Estimated reading time: 4 minutes
A project is defined as “a piece of planned work or an activity that is finished over a period of time and intended to achieve a particular purpose”. We have projects in our personal and professional lives. Work related projects might be things that we do frequently like recruiting a new software engineer. It’s a planned activity that happens over time and is intended to achieve a particular purpose – hire the best software engineer. Projects could also be work that happens less frequently like a software implementation.
While sometimes organizations engage with outside consultants to manage projects, often they look to their management team. Especially when budgets are tight. The reason I wanted to talk about projects today is because managers should be given the education and tools to manage these tasks well. At some point, they’re going to get asked to be on project teams and possibly lead the team.
Here are five key steps to managing a project. This could be a good time to discuss within the organization how managers learn these skills. Some organizations might have dedicated project management classes and that’s great. But other organizations might have training programs that already cover some of these topics. My point being, use what you have … just make sure that managers are up for the task.
STEP ONE: Defining the project. It’s possible that the initial thought about the task will come from senior management. And that’s fine. But senior management needs to communicate the goal of the project. What is the outcome expected from the project team? It’s possible that before the activity can begin, there might be discussions to clarify expectations. For instance, let’s say the organization decides to implement artificial intelligence (AI). What kind of AI tools might require additional conversations.
STEP TWO: Planning costs and timetable. Once a project is defined, then resources must be allocated and a timeline for the task has to be created. It’s possible that in defining the project some rough guidelines have been discussed but now is the time for details. I remember years ago working on a project to launch a training program. The most important thing was for the program to launch on time. The project team had almost a blank check to get the work done. That didn’t mean we were reckless with resources, but rather that we understood the top priority. Project teams will be evaluated on their ability to deliver results, on time, and within budget.
STEP THREE: Establishing the team. A project manager should be assigned as well as team members to work on the task. Using a RACI or MOCHA responsibility chart can help identify who will do what on the team. A couple of key activities that can help the team start off well is having an official launch meeting, attended by the sponsor and/or champion for the activity. And conducting a team building session, especially if team members do not know each other well.
STEP FOUR: Implementing the project. This is when the work gets done. Obviously, the work will be driven by the goals of the task. But the first three steps are a great way to set the team up for success. The launch meeting allows the team to understand the scope of the project. They have a budget and timetable to work with. Team building provides the group with tools to communicate well and work through challenges.
STEP FIVE: Wrap-up. Once the project is completed, the team should be allowed to properly debrief. What went well? What could we do differently next time? They can review their goals, budget, and timetable to see how the activity progressed and end results. Also, give the team time to celebrate their successes. The project manager might be asked to share a final wrap-up with senior management.
Working on a project is hard. Often, we’re asked to work on projects in addition to everything else we have going on. But projects can be great opportunities to learn new skills and build relationships around the organization. By providing the tools to be successful, the project is implemented well, and employees look forward to the next experience.
Image captured by Sharlyn Lauby at the Museum of Discovery and Science in Fort Lauderdale, FL
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