How to Improve Your Project Management?
By Vinod Kalathiya    |     06 Apr 2021   |    Project Management    |    Views 332

Why do we need to manage projects?

“I thought I had more time”

“I had no idea that we have fewer resources to work on described”

“I didn’t realize the impact delaying this one task would have”

Honestly because of these excuses. You know what, 31% of the IT projects cancel before its completion.

There are several reasons why a project fails.

- Failure in time management.

- Failure in cost management.

- Failure in scope management.

- Failure in quality management.

To improve the efficiency of the project and well management of a project, there comes project manager in a roll.

An ideal project manager should have certain skills like leadership, Communication, Information technology, Accounting, Purchasing, Problem-solving, etc.

Most people confuse between these two.

1. Project life cycle

2. Project Management

Both are important and necessary parts to complete the project successfully.

1. Project life cycle

- It’s customizable. It is unique to a project, to an industry, to a need.

Let’s take an exp; if<b> human development</b> is a project then its life cycle would be like this,

Conceiving -> birth -> childhood -> adulthood -> death

Let’s take another exp, if it is an <b>IT project</b> then its life cycle would be like this,

Creating concept -> creating Rough designs -> creating final designs -> coding -> testing -> installation -> turnover

The project manager should not skip this part at all. It’s the beginning of a project life cycle creation where they have to decide project milestones, project structure, project phases, gathering complete requirements, its execution, its planning, and its process.

Note:  Try to say “NO”. Many project managers afraid to say no for several reasons. For an exp; the Client comes up with a new project and asks to project manager if they have experience with particular feature integration or technology while explaining the project requirement. Even if they don’t have one, they choose to say YES by assuming that we can give it a try if it goes fine. I am not saying that one should not face new challenges but if you’re ready to face new challenges then you must have to stand by your words and commitment to the successful completion of the project. Many a time they fail to deliver what they have committed just because they were afraid to say NO to things they can do and have zero experience and it results in major disappointment.

The most important part project manager should consider when preparing for project milestones,

• Need to communicate well with all project members who are going to work on that project.

• Keep this thing in mind that you are not the expert when it comes to carrying out the work for each of these tasks – so draw on the expertise in the team and involve team members when producing a plan and schedule. This is how you can value them by involving them in a process of making successful and complete project planning. Ask their opinion and suggestions.

• Built a credible project schedule with input from your team according to the current workload and availability of team members.

• Understand the dependencies between tasks.

• Have a comprehensive list of tasks for the project assign wisely to all the project members.

• Also, coordinate with superior and client both to confirm deadline, budget for the project, and final requirement of that project.

After collecting the full requirements of the project and deciding on a proper project planning, flow, timeline, budget by involving project members, now it’s time to start work on the project.

How you can improve project management as a great project manager?

• One of the most critical things you must have to do as a project manager is to keep your team set up for success and your project on track. Let’s see, how?

1. Set targets

• Plan a project. Divide the work according to expertise and capabilities.

• Assign tasks with a specific deadline. Exp. Date and time.

• Take assurance from project members of successful completion of a task within the deadline before assigning.

• Make them understand the drawbacks of incompletion of assigned tasks within the deadline.

• Think of yourself as a project member while assigning a task to them for a better understanding of how much you work you should assign so that they can complete it without an unnecessary rush.

2. Conduct reviews regular basis

• Do weekly meetings with team members to discuss project issues, phases completed.

• In that process of discussion, you must listen to all the team member’s issues related to the on-going project.

Let’s discuss how to collect issues and make a note of those issues.

- Unique identifier of that issue.

- Simple name of that issue.

- Small description.

- Who raised this issue?

- Who is going to work on resolving the issue?

- When this issue comes up (calendar day).

- When you need that issue resolved?

- What is the impact of that issue? (Low/Medium/High)

- What is the priority of that issue? (Low/Medium/High)

Discuss ongoing activity to resolve previous issues came.

Overall status of issues

- Is it open?

- Is it close?

- Is it on hold?

- Has it been escalated if requires?

- Track and manage them openly.

- Always talks openly about issue status with the project team.

3.  Provide feedback

- Always appreciate team members for their excellent work.

- Give them detailed feedback on completed work whether they have performed well or badly. If it’s good then appreciate else guide them to do better and how to fix that work.

- Take feedback too on what we can improve and how to do it better.

- Motivate them when they lose track.

4.  Track performance

- Track team member’s performance regularly, measures what you want them to improve so that you can guide them if they are losing track.

- Performance tracking will help you to get updated with every activity happening on your project.

5.  Celebrate success

- Celebration breeds more success and adds to the satisfaction you experience when you take note of your accomplishments in the workplace.

6.  Reward team behavior

- Nothing great was ever achieved without enthusiasm. So, reward team members at right time. It will boost their energy to work harder.


Vinod Kalathiya

Vinod Kalathiya is Founder and CEO 30 years Young and founder of Sensussoft Software Pvt Ltd. Particularly interested in software engineering, marketing management, human resources management, and operational and strategic planning.

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