Project managers are judged on their ability to bring a project from the initial planning stages to a successful conclusion. They’re judged on their effectiveness. Moreover, companies today are demanding that projects take less time, cost less and involve fewer resources. That all adds up to a real headache for PMs who might not be as effective as possible. Never fear – here are some important tips to help you maximize your efficiency.
Write It Down
You’ll be inundated with data and information throughout your project. If you attempt to keep it all in your head, you’ll quickly find that you fall behind, forget things and overlook vital items. Make sure you write everything down. Your mantra should be document, document, document. Even if that information is going to go no farther than your own desk, write it down. Documenting ensures that you don’t forget a vital piece of information, but it also helps foster better communication with stakeholders and team members.
Stay Connected
The world has moved inexorably toward greater electronic connection methods and capabilities. Make sure that you are able to use these tools to your advantage and that of your team. You’ll find ‘group-ware’ out there that allows you to communicate, document and exchange notes no matter how far-flung your team might be. For example, wikis allow you to build robust documentation, make edits on the fly and create a robust dataset for any needs. Email and project management software can offer similar benefits, so make sure you have the right tools for your needs.
Know When to Adjust
It would be nice if the requirements for your project would stay the same from inception to completion, but that’s rarely the case. Ongoing evolution, changes to the budget, scope creep and alterations to resource availability will all have an immediate effect on your project’s requirements. Know when to adjust those requirements and where to turn to ensure they’re authorized. As the project manager, you likely don’t have the authority to make wholesale changes, but if you communicate with sponsors and stakeholders, you’ll be able to have any changes approved.
Know the Organizations Involved and Communicate with Them
Chances are good that your project will involve more than one organization. It’s your responsibility to not only know those organizations, but to stay in constant communication with them. Client organizations are the primary sources of scope creep, so make sure you know whom your sponsor is with those organizations to get any changes approved before enacting them.
Manage Your Risks
All projects have risks. It’s your responsibility to forecast them and ensure that the do not rob your project of value. Know what risks you face, how you’ll get around them and what ongoing threats exist to your project.
Becoming a more effective project manager is important, particularly if you want to make a career in this position. The tips above will help you increase your effectiveness and up your successful project count.