Implementing a formalized project management process in an organization that does not have a history of using a structured approach to project planning and control can present significant challenges. A phased approach to implementation is a crucial element of a successful implementation strategy because… it helps overcome resistance to change, allows lessons learned in early phases to be incorporated in the systems installed in later phases, and ensures that a solid foundation of project-level data is available prior to rolling-up enterprise-level information. Resistance to change is a well-documented phenomenon. And, we know from experience that the implementation of structured project planning and... read more

Each year, companies execute projects for the purpose of improving their bottom-line and expanding their competitive advantage. The difference between success and failure often depends on how committed organizations are in utilizing project management to monitor and control schedule delays. Schedule delays are the villain in project management and are the biggest cause of budget overruns, missed deadlines, and poor quality. During good economic times, investing in project management is financially feasible and acceptable by most companies. However, during bad economic times, project management is considered an overhead cost and the tendency is to downsize. This paper discusses the importance... read more

No matter what the job is at hand, great tools in the hands of a trained professional will lead to exceptional results. But what about providing great tools to an untrained person? Would you expect comparable results? The answer is a resounding NO! If this is true, then why do some people believe that having good project management software tools will make them good project managers and ultimately lead to successful projects? The missing variable in this equation is a sound project management methodology to guide them through the planning and control process. Engraining a sound project management methodology in your... read more

At the end of each project, it’s important to ensure your documentation – including e-mails, invoices, contracts, schedules, diagrams and anything else related to the project – can be easily located, retrieved, searched and referenced later. Format and location Transfer all project-related documentation into formats suitable for long-term storage, and identify a single location for archival of electronic records, with a corresponding physical location for hard copy materials. Store materials electronically where possible, and prepare hard copy materials in a medium suitable for archival (i.e., tapes, acid-free paper, etc.) Originals Some original documents, such as contracts, insurance policies and regulatory materials, may require archival... read more

Good resource management keeps the project team running at full speed. Vendors and collaborators may change from project to project, and even from phase to phase, but checklists ensure your team knows the resources that are needed at any given time, and where to find them. Maintaining supplies, managing documentation and quickly locating a properly outfitted meeting space can all be facilitated through the use of checklists. The minimalist concept of a task list evolves handily into a running steady-state report when used in a project setting. Activity checklists that are continuously maintained can be vital resources in the event a... read more

Project documentation proliferates at a startling pace. Before you know it, your current project’s files are stuffed, you have a stack of documentation boxes to prepare for storage, or you’re stuck sifting through thick folders from past projects in search of important information. Before the amount of documentation flowing amongst team members and stakeholders becomes overwhelming, make an effort to rein it in with some thoughtful planning and ruthless editing. Consider employing the following guidelines to help trim your documents to a more manageable level, and enjoy increased efficiency now and later. #1 – Clear When composing documents, state the information you want... read more

Many projects delayed by the sour economy will eventually bubble back to the surface. The landscape may have changed drastically since shelving the project, so a thorough reassessment of the project’s parameters is in order. Objectives Don’t assume your original objectives are still valid. Changes in organizational structure, headcount, locations, collaborators, competitors and market all have the potential to affect your objective picture. Examine each target against today’s needs, and adjust accordingly. Schedule Your original timeframe may have been based on factors that are no longer relevant. Contemporaneous projects, budget cycles, stakeholder expectations, availability of contractors, leadtime for materials, regulatory deadlines and other external... read more

While your immediate project plate may be full, it’s important that you don’t neglect the long-term care and feeding of your career. A robust professional network can yield not only new job offers, but it’s also a prime place to forge lucrative business partnerships, connect with potential experts and other resources, touch base with colleagues working on projects in synergy with your own, and keep a bead on the state of regional and market-wide trends. The array of available networking platforms is staggering, but don’t feel you have to leverage them all – a little thoughtful planning can have you... read more

Implementing a formalized project management process in an organization that does not have a history of using a structured approach to project planning and control can present significant challenges. A phased approach to implementation is a crucial element of a successful implementation strategy because… it helps overcome resistance to change, allows lessons learned in early phases to be incorporated in the systems installed in later phases, and ensures that a solid foundation of project-level data is available prior to rolling-up enterprise-level information. Resistance to change is a well-documented phenomenon. And, we know from experience that the implementation of structured project planning and... read more

Business publications come in every flavor, from glossies aimed at C-level executives to no-frills journals written for those on the front lines of everyday operations. With the seeming overabundance of available trade magazines, it’s easy to narrow your focus to 2 or 3 that most closely speak to your needs, and leave it at that. Busy project managers have little extra time as it is, but by expanding your industry reading – even if only occasionally – you have greater opportunity to cultivate resources, establish contacts, discover tools and identify emerging trends. Reading about industries other than your own can introduce you... read more

Once a project is complete, take some time to review what was successful and what needs improvement. By evaluating each project in retrospect, you’ll be able to apply the lessons learned to future endeavors. Communication Good communication provides team members, stakeholders and end users with information that is clear, concise, relevant and timely. Using these 4 criteria, evaluate e-mails, memos and other communications that were circulated in support of your project. Confirm your team is using descriptive subject lines; that communications were sent at the right time; and that your distribution lists were inclusive without unnecessarily flooding anyone’s inbox. Documentation Projects not only generate... read more

The shift to electronic documentation is in full swing, but hard copies haven’t been rendered obsolete quite yet. An efficient project may be best served by skillfully combining formats and allowing team members and stakeholders to access materials in the way best suited to each type of document. Understanding how materials are used, distributed and archived will help you determine the best way to use each format’s benefits to your advantage. Most project documentation falls into one of three main categories: Working documents reflect the current state of the project. They’re updated as needed throughout the project’s lifecycle, and may be shared... read more

Forms and templates are the foundation for many types of project documents. Rather than putting unnecessary effort into creating new forms for each project, the use of existing forms and templates can streamline your project’s documentation requirements, and allow your team to focus on higher-level objectives. A variety of resources are available to you when looking for ready-made forms, and a few simple tips will help keep your project’s momentum moving forward when truly custom forms are needed. Save time by leveraging the work that others have done, and use pre-made forms or templates when possible. The supply of ready-to-use forms... read more

A team’s strength often lies in the diversity of its members – a range of experience, expertise and personalities work together to successfully execute a project. By embracing the diversity of your team and looking to the expertise of your fellow team members, you’ll increase your personal knowledgebase for future projects, you’ll have ready access to an expert source the next time you need one, and your current project will benefit from a broader support base. Industry Team members with significant expertise in the current industry are a critical component of your team. They can offer insight into industry trends, normal company... read more