The challenge in project success rests in the ability to deliver to the desired business goal in the desired time frame and within the available budget. These three forces: time, cost, and quality, are often in conflict with each other. The Project Management Institute (PMI) has defined nine body of knowledge areas that when followed, would increase probability of project success. However, if you are not a full-time project manager and still want to increase your project results, follow these three project management principles:
1. Establish a Project Plan.
The project plan will tell you, your team, and your customers the:
Goals: Define the business reason for the project and how you will know it was successful at the end.
Scope: Determine the boundaries of what your project will address, and just as important, what it won’t address.
Milestones: Work backgrounds to identify important dates for deliverables, reviews, etc. This is a very easy way to do a reality check on what it will take to meet the due dates.
2. Build a Communication Plan.
The communication plan is not only how you will communicate at the end of the project, but who should be informed and engaged throughout the project. At the minimum you should be able to identify the:
Who: Identify the key stakeholders, the departments, customers, or processes that will be impacted by your project
What: Create the message, which could be different for each audience – some want to be updated while others require more detail.
When and How: Identify the best time and format. The rule of thumb is to communicate your message at least three times, and I would add, in at least two different formats (email, phone, in-person). Leverage communication channels that are already in place like staff meetings, monthly newsletters, weekly email blasts, websites, etc.
3. Define Change Management Processes.
Change is a constant. On any project the scope will alter as more information is gathered. Define a process and procedure for identifying project changes, approvals, and documentation requirements. The more complex the work, the more important this becomes.
These are just a few principles to keep in mind to ensure success on your projects. The more you can learn about project management and the underlying principles, the better equipped you will be to lead your organization in the future.