Project Management – A “101” Guide
- Dreams by Tasha Dee
- Jun 16, 2024
- 4 min read
What is a Project?
First and foremost, what is a project anyway? A project is a temporary endeavor to achieve a specific goal, such as producing a product, service, or result. It is distinct, with a clear starting and ending point, and is frequently limited by budget or workforce availability. Projects contrast with standard operation procedures (SOP) or business as usual (BAU), which is ongoing, repetitive work necessary to keep a business running. Project management is essential because it helps to ensure that projects are completed on time, within budget, and to the desired quality standards. Thus moving businesses forward.
Who are project managers, and what is project management?
Now that we have a definition for projects, let’s focus on defining the crucial role of the “project manager” and the practice of project management.
A project manager organizes, plans, and executes projects within budget and schedule constraints. They lead teams, communicate project goals to stakeholders, and ensure that the project is completed successfully. Whether it’s a marketing campaign, the construction of a building, the development of a computer system, or the launch of a new product, the project manager is accountable for the outcome of the project.
Project management involves supervising one or more teams to achieve project goals while adhering to specific limitations. This information is usually described in project documentation, like a charter created at the beginning of the process. The key factors to consider are scope, time, and budget. Scope refers to what must be accomplished or attained. Time pertains to when the outcomes or deliverables should be finished and the resources that are accessible. Budget is the financial goals to achieve and an estimate of anticipated expenses.
Top 3 PM skills to develop first.
To excel in project management, focus on developing key skills like communication, organization, problem-solving, and leadership. Project methodologies and tools are helpful but not a replacement for core competencies. Prioritizing skill development can help managers navigate complex projects and deliver successful outcomes for teams and organizations.
Communication - the ability to convey information and ideas effectively verbally and nonverbally. It includes the ability to listen actively, ask questions, and deliver messages in a way that is appropriate for the audience. Here are tips to improve your communication skills:
Be clear and concise. When you are communicating, be sure to use language that is clear and easy to understand. Avoid jargon and technical terms that your audience may not understand.
Be respectful. When you are communicating with others, be sure to be respectful of their time and their opinions. Listen carefully to what they have to say and avoid interrupting.
Be open to feedback. If you need clarification on whether you are communicating effectively, ask for input from others. It will help you to identify areas where you can improve.
Practice. The more you communicate, the better you will become at it.
Organization & Time Management - the process of organizing and planning how to divide your time between different activities, considering the urgency and the importance of all tasks (project and personal). It also includes managing team and stakeholder schedules, removing time-wasting activities, estimating task completion, understanding how team members work best, and managing personal time. As a project manager, you’re not just responsible for keeping yourself organized and managing your work — everyone else is relying on you, too. Here are tips to improve your organizing and time management skills:
Set clear goals and priorities. What do you want to achieve? What are the most critical tasks that need to get done?
Create a plan. How will you achieve your goals? What tasks need to get done? When will they need to be finished?
Break down large tasks into smaller ones. It will make them seem less daunting and more manageable.
Estimate how long each task will take. It will help you to create a realistic timeline.
Delegate tasks to others. It will free up your time to focus on the most critical tasks.
Set deadlines for yourself. It will help you to stay on track.
Track your progress. It will help you to see how you are doing and to adjust as needed.
Take breaks. It will help you to stay focused and productive.
Problem Solving - identifying a problem, understanding its causes, and developing and implementing a solution. It is a critical skill for success in project management and personal life. Some common problem-solving techniques are Root cause analysis, SWOT analysis, 5 Whys, and Brainstorming.
Problem-solving can be broken down into the following process:
Define the problem. What is the problem that you are trying to solve? What are the symptoms of the problem?
Understand the causes of the problem. What are the underlying causes of the problem? What factors are contributing to the problem?
Identify possible solutions. What are some possible solutions to the problem? What are the pros and cons of each solution?
Select a solution. Which solution is the best fit for the problem?
Implement the solution. How will you implement the solution? What resources will you need?
Evaluate the solution. Did the solution solve the problem? If not, what can you do to improve the solution?
Here are some tips for improving your problem-solving skills:
Be curious. Don’t be afraid to ask questions and dig deeper into the problem.
Be open-minded. Don’t be afraid to consider different solutions, even if they seem unconventional.
Be creative. Don’t be afraid to think outside the box and develop new solutions.
Be persistent. Don’t give up if the first solution doesn’t work. Keep trying until you find a solution that works.
LinkedIn Learning Courses
· Project Management Reinvented for Non-Project Managers: Welcome to the fascinating world of project management - https://www.linkedin.com/learning/project-management-reinvented-for-non-project-managers/welcome-to-the-fascinating-world-of-project-management
· The 12-step process from The Top 10 Project Management Mistakes—and How to Avoid Them - https://www.linkedin.com/learning/the-top-10-project-management-mistakes-and-how-to-avoid-them/the-12-step-process
References:
Phillips, Joseph (2004). PMP Project Management Professional Study Guide. p. 354. ISBN 0072230622.
Baratta, Angelo (2006). "The triple constraint a triple illusion". PMI. Retrieved December 22, 2020.
Nokes, Sebastian; Kelly, Sean (2007). The Definitive Guide to Project Management: The Fast Track to Getting the Job Done on Time and on Budget. ISBN 9780273710974.
"What is Project Management?". Project Management Institute. Retrieved June 4, 2014.
Dinsmore, Paul C.; Cooke-Davies, Terence J. (November 4, 2005). Right Projects Done Right: From Business Strategy to Successful Project Implementation. p. 35. ISBN 0787971138.
Cattani, G.; Ferriani, S.; Frederiksen, L.; Florian, T. (2011). Project-Based Organizing and Strategic Management. Advances in Strategic Management. Vol. 28. Emerald. ISBN 978-1780521930.
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