December 17, 2024 • 11 mins
Unlock the potential of Smartsheet for the biopharma industry with strategies that can transform project management. Can a minimalist approach to Smartsheet integration enhance team efficiency and adaptability? In this final part of our series on change management, we explore practical insights drawn from thousands of workflows designed to empower R&D and clinical operations with tailored, compliant solutions.
This episode dives deep into overcoming the unique challenges of adopting Smartsheet in complex, regulated environments while ensuring team buy-in. Discover how starting with simplicity and scaling intelligently can future-proof your Smartsheet setup, helping your organization adapt as projects evolve and priorities shift. We'll explore how to create flexible structures that support growth without burdening teams, focusing on capturing essential data from day one.
From foundational steps like project naming and task descriptions to advanced Smartsheet automation, this episode equips you with knowledge to build systems that are both sustainable and adaptable, ready to meet the long-term demands of the biopharma landscape.
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
Thank you for joining us for another episode of Lean
by Design podcast.
I'm your host, oscar, and alittle known fact since about
2017, I have been working withSmartsheet as my source platform
in the biopharma space, thisproject management platform.
(00:20):
I have spent developing over10,000 workflows, dashboards and
solutions tailored to theunique demands of R&D and
clinical operations.
Folks, I can tell you, havingdone this in multiple
organizations, I understandfirsthand that adopting new
tools, new software, likeSmartsheet, monday, Trello,
(00:44):
notion, jira, can be a dauntingtask, especially in a complex,
regulated environment likeBioPharm.
Beyond the technical hurdles,there are these challenges in
securing team buy-in, balancingcompliance needs and integrating
Smartsheet with establishedworkflows.
So in this third episode of ourthree-part series, we've been
(01:07):
focusing on the changemanagement side of implementing
Smartsheet in BioPharm so far.
In our first session, wediscussed getting your team on
board and what those strategiesare for Smartsheet adoption in
BioPharm, and then we lookedinto building a culture of
accountability.
How do you execute inSmartsheet efficiently without
(01:29):
micromanaging?
So today we're going to roundthat up and discuss how to
execute working in Smartsheetefficiently and getting the most
out of your Smartsheet setupfrom day one.
So let's think about that.
How do you set up a smart sheetfor long-term success and
(01:50):
scalability.
Well, in biopharma, especiallyin R&D, projects evolve rapidly,
compliance requirements willshift, priorities are constantly
changing and this can either beself-inflicted or sometimes it
is just because of the way thatthe industry is moving,
especially in early R&D stages,where every decision is crucial.
(02:11):
How do you build sustainabilityand scalability with so much
unknown?
So, if we look at Smartsheet,it's a powerful tool, but to
stay relevant, it needs to bestructured in a way that can
grow with your organization.
So we're going to talk abouthow to build these Smartsheet
systems that are adaptable,sustainable and will set you up
(02:34):
for long-term success.
This is an approach that we aredoing as well with our clients
to ensure that it remains anasset, providing structure
without slowing you down.
The goal of structure is not tocreate rigidity.
You can create structure withsome flexibility that allows you
(02:55):
to create these futurebackdoors into the data you've
been collecting for years.
So, point number one startsimple and scale smartly.
The best way to future-proofyour smart sheet setup is to
start with the essentials andbuild complexity only when
(03:16):
necessary.
It is no surprise that wheneveryou show a software, whenever
you show a new product, a newitem that can help out your
organization and you show theseare the features that it has.
One of the first things thatends up happening is you get
another question that extendsbeyond the features that are
(03:37):
presented, because, as humans,we are going to take in the
information that we know, whichis whatever you know about that
software, and then we're goingto modify and say, well, what if
I wanted to do X, or what if Iwanted to do Y?
I am here to tell you, folks,there is no single software that
(03:59):
will provide a solution forevery organization, for every
question you may have.
There may be a time where youhave to modify your approach and
your digital strategy becauseyour organization is changing,
and that's okay.
Some of these are temporary,but some of these can scale for
a long time.
In biopharma, workflows canvary widely and this approach
(04:21):
helps prevent overwhelming teammembers with unnecessary
complexity.
We're gonna look into aminimalist approach to setting
up sheets and dashboards thatcan grow over time.
When you are working withinSmartsheet, your goal is not to
capture every piece of data.
(04:41):
You start with collecting thedata that is most critical a
project name, a programmanager's name.
You collect a task name, adescription, depending on the
data you are collecting in youroperations across your programs.
Your best bet is to set up thebasic information.
(05:05):
Once you set up thatinformation once you set up, I
need a column for names, I needa column for a date, I need a
column for a task, I need acolumn for a checkbox you then
start to ask yourselves whatelse would I want to see happen
here, and how can I getSmartsheet to do that instead of
me or my team members?
(05:27):
When you create simple spaces,it allows you to scale so much
more effectively as new projectscome in, because now your
projects are talking the samelanguage.
Now you can create reportsacross your entire portfolio
because you're using the samenomenclature for your projects.
(05:47):
You're using the samedesignation for a role that
someone may be filled.
Who is accountable?
Who is responsible?
Which leads us into the nextpoint Standardize with templates
and customizable structures.
No matter what software youchoose, you will have to
customize it to work for yourorganization, whether you're in
(06:11):
R&D, clinical operations,manufacturing facilities and
you're looking for a way to logand maintain and create
automations.
Perhaps a space for you tointegrate forms that spin up
into data, that provides chartsand tables, into a dashboard for
(06:32):
executive review.
Your key is going to be tostandardize and to template.
These templates are invaluablefor consistency.
Your first step is to createtemplates for frequently used
workflows like document tracking, project timelines, sop
management.
Give your team a reliablestarting.
(06:54):
Standardization will also makeyour Smartsheet setup
predictable, while allowing forthat flexibility for
team-specific needs In the casethat someone goes on vacation.
Now there's no question as towhere is everything for their
project, how do they keep theirminutes, where can I find an
(07:14):
executive summary?
Because you have developedthese templates, you have now
the flexibility to move yourresources around as needed and
not lose the context of theproject or program they're
working in.
And with anything, settingthings up, doing trainings,
creating templates those are allgreat, but things must evolve
(07:37):
as your organization evolves.
Our biopharma industry focusesmore on innovating within
science than within operations,so it's up to you to generate,
to create this level ofcontinuous improvement.
Gather feedback, iterate,change what doesn't work into
(08:01):
what will work for you and yourteam.
To keep your software relevant,like Smartsheet, to keep your
projects and your prioritiesevolving.
Incorporate a feedback loopfeedback loop for regular
reviews.
Pull people aside and say, hey,what's working for you, what's
not working for you.
The moment that you ignore theneed to continuously discuss and
(08:28):
improve, you're going to findyourself back in the same space
that many of these organizations, many of our organizations, are
.
There are software that peopleare kind of using.
No one really knows how to useit.
We think the SME is somebodyfrom IT, but we don't want to
bug them or it takes too longand I don't really understand
(08:49):
how to use this.
So I'm just going to use thisthe way that I think it's
supposed to be used and just gofrom there.
We'll deal with it later.
That's not the way to go, folks.
That's not the way to go.
If you truly believe in thesoftware that you are utilizing,
at the very least as a solutionfor your temporary projects,
lead that charge.
Make sure your people are onboard.
(09:14):
Make sure they understand whatis at stake.
Scalable solutions in yoursoftware or in Smartsheet don't
need to be complicated.
They just need to be strategic.
By starting simple, usingtemplates, regularly iterating,
you can create an environmentthat grows with your
organization.
Thanks again for joining us onthis change management series on
(09:38):
Lean by Design, as we looked atSmartsheet as an example of how
to get your team on board, howto build a culture of
accountability and how toexecute efficiently to ensure
long-term success andscalability.
If you found these episodeshelpful, please help us by
subscribing to the podcast.
Share it with others who mightbenefit.
Let's keep working towardssmarter, more adaptable systems
(10:02):
together, instead of workingharder.
Until next time, take care.
Thank you for joining us for another episode of Lean
by Design podcast.
I'm your host, oscar, and alittle known fact since about
2017, I have been working withSmartsheet as my source platform
in the biopharma space, thisproject management platform.
(00:20):
I have spent developing over10,000 workflows, dashboards and
solutions tailored to theunique demands of R&D and
clinical operations.
Folks, I can tell you, havingdone this in multiple
organizations, I understandfirsthand that adopting new
tools, new software, likeSmartsheet, monday, Trello,
(00:44):
notion, jira, can be a dauntingtask, especially in a complex,
regulated environment likeBioPharm.
Beyond the technical hurdles,there are these challenges in
securing team buy-in, balancingcompliance needs and integrating
Smartsheet with establishedworkflows.
So in this third episode of ourthree-part series, we've been
(01:07):
focusing on the changemanagement side of implementing
Smartsheet in BioPharm so far.
In our first session, wediscussed getting your team on
board and what those strategiesare for Smartsheet adoption in
BioPharm, and then we lookedinto building a culture of
accountability.
How do you execute inSmartsheet efficiently without
(01:29):
micromanaging?
So today we're going to roundthat up and discuss how to
execute working in Smartsheetefficiently and getting the most
out of your Smartsheet setupfrom day one.
So let's think about that.
How do you set up a smart sheetfor long-term success and
(01:50):
scalability.
Well, in biopharma, especiallyin R&D, projects evolve rapidly,
compliance requirements willshift, priorities are constantly
changing and this can either beself-inflicted or sometimes it
is just because of the way thatthe industry is moving,
especially in early R&D stages,where every decision is crucial.
(02:11):
How do you build sustainabilityand scalability with so much
unknown?
So, if we look at Smartsheet,it's a powerful tool, but to
stay relevant, it needs to bestructured in a way that can
grow with your organization.
So we're going to talk abouthow to build these Smartsheet
systems that are adaptable,sustainable and will set you up
(02:34):
for long-term success.
This is an approach that we aredoing as well with our clients
to ensure that it remains anasset, providing structure
without slowing you down.
The goal of structure is not tocreate rigidity.
You can create structure withsome flexibility that allows you
(02:55):
to create these futurebackdoors into the data you've
been collecting for years.
So, point number one startsimple and scale smartly.
The best way to future-proofyour smart sheet setup is to
start with the essentials andbuild complexity only when
(03:16):
necessary.
It is no surprise that wheneveryou show a software, whenever
you show a new product, a newitem that can help out your
organization and you show theseare the features that it has.
One of the first things thatends up happening is you get
another question that extendsbeyond the features that are
(03:37):
presented, because, as humans,we are going to take in the
information that we know, whichis whatever you know about that
software, and then we're goingto modify and say, well, what if
I wanted to do X, or what if Iwanted to do Y?
I am here to tell you, folks,there is no single software that
(03:59):
will provide a solution forevery organization, for every
question you may have.
There may be a time where youhave to modify your approach and
your digital strategy becauseyour organization is changing,
and that's okay.
Some of these are temporary,but some of these can scale for
a long time.
In biopharma, workflows canvary widely and this approach
(04:21):
helps prevent overwhelming teammembers with unnecessary
complexity.
We're gonna look into aminimalist approach to setting
up sheets and dashboards thatcan grow over time.
When you are working withinSmartsheet, your goal is not to
capture every piece of data.
(04:41):
You start with collecting thedata that is most critical a
project name, a programmanager's name.
You collect a task name, adescription, depending on the
data you are collecting in youroperations across your programs.
Your best bet is to set up thebasic information.
(05:05):
Once you set up thatinformation once you set up, I
need a column for names, I needa column for a date, I need a
column for a task, I need acolumn for a checkbox you then
start to ask yourselves whatelse would I want to see happen
here, and how can I getSmartsheet to do that instead of
me or my team members?
(05:27):
When you create simple spaces,it allows you to scale so much
more effectively as new projectscome in, because now your
projects are talking the samelanguage.
Now you can create reportsacross your entire portfolio
because you're using the samenomenclature for your projects.
(05:47):
You're using the samedesignation for a role that
someone may be filled.
Who is accountable?
Who is responsible?
Which leads us into the nextpoint Standardize with templates
and customizable structures.
No matter what software youchoose, you will have to
customize it to work for yourorganization, whether you're in
(06:11):
R&D, clinical operations,manufacturing facilities and
you're looking for a way to logand maintain and create
automations.
Perhaps a space for you tointegrate forms that spin up
into data, that provides chartsand tables, into a dashboard for
(06:32):
executive review.
Your key is going to be tostandardize and to template.
These templates are invaluablefor consistency.
Your first step is to createtemplates for frequently used
workflows like document tracking, project timelines, sop
management.
Give your team a reliablestarting.
(06:54):
Standardization will also makeyour Smartsheet setup
predictable, while allowing forthat flexibility for
team-specific needs In the casethat someone goes on vacation.
Now there's no question as towhere is everything for their
project, how do they keep theirminutes, where can I find an
(07:14):
executive summary?
Because you have developedthese templates, you have now
the flexibility to move yourresources around as needed and
not lose the context of theproject or program they're
working in.
And with anything, settingthings up, doing trainings,
creating templates those are allgreat, but things must evolve
(07:37):
as your organization evolves.
Our biopharma industry focusesmore on innovating within
science than within operations,so it's up to you to generate,
to create this level ofcontinuous improvement.
Gather feedback, iterate,change what doesn't work into
(08:01):
what will work for you and yourteam.
To keep your software relevant,like Smartsheet, to keep your
projects and your prioritiesevolving.
Incorporate a feedback loopfeedback loop for regular
reviews.
Pull people aside and say, hey,what's working for you, what's
not working for you.
The moment that you ignore theneed to continuously discuss and
(08:28):
improve, you're going to findyourself back in the same space
that many of these organizations, many of our organizations, are
.
There are software that peopleare kind of using.
No one really knows how to useit.
We think the SME is somebodyfrom IT, but we don't want to
bug them or it takes too longand I don't really understand
(08:49):
how to use this.
So I'm just going to use thisthe way that I think it's
supposed to be used and just gofrom there.
We'll deal with it later.
That's not the way to go, folks.
That's not the way to go.
If you truly believe in thesoftware that you are utilizing,
at the very least as a solutionfor your temporary projects,
lead that charge.
Make sure your people are onboard.
(09:14):
Make sure they understand whatis at stake.
Scalable solutions in yoursoftware or in Smartsheet don't
need to be complicated.
They just need to be strategic.
By starting simple, usingtemplates, regularly iterating,
you can create an environmentthat grows with your
organization.
Thanks again for joining us onthis change management series on
(09:38):
Lean by Design, as we looked atSmartsheet as an example of how
to get your team on board, howto build a culture of
accountability and how toexecute efficiently to ensure
long-term success andscalability.
If you found these episodeshelpful, please help us by
subscribing to the podcast.
Share it with others who mightbenefit.
Let's keep working towardssmarter, more adaptable systems
(10:02):
together, instead of workingharder.
Until next time, take care.
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