What is the Reason Behind Your Process and How Can That Lead to Success?

Proper understanding of your project is necessary to ensure success. The success of a project can be easily defined by meeting your deadline and finishing under budget. However, as a project manager you must take in account the customer’s reaction and keep that in mind during the life cycle of the project. You need to understand the customer’s needs and to make sure that your project delivers just that. When you start out a project you need to look at some key factors.

First, you should take the time upfront to understand the need of the customer and establish that before the start of the project. You should then implement goals that your team needs to reach in order to meet the customers’ needs. Of course there will be variables in the project and unforeseen conflicts that will arise, like every project, however, you should map out all possible variables and resolutions to them as much as possible. Part of the role of a project manager is to analyze these issues up front before they become real fires.

For example, a project may be designing a custom textbook for a particular education course. By understanding students and their needs, you can analyze, set goals, problem solve, and make decisions along the way with the customer, or students, in this case, in mind. Let’s say that the custom book you are designing is a biology or scientific textbook. Since science textbooks often come with a number of vital terms, a project manager may identify that a proper glossary or index is maintained through the life of the project. Ultimately, by knowing that the custom book is directed and will land in the hands of a student who is taking a difficult science course up front, a project manager is able to make decisions based on this.

You should always measure and report the three standard measures of a successful project. The first to make sure that the project is completed on time. This can be achieved by following a rigid time table and by making sure all milestones within a project are met and are met on time. Second, you need to look at cost. Tracking how much you spend to make the product and how much effort is going to be put into it is essential for a successful product. The third, is to always measure your progress towards your established goals.

You will want to report progress throughout the whole project including any decisions that were made or changes in the specifications along the way. By reminding your team of the customers’ expectations and needs, they will ultimately keep those needs in check. You will want to keep coworkers and clients up to date on the status of every project. If there are any decisions or problems that arise that you aren’t comfortable with, always address the issues with your team or with the client. This will reinforce progress and help boost morale among the team and trust from your customers. Customers that are happy with their final product will ultimately count on you for their next project.

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Budget Running Out? Some Useful Tips for a Project Manager

Properly estimating the overall budget of a project is absolutely an indispensable matter. Budget should be prepared comprehensively before starting any sort of project activities. Failing to define the budget properly and doing project related activities without being conscious about the money available will inevitably lead towards project failure.

As a competent project manager, you must be extremely careful while preparing the overall budget for any project. All sorts of costs should be included here. For instance, in a software development project, you have to consider properly the infrastructure cost, hardware and software cost, maintenance cost, personnel cost, travel and training cost, network and communication cost etc. The carefully devised budget will not ensure the project success, but it will surely enhance the possibility of avoiding the project failure. This is because of the fact that the budget can be used as a benchmark which you can use for comparing the results of any project activity and finding any protective measures. If you want to achieve the project goals and objectives properly, it is really necessary for you to adhere to the budgetary guidelines and recommendations.

Moreover, as a project manager, you should be careful about involving all the stakeholders in a project. This process is generally known as the participative budgeting. As a team member of the project, the particular person must know his/her job better than anybody else involved in the process. That is why, if that person is consulted when preparing the budget, good and effective suggestions and recommendations must come out. This will be extremely helpful for preparing a good budget. Besides this, it will also improve the morale and self-confidence of the concerned person and better productivity can surely be expected from him/her.

In general, there are 3 factors that are mainly responsible for the budget deficit in a project. Firstly, there may be the case that proper market research or appropriate level of brainstorming were not done while preparing the budget. Inadequate data were collected, research methodologies were not followed properly, and the stakeholders and experts were not consulted in a proper manner. Secondly, too much optimism can be a serious problem for the budget forecasters. Thirdly, strategic misinterpretations may create severe problems when the budget is being estimated.

As a project manager, it’s your prime responsibility to monitor the whole project regularly throughout the project period so that you are instantly knowledgeable about the cost overruns in any project activity. If you are dealing with a project somehow related to infrastructure or technology, then you might experience that the cost overrun is a common phenomenon. You should take corrective measures as soon as any problem arises regarding budget deficit.

If the project manager becomes certain that the remaining activities of the project cannot be finished successfully with the available budget, he/she can take resort to different corrective measures. He/she can renegotiate with the project sponsors for the possibility of increasing the budget or for minimizing the scope of the project. If he/she fails to convince them, then he/she should immediately start minimizing the cost and become totally alert in further activities. The project manager should also make sure that the overall quality of the project is not compromised at any level while minimizing cost.

As a project manager, I always try to find the exact reason for the budget problems. When I discover it, I give my 100% for the corrective actions. It is my tendency not to inform all the team members about the budget crisis so that they do not become anxious about it, which will ultimately reduce their productivity. Rather, I always seek the appropriate ways to minimize the cost from all possible levels. I also strive to negotiate with the top management and project sponsors and try to make them convinced about the necessity to increase the budget. In almost all the cases, I am the successful one.

In short, from the project management perspective, budgeting properly is absolutely a crucial matter. Lots of things in a project are totally dependent on it. That is why, the project manager must give his/her proper attention while preparing the budget.  He/she should consult with the top management and the project sponsors, in addition to every stakeholders of the project to make the budget a realistic one. Without giving appropriate attention while preparing the budgetary guidelines and cost estimations, there is no chance that the project will be an ultimate success. Hence, the project manager should always try to give his/her 100% in the budget preparation process, and make certain that all the project activities are being done according to the guidelines set in the budget.

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Tips for Choosing the Right Project Management Software

Unless one has been living under a rock for the last thirty years, it has become clear that managing a business in modern times is no easy feat. The internet and the information revolution have presented enterprises with unprecedented access to some of the most cutting-edge tools to help ease this burden. With such a plethora of options, choosing the right management software can be confusing. By examining a few important variables, the project manager can avoid wasting unnecessary time and aggravation when deciding what software is right for him.

Successful business operations rely on effective correspondence. What was once able to be accomplished by a few individuals now is achieved by project management software. It is of utmost importance when choosing a system to ensure that it provides the ability to communicate with clients in real time and gives a platform for conference calling while having the capability to post any feedback required. Simply put; the more channels to correspond between different parties, the better the overall outcome of the project.

Look for a platform which allows individuals to manage and schedule their own tasks. Although these duties need to be centralised within the system, different parties should be empowered to take on their own workloads while allowing them to work around their own schedules. One of the biggest snags of any project management system can be avoided here; that is, lack of internal efficiency.

Another critical component of project management is the ability to centrally store and retrieve files. It is well known that many companies have seen great deals of revenue lost simply because information was difficult to access. Storing data that can be easily recovered while under the umbrella of one streamlined program allows for on-the-fly adaptations whenever necessary.

Although information storage and cross-channel communications are vital, data and subsequent workloads need to be shared between different organisational levels. Make certain that the project management software chosen can cope with such complex operations. It should give the user an easy means to place different tasks in different folders and allocate these subsections into a user friendly structure.

These are to name but a few of the options one needs to examine when choosing project management software. By implementing the correct platform, projects can be completed on time and within the allocated budget. Data can be centrally stored and easily accessed. The management team can perform their tasks efficiently and ultimately, this internal competence will lead to very real external results.

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Identifying the Bottleneck in Your Project

Recently I happened to read a funny but insightful anecdote about routine work of a project manager in the IT sphere.

The project was to develop a 3D model of an elephant.

PM says “We will use a programming approach to implement a modular solution.”

So, the programmer takes a hippopotamus and adds a trunk and ears to it in order to make the hippo look like an elephant.

The client is not happy, “ Why is the trunk in the a….. (you know it) on the back ? Why do the ears fall on the eyes making it blindfolded ?”

PM agrees and orders the programmer to correct it. The programmer removes the trunk from the back and changes ears right to left.

Client complains again, “You have removed the trunk from the back together with the tail. Please fix the tail on the back. And one more problem. After your redesign of the ears, the elephant hears only from 8 am to 1o in the morning. The programmer insists the details were not given in the specifications.

Anyway, the PM makes the programmer to do it once more. .

Programmer makes the changes.

Now, the client is satisfied about the elephant but he has a second thought, “Now everything is ok. But I think it would have been better if you had taken a giraffe instead of a hippopotamus. Anyway, we can think about it in our next version. And .. can’t you add a pouch on the stomach and remove the trunk. So it will look like a kangaroo. I think it would be great.

Programmer is a bit cross and says, “ It was not in the specifications. I will not do it.”

PM does not want to lose the client, so he asks Programmer, “How long will it take you to do it ?” He answers, “two days”.

PM speaks to the client, “We can make a kangaroo from an elephant in 4 days and for additional 1000$.

The client says, “OK. Is it possible to add horns too?”

The story continues.

If you are an experienced project manager, I think, you have already got the bottom line. It is possible to continue it without an end. Though it is not very real, reality in project management is not so far from it… !

According reliable statistics, IT projects are the most difficult to control though risks are usually known from the beginning. Most of the bottlenecks  are described in books and articles about project management.  But knowledge helps to prevent and solve bottlenecks only partly because every project manager learns most lessons from their own mistakes.

My experience in project management comes mainly from IT projects. I have involved in managing software development and system integration projects. Most bottlenecks, that I had to deal with were in communication… !

You may start your marriage without listening to your partner and talking a little. In marriage, to talk a lot may ruin all the prospects. You might as well start the journey half blind. You will find the way anyhow as it comes. The truth is that we never start a family with so much of destination in mind.

Can we apply the same as project managers ?

I need to confess here. I am not very satisfied as a project manager. I am still trying to make myself better. You may not believe the extent to which projects were delayed and under-delivered due to mere lack of proper communication with my clients. Specially during the initial stages of projects, if there is not properly planned object oriented detailed communication with the clients, projects will suffer enormously. My dissatisfaction and constant desire to improve has helped me develop a precisely detailed, comprehensively formulated protocol for communication strategy.

There is one particular project that I would relate here to highlight how poor communication affected a project I managed. The project was to automate the workflow for a pension administration company that managed activity of several private pension funds. Our team included several programmers, their supervisor , a system analyst, a business analyst and a project manager (me). The team I worked with had already delivered projects of similar nature before. So, we were a bit too overconfident about our experience.

The problems started from the very beginning because heads of funds had their own vision about the expected software. They could not confirm their requirements and the negotiation took too much time and were not very successful.

Finally specifications were completed after much effort. But it contained a lot of “water” and poor details. Everyone continued to believe that the specifications were just a document and what mattered really was the results.

Now, with experience, I can identify this situation as a sign of a bottleneck. But that time I was not able to do it. So we all continued to think that everything was OK and during the project we would confirm requirements.

During the project customer changed the requirements thousand times and it was one more sign that indicated the presence of a bottleneck. The situation was getting serious. Programmers complained that they could not work in these circumstances. One programmer who played a very important role in developing left the project and  nobody could replace him. So we realized that this module we could not complete without help and after long discussions decided to  hire a subcontractor.  Finally, the project was delayed and brought no returns as expected.

Many project managers tend to leave doomed projects at the first signs of a failure before others in the team realize it. No one wants failed project to tarnish their portfolio.

My bitter experience in the said project made me understand  how important it is to identify a bottleneck well in advance and start to overcome it before the situation will be critical. Effective communication at the beginning of the project will ensure that the project will not be a failure.

If you have tools to estimate risks and mechanisms to overcome bottlenecks, the project can be saved and successfully completed.

Most project managers dealing with software development projects have major challenges in gathering relevant information and formulating requirements.  Often the situation is such that the client can’t precisely formulate the requirements in enough practical details without dedication and commitment of the project manager. As a result, either most critical information is lacking or irrelevant, non-specific and incorrect information is available.

Project manager’s hands on experience counts. If project manager is experienced enough, he (she) is poised to  understand the importance of proper communication with the client and the necessity to discuss all relevant details without leaving room for misunderstanding and potential frustrations. It is imperative that the project manager has a protocol for communication with the client. A properly developed protocol will help the PM delineate  functional requirements of the client. Further, systematic communication will help the client see beyond his limited span at times and realize full potential.

I firmly hold that the project manager has an additional duty of educating his client. This education will help the client see the practical limits of the project as it is most often the case. In certain situations, the client is also made to realize better and wider perspectives than he originally thought. It is not rare to see clients who change their whole outlook towards project outputs after  proper deliberation.

Project manager has to reason with the client and reason against him too. He needs to see beyond the limits of the project. He should try to get a full picture of client’s business and see how his project fits into that bigger picture. Unfortunately, you will see project managers making unnecessarily complicated long drawn projects full of too many functions for which their clients are burdened with heavy costs.

Waiting is not alway bad. Wait till your client becomes enlightened. Communicate well. Over communication will do no harm. Never have an opinion until the last moment. Educate the client. Let the educated and enlightened client paint it in his color. You need to follow.

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The 5 Must-Have Features for Project Management Software

When you are trying to keep track of different projects, project managers must display patience and the ability to sort through details. You will want to keep track of the time and money invested in the project. You should also be able to access this information easily whenever a team member, manager, or customer asks a question related to a particular project. Here are some five must-have features to your project management software.

1. Web Based – Web based software is vital in today’s business world. This will eliminate the need to install the software onto several different computers and obtain proper license for each, which can be timely and costly. Project managers should invest their time in researching or acquiring a web based project management tool to help organize records and information. This also helps collaborate with other team members and associates across different buildings, locations, countries, and time zones.
2. Effective Communication – Regardless of which web based tool or software you choose,  it should be equipped with proper communication tools. These tools should allow you to send emails, electronic task and responsibility functions, as well as notes to particular projects across team members at the click of a button. This feature is a crucial time saver because it saves time spent on instruction. You should also set up a discussion board or chat or comment interface in case there are any questions or concerns.
3. Assigning Tasks – Any project management tool or software should have the ability to electronically assign tasks, projects, and responsibilities to team members at the click of a button. You can track who is responsible for what task and what their goals and objectives are. This should also serve as a time management system where it tracks how long a particular team member spends on a project, thus eliminating the need for time cards and payroll discrepancies. You should use programs that have an automatic timer. This can calculate the time a team member spends on a project, without having to enter it manually.
4. Collaboration – Project managers should also incorporate software or tools that have collaboration features. This should be an effective way for you and your team members to discuss projects, tasks, etc. These programs should have the ability to comment on specific tasks, access and share files and upload and download them as necessary. This prevents the need to send large files through email, dealing with technical problems with those files, and having multiple versions of files, which is a recipe for disaster.
5. Reports – Project managers cannot survive without reports. Many project managers rely on detailed and color-coded spreadsheets to keep track of projects, time, costs, deadlines, etc. However, many project management tools and software come equipped with the ability to run reports. Many of these tools even have an “export to Excel” feature for those project managers who are forever in love with spreadsheets.

Project management software ultimately increases your level of efficiency and decreases your overall costs. In the world of project management, time is money. Before deciding on one specific tool, you should research different types of software or tools. You should also talk to your team members and get their feedback and opinions on the software, or if they have any recommendations on which tool or program would be best. All in all, don’t decide on a particular tool or software unless it incorporates all the features listed above.

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Project Managers: Leading When You’re Not Always the Leader

A leader does not necessarily need to have the title. Any team member can be a leader and an example for their coworkers. Being a leader involves having an informal approach to your colleagues, but to be there to put in the work as part of the team. A leader finds ways to build upon a project, to come up with ideas, and address concerns. A leader is not afraid to step up and accept the challenge when the task seems difficult or even impossible.

Companies have encouraged more project managers to step up and act as a leader, often times without the specific title. A good team leader practices excellent leadership skills, project management skills, and even displays people skills. You will need to communicate to your team members in a way that is friendly, professional, and provide positive feedback as necessary. It is important not to speak to your team members with a condescending or demeaning attitude.

To be an effective project manager and leader you need to be able to see the big picture and how this project benefits the company as a whole. You need to analyze the task and develop personal goals to ensure the project’s overall success while being mindful of your team members’ responsibilities. A good leader also steps in and helps out when a team member is falling behind or is struggling with a particular project. Leadership is not about praise, merit, or reward, or even the power. Leadership is about getting things done in the best way possible and coaching team members to display the attitude.

An important quality that project managers and leaders need to have is the ability to make decisions and problem solve, often times on a whim. Many projects have tight deadlines and little room in the schedule and budget to spend a lot of time on making decisions. As a result, this quality isn’t encouraged so much as it goes without saying.

Project managers and leaders, even if they aren’t leaders, need to realize their own roles and how it affects the team. You need to look at every situation from different points of view. Look at each task from a political, personal, and organizational point of view. Don’t be afraid to exert your influence. Show you are confident in your role and understand the task inside and out. Be sure to also establish yourself as a go-to for your team members.

Part of being an effective leader is knowing people. Observe your team members’ behavior. This will help you establish communication patterns and learn how to talk to your team members on a constructive level. It is important to always remember the importance of business ethics. Steer clear of problems and map out resolutions to help avoid conflict wherever necessary. Have a detailed plan of action for each task and let your team members modify it with their own approach, allowing time to ultimately reach goals.

Project managers often find themselves in the difficult position where they must act like a leader but aren’t really told to do so. This sort of situation happens naturally since project managers are proactive thinkers and doers and will do what it takes in order to make decisions, problem solve, and get projects done.

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10 Keys to Managing Remote Teams

In today’s technological society and business world, we have no choice but to adopt technology. Although one may argue that technology has complicated our lives, one also may argue that is has made us more efficient, helped us to become more organized, and even helped streamline our professional lives. As a result, we are able to perform business tasks and run businesses solely online. While this has become an added benefit to business, project managers encountered the challenge of managing teams remotely. Here are 10 methods to managing your remote team.

1. Get to Know Your Team – You should always begin by getting to know each other on your team. Unfortunately, one of the shortcomings of working with a remote team is that you most likely cannot meet in one conference room at one time and meet one another face to face. However, you can set up conference calls where you can voice chat via Skype where you can at least see the other people.
2. Set a Team Plan and Schedule – When you are managing different remote teams you should start by establishing a team plan. It is best to work out a communication plan and schedule. This is important since your team most likely consists of working with different team members based in areas all over the world. As a result, team members located in different time zones will work at various times and schedules.
3. Set Team Goals and Objectives – Project managers should also establish team goals and objectives and methods to achieve these goals. Each team member should be assigned a different responsibility and should tackle one area of a particular project. This way the work load is even and fair and is directed towards a team member’s particular skill set and experience level. When discussing team roles and responsibilities, don’t forget about yourself. Be sure to make it clear on what your role will be in the task and how you can be contacted if needed.
4. Set a Weekly Agenda – Setting a weekly agenda with your team should include different times of the day or week that you will be meeting to discuss projects in the pipeline and any issues or concerns that may arise. Use this time wisely. Be sure to stay on task and address any and all issues related to projects or the business as a whole.
5. Communicate – With working remotely, communication becomes even harder to maintain and manage. People may work at different schedules and different time zones which may be difficult for team members to ask you questions or your advice on addressing a particular issue. In order to address this, communication methods must be open at all times. Schedule a conference or video conference call often. Send out group emails addressing particular projects. Ask team members for feedback and updates on projects.
6. Leverage Technology – Project managers should use technology to their advantage when managing a remote team. It can be somewhat cumbersome to use email for the transfer of files and other data. It may be helpful to set up tasks using a web based project management tool, such as BaseCamp, in order to keep track of project tasks and responsibilities. These types of tools and systems also allow for comments and have chat features so you can touch base on team members on a particular task. You can also use Dropbox to update and transfer files easily. Many files are too large to send via email and it can be tricky when more than one person is working on a file.
7. Keep Detailed Records – While using technology and systems are great and work to your advantage, it is also pertinent for project managers to keep data and records of their own. You may choose to use your own program or spreadsheet to keep track of team goals and objectives, projects, budgets, etc. You can also choose to share this information with other team members via technology.
8. Don’t Micromanage – Project managers that are used to working in a physical, on site dynamic may have some difficulty transitioning to a remote team. As a result, it may be difficult or challenging to keep track of projects, deadlines, tasks, and team members that you can’t physically see each day. As a result, it can be easy to develop a micromanaging attitude. Do your best to avoid this. Micromanaging a remote team will surely result in failure if you are not careful.
9. Plan For Technical Difficulties – While technology created the ability to work remotely, it isn’t without its pitfalls. With relying on technology to work on a daily basis, it can also fail us. It is best to have team strategy put in place should technical difficulties occur. For example, no team members should be allowed to save crucial project data on their hard drives or machines. Computers break and crash all the time. They should be utilizing project servers, FTP sites, file sharing/backup services like DropBox, or other web based tools for storing files. If your team relies heavily on chat interfaces and email to communicate, have back up contact methods readily available, such as an alternate email or phone number.
10. Host Webinars – Host a webinar related to a particular project or training whenever possible. This may be most useful at the beginning of a project. By utilizing a webinar you can demonstrate strategies for attacking the project, important notes or points to remember, and analyze project specifications together.

Working remotely can be effective with these key points in mind. As a project manager, be sure that each team member is aware of his or her responsibilities and how much more important they are in working with a remote team. It is up to each member of the team to be proactive and responsible for his or her role in the project. Each team member should adhere to their roles and communicate with the one another when necessary so that each project is successful.

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The Top 10 Traits of a Successful Project Manager

Being a project manager is not easy. Not only do you have to be the most organized and put together individual on your team, you also have to worry about your job being on the line if a project is not finished successfully. While managing projects for Victory Productions, a small book and learning materials publisher, it was imperative that the projects I was managing were finished on time and within budget – after all, the education organizations we worked with were not known for being forgiving to those that squandered their very limited budgets.

Along with all that stress we face in managing projects, we also benefit from getting to collaborate with role-model team members (though they may be few and far between) and other project managers. In all these collaborations, I’ve put together my own list of traits I need to gain in order to better manage my projects:

1. Organized One of the top key traits of being a successful project manager is organization. You must be organized as a project manager. You must have the ability to keep track of tasks, budgets, deadlines, and follow ups as necessary. In addition, being organized will show team members that you are on top of things which will alleviate any stress or concerns about assigning or getting tasks done and done on time.
2. Detail-Oriented It is important for project managers to be able to sift through details. Some details may include minor specifications, deadlines, or other specific customer notes that should be considered during a project. As a project manager you will be given a lot of information and it is important for you to sort through and recognize errors or red flags or analyze schedules or deadlines accordingly.
3. Resourceful Project managers are resourceful. They utilize their skills and training and experience to sort out details and make decisions accordingly. They make do with the information and resources that are available to them, but they also know when to step in and ask questions.
4. Problem Solving Expert A big part of a project manager’s job is problem solving. In many project management roles you deal with conflict. Conflict is unavoidable, but you do have the power to find and reach a reasonable and rational resolution that is in everyone’s best interest, including the customer. You should not try to make this an exercise in power control but a chance to settle areas of conflict and allow compromise and a speedy resolution.
5. The Ability to Strategize The ability to strategize is also key to successful project management. Project managers must look at details, instructions, specifications, issues, etc. objectively and strategize a plan or solution from there. It is important to look at an issue from all angles to determine which plan or solution would work best for production, for the company, and for the customer.
6. Practice Effective Communication Practicing effective communication is an area in project management that cannot be overlooked. Communication can relate to the way you speak or write to someone or how a project or instructions are directed. When speaking or writing to someone, it is important to think about your words or wording beforehand. Remember that communication can be very easily misinterpreted, especially today when most correspondence is recorded in email. It is also important to think about your words and instructions before assigning or handing off a project to a team member or another department. Think of how someone will interpret your instructions or if they are clear.
7. Be Proactive Project managers are also proactive. Being proactive can sometimes go hand in hand with being resourceful. As a project manager you need to be proactive and understand the projects, tasks or assignments that land on your lap. Project managers that are proactive will recognize problematic areas in a project before it begins, address any issues or concerns before they become real fires, and ask questions and follow up when necessary.
8. Be Timely Remember that information should be given at the earliest possible time upon embarking on a new project or challenge. You should plan out your project and the tasks that each individual employee will need to accomplish and schedule accordingly. Remember that since each project has its own schedule and that the sooner you assign or hand off to someone, the sooner that person can do his or her job.
9. Training Training is another element of project management which shouldn’t be taken lightly. You will need to constantly provide information and training to your team members. By giving your team members the tools they need to succeed, you will also succeed as a project manager as your team’s efforts will result in high quality projects and happy customers. In addition, providing effective training will also reduce the amount of errors, miscommunications, and the need to continuously retrain.
10. Be Enthusiastic Show your enthusiasm. You should be excited about the tasks or projects you are about to take on. You should know that attitude is an element of success. Remember also that enthusiasm and positive attitudes are contagious. The more positivity you display the more your team members and coworkers will pick up on it. You should look forward to all the training and education you can receive. Make this a career rather than just a job. Love the challenge and rise up to it.

To summarize, in order to be a great project manager you should be able to plan out your tasks, organize, and plan accordingly. You should be able to manage your teams effectively and manage the distribution of important tasks. You should be able to sort through the details and information in projects and prioritize essential information and relay that information to your coworkers.

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Why Accurate Project Data is Important to Project Management and Business Decisions

Accurate data is necessary for a project manager’s daily tasks and decisions. If data is inaccurate in any area of the project work flow or structure, productivity will inevitably decline. Unfortunately, most companies aren’t 100% sure of how accurate their data really is. As a result, since there is a margin of error or gray area in the data, this can present a problem. Since it is unclear from the data where the error lies,project managers are unsure of where and how to fix the problem and how to make decisions based on this.

The first thing project managers should do is to recognize that there is in fact a margin of error. For example, projects that are handed off to different functional areas or departments are areas where many errors occur. In addition, project information that is shared among coworkers, team members, and clients is another area of error. The first thing to fixing the problem is recognizing there is one.

Secondly, project managers should address the severity of an error. Then, the error can be assessed and analyzed in order to identify where it lies and how it occurred. If there is incorrect data related to a project, or project specifications for example, it can affect the codes, budgets, files, etc. that correspond to that particular project. If the product information is incorrect it can affect the sales end of the project. All in all, project managers won’t be able to make sound, accurate decisions without proper, accurate data. So how should project managers address this and resolve it?

One way is to improve systems and software so they function properly and output real, live, correct data. Installing a robust software program can help fix many inaccuracies and prevent ordinary errors from occurring. The programs will look through your current system and cross reference with other files to make sure that the information is accurate. This way project managers can run reports, monitor communication in between departments, functional areas, and to and from clients.

A final solution to the problem of inaccurate data is to put a project manager at the front end of this that will ultimately analyze and cross reference all data. This particular project manager could also sit at the back end of a project and verify that all data, numbers, files, etc. are up to date and accurate before files are delivered to a client, for example. By having a “gate keeper” so to speak at the front and back end of projects, this will help minimize the margin of error. In addition, instilling this confidence in the back of the project manager’s mind will help him or her make sound project, customer, and product-related decisions.

It goes without saying how essential it is for businesses to verify that their data is up to date and accurate at all times. If it isn’t, the costs could be great. This could mean more than a monetary cost, it could cost assets, customers, and your overall reputation. To incorporate a data management software program to maintain accuracy in addition to staff resources to update the software, disregard the old, and analyze all data will save the company a lot of time, headaches, and money in the long run.

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5 Tips to Find the Right Project Manager

Are you responsible for hiring a project manager for your organization? The task can be challenging because the project manager is in charge of analyzing organizational requirements, managing team members, and handling the resources to ensure maximum output. In short, the project manager has the responsibility of delivering the final project on time and within budget.

If this is your first time hiring a project manager, there are steps you need to take. In this article, we’ll look into how you can hire the right project manager for the job:

Define the requirements – what exactly do you expect from the project manager? At this point, you may not have the exact scope of the project but having a list of the critical skills the project manager must have can help you shortlist the candidates. Look for candidates with previous experience in the field or have the necessary technical skills to handle the requirements.

Choose someone with leadership abilities – executives and human resource professionals who have worked with project managers in the past knows how important leadership skills are to complete the project. Finding a project manager that meets a specific set of criteria can be very difficult, especially since each project is unique. What is more important is to choose a project manager who is versatile and has leadership capabilities.

Gauge expertise based on previous work – the best way to find out whether a project manager will “work out” is to look at his work history. Were the previous projects completed on time and within budget? Find out whether he handled a small team or a large team as well. Get as much information as possible. It is also important to find out what kind of methodologies he uses in project management.

Assess communication skills – the project manager you hire should have strong written and verbal communication skills. He should be able to get the point across to team members who may come from different backgrounds. The requirements of the project must be understood by all stakeholders, from the management to team members.

Find out his work ethics – aside from the project manager’s professional skills, work ethics should also be considered in the hiring decision. Does he take responsibility for the mistakes committed by team members? It is also important to choose someone who is communicative, punctual, and who pays attention to details.

By doing all of the above, you’ll have a shortlist of qualified candidates who can fill the role of project manager in the organization.

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