Tips for Effective Project Management
How to Successfully Manage a Project with No Prior Experience
May 17, 2009
Effective project management is an art. To successfully complete a project, managers must organize a great deal of information and resources while simultaneously budgeting, communicating, analyzing, problem-solving, and directing.
In smaller businesses, it is common for the job of project management to be handed over to a non-project manager. Not only does this save the business some money, but it can prove to be a valuable, skill-building experience for the person appointed to the task. When this process is handled improperly, however, it can be a recipe for disaster. The lack of prior experience and general project management know-how generally puts non-project managers at a big disadvantage.
The following tips for effective project management are designed for managers who have little or no prior experience in managing projects:
Understand What Project Management Means
The term "project management" basically refers to the planning, organization, and management of people, resources, and information to produce a predetermined product or service. Usually, the project must be completed within a certain time frame and budget and have a certain level of quality.
Find a Mentor
It is therefore a good idea for first-time project managers to find someone who can guide them through the process. The best option would be to work with someone in the business, especially if that person will also benefit from the project. Such a person will be more motivated to help. If this is not possible, then the manager should seek advice from any one who has experience with project management.
Get the Right Tools and Software
There is a large selection of project management software and tools designed to aid the manager who must complete a project. Licensed software suites can be a bit pricey, but there are several open source options, such as TaskJuggler or dotProject, that are worth checking out.
Clarify the Details of the Project
Managers should be aware of what the project is supposed to accomplish, what the time frame is for project completion, and what the project budget will be. In project management lingo this is called the project scope.
Set a Schedule for Project Completion
Managers should schedule each part of the project so that they can easily monitor the project team's progress as it works towards project completion.
Delegate Job Responsibility Among Project Team Members
If there is a team of people assigned to complete the project, then all members should be clear about their designated tasks, and they should be updated regularly throughout the project schedule. This is known as the work breakdown structure.
Create a Method for Monitoring Project Progress
Aside from regular meetings with team members, the project manager is responsible for ensuring that supervisors and/or clients are kept well-informed about the project's progress. This means that the project manager must devise a way to assess progress and efficiency. Performance management and quality control are two key areas that deserve attention in addition to how well the team is sticking to the proposed schedule and budget.
Be Sure to Document Project Information
Producing clear documentation as the project progresses helps to ensure that all parties involved are clear about the project's goals, the time frame for project completion, the task agenda, and the budget. The manager should also record the project assessment and monitoring process as well as any problems encountered or changes made along the way. The project software and tools mentioned above can help in this process.
Effective project management generally requires a lot of prior skill and know-how. But even inexperienced project managers can capitalize on this valuable and rewarding opportunity by approaching the job correctly.
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