Do's and Don’ts of Project Management

By Carmen Pang

Do's and Don'ts of Project Management

Project management is a carefully planned and organized effort to accomplish a successful project. Project management includes developing a project plan, which includes defining and confirming the project goals and objectives, identifying tasks and how goals will be achieved, quantifying the resources needed, and determining budgets and timelines for completion. It also includes managing the implementation of the project plan, along with operating regular 'controls' to ensure that there is accurate and objective information on 'performance' relative to the plan, and the mechanisms to implement recovery actions where necessary.

Projects usually follow major phases or stages including feasibility, definition, project planning, implementation, evaluation and support/maintenance.

The Dos of Project Management 

1. Identify critical projects

When it comes to prioritising projects, it is essential for company to know what their business goals are and mapping the projects to these goals will be able to gauge which project could take precedence. 

2. Managing the client's expectations via strong communication plan

The right expectations should be set during the initial planning phase and engaging in good-faith negotiations with managers and clients about what is realistically achievable is necessary. Close communication must be maintained to ensure that both parties understand and agree to the key deliverables of the project. Continuous feedback should be sought on implementation progress and to raise issues/ challenges faced if any. A robust communication will help to eliminate confusion, improve clarity and transparency and win trust and confidence during difficult situations.

3. Getting top management to be actively involved in the project and market the project internally

Ensure that senior management’s views are taken into consideration throughout the project as this will make it easier to overcome any reservations or concerns they have, and ensure the project is what the managers expect. Involving leaders and managers in the development of the project vision help to ensure that all anticipated benefits are clearly understood and agreed upon.

Marketing the project internally will help keep employees at all levels of the organisation especially the ones which will be directly affected by the project  informed and on-side, helping to forestall any potential problems of acceptance when the project is handed over.

4. Use satisfaction metrics to gauge progress

Besides measuring how far along a project is in terms of completion, project managers need to measure if the project is succeeding in terms of satisfaction and delivering results. Implementing quick wins at the start of a project to help boost satisfaction levels while the implementation is ongoing which will help offset any negative impact the project has on satisfaction.

5. Manage and develop the project team via frequent reviews

Project managers should ensure the project team remains productive and cohesive by ensuring team members have opportunities for ongoing growth and development. Motivating the team constantly could be done by creating new learning and growth opportunities through specific training programmes, expanding roles within the team and by rewarding team members suitably. Holding frequent reviews also help to keep the project on track.

The Don’ts of Project Management

1. Avoid underestimating time and effort required to complete the project.

Improper planning will be costly throughout the life of a project. Avoid succumbing to pressure by starting on any project without following basic project management methodologies. It is also essential to track the progress regularly to ensure project is on track. 

2. Avoid getting personal with projects.

It is important to see each member of the team as representing project needs which will eliminate personal feelings and opinions from hindering the projects. Do not let others’ opinion affect the decision. 

3. Avoid being unclear of what is needed/required for the project.

Do not be afraid to ask for help/ advices in times of difficulties and ensure that there are close communication among the project team to solve issues if any arises. Always hear what customer wants and keep an open mind to address these changing needs. 

4. Show appreciation.

Projects are not accomplished by individuals; it require team effort. Show appreciation to project team members for the efforts and hardwork committed and to boost their morale in delivering better results. 

 

5. Avoid having unrealistic expectations.

Be clear about the key project deliverables via open communication among members, customers and management. Ensure all team members share a common goal and feel they are a part of the team.