Tips around Project Management and the process of managing projects. This may be new information for some and reminders for others. Either way, the exchange of knowledge is always a step in the right direction.
Tip 1: I’m Falling For Agile
(Agile & Waterfall Project Management Methodologies)
Project Management Methodologies (PMM) are the guiding principles and processes used to manage projects and there are a number of them in use today. However, all would agree the top two most known (and I might venture to say most widely used in some form) are Waterfall and Agile.
Waterfall Project Management is the oldest methodology having been around since the 1970s. It’s a sequential process that requires clear understanding of project requirements and scope.
Agile Project Management is an iterative methodology which has also been around (used in software projects) for a long time, but became a formal process in 2001.
One is heavily dependent on planning and documentation, while the other offers flexibility and less risk of project rejection.
Which one do you use? Organizations will often determine which methodology is used especially if a business has not adopted use of both.
When in doubt, Waterfall is great for projects with clear requirements (short and simple), while Agile is perfect for complex projects where changes may occur.
The icing on the cake is there are “Hybrid Methodologies” for those of you who love structure but are afraid to commit!
Tip 2: Step Back to Move Forward
(The Phases of Project Management)
The phases of Project Management include: Initiation, Planning, Execution, Monitor/Control & Project Close.
Each of these phases have critical components that must be completed before moving to the next phase (especially in Waterfall).
However, there will be times when a Project Manager is assigned projects beyond the initiation or planning phases (happens often) and are responsible for moving the project forward, even if critical components of a previous phase have not been completed.
I encourage all Project Managers to embrace “taking a step back” to complete a phase in order to properly move a project forward.
When done with the right level of understanding and communication, the project team will welcome the effort & results.
Don’t be afraid to “take a step back” in order to move forward!
Tip 3: Manage All The Stakes
(Stakeholder Management)
Stakeholder management is critical to any project and if done correctly is a key to success.
Who are stakeholders? Stakeholders are individuals who either care about or have a vested interest in your project.
This includes internal & external customers, the project team, peers, peer management, and the sponsor.
At the beginning of project assignment to the PM (not always the initial phase), one should take the time to clearly understand all of the stakeholders (including their role & needs).
The pitifall in improper stakeholder management is focusing only on critical decision makers or executives versus all stakeholders.
Mismanagement of stakeholders ultimately becomes the problem of the Project Manager and can lead to roadblocks.
My advice is “manage all the stakes…stakeholders that is!”
Tip 4: Don’t Risk NOT Doing It
(Issue Management vs. Risk Management)
What is Project Risk Management? What is Project Issue Management? Are they both important?
Risk Management is the process of proactively minimizing adverse events (threats) while maximizing positive events (opportunities).
It’s a process that “allows you to take control of the project rather than letting the project take control of you.”
~Rita Mulcahy’s Risk Management
Issue Management is the process of managing the problems that have arisen in a project. These are problems that impact the successful completion of a project.
Both issue and risk management are necessary and critical when managing projects. They also both require planning and management via logs and project team insight/input.
Additionally, proper risk management can result in a less strenuous issue management process during execution and monitoring because issues are often previously identified adverse risks.Are you willing to risk not planning for or managing either? I suggest NOT; unless you want issues!
Tip 5: Your Opinion Matters
(Lessons Learned)
What is a lesson learned? In Project Management, Lessons Learned is the process of documenting the experiences of the project through feedback.
The process of gathering lessons learned is done at the end of the project (not to be confused with a retrospective which is used in Agile).
Lessons learned can be done via a meeting or even via email where project members send in their written feedback.
The key to a good lessons learned process is to focus on the things that went well, not just those things that did not go so well.
Also, allow each person to speak or provide feedback. This can be done by asking each person to speak to one of the questions to ensure sessions do not go longer than time allotted.
The following three questions are good for identifying how to implement change and what not to change on your next project.
- What went well? (Always start off with the positive)
- What didn’t go so well? (Draw out where there were not clear expectations around process and/or behavior)
- What would you do differently next time? (Critical to process improvement)
