project-management-process

Project Management Process To Make Your Company More Productive

Project Management, simply, is a way to manage and organize things with a team of professionals working closely to achieve business targets and goals. Every department of a company, whether small or big, can’t survive without proper management and monitoring of its employees and their workings.

We’ll see in this article how a clear project management process helps your organization in being more productive and your business model better rolled out in the marketplace.

The Importance of A Project Management Process

From outside the four walls of an organization, project management might seem simple and an easy process, but to a surprise, it’s not merely limited to knowing the workflow, solving the complex puzzles and implementing the designed rules.

This field of work involves much more than expected and has some technical aspects as well that needs to be well defined and well processed. Take a look at a few:

  • Internal/External Tasks
  • Business Budgets
  • Dependencies
  • Risk Management
  • Employee Management
  • And much more…

Whether a fresh graduate or an experienced professional, one must know the fundamental principles and techniques used in project management to become successful project managers and future leaders. To expand your learnings and know more about the managerial skills, one can take up specific certifications like PMP Certification, which is very popular among managers, that helps improve their abilities and career prospects.

As said earlier, effective handling of projects is not an easy task to proceed with instead is a hard nut to crack to get the desired results at last. Let dive into some general issues which project managers usually encounter while executing their tasks.

  • Projects sometimes become hard to handle as new projects may involve new working style
  • Many times project managers are not able to understand the problem-solution space to get the expected results.
  • Customers themselves are not clear with the actual requirements of the product/service they need
  • Organized Working is something not achieved while handling teams, coordinating with peers, meeting deadlines, lack of resources, etc.
  • Lack of proficiency and knowledge in the managers pulls back their growth due to which they are unable to see the big picture.

These were some general points to discuss and now take a look at the challenges the Project Leaders face at their job along with their respective fixes. Take a rundown:

Unreachable Deadlines

One of the most commonly seen reasons why projects don’t get deployed on time is due to unrealistic expectations from the clients regarding the delivery of the product/service asked for.

The ‘Initial Deadline’ set is something that is not achievable due to which the project timelines usually slip, and the attempts go in vain. In the cutthroat competition, targets are not set as per the real timeline frames, instead are driven by targeted business goals and requirements.

The Fixes to unreachable deadlines

Here, the senior level personnel can take care of the deadlines and other related parts which requires proper planning, analysis, coordination and communication and by keeping a close eye on the real-time progress of the ongoing project(s).

Many project management software and tools are available that helps you keep all the checks and plan your events, schedules, meetings, etc., thus keeping a clear track.  

Poorly Defined Goals

A significant difficulty that not only PMs face but also the team members along with them is- what exactly to do, what to expect, where to start, and how to end. The first step from where a project begins is with its achievable goals and acquirable objectives with a blueprint of all the phases to be executed. The interrogatives how, when, and why must be answered before making a headstart.

If the goals and aims are not pre-defined in a transparent and explainable way, your endeavor is undoubtedly doomed to fail with a lot of confusion and chaos leading you nowhere.

The Fixes to poorly defined goals

The initiation must be with clear goals, prepared plans, specific direction, feasible deals, kickoff meetings which will allow you to reach your destination with an understandable road map. One can look upon the management and planning tools to better run the business projects.

Unaligned Scope

Scope creep is what many senior professionals fear of and never want to witness. The scope and direction of the project get off track when a project starts and moves in a certain way, but as it progresses, it is on another track leading a different path totally opposite to the specifications of the customer or client.

Many times, it is seen the project takes a different shape and a look, unlikely the beginning, which often results in project expansion outside the pre-set objectives. This may further increase rework and use of additional resources, thus, incurring more cost and efforts.

The Fixes to unaligned scope

Avoid such a situation with proper planning, right aligning of goals, understanding customer needs, making realistic assumptions, documenting feasible deadlines, well communicating the objectives to the team.

All these will, indeed, help you lead your management efforts to the right path, befitting you and your organization.

Lack of Skills and Abilities

A manager proceeds with his endeavors with the support of his team and its members. Mostly in small companies, it is seen that people are assigned as per their availability, not their expertise and work experience, primarily when a new project is undertaken and to proceed with it. Lack of knowledge and skills to work on new technologies, systems, and software prove to be dangerous for your project’s advancement.

The team members in parallel with the seniors are not trained to be a good fit for the roles, meet challenges and perform the assigned tasks, undoubtedly the project development is going to see a setback in its progression and may lead to a halt.

The Fixes to lack of skills and abilities

Core competencies and master skills of employees must be documented, which may provide useful insights about an individual’s expertise and area of work so that the right person can be aligned with the proper role to perform.

Also, the skill gaps can further be reduced by the provision of seminars, webinars, training, sessions, certifications, etc., encouraging them to boost their knowledge, thereby, improving their as well as business’s productivity.

Disconnected Communication

The final deployment of your project with the desired outcomes can never be done with a miscommunication with the peers. Poor communication is one of the biggest challenges to surpass to make your project’s delivery a big success.

Giving instructions, asking queries, and providing information all when done in the right and clear way dispenses semantic outputs. So, open communication is what is needed where managers must pay close heed towards it by applying the best ways to portray the project and company goals for clear visibility among the team members.

The Fixes to disconnected communication

There are collaboration software and tools available in the market which are specially designed for the proper flow of communication among teams and different departments. Such tools enable all the associated people to remain in a loop to be updated regarding the various iterations of the project development phases.

Key takeaways

Project Management is an inevitable aspect of Business Management, where high authorities and senior professionals must get aware of the management techniques and methodologies to derive fruitful benefits out of your attempts.

There are many online training and courses available which one can go for to enhance their dexterities and show them up in their real-life projects to expand the brackets of knowledge and career both.

Hope the soft documentation would help you sort managerial issues pulling back your growth.

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Danish Wadhwa

Danish Wadhwa is a HubSpot certified marketing expert and IT pro. With a handful of experience in the web, he has served a number of clients across the world. As a techno-savvy person, he believes in experimenting with new tools and techniques.

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