In many cases, project management appears to be a simple process with few steps. These steps include setting budgets, selecting the best team for the job, scheduling deadlines, and hoping all goes according to plan. However, there are many factors that can impact a project. Some of the issues that can arise throughout a project include:
- Employees receive conflicting information
- Deadlines are missed
- The wrong team members are assigned to a project
- Specific goals aren’t set
Such problems can result in a project remaining incomplete when it should be finished. Here are some ways to avoid them.
1. Get all of the details
One of the elements that may prevent a project from being successfully completed is a lack of specific details provided to the project manager. It’s important to ensure that clients provide all of the information needed to meet their expectations and to allow for improved communication between the client and project manager. Interim goals to reach prior to the deadline, a realistic final deadline, and a clear budget are all vital details that are needed.
2. Pick the best team for the project
If someone on the team isn’t experienced or knowledgeable enough in a certain area to help complete a specific project, it can cause serious setbacks. Many companies assign small teams to specific projects to keep things manageable.
3. Set goals and expectations immediately
One of the first things to do with any project is clarify client expectations and determine key steps to meet those needs within the time and budget allowed. Implement milestones periodically within the project in order to retain control.
4. Determine responsibility for specific tasks
Part of ensuring that a project is completed on time is making sure each team member knows what to do and when. Set a specific deadline for each task and hold individuals accountable for their assignment.
5. Avoid micromanaging
Micromanagement can be detrimental to a project. It can be a distraction, add extra pressure, and result in poor quality work. The best way to avoid this is to keep a balance across the team.
6. Use a system that the entire team can utilize
In order to keep track of a project, management software should be used to unify all of the project information in one location. This makes information easy to locate, and any changes can be added to the program so all team members can view them.
7. Give team members incentive
If team members know their hard work will be recognized and they’ll be rewarded when goals are reached, they are more likely to put in their best effort and stay motivated.
8. Schedule brief project meetings and calls
Scheduling short and to-the-point reviews with the team throughout the project will help everyone keep track of individual goals and client expectations. Calling is also a clear method of communication, particularly with clients, in addition to online communication.
9. Allow time for alterations
A project will rarely fall into place exactly as planned, so it’s important to allow some additional time for changes to be implemented, if needed.
Incorporating these project management tips will help teams work more effectively to satisfy both the client and the business, with minimal frustration and setbacks along the way.