Monday 7 February 2022

How many of the six pits of project management have you stepped on?

This article is compiled by the project management system: very few projects can be completed smoothly because there are many problems in the process from conception to approval. Dealing with problems calmly and efficiently is a key function of a project manager, and as a project manager, some of the challenges you face can be solved relatively easily at any time. Other challenges, however, can have a big impact on the success of the project.

Here are 6 common project management mistakes that plague project success, as well as risk management strategies and recommendations for these errors to avoid project progress being blocked.

1. Inconsistencies in strategic objectives.

Every project launched by a business must be closely related to the goals of the entire enterprise. When valuable time and resources are spent executing projects that don't align with the corporate vision, more important projects come at risk and ultimately put the long-term success of the business at risk.

To ensure that this does not happen, each project should have a solid, approved business case that shows how it aligns with the goals set by the executive. Each project objective must be documented to ensure that the project is targeted, measurable, achievable, relevant to the objectives of the entire enterprise, and timely (aka S.M.A.R.T). Identify all goals and document them in the project charter to help clarify the purpose of the project and keep the goals unchanged by revisiting the charter and coordinating team work.

2. The project does not have an initiator.

Just as project teams and their stakeholders rely on the support and guidance of project managers, so project managers rely on project proponents. The project sponsor is usually a member of the executive team, and this executive not only supports the project, has deep insights, but also helps the project manager resolve conflicts when necessary. The proponents also set the tone for the project to influence support across the company. Most interested parties are not easily receptive to change. Without an advocate to help pave the way, project managers are likely to get tangled up with executives, cross-functional departments, customers, and end users. Every project should have an advocate who organizes meetings to discuss with other executives and department leaders why the project should go ahead. They should also communicate interests, assign who will lead the project, and require cross-functional leaders to share information with their departments.

3. Poor capacity planning and resource management.

Before allocating and managing project resources, enterprises first need to plan resource capacity. During the planning phase, this means identifying the resources that your project might need, and then identifying the pool of available resources. Skipping this step can jeopardize the success of your project.

Many organizations use different tools to run what-if scenario planning during the planning phase and the resource management phase as a risk management tool to test the impact of allocating, managing, and handing over project timelines and resources. Suppose scenario planning has many benefits. It helps businesses identify resource options in real time, balance workloads, and optimize the use of all resources to ensure that team members and interested parties are not over-allocated. It also guarantees that the start and end dates of a task or project are not negatively affected. <

4. The method does not match.

The project management approach provides a project team with a set of criteria to follow when managing a single project. Choosing the right approach to executing a project is key to ensuring fast and accurate delivery of the project. If there is no effective way to execute the project, or if the project uses the wrong method and does not match the team's expertise, then the risk of failure is increased.

There are many approaches to choose from – each has a different purpose, but sometimes the purpose overlaps. A project management approach can guide teams on how to achieve their goals. Some well-applied methods are designed to reduce product defects; Some methods are to ensure the efficiency of the process; Other ways are to deliver products and services faster. It is essential that the team's capabilities match the chosen approach.

5. Poor communication.

It is estimated that 20% of projects fail due to poor communication. In daily work and project work, many factors can lead to poor communication and forced interruption of projects. Problems such as communication methods or methods, existing tensions, conflicting goals, untimely communication, and even miscommunication can bring major hidden dangers to the project.

Considering that communication is one of the most important aspects of effective project management, it is important to develop an effective communication strategy to achieve project goals. Knowing your audience is key to developing the right communication strategy. Communication should be timely, frequent, clear and transparent. Inclusion and respect are equally important. Another thing that project managers need to be aware of is to ensure that communication is consistent throughout the project, which helps the project run more smoothly.

6. There is no suitable software and tools.

Without some form of project management software or tools, it is almost impossible to successfully achieve project goals. Without the tools to plan, execute, and monitor projects, it is difficult for project managers to perform their roles. With so many moving parts, even the smallest businesses and the smallest projects can be daunting in-house project management. Large projects with multiple tasks, goals, and resources are unlikely to be managed effectively or efficiently. Before considering which projects to work on, you should identify and evaluate the right project management solution to help your team manage tasks, resources, work progress, and collaboration.

Addressing these common project management problems can reduce many of the associated risks and keep the project on track to realize benefits.

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