Project Management

What is a Project?

A project is a temporary undertaking that will create a unique product, deliverable, or service. A project will have a defined start and end date and consist of a set of related tasks that when completed will result in the product, deliverable, or service.

What is Project Management?

Project management is the application of knowledge, skills, tools, and processes to meet project requirements. In practice, it is the planning, organizing, and managing of work and resources to achieve the project goals.

Waterfall

Waterfall methodology is a project method methodology that is best used for projects that have a linear, or sequential, progression of tasks and well-defined requirements that are likely to not change throughout the project lifecycle. These projects are often very predictable. Examples of projects that tend to leverage waterfall methodology include construction, complex infrastructure projects, or projects with extremely strict guidelines like a project with the government.

Agile

Agile is not technically a project management methodology, it is a set of values and principles to follow when delivering projects. Frameworks within Agile include Scrum, Kanban, Extreme Programming, etc. Some of these are discussed below. So why are we calling out Agile here? When we are working with our customers, we are often asked about waterfall and agile. Agile methodologies prioritize flexibility and adaptability, ensuring that project teams can respond to changes quickly and effectively. The focus on delivering value in iterative development cycles and emphasizing collaboration over rigid steps found in waterfall makes agile a great approach for delivering may types of projects. Projects that do not have defined scope or have priorities that rapidly change will benefit from taking an agile approach to project delivery.

Example of projects the agile approach works well for are software development, research and development projects where direction may shift due to findings, web application development, and mobile app development.

Scrum

Scrum is a popular subset of agile. Scrum uses sprints to deliver work. Sprints are fixed length iterations that are typically from 2 to four weeks in duration. A focus of scrum is teamwork, accountability, and continuous improvement. It is common to have a daily scrum, or sometimes referred to as a daily standup, where the team meets to review the progress of their work. This frequent collaboration helps identify obstacles to completing work while ensuring team accountability.

Kanban

Kanban is another popular subset of agile. Kanban is a visual approach to managing projects through the use of boards. This approach excels at optimizing workflows and helping teams identify bottlenecks. Projects that work well using Kanban require flexibility and real-time communication.

Hybrid

A hybrid approach to project management uses elements from multiple methodologies. A couple hybrid approaches are often referred to as Wagile and Scrumban. Wagile is a hybrid of waterfall and agile. Scrumban is a hybrid approach combining elements from scrum and Kanban.

Goal Setting and Project Objectives

If you deliver your project on time and under budget, was your project successful? On time delivery of a project within budget are important success factors but you could deliver a project on time and within budget but the project still could be a failure. Being able to deliver a project successfully must include knowing what success looks like beyond just project budget and project timeline. At the start of every project, a project manager, and the project team, must understand the goals of the project so the project team’s effort aligns to the overall project objectives.

Goals should be clearly defined and measurable. If there are no goals at the onset of the project, a project manager should take the lead and ensure project goals are identified. One method to create goals is to use SMART criteria. SMART criteria are Specific, measurable, Achievable, Relevant, and Time-bound.

Creating a Project Plan and Timeline

Creating a project plan will help you come up with a timeline of project delivery. The level of detail needed will vary based on the needs of a project along with your team’s or organizations’ project delivery standards. At a minimum, identifying key milestones including a high level sprint plan showing the number of sprints expected, will get you started and on your way to visually understanding the project schedule. A more detailed plan will get down to the task level and allow you to track task progress and more. Software like Asana, Smartsheet, Trello, and Microsoft Project is your friend for your project schedule and work management.

Risk Management

Managing risks on a project can be the difference between completing the project on time and on budget or not. Identifying risks early is a must and should be a focal point throughout the project. Simply identifying risks is only half of the equation. Developing a mitigation plan to mitigate the impact of the risk on your project is critical to keep your project on track when a risk does occur.

Stakeholder Communication

Communication is critical to so many parts of our life and communication during a project is no different. It is important to establish a stakeholder communication plan. This may include regular meetings to share brief project status updates and to gather feedback. This helps ensure all stakeholders are informed and engaged reducing the risk of misunderstandings and conflicts.

Monitoring and Controlling Project Progress

Monitoring and controlling occurs throughout the project management lifecycle. Overseeing the work and ensuring you are tracking to your project plan, ensuring you are trending towards meeting your project goals, and using your key performance indicators (KPI) to measure success.

Closing and Evaluating the Project

The importance of closing and evaluating the project is often an overlooked part of the project management lifecycle. Evaluating the project upon completion allows you and the project team to review what went well, what didn’t go well, and what changes should be considered for future projects. In addition, you should be evaluating if you achieved your project objectives. If you did not, why did you not meet the objectives?

There are an enormous number of tools available to help project managers and project teams, track and manage projects and work within a team and across your organization. It is important to find the right tool that aligns to the type of projects you need to manage, how you manage those projects, and has the features you need. Here are some of the most popular tools on the market.

• • Asana
  • Smartsheet
  • Trello
  • Microsoft Project
  • Jira

There are many other tools that are often used to help communicate, engage, and collaborate on projects e.g. Slack, Microsoft Teams, Zoom, etc.

Every project will have challenges. Your ability to navigate these challenges and mitigate any negative impact can mean the difference between a success or failed project. Some of the most common challenges are:

• Scope creep: Uncontrolled changes in project scope.
• Resource constraints: Limited availability of team members or materials.
• Communication breakdowns: Misunderstandings or lack of clarity among stakeholders.
• Risks: Not having a risk mitigation plan.

There are several ways to tackle common project management challenges. The solution will vary from project to project. Check out our resource center for related information or contact us to help with your specific project challenges.

Adopting these project management practices is crucial for ensuring your projects are successful. By setting clear goals, creating detailed project plans, proactively managing risks, and maintaining open communication with stakeholders, you can drive your projects to successful completion. Utilizing the right tools and methodologies tailored to your project’s needs will streamline your processes and enhance your team’s productivity. Monitoring and evaluating your project’s progress and outcomes will help you continuously improve and adapt, ensuring ongoing success in your project management efforts.