Recently, I have been given opportunities to manage a few projects as part of my learning. It has not been an easy journey, but through the learnings, I have identified a few key areas that we need to take note when managing a project.
Planning and Scheduling
- Have we aligned our plans with our clients to work towards the same timeline?
- Do we know the drivers and milestones for our clients?
It is always wise to find out if the client has any prior commitments to help us plan a project better. Knowing the drivers and internal milestones for clients allows realistic planning of the project timeline.
Knowledge
- Do we know how a client’s system works?
- Do we know how the users are planning to use the system?
Imagine developing a solution that does not match what your client has intended it for or users do not find it useful. Knowing how your client’s system works and how users are planning to use a system would give you a big picture of what needs to be developed for the most suitable solution.
Risk/ Issue Management
- How do we track issues and risks?
- Do we have anyone new working on this project?
Risks and issues will always arise within a project, no matter how prepared you are. A Risk and Issue register is recommended if you want to manage them effectively. Ideally, this register is shared between you and the client so that both parties are fully aware and take the necessary actions to avoid risks or have workaround the issues.
Having someone new working on a project is one of the many risks identified because of lack of knowledge on client’s expectations and requirements. I would recommend new members to be walked through the existing system to give them an opportunity to understand the system and ask questions. This way, we can avoid the risk of not meeting clients’ requirements and expectations.
Communication
- How do we ensure everyone is up to date with the project status?
- How do we know we are not making any assumptions about what we are unsure of?
Communication is the most important area to do well in as this has a direct impact on project delivery and client relationships. Send regular project status reports to clients to keep them updated on progress. These should cover project status, decisions made and outstanding actions. Typically, these reports are produced weekly or fortnightly, but could vary from project to project. On top of that, have frequent catch ups with clients to help cement relationships and gain clarity where needed.
Managing projects is not just about delivering on time and on budget. It is also about learning how to get better at it.
Look out for my next post with more insights!