Project Management
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Failing To Plan Is Planning To Fail
- Overview
A project is a temporary effort to create a unique product, service, or result. A project is temporary in that it has a clear start and end time, and therefore a clear scope and resources.
A project is unique in that it is not a routine operation, but a specific set of operations designed to achieve a single goal. As a result, project teams often include people who don't normally work together—sometimes from different organizations and across multiple geographies.
Developing software to improve business processes, constructing a building or bridge, relief efforts after a natural disaster, expanding sales into new geographic markets—all are projects.
All of this must be professionally managed to deliver the results, learning and integration the organization needs, on time and on budget.
Project management, then, is the application of knowledge, skills, tools and techniques to project activities to meet project requirements.
Project management processes fall into five groups: Initiating, Planning, Executing, Monitoring and Controlling, and Closing.
Project management knowledge draws on ten areas: integration, scope, time, cost, quality, procurement, human resources, communications, risk management, and stakeholder management.
- The Goals and Objectives of Project Management
In project management, goals are broad, high-level statements that define the overall purpose and desired outcome of a project, while objectives are specific, measurable, achievable, relevant, and time-bound (SMART) steps that outline how to achieve the project goals. Essentially, goals provide the "why" and objectives provide the "how" for project success.
Goals:
- Represent the overarching aspirations of a project.
- Are often related to the business strategy or overall organizational objectives.
- May require multiple projects to achieve.
- Examples: "Increase customer satisfaction," or "Improve operational efficiency".
Objectives:
- Break down goals into smaller, more manageable tasks.
- Provide a clear roadmap for the project team.
- Are used to measure progress and track success.
- Examples: "Reduce customer wait times by 20% within the next quarter," or "Implement a new workflow that results in a 15% increase in productivity".
Key Differences:
- Scope: Goals are broader and higher-level, while objectives are more specific and detailed.
- Measurement: Objectives are typically more measurable and have defined metrics, while goals may be more qualitative.
- Timeframe: Objectives often have specific timeframes for completion, while goals may have a longer-term focus.
Benefits of using goals and objectives:
- Clear direction: Goals and objectives provide a clear roadmap for the project team, ensuring everyone is working towards the same vision.
- Improved communication: Clearly defined goals and objectives help team members understand their roles and responsibilities, leading to better communication and collaboration.
- Enhanced motivation: SMART objectives can be motivating for team members, as they provide a sense of accomplishment when milestones are reached.
- Better resource allocation: Objectives help project managers allocate resources effectively, ensuring that the right people are assigned to the right tasks.
- Increased accountability: Objectives provide a framework for measuring progress and accountability, ensuring that the project team remains on track.
- Virtual Project Management
Virtual project management is the process of managing projects through remote or virtual teams. When teams are spread across different time zones, they still need to be assigned tasks, and work must be monitored and tracked to ensure it's progressing as planned. As more teams work from home, virtual project management becomes even more clear.
While the basics remain the same, such as the life cycle of a project and the various disciplines that control every aspect of the project, there are differences. And it's a big deal. These managed teams are not in one place, but scattered in the corners of the world. Not having physical contact with the team creates new obstacles that case managers must overcome.
Key Strategies for Successful Virtual Project Management:
- Define Clear Communication Channels and Protocols: Establish clear communication channels and protocols, such as regular video conferencing, email, and instant messaging.
- Leverage Technology Effectively: Utilize project management software, cloud-based collaboration tools, and other technologies to streamline communication and collaboration.
- Foster a Culture of Trust and Collaboration: Encourage open communication, active listening, and a willingness to collaborate across geographical and cultural boundaries.
- Provide Adequate Training and Support: Ensure that team members have the necessary technical skills and support to effectively utilize technology and communicate across different time zones.
- Embrace Cultural Sensitivity: Be mindful of cultural differences in communication styles, work ethics, and management approaches.
- Prioritize Team-Building Activities: Facilitate team-building activities, both virtual and physical, to foster a sense of community and strengthen relationships among team members.
- Use Project Management Software: Tools like Asana, Monday.com, Wrike, Trello, ClickUp and ProjectManager can help streamline processes and keep distributed teams synchronized.
[More to come ...]
