrated
- SOP development
- Stakeholder alignment
- Change management
- Training and adoption support
- Systems evaluation and tool selection
- Workflow mapping and documentation
- Operational analysis
