Summarize this article with an AI assistant.
ChatGPT
Perplexity
Claude
Google AI
Grok
Mistral
Projects can be quite stressful, especially for project managers and business owners. There are many challenges for a small business owner to overcome when they’re planning and executing a project on time and within the budget.
In order to prevent a project from going wrong, a manager needs to employ proper planning and management, but they also need to have the right tools. Research has shown that companies that develop project management practices save nearly 30 times more money than those that don’t. So, before a business owner invests their resources (and their team’s effort), it’s vital to get prepared.
The tips in this blog will help any project manager ensure the projects under their supervision are completed smoothly and successfully.
Why is project management important in the first place?
“Failing to plan is planning to fail.” It’s an old adage, but it’s a good one! Project management takes an important role in business because it helps project teams to complete tasks on time and within the budget while still meeting all the goals that the project sets. Without good management, project success could still happen, but it might take a lot longer, cost extra, or be fraught with setbacks.
Look at it this way: suppose two grad students are told to write their Master’s thesis. Both have the same due date for the paper, which will (understandably) be a complex project. One grad student doesn’t plan out their project; they suppose they’ll just tackle it when they have the time. The other graduate student sets out a detailed plan with proper objectives; they set specific goals to finish their research by a certain date, their data analysis by another date, writing the first few chapters by a specific date, and so on. In a way, they set up their own project deliverables to keep themself on track.
Who’s more likely to succeed? Obviously, the student who sets project goals to complete their thesis. The student who didn’t give themself any mid-project objectives might still finish the thesis, but odds are, they’ll face a lot more stress along the way. They’ll probably go into “sleep debt” navigating the all-nighters they have to pull to finish their thesis in time. The quality of their writing might suffer, too.
In a business context, project management works very similarly: project management focuses on guiding the entire project lifecycle so it goes off without a hitch, so to speak. The rest of this guide walks through some tips that small business owners and project managers can follow to make their project management efforts as successful as possible.
Planning is crucial
No matter how great the project scope is (or isn’t), taking enough time to plan the project out will save time, money, and effort down the road. In addition, proper planning will help create the right expectations for both clients and project team members.
Smart project managers, whether they’re tackling software development or implementing a new HR system (or anything in between), include as many details as possible in their plan. They go over each task to check if they are really as simple as they seem, or if it will take more staff to deliver. They consider the entire project life cycle, thinking about supply timelines and ensuring that it’s realistic to expect that everyone involved will be able to complete their portion of the project.
Finally, good program managers establish clear objectives. Although this might sound simple, the keyword here is “clear.” It’s essential to ensure that all team members know exactly what they are aiming for and what they should expect to walk away with once the project is done.
Improve communication about the project plan
Ineffective communications are the reason why many projects fail to meet their original objectives.
No matter how diligent a manager is when it comes to planning, they also need to think about how they are going to share those plans with their team members and clients. Will the employees know what is expected of them without having to ask about their tasks for the day? Can the client expect regular updates at certain times instead of constantly calling or emailing to inquire about the status of the project?
This might require a bit of trial and error; many project management professionals experiment with different manners of communication with employees and clients until they find a method that works for their situation. Then they incorporate it into the project management process.
Find the right tools for the project management process
Companies that use project management tools are more likely to complete projects on time, especially compared to those that do not use them.
Project management approaches look different for every business. A small team might need simple checklists for project activities written down on a whiteboard on a daily basis, while bigger organizations that deal with sensitive data may need more sophisticated tools for managing projects. For instance, while the legal admissibility of electronic documents might not be a concern for all companies, organizations that practice legal project management need their digital information to be reliable and available in order to function and go about their daily business.
Using Project Management Software
Luckily, there’s a number of project management tools to choose from. Popular platforms like Basecamp, Asana, and Trello allow teams to assign tasks and share updates even on their smartphones. Many of these tools offer free trials so businesses can figure out what works for their teams. So, instead of buying the latest version, a project manager can take several days to test out what the team will use. For organizations managing multiple projects simultaneously, or teams that need visibility into budgets, resource capacity, and financial performance alongside task tracking, more advanced platforms like Celoxis provide a unified system for project portfolio management.
Project managers need to be exemplary leaders for their project teams
Project managers are in charge of guiding the entire team, which means that they need to cultivate a range of project management skills and leadership practices. Many professionals follow different project management methodologies, but most have some common practices to help them manage projects effectively.
Throughout a project, managers need to optimize the skills of the team members in order to ensure timely completion, be adept at solving problems, communicate effectively, engage and motivate employees, face challenges without faltering, and be able to multitask. Program management is tough!
Depending on the situation, a project manager might also decide to mentor or coach an individual to increase commitment to a project, achieve the desired result, and improve their productivity. Coaching programs are a great way to train the entire team in project management basics, help them evolve as leaders in their own roles, and, at the same time, help project managers improve their leadership skills.
Document everything to monitor project progress
A paper trail is a great asset in project management. Many project management professionals make a habit of following up all verbal decisions and conversations with an email containing key takeaways. That creates a paper trail they can consult later if confusion ever arises. Managers can also encourage their team members to take notes at every meeting and share them among themselves.
Many managers find it helpful to make it obvious who is assigned which task, when deadlines are due, and keep the schedule somewhere everyone can easily access it. It could be a Trello board, a Google calendar, or a simple whiteboard in the office.
By ensuring that everyone is keeping track of project costs, requirements, expectations, decisions, and communications, a manager can build a project management culture and make sure every team member is keeping track of their work. Documenting everything will also help avoid unwelcome surprises and reduce the risk of confronting an unsatisfied client at the end of the project.
Ask for feedback about the project plan and execution
Even the best project management techniques aren’t perfect. Asking for feedback is a great way to stay on top of the project’s progress and figure out what is working for both employees and clients. For instance, a project manager might learn that their team members might perform better if they spend more time planning the project instead of doing the daily check-ins they think are valuable during the execution phase. Perhaps their resource allocation was skewed, and it made it hard for a particular employee to complete their part of the project execution.
Or maybe they need to employ more agile project management, starting with a broader vision and learning as they tackle small goals that bring that vision to life. Or maybe they need to move from an agile project management methodology to a more traditional one. There’s no way for a project manager to know if they’re employing effective project management unless they ask (or there’s outright project failure).
A big part of project monitoring should be asking for feedback at regular intervals: after coaching employees, starting a new project management method, or implementing a new policy.
Final Thoughts
Project management doesn’t necessarily mean working more; it means working smarter during each project phase. Smart project managers think of management as a way to plan and steadily drive their business to success in the long run, all while saving time and resources. It’s more than just another task in an already busy workday.
Even if a business owner doesn’t apply specific project management practices, implementing these simple project management skills can lead to increased productivity and reduced costs, a win-win situation for the owner, their employees, and their customers.
Disclaimer: The content on this page is for information purposes only and does not constitute legal, tax, or accounting advice. For specific questions about any of these topics, seek the counsel of a licensed professional.
