Project management is not just about tasks and schedules. It’s a complex web of decisions, approvals, documents, and communication. Even the best methodologies and experienced teams are not immune to mistakes that can halt or significantly delay a project. The good news? Many of these errors can be eliminated through automation, standardization, and process centralization.

Project management in WEBCON BPS is the solution to the most common challenges companies face when executing complex initiatives. Regardless of the industry—whether manufacturing, services, IT, or administration—projects require clear procedures, efficient communication, and control over budget, scope, and risks.

 

What are the most common problems and mistakes encountered during business project management?

 

Lack of standardization in the project initiation process

In many organizations, new projects are initiated informally—via email, phone calls, or scattered Excel files. There is a lack of clear submission criteria, stakeholder identification, and even less a defined approval process.

The absence of a formal project initiation process has serious consequences for the organization. Initiatives often start without analyzing business goals and needs, leading to wasted resources. Approvals are given verbally or by email, making it difficult to determine who actually made the decision. Key stakeholders are often overlooked, resulting in resistance and misunderstandings at later stages.

Additionally, the lack of a centralized project registry makes it hard to control what is happening within the organization — it’s unclear which projects are ongoing, their status, and how they affect each other.

How does WEBCON BPS solve this problem?

• With start-up forms, every new project is initiated according to a predefined template.
• The workflow automatically routes the request to the appropriate approvers.
• Every step is logged — so it’s clear who made the decision, when, and based on what.

 

Scattered communication and lack of a central information source

In many organizations, project communication takes place simultaneously across various channels. Without a consistent system in place, key information becomes scattered, outdated, or inaccessible to the right people at the right time.

This often leads to common issues:

• teams working with outdated versions of documents,
• tasks being duplicated or overlooked,
• decisions going undocumented,
• project participants having conflicting views on the project status.

As a result, projects face delays, team frustration increases, and project managers lose control over execution. Moreover, without a single source of truth, making informed management decisions becomes difficult—especially when multiple initiatives are running in parallel.

How does WEBCON BPS eliminate information chaos?

Project management in WEBCON BPS is built around the concept of a single, unified system—accessible to all project participants via a web browser. Each project is assigned a dedicated dashboard—a centralized hub where all relevant data and activities are collected and managed in real time.

 

Unclear division of responsibilities

One of the most common sources of problems in project management is the lack of clearly assigned responsibilities. Tasks get postponed, duties are shifted from one person to another, and deadlines begin to lose their meaning.

The situation becomes even more complex in cross-departmental projects, where the team consists of people with different skill sets and supervisors. Without a central system and clear procedures, communication becomes blurred, and decisions are either delayed or go unanswered.

How does WEBCON BPS bring order and clarity?

• Each task has a designated owner and a set deadline — all defined within the logic of the workflow.
• Roles are assigned dynamically — depending on the project type or involved departments.
• The project manager can check at any time who is responsible for what and where the project stands.

Lack of control over changes and risks

In project management, changes are inevitable—no matter how well a project is planned from the outset. During execution, the scope may shift, new business requirements may arise, technical difficulties may occur, or external factors may impact the schedule and costs. The real challenge begins when an organization lacks a clearly defined mechanism for managing change and risk.

Without proper control, these factors lead to disorganization, misunderstandings, and costly mistakes. Changes are often implemented based on informal agreements, leaving the team unsure of what’s current and what’s outdated.

How does WEBCON BPS support change and risk management?

• Every change in scope, budget, or timeline is captured in a dedicated workflow tied directly to the project. This ensures traceability and impact analysis.
• All modifications go through predefined approval stages—no guesswork, no improvisation.
• Once approved, the system automatically updates all relevant project data and documents. The team always works with up-to-date information—no manual updates required.

Problems with reporting and decision-making

Manual data collection is time-consuming and error-prone. Without up-to-date information, reports become incomplete or outdated, making it difficult to make quick and informed decisions.

How does WEBCON BPS streamline reporting?

• All project-related data is continuously recorded in the system — no more copying data manually or searching through files.
• Just a few clicks are enough to view the current project status, costs, risks, and performance indicators. The data is always up-to-date and accessible to decision-makers.
• It enables easy comparison between projects and helps identify risks and priorities at the organization-wide level.

 

WEBCON BPS – comprehensive support for project management

WEBCON BPS is a platform that provides comprehensive support for project management in modern organizations. Thanks to flexible, automated forms and a centralized database, it enables process standardization from project initiation through completion, eliminating chaos and ambiguity.

The system centralizes communication and documentation, enhancing transparency and facilitating team collaboration. Each task is assigned a clear owner and deadline, while changes and risks are controlled through formal approval workflows and real-time data updates.

Automated reporting delivers an up-to-date view of progress, costs, and risks at both the individual project and portfolio levels. This allows managers and teams to make informed decisions, ensuring projects are completed on time, within budget, and according to plan.

If you want to learn how WEBCON BPS can improve project management in your organization, we will help you select the solutions best suited to your company’s needs.

We invite you to get in touch!

17 777 61 00  |  biuro@sagitum.pl