Although the term “project management” seems exotic or complicated to most employees, many still find themselves working on projects anyway.
These projects usually have beginning and end dates, with a set of deliverables by the time they are terminated. Examples would include repairs and renovations, software installation or implementation of new HR policies.
It is thus useful for everyone to know at least some principles and tools from the project management profession, without a need for certification or the more technical aspects of the practice.
We asked for some tips on how to effectively manage new or current projects from Luigi Mapa, an expert on the matter:
1. Start by identifying the project’s purpose, expectations and requirements.
One of the biggest sources of frustration in managing a project is dealing with changes in its requirements. While problems can never be completely eliminated, they can be minimized by thoroughly identifying the stakeholder’s requirements and expectations.
At the start of a project, it is important to learn the following: 1) asking the right questions, 2) clarifying ambiguous terms and unspecified details, and, 3) negotiating timelines and deliverables. Being able to do these will ensure alignment of expectations and result in a better working relationship between project manager and key stakeholders.
2. Assess the project risks before proceeding to project planning.
The traditional approach is to create a project plan, assess the risks, then create an alternative plan. It is actually more efficient and strategic to assess the risks first, then proceed to mapping the tasks to be done.
For example, if the project calls for preparing and managing an event, then determining which resources might be more expensive as the event draws nearer will enable the project manager to identify which suppliers to contact first. Or, if an identified risk is a high demand for parking spaces, then the team could make finding an offsite parking venue a part of the project plan.
3. Plan your communication frequency, reporting frequency and agreements.
One of the most underutilized tools in the project manager’s toolbox is the communication plan. Maximizing this early in the process has benefits such as having a more engaged project team, reduced conflict and confusion, and getting more support from stakeholders.
Modern project managers need to see themselves as communication managers: “We are responsible for ensuring that important information is shared, that key stakeholders are updated about the project status, and that team members are focused and engaged.” The plan can take the form of regular status updates or project reports, face-to-face and online meetings and periodic project evaluations.
Mapa will be facilitating a workshop titled “Project Management Skills for Everyday Tasks” on June 27-28, 2017, which will be held at Inquirer Academy. It is designed to help anyone who is assigned a project to effectively plan and execute management tools.
The Inquirer Academy is located at 4168 Don Chino Roces Ave. corner Ponte St., Makati City. For more information about the workshop, you may e-mail ask@inquireracademy.com or call (632) 834-1557 or 771-2715 and look for Jerald Miguel. Visit also our website at www.inquireracademy.com.
The author is the executive director of Inquirer Academy.