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Powerful Tips for Project Management SuccessThis article outlines rules, processes and tools for project planning and project management.
Any task that requires some preparation to achieve a successful outcome, will probably be done better by using a few project management methods somewhere in the process. The following methods can help in the planning and managing of all sorts of tasks, especially complex activities. Projects can be of various shapes and sizes, from small and straightforward to extremely large and highly complex.
Project Management in OrganisationsIn organisations and businesses, project management can be concerned with anything, particularly introducing or changing things, in any area or function, for example:
Large or complex projects in big organisations often require some sort of executive 'sponsorship' or leadership. This is commonly termed 'project sponsorship' (see the separate section about project sponsorship). Successful management, for projects both large and small, tends to follow the process outlined below. The same principles used selectively and appropriately, also apply to smaller tasks. The Phases and Processes in Project ManagementThese are the 8 basic phases and processes which will be reviewed in more detail below:
1 - Agree on Precise Specification (Terms of Reference) for the ProjectOften called the project 'terms of reference', the project specification should be an accurate description of what the plan aims to achieve, and the criteria and flexibilities involved, its parameters, scope, range, outputs, sources, participants, budgets and timescales (beware - see note below about planning timescales). Establishing and agreeing on a project specification is an important process even if your task is a simple one. Why is a Project Specification Important?
Who is Responsible for Writing a Project Specification?Typically and prior to the project's formal establishment the scheme 'terms of reference' are produced or at least drafted at a fundamental level by a 'project sponsor', or 'executive in charge (of the project). Often, such an initial top-level general project description (a 'business case' basically) is required for the plan to be justified, approved, and funded at a corporate level, prior to the commencement of detailed project planning. The project manager, typically appointed by the 'project sponsor' or the 'executive in charge', may be involved to varying degrees in the drafting of the initial corporate project description or business case. The project sponsor is usually more senior than the project manager, although not necessarily the 'boss' or senior up-line manager to which they normally report. It is not unusual for someone to first be unofficially appointed to the role, pending corporate approval of the project itself and the formal appointment of the project manager. All substantial projects generally require a formal and senior 'project sponsor' or 'executive in charge', although minor plans forming part of a manager's conventional duties, and not requiring specific board or corporate approval, may not require a 'project sponsor' as such, in which case executive accountability for the project and the project manager belongs to the normal up-line reporting manager/executive. Usually, the project manager must consult with others (especially the project sponsor) and then agree on the detailed project specification with superiors and/or relevant authorities. The specification may involve several drafts before it is agreed upon. Tips on Writing an Outstanding Project SpecificationThe largest projects can require several weeks to produce terms of reference. Most normal business proposals, however, require a few days of thinking and consulting to produce a suitable project specification. Since projects (and other activities requiring Terms of Reference) vary considerably there is no standard universal structure for a Terms of Reference document. The responsibility lies with the project manager or leader to ensure all relevant and necessary issues are included. Here are some general tips that can be followed:
2 - Plan the ProjectThis phase entails planning all the various stages and activities of the project, including the project time scale and cost estimation and choosing the most effective project team. These tips are useful when completing this phase:
How do you Estimate Project Timescales and Costs?
Tips for Choosing Effective Project Team MembersAnother important part of the planning stage is picking your team. Take great care, especially if you have team members imposed on you by the brief. Selecting and gaining commitment from the best team members - whether directly employed, freelance, contractors, suppliers, consultants or other partners - is crucial to the quality of the project and the ease with which you are able to manage it. These tips are useful when choosing the most effective project team members:
3 - Communicate the Project Plan to Your TeamCommunicating the project plan to your team serves a range of purposes:
4 - Agree and Delegate Project ActionsYour plan will have to identify those responsible for each activity. Activities need to be very clearly described, including all relevant parameters, timescales, costs, and deliverables. Here are some useful tips and resources that will allow you to successfully complete this project management phase:
Manage the team and activities in meetings, communicating, supporting, and helping with decision-making processes. One of the big challenges for a project manager is deciding how much freedom to give for each delegated activity. Here are some useful tips and resources that will allow you to successfully complete this project management phase:
6 - Check, Measure and Review Project Performance and Adjust Project PlansThis phase of project management is shaped by the following:
7 - Complete the Project - Review and ReportOnce a project is completed it is important to undertake the following steps:
Where a project sponsor is involved it is reasonable for this role to be responsible for top-level reporting/review, and where applicable recognising and rewarding the successful project manager and the team too. 8 - Project Follow UpTrain, Support, Measure and Report Project Results and BenefitsTraditionally this stage would be considered part of the project completion, but increasingly an emphasised additional stage of project follow-up is appropriate. This is particularly so in very political environments, and/or where projects benefits have relatively low visibility and meaning to stakeholders (staff, customers, investors, etc), especially if the project also has very high costs, as ICT projects tend to do. ICT projects often are like this - low visibility of benefits but very high costs in addition to very high stress and risk levels too. In the follow-up period of project it is therefore advisable to consider these factors:
Here are examples and explanations of four commonly used tools in project planning and management, namely: Brainstorming, Fishbone Diagrams, Critical Path Analysis Flow Diagrams, and Gantt Charts. Additionally and separately see business process modelling and quality management , which contain related tools and methods aside from the main project management models shown below. The tools here each have their strengths and particular purposes summarised as a basic guide in the matrix below.
BrainstormingBrainstorming is usually the first crucial creative stage of the project management and project planning process.
Fishbone DiagramsFishbone diagrams are chiefly used in quality management fault-detection and in business process improvement, especially in manufacturing and production, but the model is also very useful in project and task management generally.
How can you use Fishbone Diagrams in Project Management?
Fishbone Diagram Example
This model, and the critical path analysis diagram (see below) are similar to the even more complex diagrams used in business process modelling within areas of business planning and business process improvement. Project Critical Path Analysis (Flow Diagram or Chart)'Critical Path Analysis' sounds very complicated, but it's a very logical and effective method for planning and managing complex projects. Critical path analysis is normally shown as a flow diagram, whose format is linear (organised in a line) and specifically a timeline. Critical Path Analysis is also called the Critical Path Method. These terms are commonly abbreviated, as CPA and CPM. How can you use Critical Path Analysis in Project Management?
Creating a Critical Path AnalysisAs an example, the project is a simple one - making a fried breakfast (See diagram below). First note down all the issues (resources and activities in rough order), again for example:
Note that some of these activities must happen in parallel as they are crucially interdependent. That is to say, if you tried to make a fried breakfast by doing one task at a time, and one after the other, things would go wrong. Certain tasks must be started before others, and certain tasks must be completed in order for others to begin.
This Critical Path Analysis example below shows just a few activities over a few minutes. Normal business projects would see the analysis extending several times wider than this example and the timeline would be based on weeks or months. It is possible to use MS Excel or a similar spreadsheet to create a Critical Path Analysis, which allows financial totals and time totals to be planned and tracked. Various specialised project management software enables the same thing. Beware however of spending weeks on the intricacies of computer modelling, when in the early stages especially, a carefully hand-drawn diagram - which requires no computer training at all - can put 90% of the thinking and structure in place. Project Critical Path analysis Flow Diagram ExampleGantt ChartsGantt Charts (commonly wrongly called Gantt charts) are extremely useful project management tools. The Gantt Chart is named after US engineer and consultant Henry Gantt (1861-1919) who devised the technique in the 1910s. How can you use Gantt Charts in Project Management?
Gantt Chart Example
Project Financial Planning and ReportingFor projects involving more than petty cash, it is advisable to use a spreadsheet to plan and report planned and actual expenditure:
See also project sponsorship, for further details of how that role may be involved with aspects of project planning and reporting. Project Contingency PlanningPlanning for and anticipating the unforeseen, or the possibility that things may not go as expected is called 'contingency planning'. Contingency planning is vital in any task when results and outcomes cannot be absolutely guaranteed. Often a contingency budget needs to be planned as there are usually costs associated. Contingency planning is about preparing fall-back actions and making sure that leeway for time, activity and resources exists to rectify or replace first-choice plans.
Amusing Project Management AnalogiesRead this section for some amusing analogies around project management:
Related Materials
The materials linked from this page that are contributed by The Project Agency are Aaron Rosenhead. |