MANAGING PROFESSIONAL SERVICES PROJECTS:AVOIDING PROJECT MANAGEMENT PROBLEMS

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AVOIDING PROJECT MANAGEMENT PROBLEMS

When and Why Project Management Problems Occur

Project management problems typically don’t manifest themselves until the project is well underway. But the basis for most problems is established early on, during the project definition and planning phases. In particular, unclear and poorly communicated statements of project objectives, scope, and deliverables will almost always result in a project workplan that, when implemented, does not fulfill the expectations of the client and other stakeholders. In the absence of clear project definition, the stakeholders will set their own expectations, which usually won’t match those of the project manager and his or her team members.

During project implementation, regular and clear communication between the project participants and the project manager, as well as between the project manager and the sponsor / steering committee, will help raise issues to the surface before they become time, cost, or quality problems.

Tips for Avoiding Problems in Project Management

The following are some suggestions for avoiding problems on professional services projects:

• Invest time up front in carefully defining and communicating the project objectives, scope, and deliverables. This will save time and reduce frustration in later stages of the project.

• Know the subject matter of the project and stay within your professional skills. Seek help before you need it.

• Avoid overselling and overcommitting in the project definition. Include risk-reducing language when necessary and appropriate.

• Always be clear on project agreements and other matters. Do what you say you will do and stay within the parameters of the project definition.

• Be flexible. A project workplan documents the expected route and allows you to communicate the expected deliverables and path to the stakeholders. Make adjustments as necessary and use the plan and related expectations as the basis for explaining how the changes will affect the project.

• Effective project management is as critical as the tasks and milestones in the project. It keeps the team’s efforts focused and aligned. Budget time for the project manager to perform the necessary project management tasks, including, but not limited to, frequent quality, schedule, and budget reviews.

• In large projects, consider the use of a project administrator to take responsibility for some of the crucial but time-consuming administrative tasks.

• Communicate informally and frequently with the client. Identify and communicate risks and problems as early as possible.

• Make sure the project is defined as closed at an appropriate time, typically when the objectives have been met, to avoid having the project drift on in an attempt to achieve perfection.

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