5 Project Management Mistakes and How to Avoid Them

/in /by

StrategyDriven Project Management Article |management mistakes|5 Project Management Mistakes and How to Avoid ThemNo matter your company or industry, one thing is true: you’re working on projects. And the truth is that these projects don’t always go well.

In fact, did you know that 70% of organizations have suffered at least one project failure in the last 12 months?

It doesn’t have to be this way. With effective project management, you can stay on top of your company’s various projects and priorities.

But if you’re new to project management, it can be easy to mess up. Keep reading for 6 project management mistakes and how to avoid them.

1. The Goal is Unclear

First and foremost, everyone in your organization needs to understand the goal of your project. What’s the main objective?
Understanding your end result will help make the entire process simpler. If you don’t have this, your project will likely fail.

Think about your ideal final state. What do you want to have done?

Then consider how you will measure the success of your project. Will it be when the website is finished and launched? Perhaps you’ll base success off of results like sales.

No matter the metric, having this clearly defined will make your experience much better.

2. Failing to Manage Project Scope

For many project managers, scope creep is one of the most common management mistakes. Let’s talk about it.

As projects progress, it’s common for you to discover additional tasks that need to get done. Other ideas may emerge. New requests may come in from other stakeholders.

All of this can add to the scope getting out of hand, referred to as scope creep. In definition form, scope creep is adding more features and functionality to a project without addressing the changes to timeframe, resources, and/or costs.

To avoid scope creep from derailing your projects, be sure to have a clear process in place when new asks or changes do come in. Because they will. They always do.

Consider creating a scope document. At the beginning of your project, clearly outline all of the tasks you’re going to complete for this project. Have this agreed upon and assigned by all stakeholders.

Then, as new things emerge, take time as a group to assess the impact to both budget and schedule. If they’re minor, okay. If they’re major, it’s usually best to assign those tasks their own separate project to be completed at a later date.

3. Poor Communication

Whenever you’re working with a group, communication is key. That’s just a given.

But when you’re the project manager, and your job is to make sure things get done at a high level on the right schedule, communicating effectively is even more important.

Set up systems to keep everyone informed and involved.

Will you have a weekly meeting to address progress, roadblocks, and answer questions? Will you communicate via email or a messaging service? What type of project management software will you use and what functionality does it have in terms of communication between team members?

These are all important things to consider. The most important thing is to have clearly defined channels of communication and a regular schedule that people can depend on.

4. Lack of Prioritization

As a project manager, here’s one of the most important lessons you’ll learn: not all projects are created equal.

This means that some tasks are massive and some are small. Some will have a massive impact on the business’ bottom line immediately. Others will take a while to show results.

With so much variation, it’s crucial that you get good at prioritizing.

Take some time to come up with a system that aligns with your organization’s goals. Think about the following things as you prioritize:

  • The impact on revenue
  • The impact on customer experience
  • The long-term impact
  • The amount of resources needed
  • The length of time for the project

To do this, it may be helpful to break projects up into tasks and subtasks. This will help you truly understand the complete scope of projects before you make a final decision on what needs to get done first.

You can also loop in managers from across the department or company to get their input as well. This can be super helpful. Learn more in this post.

5. Poorly Estimating Time and Budget

At the end of the day, time and budget are two of the most influential factors in your life as a project manager. So estimating these incorrectly can completely derail your projects.

It’s easy to overlook potential issues as you’re planning. To avoid this, make sure you include managers as you make plans. They’ll have more context and understanding of the ins and outs of their areas.

Also always plan in some wiggle room when it comes to timeframe and costs. They often are higher than you expect at first.
It doesn’t have to be massive, but include an extra 10% for budget and timeframe. You’ll thank yourself later.

Project Management Mistakes: Avoid Disaster

There you have it: 5 of the biggest project management mistakes you should try to avoid. By avoiding these mistakes, you’ll save yourself and your company a lot of grief.

And your projects will be more successful, meaning great things for your career.

Now that you’ve read through these tips, next it’s time to put them into place. Where do you need the most help? Start there and move on as you go.

Want to learn more about thriving in your career? Check out our blog for additional tips and tricks today.

Construction Project Management: Top Things to Know

/in /by

StrategyDriven Project Management Article |Construction Project Management|Construction Project Management: Top Things to KnowNo big construction project can be successful without proper project management, whether professional or not. A project manager is there to navigate the projects and establish functional connections with multiple teams.

Moreover, one feature of construction projects is that they have a continuous need for modification and as such, project management is crucial to ensuring the stability of an entire procedure. This article offers pertinent information about construction project management and what it entails.

What is Construction Management?

Construction management is a term that is used to refer to a service that implements specialized methods for project management in managing the design, construction, as well as planning of a project, from the moment of its inception through to the end. The processes involved in project management can sometimes be intricate, but the core of management is always the same.

Construction management involves coordinating, planning, and completing a project irrespective of what kind it is (whether residential, commercial, industrial, heavy civil, agricultural). Proper management of projects requires excellent real-time communication between the stakeholders involved.

What makes the process of managing a project challenging is the fact that it requires thorough knowledge in different areas such as law, business, budgeting, and mediation. However, what matters at the end of the day is the successful completion of the client’s construction project.

What are the Key Functions of Project Management?

Every construction project has its objectives that must be met. While that is the case, there is a high possibility that these objectives may end up overlapping. In such circumstances, the construction manager’s role comes in handy because they will need to provide clarity about the situation to avoid costly disputes that could negatively affect the project. With this in mind, it is crucial to understand the critical functions of construction management.

One such functions involve setting clear objectives as well as the project’s scope. This function consists of planning different project parameters such as establishing performance standards, scheduling, choosing project participants, and budgeting. Apart from that, project management involves improving resource allocation through the procurement and ameliorating process. Lastly, project management consists of building reliable channels of communication to prevent as well as resolve disputes during project execution.

Real-time communication

Real-time communication is crucial when it comes to managing a project. Being in a position to communicate the latest happenings (data and information) about an ongoing project in real-time is a fundamental part of project management. Live communication during a construction process can help the manager and team of the project to be informed throughout in regards to the latest changes in the project. When that happens, it becomes possible to tackle costly project delays if they arise and prevent harmful errors before they can occur.

In addition to that, real-time communication can minimize administrative burden. For example, using reliable tools for managing projects allows the manager to create progress reports automatically. This will mean a reduction in the amount of time wasted when creating these reports manually. Moreover, digital tools can enhance the ordering process of materials to keep every team member updated about the current requirement on-site.

Detailed Guide to Project Management Principles and Phases

/in /by

StrategyDriven Project Management Article |Project Management|Detailed Guide to Project Management Principles and PhasesProject management is a process that involves planning, executing, and managing a project to ensure successful project delivery. A project is a one-time activity that focuses on a particular goal, though sometimes it could be for a set of outcomes. Commonly, a project refers to developing a computer application, updating an application, etc. There are essential aspects of the project, such as scheduling, monitoring, and closing the project that is a part of the project manager’s responsibilities. The job of a project manager includes directing and managing project work, such as setting up project goals and objectives, identifying tasks, and allocating resources, as well as calculating budgets and deadlines.

A project manager often uses project management tools to make these tasks easier and more efficient. Further, every project has a set of principles and phases that help make the project workflow smoother. Let’s look at these principles and stages in detail.

Project Management Principles

While aiming for successful project management and delivery, following a set of principles can make the path to successful implementation easier. Below are some common project management principles that can be applied to any level of a project.

  • Project planning

A good starting point for developing any project is clearly defining the goals and vision of the project. This helps plan the project structure. The PM can include work packages to be assigned to the project team; the project workflow chart; and the project milestones.

  • Project structure

A clear project definition should be established at the beginning. This definition involves the entire project team at every step to facilitate smoother functions of the project.

  • Transparency

Maintaining a certain level of transparency through the project management lifecycle helps everyone stay updated on the project’s progress. Ensure that you present an overview of the project status to the client or stakeholders at each stage of the project.

  • Risk management

Risks are a part of any project, and it’s the role of a project manager to plan and budget for these risks. Also, keep in mind that every project is unique and has different goals, associated costs, appointments, and performance. Identifying these risks at the right time can help you address negative developments early on.

  • Managing project disturbances

Developing strategies to overcome risks and roadblocks will help you stick to the project timelines. Your experience, skill set, knowledge, and instincts will help you identify and address risks in time.

  • Project success

Project success can imply various things. Depending on the project goal and customer requirements, project success should be defined at the beginning of a project. It should include project terms and key measurable criteria for defining the project.

Project Management Phases

Almost every project management lifecycle goes through five phases. These project management lifecycle phases categorize what the project is about and how it will be carried out from the beginning to the end. Following are the five phases of project management:

  • Initiation

This is the beginning of any project. At this stage, the project value, feasibility, and goal are determined. Generally, a business case report and a feasibility study are created before the project is approved or rejected.

  1. The business case report justifies the need for the project and the return on investment.
  2. The feasibility study comprises the project goals, deadlines, and budget.
  • Planning

The next phase in the project management lifecycle is planning the project. This stage focuses on:

  1. Gathering a project team and creating workflow charts to meet project deadlines.
  2. Creating an accounting of the resources required, financing, and materials.
  3. Determining the risks associated with the project and how they’ll impact the project.
  • Execution

Once the project planning is complete, the project execution begins. This stage starts with assigning the team members their tasks and monitoring the progress of these tasks.

  • Monitor and Control

It is the project manager’s role to continuously monitor the project to ensure that it is progressing smoothly and as planned. This includes:

  1. Tracking the deliverables and ensuring that the planned quality of deliverables is met.
  2. Monitoring expenses and control cost changes.
  • Close

The final stage in project management is closing the project. This stage comes after the project goals and objectives are met. Project closing includes the following:

  1. Ensure all the deliverables are complete.
  2. Close outstanding contracts and archive the paperwork.

To Conclude

This is just a brief idea of what the project management process entails. To get a thorough understanding of the project management process and all its aspects, opt for a project management professional course. The delivery of a project is just one of the elements in project management. It also involves quality, discipline, and goal-orientation, all of which can be developed by taking a professional certification course in project management.

5 Tips for Successful Project Management

/in /by

StrategyDriven Project Management Article | 5 Tips for Successful Project ManagementProject management in business can be challenging and so hiring someone who knows what they’re doing and having the right tools in place can make a big difference between your project being a success or a flop. Managing a budget, resources, and the team takes some serious organizational skills so if you want your business project to be a success, here are 5 tips to help you along the way.

Making a Solid Plan

Before you can manage a project, there needs to be a set plan in place that identifies the role of every team member and the goals for the project. It should be both clear and short. Having a solid plan for your project provides you with something to measure your success from or to change tactics if what you’re currently doing isn’t working against your plan. Planning ensures clarity for all team members and can help bring you back to the main goals of a project during the busiest times.

Hire a Project Manager

If you don’t already have a project manager in your team, now is the time to get one. A project manager is trained to know how to run projects in the most efficient way. A project manager knows how to choose a team, explore their strengths and weaknesses and use these to deliver a task to each team member. They can work alongside the team to reach the goals of the project and your business. There are countless benefits of hiring a project manager for your business.

More importantly, this specialist must know how to calculate ETC or the estimate to complete. It refers to the expected expenses from the present moment until the project is completed. This ensures that resources, costs, and efforts are aligned until the project’s completion. This is a vital aspect of the project, so in case anything goes awry, you can apply contingency measures appropriately.

When you decide to hire a project manager, carefully check their portfolio and don’t hesitate to ask for references. Project managers are crucial in the timely completion and turnover of big-ticket projects, hence their expertise is indispensable.

Communicate

Within any project, communication is key to avoiding mistakes and to achieve clarity throughout the team, as well as with any clients. Effective communication must take place often between your business and clients, so they are always up-to-date. The project manager should keep in contact with all team members, regularly checking in to ensure they understand their role and are working well towards their deadline. One of the biggest failures within a project is poor communication.

Nowadays, it’s pretty easy to streamline communication using technology.  Since all tasks have a digital footprint, the project manager will know if team members are falling behind in their assigned tasks. This allows the manager to confer with them to identify issues that cause the delay and address them accordingly.

Use a Project Management Software

Project management software is used by companies worldwide and is there to make your project that much easier. Rather than saving file after file and using several communication platforms to speak to team members, project management software allows for everything in one place. The Digital Project Manager has compiled an expert review on the top 10 project management software that is available for your business. Within this, you can check features, price, and usability of each software.

This software allows you to delegate tasks easily, monitor completion, and evaluate quality anytime. Team members will also have a library of resources, and mentorship can be easily assigned, so everyone learns something new every time.  Another great thing about this tool is it will help elevate collaboration within the team. Feedback forms can be easily created and disseminated. Measuring success to recognize those who deserve commendation will be timely accomplished. Hence, improving the team’s morale and productivity may be expected.


Evaluate

This is one that many businesses forget yet evaluating can make a big difference in how you run your project next time. We cannot improve if we do not evaluate. Use your project as a learning tool. Review what went well and what didn’t and how these mistakes could have been avoided or fixed quickly. Ask team members for their opinions too, as this allows for a total evaluation.

Successful project management is all about clarity and communicating well together. Hiring a project manager will ensure that all your projects are a success.

The Principles of Agile Planning

/in /by

StrategyDriven Project Management Article |Principles of Agile|The Principles of Agile Planning

Agile methodology has taken the IT industry by the storm, and now it’s spreading to other sectors.

Many companies have managed to gain an edge tapping into its transformative power. The benefits linked to adoption are indeed many, but there’s just one problem.

Scaling Agile in enterprise-level environments is a daunting task.

There are a bunch of moving parts you need to tie in together. The systems are sophisticated and project environments bigger and more distributed than ever before.

What is more, different teams need to work hand in hand toward shared goals. Even a small misstep can lead to immense problems.

The good news is pioneers and early practitioners have been where you are now. They’ve paved the way and left many proven practices and principles of Agile in their wake.

Here is how to use smart planning to make strides toward greater agility and market success.

Choose Your Scaling Path

As soon as Agile transcends a one-team environment, complex challenges arise.

Conventional Scrum wisdom no longer serves as a reliable guide.

What you need is a structural roadmap for scaling, such as Scaled Agile Framework (SAFe). Each pre-made methodology has its pros and cons when tackling multi-team programs and portfolios. Some, for example, are more prescriptive than others.

Therefore, it would be wise to explore multiple avenues. At the very least, consider Kanban, Large-Scale Scrum (LeSS), SAFe, and Disciplined Agile Delivery. The common thread among them is their lightweight build.

Making this initial choice isn’t an absolute must, but it does tend to make things easier. It narrows down options and streamlines scaling. Go for your own custom-made framework only if you know exactly what you’re doing.

Adopt an Agile Mindset

The next phase of transformation revolves around nurturing the right mindset.

First off, get familiar with basic Agile principles. You have to be quick on your feet and display problem-solving aptitude. The main objective is to respond to change quickly and grow based on the acquired insights.

After all, change is the only constant thing in Agile project management and development. Failure is its inevitable byproduct and you need to learn to embrace it. Make sure top management understands this.

What is more, try to make your business strategies and plans less rigid. This is a way to accommodate changes and make them work to your advantage. After all, your needs and goal are bound to shift down the road, so why not plan ahead of time?

You certainly cannot let unexpected and unforeseen events derail your projects. To avoid this scenario, don’t cut corners or deploy half-measures. Put a well-functioning system in place, which is geared toward learning and evolution.

You can rely on these tips to get the ball rolling and move forward with confidence.

By the Power of the Team

Think of Agile as gradual transformation instead of some big revolutionary moment.

There’s no need to go for a big shake-up that could shatter your organization. You’re better off proceeding step-by-step.

The heavy focus is on the processes of continuous delivery and frequent testing. To set them in motion, first hire the right staff. In other words, assemble teams of individuals ready to work in an Agile way.

To shape their mindset, harness the power of corporate culture.

Most notably, Agile doesn’t go well with rigid, top-down hierarchies. In fact, it entices you to dismantle them. This is just one major hurdle you need to remove from the picture.

So, open the channels of communication and decentralize decision-making. Ensure the utmost level of transparency to establish trust, stimulate ideation, and spur collaboration.

Everyone must be on the same page, practicing Agile on a daily basis.

Master the Art of Incremental Delivery

Agile discourages extensive planning in stages before the projects commence.

The scaling endeavor, however, does include this dimension. There’s really no other way to translate your vision into a functioning set of practices and processes. There are simply too many components that have to fall together seamlessly.

Therefore, come up with a solid plan to break down the big picture into smaller chunks. Set timeframes and milestones that eventually amount to the Minimum Viable Product (MVP).

Namely, you need to initiate a series of iterations (sprints). Each and every iteration is supposed to produce a potentially shippable product increment.

Moreover, align project activities with overarching strategic priorities and business goals. Don’t hesitate to go into detail, but account for the need to adapt. You can take advantage of the rolling wave approach to complete this stage.

Gravitate Around a Consumer-Centric Axis

Ultimately, your success hinges on the ability to deliver real value to customers.

You cannot hope to achieve this without a suitable Product Backlog. The tricky thing is simply having one doesn’t cut it.

You have to engage in its ongoing refinement. This essential task entails prioritization of items according to preset criteria. Ditch vanity metrics and leverage indicators that forward your mission and goals.

While at it, set milestones according to evaluations of the working systems and solutions. It also helps to make backlog decisions a few months in advance. Never let them be a last-minute afterthought.

At the end of the day, you have to experiment to figure out what works and what doesn’t. And only after a series of team-level tests can you start scaling Agile to the whole organization. That’s the way to improve your time-to-market without compromising on product quality.

Adhere to the Core Principles of Agile

Scaling isn’t as simple as expanding what one team is doing to the whole organization.

Your best bet is to rely on fundamental principles of Agile scaling. Start by embracing the Agile mentality and getting buy-in from all employees and stakeholders.

Next off, carefully ponder which scaled method to employ. Rethink your current ways and take into account all your strengths and weaknesses. Do some tailoring and customization to make the most of the Agile framework of choice.
See to it that vital Agile processes coexist with the planning of your business needs and aspirations. Account for continuous change in your strategies. Make sure the practices are uniform across the board.

All your efforts will be a drop in the bucket compared to all the benefits of implementation. You should be able to demolish all the hurdles on the road to market domination.

Feel free to check out our insights section for more actionable tips and advice. More power to you!