How Are Your Project Management Skills?
Whether or not you consider yourself a project manager, in business you are likely to lead projects most of the time.
From delegating tasks to virtual assistants, updating procedures, working behind the scenes, or learning a new app or software to boost your productivity, projects come in all shapes and sizes. And project management skills are becoming ever more important in the world of self-made entrepreneurs.
The more complex a project, the more details you have to plan, manage and monitor.
However, the basics of project management from start to finish are usually very similar.
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At the beginning of a project, it’s important to develop a solid understanding of the project’s goals, and how the various elements will fit together for a successful outcome.
At the start of a project, I typically outline what, why, who, and when within a project management tool such as Asana – so I can understand how the elements of the project fit together. When I use a cloud-based project management tool such as Asana, it makes it very easy to share details, tasks, files, and updates instantly with everyone on my team.
To prepare this high-level document, it’s important to understand that each project is comprised of different stages. For instance, there are things that need to be done in the beginning of the project that does not need to be done toward the end. Understanding project scope helps you not only hit deadlines but helps to control when things change along the way.
Because projects involve so many variables that change so often, I let the plan develop on its own, as time progresses. Most projects expand as they go along. This is often referred to as “scope creep,” and to keep your project on track it is essential to define the scope at the very start of your project based on all of the important variables that could affect you along the way. Creating a scope statement (or more formally, Scope Document), makes it more simple to manage your project as it unfolds.
To determine what a project will cost, you’ll need to hone in your skills of estimating, budgeting, and controlling. This aspect of projects often goes unchecked (especially if you’re using the services of others to get the project completed.) It becomes very difficult to keep track when you’re working on an open-ended agenda with others. Most changes and project decisions will have an impact on cost. Therefore, it’s important to understand what drives your project costs and to develop a system for monitoring the project’s financial performance. Because so many things can impact costs it’s critical to set up reliable control and communication systems to help you keep track of the costs and required changes.
3. Projects include scheduling
For a project to be completed successfully, it’s important to clearly define the activities, estimate time on each task, and build in time to allow for the unexpected (slippage). To be most effective, it is a good practice to prepare a specific timeline and sequence of activities. When you have a project schedule laid out, it is easier to manage the details to ensure its timely completion. A schedule allows you to break big chunks down into specific tasks and add timelines and dates. This is particularly important to flesh out when different people do different things. Co-working is a challenge. So scheduling helps all project parts and pieces map together to form a path. This path of milestones is what is known as a project’s Critical Path.
When a project lags behind schedule, I work with my team to help them understand the timelines and how they may impact the other team members. When you can universally share updates with all team members it helps. You’ll build consistency, and increase problem-solving efficiency. When everyone works on the solution projects move forward. Consistent scheduling also avoids blame and getting stalled.
Scheduling, task management, and delegating are made easier with online tools. Project management tools such as: Asana, Teamwork, Basecamp, Salesforce, and Zoho provide team support and help avoid endless email exchanges. These project management tools help manage schedules and assign tasks. The best way to determine whether a tool works is to give it a test drive. Most online applications offer free access within certain parameters. Others require annual fees.
4. Communication is key to managing projects
Effective project management means communicating with the right people at the right time and in the right way. To do this, it is important to identify who your project team members are, and to keep all the people working on the project informed and up-to-date. It’s important to establish regular meetings to discuss changes and implement project documents that help keep everyone informed. I love to use the tools mentioned above to support open communication and keep everything available on the web. A cloud-based repository can save you a lot of time, and helps minimize miscommunication and maintain good relationships with people involved in the project.
5. People are the power
The people on your project team can make or break the final outcome, so it is important to not just like your team members but be sure they possess and display the winning qualities that will support team outcomes. I’ve been burned by aligning with support people who have not had the right mix of interpersonal skills or the right technical skills. (Buyer beware!) In this online universe, it’s very easy to enter into relationships with support people without adequately vetting your new team members. Start working together effectively as soon as possible, develop a project plan, roles & responsibilities and outline your performance expectations. These will all keep the project team on track and working productively.
6. General project management skills are learnable
There are many skills that come to play when you manage projects. Some of the most important at the start are planning and scheduling. Of course, time management, negotiation, adapting to change, problem-solving, and communication and conflict resolution are essential. Improving your ability to negotiate and resolve conflict helps you manage risk, save time, and enhance quality results.
7. Projects require quality and managing risk
Entrepreneurs do well to understand the aspects of both quality and risk associated with decisions when managing projects. You want projects delivered on time, within budget, and up to your quality specifications. As part of this, ensure that you identify your absolutes, and differentiate them from your nice-to-have’s when you’re referring to the benefits that the project will provide.
If deadlines are important, rushing may cause you to sacrifice quality. On the other hand, a tight deadline helps you avoid wasting precious time and resources overachieving.
One risk management practice is to identify as many potential project risks as you can. Once you brainstorm your list, then develop contingency plans to minimize, mitigate or manage each risk factor. With risk management, it is important to build in redundancy in case something happens – and decide who is responsible for which parts of the project in case something goes wrong!
In summary, it’s important to consider building or enhancing your project management skills. Because, when you are an accomplished project manager, few things will upset you or hurt your confidence in your ability to succeed in business. Use your project skills to help others on your team to develop their project management skills. Lead by example, and provide opportunities for other team members to manage parts of the project. Also, be aware of your own strengths and weaknesses. Just as you review a project at its completion, make sure that you review your own performance, and identify what you can do better next time.