By Steven Macdessi

Project management is the discipline of systematizing and managing all the different resources and aspects of a project in a manner that the resources deliver and execute all the output that is required to accomplish a project within a pre-determined range, schedule and cost constraints. Moreover, it is a method of making and attaining goals while maximizing all available resources over the entire course of a project. Project management is a vital business concept since it has been adopted to ensure that projects are completed within a specified timeframe and to the best of the company’s ability.

There are two basic approaches to project management. First is the traditional approach which considers the project as a process wherein there is an initiation, an end and everything in between. The other one is the non-traditional approach, also known as agile software development where the project is relegated into relatively small tasks. The difference between the two is that one approach is to view the project in its entirety (traditional) while the other is to view each step as a small task (agile software development).

Generally, project management involves setting up a timetable for three distinct phases: initiation, implementation and closure Each phase features a number of guidelines that must be met before moving on to the next. The extent to which a project needs to be managed depends largely on the scale of the project. For a simple project that has to be undertaken by a small company, pre-conceived goals, milestones, checklists and someone to oversee the project may be all that is needed. On the other hand, a complex project in a large company that involves several team members, multiple resources, time and budget will normally necessitate a more structured approach. The individual steps of the project are further broken down in order to ensure that it delivers the expected results upon its completion.

Project management is both an art and a science, it is an artistic science where methods are driven by specific goals. It is therefore a result oriented process which entails technical skills, scientific procedure and organizational methodology. In almost all cases, a project manager is designated to ensure that everything is moving smoothly and according to plan. The project manager is the most important part of any project management and he/she has the most precise idea of the project destination. As such, project managers are often required to get a certification or they should have a Masters Degree in Project Management. These assure that the manager not only has excellent time management skills but good people skills as well.

The whole concept behind project management may not be a too difficult to understand but it is of paramount importance. The life-blood of any business or organization is the successful completion of a product or the attainment of the goal that was set before the project was launched. Project management is employed to make sure that everyone involved on a particular project is on the same page and has a clear understanding of the goals and the steps needed to attain them. In the end, project management provides an effective solution that delivers results according to the standards required and within the specified time and cost budget, without compromising quality.

by Steven Macdessi

With careful planning, projects can be completed within time and budget. But it also needs to be controlled and managed effectively. In theory, the implementation of the task should be seamless because the work plan is already in place. In reality though, no project goes 100% according to plan. Unexpected issues that require quick and innovative solutions may come up and only the project manager is in a positive to resolve these difficulties.

The project work plan should be reviewed regularly to see whether things are progressing as planned. If you’re handling a complex project, these reviews must be more frequent. The schedule, budget, and output also need to be looked into. This requires discipline and dedication on the part of the project manager.

Warning Signs to Watch Out For:

1. A lot of project managers tend to overlook small deviations from the original budget or schedules, thinking that these can easily be compensated for later on. However, if these variances aren’t corrected quickly, its impact can multiply tenfold.
2. Unscheduled overtime starts being the norm to meet deadlines even at the beginning of the project implementation. If this kind of problem is occurring at the start, expect things to go downhill from there. Adjustments should be made; either the deadlines should be pushed further or the team might need to get additional members.
3. Tasks that are supposedly completed are still being worked on. Don’t assume that every member of the team is responsible will keep to the deadlines. Some project managers think that team members will tell them whenever certain deadlines aren’t met. This doesn’t always happen in real life, they also have a tendency to overlook small deviations that can later become unmanageable.
4. Team morale is declining. Morale starts to shift downwards when team members feel unappreciated. Some people also feel low when they see that the tasks aren’t progressing as planned. Keep them up-to-date about how well they’re doing and motivate them to do better.
5. Quality starts to suffer. Quality is a serious issue in project management. There are quality control measures and testing that can ensure that company standards are met. But it is still better to address the issue at its root. Find out whether quality problems are caused by certain individuals or processes.

Watching out for these warning signs will help the project flow become smoother. As a result, tasks can be completed successfully as planned.

The Human Element of Project Management

In any undertaking, there are always stakeholders who have everything to gain or lose when projects are initiated. While a lot of team members go about the task in a highly-technical matter where they only understand their individual role in the task, it is important for the project manager to have a clear idea about the goals of the project, how it will all come together, and who the stakeholders are.

Many project managers, while good at handling specific requirements, fail to grasp the full impact of the initiative. For example, they may concentrate too much on meeting milestones without knowing how the entire project will work and benefit its users. This needs to be fully understood so that the best management approach can be adapted. Every task should have the same foundation though.

Project management involves a four-pronged approach to managing people, talent and resources. Focus should be given on the following.

Management style – there are different kinds of management styles. One isn’t necessarily better than the other but some are more suitable depending on the group you’re in. But the foundation of managing people is to know the priority of team members, create a good environment for work, and be approachable especially when issues are raised.

Human dynamics – interaction between colleagues are always important. But it becomes more so when they’re working on a project together. Project managers can make relationship smoother among very different individuals by fostering understanding and setting guidelines while remaining strict with the budget and quality of output at the same time.

External Factors – some things are beyond the control of the project manager. If the company decides to cut the budget of the assigned project, for example, there is no choice but to adapt to the situation. Find a way to make the project cost less without sacrificing quality. In some cases, deadlines need to be moved while in others, the executives of the company may opt to scrap the work altogether.

Use of tools – project management can be a complicated task, depending on how complex the project is. There’s no need to worry though because there are many tools that are specifically designed to help managers meet milestones. Giant tech companies including Microsoft and Google have their own tools available for free.

As you can see, project management is not just about producing the end product; it is more about managing people and tasks along the way. These are the real challenge of project management.

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