In theory, project management should be simple but things happen and sometimes the project doesn’t go as smoothly as we planned. Assigning people to the project can be a tricky thing because it can go either way. You can get a great group of people who are a good fit for the project, or you might assign completely wrong people. Also, set deadlines might not be met and project instructions might not be as clear as they seemed.
To overcome these challenges, project managers can do some things on their behalf to improve the outcomes of project assignments.
Things to consider when Managing Projects
First step when managing projects is making sure that you are well-informed about the project before launching it. A project manager should have all of the details worked out before introducing the project to the assigned team. These details should include project description, deadlines and budget. Detailed project description means better communication between the manager, the assigned team, and the client.
Once you have all project details, the next step is assigning a team to the project. The right team should have the experience and skills necessary for the project to be completed. You should be mindful of the size of your assigned team. Team should be large enough to cover all necessary parts of the project, but small enough to encourage collaboration and avoid free-riders. There is no specific magic number, but a team of 5-10 people should reach expected project goals. With this number in mind, project manager can oversee all elements of the project without losing his/her direction.
An important step in project management is setting short-term goals alongside long-term goals. Short-term goals will help you keep the project on track. By having regular feedback and review sessions, you can see the direction of the project and correct mistakes on time. However, project managers should avoid the need to micromanage their team members. This will empower them and give them space to use their creativity to the fullest and give their best to the project.
Each task should be explained in detail with a clear goal. Each short-term deadline should have an assigned person. This will help avoid misunderstandings and confusion about the task, deadlines and individual’s responsibility. Project management software increases visibility in project details. Using this management tool is a good way to hold people accountable for their work.
Apart from regular meetings, team members should communicate as they work on assignments and make progress towards project objectives. Today, a standard communication system seems to be emailing. However, scrolling through emails to find the needed information is easily time-consuming.
This problem can be solved by using a project management software. Before using it, the software should be properly implemented in the workflow. Employees should be properly trained to use the software. Project management software holds all project information, communication and records in one place. This allows for easy information access,better mobility and communication.
As the project develops, we have to keep up the good work atmosphere with continuous motivation. Team members should be rewarded as they complete short-term goals.Completion of these goals can be celebrated by the whole group to encourage collaboration and group success.
Finally, the project should allow some time in case if changes need to happen at any point of the project. Having that extra time will reduce stress and anxiety of that word “deadline”. If everything goes extremely well, this extra time won’t affect the project at all, but it can be quite helpful during the development phase.