Try these 5 easy steps
Project management can be stressful at the best of times. Poor communication, low team motivation and unclarified objectives are just a few of the problems that can thwart you. Following the steps explained below, however, can smooth the way to Project Management perfection.
Step One: Clarify and Question
When given a project to manage the first important step is to clarify any terms and deliverables i.e. what you're expected to produce by a certain date. Most people are excellent at this part. What a lot of project managers fail to do, however, is to probe and question the finer details of the project.
Will the other party accept a different method / workforce / deliverable if it is cheaper / better quality / unique / eco-friendly? Is the deadline set absolute or could it reasonably moved if contractors fail to deliver? Would the client be happy to receive the deliverables before the deadline or have they set that particular date for a reason? Of course you can go back to the other party at any point during the project but answering all of these questions at the start not only shave off time and money once the project has begun but also makes you look more professional; as a person who can foresee and manage potential problems before they arise.
Step Two: Communicate Briefs Clearly
Once you have clarified your own brief you then need to write and send briefs to any contractors or laborers working on the project. Always submit briefs in writing, verbal agreements - even with people you've worked with before and know well - are a risky strategy if anything goes wrong. You need to, at all times, document and evidence the things you have done to make the project a success. Deadlines should be made clear, deliverables should be broken down in simple terms and anyone you communicate with should be given ample opportunity at the beginning of the project to ask their own questions about the terms. Encourage questions early on as the last thing you want is to find yourself with a barrage of emails/telephone calls later when you'll be dealing with other elements of the project.
Step Three: Ban To-Do Lists
Ever noticed that you rarely get to the bottom of your to-do list? It's a psychological trick your mind plays. The look of a to-do list is intimidating, especially if it's a long one, and can easily overwhelm you into doing less. The best way to get around this is to ban to-do list. Instead use an electronic calendar or a diary and schedule in tasks throughout the week. Book them in as appointments. This may sound unlikely but the feeling of only having to deal with one task at a time is far less over-whelming. At the end of the day simply take a look at the appointments you've been able to keep. Any you haven't been able to keep should be scheduled in for early the next morning in order to keep up with the work load.
Step Four: Be Honest About Problems
As a project manager you might deal with tens of difficult situations every day but sometimes a big problem arises that could seriously jeopordize delivering the project on time. When this happens the best thing to do is be honest with the other party. Draw up a list of possible solutions and approach them explaining the situation. Ask them which solution they'd prefer and always go with their recommendation. The reasons for this are simple: if they've approved a solution the responsibility rests with them. You've been transparent about the status of the project and provided several solutions, they have been the people to have the final say. This protects you and again shows the other party that you are communicative and innovative when problems arrive.
Step 5: Double Checking
Human error is just one of those things that can't be avoided. People are inevitably tired, over-worked, demotivated or troubled at some point during their week and consequently are going to make mistakes. You might be one of these people. If you do any work that is going to be seen by the other party have it double-checked and in turn double-check the work of others before presenting it. In doing this you'll be satisfying quality assurance which will undoubtedly bring you peace of mind about the end result.
After you've done all this all that remains is to present the deliverables, sit back on your chair with a drink and relax after a job well done.
Susan A Black
http://gadgetsteria.com/2011/06/29/ipad-or-ibad-the-missing-apps-we%E2%80%99re-all-waiting-for/
About Susan Black
Susan grew up in rural Wisconsin but now lives in New York City with her two daughters.