Looking back on what you have achieved from a project is an integral part of the project management process to improve future efficiency and communication. As project management becomes more respected, we must look at what we can learn from the process. 89% of organizations now have at least one project management office (PMO).
This article analyzes the importance of learning from past projects and the value those lessons provide. I asked experts to share the lessons they have learned during their project management careers.
1. Communication is Key
A miscommunication between your team and clients could spell disaster for your project. Over 50% of projects fail due to a communication breakdown. Creating a communication plan [download PDF] for your team will prevent future misunderstandings that could jeopardize the project.
“Before you begin any project, it is important that you and your team understand what the stakeholder wants,” explains Jarret Austin, owner of Bankruptcy Canada Inc. “Discuss the project goals with your client and how frequently they would like to check in. Your team and stakeholders should both have access to this information throughout the project. The project plans should remain flexible to enable your team to produce results within a realistic timeline.”
Being transparent with stakeholders from the start ensures no unrealistic expectations are being set. Regular updates to team members and stakeholders is a responsibility every project manager should take seriously if they want to succeed. You can communicate and assign tasks in one workspace using task management software.
Learn to Use Effective Communication Methods
You can utilize various effective team communication methods to ensure your project’s success, including interactive, pull, and push communication. These methods allow you to communicate openly and continuously with your clients and team members. Each project should begin with interactive communication, whether it is in person, on the phone, or via video chat.
Pull and push methods of communication provide a stream of communication that your client can access around the clock. You can send email updates and project documents to stakeholders when the matter is not urgent. Push communication is appropriate when you need a response from your stakeholders or team members.
Pull communication is best suited to situations where you do not need a quick response from your client. You can provide information via a database or website that the recipient can access in their own time. Project managers should blend the three communication methods to develop trust within internal and external relationships during the project
2. Use Tools to Monitor Progress
70% of projects fail to deliver what was promised to the client. Monitoring the progress of a project makes it easier for your team to adhere to deadlines and achieve a successful outcome.
“Pen and paper won’t cut it if you want to stick to your deadlines,” says Andrew Gonzales, President of Business Loans. “Managing your workload with effective tools will keep all communication and task allocation in one place and remove any confusion within your internal team. Without tools that provide regular updates, your project could be in big trouble.”
A project timeline can become heavily disrupted when the client makes changes throughout the process. In the first instance, being realistic with your client can prevent them from changing their mind. Defining the goals of a project in advance using modern project documentation software can also increase the chances of success by developing a clear, precise plan that the entire team understands.
a. Video Conferencing
Scheduling meetings via video conferencing enables project managers to connect with clients and team members from wherever they are. Stakeholders can track the progress of a project by requesting documents during video calls and screen sharing.
“Interactive communication with clients improves their experience as a customer,” says Kyle Zien, Director of Growth Marketing at Felix. “Providing stakeholders with a direct line will give them peace of mind that you are taking care of business. This can be an email address, telephone line, or video conferencing app. Your client should always feel like they are in the driving seat with you by their side.”
Interacting with project management team members and clients provides a safe and convenient space for sharing updates and keeping the project on track. Make sure you set up a strong communication method with your team if you can’t meet in person to discuss project matters.
b. Task Management Tools
Integrating task management tools into your process will help you monitor and assign recurring tasks to your team. Some common task management tools for project managers are:
- Online task lists
- Kanban boards
- Task management platforms
There are lots of online task management tools to choose from that integrate Gantt charts, calendars, discussion groups, and task lists into one. Many platforms allow you to customize your workspace to suit your needs.
Although tools are an important part of project management, you should not rely on them for success. Invest your time in planning your projects so you do not depend on management tools and software.
c. Gantt Charts
A Gantt chart allows the project management team to view the timeline and any unfinished tasks. Using a Gantt chart during your project will help you and your team to identify issues and make adjustments—here’s how to make a Gantt chart. Some platforms provide automatic adjustment tools that make changes for you and update your clients with a progress report. If Gantt charts are of interest to you, check out this list of top Gantt chart software for 2023.
3. Setting Realistic Goals
Understanding your client’s needs is paramount if you want a positive outcome. You must work with your client to develop goals that are realistic to achieve within the project timeline. Experienced project managers will use the SMART acronym to gain clarity with a client before the project begins.
The SMART acronym stands for:
- Specific – goals should be clear
- Measurable – the project objective can be measured as a tangible value
- Achievable – the goals are attainable within the timeframe
- Realistic – objectives should be relevant and within reach
- Timely – a clear timeline shows when the goals will be met
“Project managers can set themselves up for failure without setting realistic goals,” explains Brian Nagele, CEO at Restaurant Clicks. “The SMART framework ensures a project keeps moving forward towards the result with the client’s requests in mind. Once you have defined your project goals, you should provide a timeline for stakeholders so they can see how you intend to execute the plan.”
Involving your team in goal-setting, such as the OKR methodology, will help them stay motivated and committed to achieving them. Matching goals to the strengths of your team members will lighten the workload. Analyzing the strengths and weaknesses of your team will allow you to set tasks that nurture the growth and development of your team members.
4. Effective Planning and Time Management
A project plan lays the groundwork for accomplishing the project goals. A well-structured plan will allocate tasks and define timelines for your team, so everyone is on the same page (including your client). Your team can refer to this plan when facing challenges throughout the project’s lifecycle.
Key elements of project planning include:
- Effective communication with clients to determine project goals
- Task allocation
- Understanding and defining the budget
- Setting milestones
A Gantt chart can help project management teams to prioritize tasks and map project dependencies.
“The plan is the most important element of a project’s lifecycle because it serves as a guide for stakeholders, team members, and sponsors,” explains Ben Michael, Practicing Lawyer and Founder of Michael & Associates.”Unrealistic expectations and a lack of understanding can waste time as your client makes endless changes throughout the project. Collaborate with your client when making your initial plan and timeline to reduce potential risks. This is a step you do not want to rush.”
A project plan also removes stress by allocating appropriate tasks to each team member. Your team will not be overworked, and each task will be completed without rushing.
5. Lead from the Front
A successful project manager should motivate and inspire their team. Sharing the workload with team members to deliver a project, evaluating risks, and creating solutions are all crucial elements of a project manager’s role. Your team will not respond well to a leader who does not work as hard as their team.
“Great leaders take time to connect with their team members,” says Dean Kaplan, CEO of Kaplan Collection. “Project managers who bring the best out of their team will always achieve successful outcomes. In my experience, project failures are attributed to a team’s inability to communicate, share ideas, and make decisions. Spend your time strengthening the bonds of your team, and you’ll go far.”
Project managers should recognize the efforts of their team members and encourage them to achieve their goals. Listening to the team’s opinions and perspectives throughout a project will make them feel heard and valued.
Key Takeaways
Organizational skills and effective communication are important elements of becoming a successful project manager. Some important things to remember are:
- Planning is everything
- Speaking to your project management team is vital (including family and friends)
- Project management software tools can increase efficiency
Analyzing past experiences with your team can also prevent future project failure.
First published on January 9, 2023.
Erika Rykun
Author
Erika Rykun is a content strategist and producer who believes in the power of networking and quality writing. She’s an avid reader, writer, and runner.
