While that seems pretty logical and straightforward, it’s not as simple as it sounds. The Project Management Institute (PMI) shares that only 46% of companies make project management a cultural priority. What about the rest? It takes a lot of spinning plates to keep a project on track from start to finish. Juggling everything from deadlines to team members can be challenging. There’s no magic formula for successful project management. Instead, it’s all about understanding how to manage a project and anticipating potential roadblocks effectively. If you’re wondering what it takes, we’ve got you covered. Effective project managementEffective project management means setting a clear project plan and using the right tools to monitor progress. The best project managers can manage setbacks while keeping the company’s goals and workflow on track. Here are five tips for successful project management: Can you picture managing a project without open communication? Sounds awful, right? It would also be nearly impossible considering all the project requirements and decisions the important folks up the chain of command need to approve. You simply can’t do project management independently. Even the best tools are ineffective without clear communication. But on average, how much should you communicate as a project manager? The PMI’s Guide to the Project Management Body of Knowledge (PMBOK) states 75-90% of a project manager’s time is spent communicating. That’s because a good project manager knows how to create a highly collaborative environment, promote engagement, and keep the discussions sane. With that in mind, here’s how to establish effective communication during projects:
A great project manager sets the right goals and milestones to complete projects and manage stakeholder expectations. With project or product management, you must understand the overall mission before diving into the many tasks needed to complete it. Doing so helps keep everyone on track toward that specific goal. “Our goals can only be reached through a vehicle of a plan, in which we must fervently believe, and upon which we must vigorously act. There is no other route to success.” When your project goals are unclear, your productivity goes down. In a survey carried out by Asana, 27% of respondents said that one of the top barriers to productivity is a lack of clarity due to unclear processes. With projects becoming more complex, you have to look beyond the usual requirements, budgets, and timelines and start setting SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals. Setting SMART goals is crucial when managing critical projects. Make sure you’ve cemented the following elements well:
Once you establish your goals, start working on the project management processes. Use project management tools with features such as Gantt charts, time tracking, and Kanban boards to help your team track their progress. It’s easier for your team to operate at a top-level with the right project management software. Nothing slips through the cracks since everyone sees what needs to be done. You should pick software your team enjoys using. After all, getting your project members to trust the software you choose is essential. Select a tool that streamlines processes. The less double-entry you need to do, the more efficient you’ll be. And the fewer screens you need to open at a time, the fewer clicks it’ll take to get something done. Monday.com shares that 54% of workers spend five or more hours per week on repetitive tasks that need little or no creativity. So the software has to reduce tedious tasks, not make more of them. For example, Blink’s Micro-apps can do just about anything you need them to. It’s also easy to build your own Micro-apps, and you can use them from anywhere, making them ideal for your entire team. You can find a couple of examples our clients have created on the image below. When selecting a project management software, make sure:
4. Work with a flexible team whose skills combine well.A project is only as good as the people who work on it. You need to look for specific skills that indicate who collaborates well with others. “Get the right people. Then no matter what else you might do wrong after that, the people will save you. That’s what management is all about.” You need the right mix of personalities and skills to ensure a task gets done with maximum effectiveness and minimum friction. If you do it right, you’ll improve both the project’s efficiency and outcome. Here are some traits to look for when selecting effective project team members:
Remember that even an employee with an advanced skill set needs some training to shine as a project team member. So you must be willing to invest in their personal and professional development and cultivate their soft skills. 5. Motivate your project team members.Skilled project managers know there are times when Waterfall diagrams, Gantt charts, or even work breakdown structures aren’t enough to help team members progress towards the finish line. Sure, they can help. But your team members need some (or, sometimes, a lot of) something else: motivation. It can be challenging to motivate yourself at work, especially when dealing with a heavy workload and other demands. But you must encourage and motivate your team members to have a happy and productive team. A motivated team will be highly engaged and go above and beyond to ensure the project’s success. A Harvard Business Review survey revealed 56% of the participants said their company has achieved positive ROI by investing in employee engagement. Naturally, you cannot control each member’s attitude towards the project. Still, you can use these tips to motivate and excite your team:
Common problems you may face as a project managerManaging projects is challenging. Here are three issues you may face: 1. Scope creep.Scope creep happens when a project’s requirements, goals, or expectations change from those initially defined. It’s usually caused by the main stakeholders changing the project’s conditions. However, it can also happen when the project scope is not adequately defined or documented. These things occur more than you may think. A study by the PMI showed that 33% of projects completed in gymnastic enterprises experienced scope creep in 2021 alone. Scope creep can happen naturally. For example, a client may want more features for the same price, and the project manager may simply give in to keep them happy. It’s crucial to avoid scope creep to increase the chances of completing a project on time and within budget. Here’s how to do so:
2. Poor communication.Poor communication is at the core of most project failures. What are the results? Work has to be redone. Team members lose trust in each other. Stakeholders make wrong assumptions. Here’s how to overcome poor communication when doing projects:
3. Financial setbacks.Budget overspending is a litmus test for project success or failure. Wellingtone reports that only 43% of companies mostly or always complete projects while remaining on budget. For a project to succeed, it must be on time and within budget and contribute to the company’s shareholder value and long-term financial success. Here are some financial problems you may face that can cause project failure:
How do you overcome these challenges? You try:
Successful Project Management FAQs
1. Foster clear and effective communication.2. Set clear goals for your project.3. Choose & use the right tools to monitor progress.4. Work with a flexible team whose skills combine well. 5. Keep your project team members motivated as best you can. |