#planning Archives | Project Management Nerd

15 strategies for managing time, tasks and projects

I’ve put together a list related to your time, tasks and projects below. This is based on my experience managing an online project management office.

Firstly, I strongly advise creating a thorough business plan. This important step lets you set your vision, mission, and goals. With this foundational document, you can map out the operational and project-related tasks needed to bring your vision to life in an organised way.

Numerous platforms are available to help you with your time, tasks and projects Each one has particular strengths for managing projects. I have personally used Microsoft Project, Trello, and Monday.com, among others. I recently started using Notion, an amazing application with project planning features, communication team channels, and customisation options that tailor your system to your specifications. You ought to explore it since it’s a useful tool.

Further Reading | The importance of setting goals |

Time Management

Arrange jobs according to priority by using the Eisenhower Matrix (quadrant approach) to divide them into four categories: urgent/important, urgent/not important, urgent/not important, and neither. Prioritise the most crucial things first.

1. Establish Specific Goals

Specify your immediate and long-term objectives. You’ll be better able to manage your time because you’ll know exactly what you’re aiming for.

Further Reading |How to manage a saboteur in your team |

2. Time Blocking

Set up particular time slots for various kinds of work. As an illustration, designate a block of time for meetings, email checks, and concentrated work.

Further Reading |Book Review – “Doing Agile Right: transformation without chaos” |

3. Employ Time Management Tools

To help you keep organised and responsible, make use of digital tools such as calendars, task management apps (like Trello, Asana), and time-tracking apps (like Toggl).

Refrain from multitasking as it can lead to a decline in productivity. To finish a task effectively, concentrate on it one at a time.

As your company expands, assign responsibilities to team members or think about outsourcing to free up your time for more strategic endeavours.

Further Reading |PMBOK Principle 6 – LEADERSHIP |

Organising Tasks

4. Make a To-Do List

Make a list of things you need to get done every day. As new jobs are assigned, update the list.

Further Reading |What are processes in a project management framework? |

5. Establish Achievable Deadlines

Be honest about how long things will take and establish deadlines that are doable. Don’t pack too much into your calendar.

Further Reading |What are some effective strategies for remote team collaboration? |

6. Divide Up the Work into Manageable Steps

Big tasks can be intimidating. To make them more reachable, break them up into smaller, more doable tasks.

Further Reading |Case Study – Improving Team Communication Skills |

7. Employ a Task Management System

To efficiently organise and prioritise work, use a task management system such as Getting Things Done (GTD) or Kanban (e.g., Trello).

Further Reading |How to Promote Team Collaboration in Your Organisation |

8. Review and Update Frequently

Make sure you’re working on the most important and relevant things by regularly going over your to-do list. Refresh as needed.

Further Reading |PMBOK Principle 8 -BUILDING QUALITY |

9. Batch Similar jobs

To boost productivity, combine related jobs into one group. Manage all of your emails and phone calls, for instance, inside designated time slots.

Further Reading |PMBOK Principle 4 – VALUE FOCUS |

Project Administration

10. Plan your projects

Clearly state the goals, parameters, and deliverables of the work. Make a project plan with assigned tasks, due dates, and roles.

Further Reading |Project Quality Management |

11. Employ project management software

Asana, Monday.com, Jira, Notion and other programs can be used to monitor project status and facilitate teamwork.

Further Reading |PMBOK Principle 7 – THE ART OF TAILORING |

12. Communication

Good communication involves informing your team and making sure that everyone is aware of their responsibilities for the project. Stand-up meetings or routine check-ins can be beneficial.

Further Reading |10 Post Pandemic Project Management Skills |

13. Risk

Risk assessment is the process of identifying possible risks and developing backup strategies to deal with them. This can keep unanticipated problems from causing your initiatives to fail.

Further Reading |PMBOK Principle 10 – NAVIGATING RISKS |

14. Regularly Monitor and Adjust

Keep an eye on the status of the project at all times, and be prepared to make changes as necessary. Being adaptable is essential in a fast-paced professional setting.

Further Reading |PMBOK Principle 3 – EFFECTIVELY ENGAGE WITH STAKEHOLDERS |

15. Celebrate Milestones

To inspire your team and keep spirits up, acknowledge and commemorate the accomplishment of project milestones.

Further Reading |Project Closure and Lessons Learned |

In Summary

Keep in mind that efficient time, task, and project management is a continuous process that might require trial and error in order to identify the most efficient strategies for your particular company. Be willing to modify your strategies as your company expands and changes.

Glen McNeill is the Founder of the Project Management Nerd, an organisation that provides training and certification for aspiring project managers. He also runs an online PMO. Glen also has a diverse background in both finance and sport. He is highly regarded in the industry for his expertise and innovative approach to project management.

How do you manage a software development team effectively?

There are several obstacles to overcome when leading a development team, such as unforeseen setbacks, growing complexity, and conflicting priorities. Effective team management requires careful consideration of the following factors if you’re a project manager or scrum master:

Project Vision and Goals

Clearly state the project’s objectives, parameters, and expected results. Ensure that the group is aware of the project’s importance in relation to the organisation’s overall plan.

Agile Methodologies

To improve task management and project monitoring, adopt agile approaches like Scrum or Kanban. Divide the project into doable sprints or iterations and use Jira or Trello or other similar tools for effective task and workflow management.

Further Reading: | Book Review – “Doing Agile Right: transformation without chaos” |

Clear Communication

Plan regular meetings to talk about progress, problems, and possible solutions. Examples of these include sprint planning sessions, retrospectives, and daily stand-ups. Use real-time communication platforms such as Microsoft Teams or Slack for collaboration.

Further reading: | How to Promote Team Collaboration in Your Organisation |

Tools and Resources

Make sure your group has access to the tools and assistance it needs to overcome challenges. Make training and skill development investments to keep your personnel knowledgeable about the newest technologies and industry best practises.

Testing and Quality Assurance

To identify and fix problems early in the development process, put in place a strong framework for testing and quality assurance. This covers code reviews, automated and manual testing, and setting up pipelines for continuous integration and continuous deployment, or CI/CD.

Feedback and Ongoing Improvement

Encourage the sharing of helpful criticism in order to foster a culture of ongoing improvement. Assess team performance on a regular basis, identify areas for development, and implement changes to optimise the process.

Further Reading: | PMBOK Principle 9 – NAVIGATING PROJECT COMPLEXITY |

These tactics provide a disciplined framework for leading a software development team, prioritising project management, encouraging open communication, and stressing continuous improvement and quality.

Glen McNeill is the Founder of the Project Management Nerd, an organization that provides training and certification for aspiring project managers. With a diverse background in both finance and sport, Glen has achieved success in a variety of fields. He is highly regarded in the industry for his expertise and innovative approach to project management.

How to Promote Team Collaboration in Your Organisation

Finding a careful balance—a dynamic interaction similar to the idea of yin and yang—is essential to encouraging team collaboration. Managers who are skillful at balancing attention to detail with a more comprehensive, holistic viewpoint are essential for effective team leadership.

The path to cultivating a positive work environment may be challenging, but it can be achieved through unwavering commitment to certain principles. Maintaining open and constant communication makes sure that everyone in the team is informed and involved. Clear expectations and clear goal-setting help focus individual efforts on a group objective, improving team performance. Together, these tactics foster a positive, collaborative, and productive work environment.

Here are some additional tactics managers can use to promote cooperation and teamwork:

Lead by Example

By modelling these characteristics themselves, managers can provide a powerful example of cooperation and teamwork. Members of a team are more inclined to follow suit when they witness their leaders valuing and actively working together.

Clear Communication

Promote candid and open dialogue among team members. Make sure team members are kept updated on objectives, milestones, and developments on a regular basis. To keep everyone informed, use a variety of communication methods, including meetings, emails, and messaging apps.

Further Reading: | Case Study – Improving Team Communication Skills |

Clarify your objectives and goals

Make sure everyone is aware of their part in accomplishing the team’s goals and objectives by clearly defining them. Team members are more likely to work well together when they are working towards a common goal.

Assign Duties and Positions

Assign team members specific tasks and responsibilities according to their areas of experience and skill. In addition to guaranteeing that every team member contributes to the project’s success, this lessens confusion and effort duplication.

Further Reading: |PMBOK Principle 6 – LEADERSHIP |

Encourage Trust

Cooperation is built on trust. Leaders should foster an atmosphere where employees can freely express their thoughts, collaborate on projects, and own up to errors without worrying about consequences. Allowing team members the freedom to decide within their area of expertise is an additional component of trust.

Provide Tools and Resources

Make sure your staff has access to the equipment, resources, and training they need to carry out their jobs well. It’s critical to remove obstacles that impede collaboration, such as a lack of resources.

Further Reading: | PMBOK Principle 9 – NAVIGATING PROJECT COMPLEXITY |

Promote Inclusion and Diversity

Welcome differences on your team. Diverse teams can provide more original solutions because they bring a variety of perspectives to the table. Make sure that each team member has a sense of inclusion and worth.

Promote a Culture of Collaboration

Establish a culture where cooperation and teamwork are valued. Acknowledge and honour cooperative efforts, and recognise group accomplishments. Promote knowledge sharing and cooperation amongst departments.

Utilise Technology

Make use of technologies and collaborative tools that make project management and communication easier. Collaborative document editing, video conferencing, and project management software are examples of tools that can improve teamwork, particularly in distributed or remote teams.

Further Reading: | 10 Post Pandemic Project Management Skills |

Frequent Team-Building Exercises

Plan events and team-building exercises to improve relationships within the team. These might be social (like team lunches and trips) or work-related (like brainstorming sessions and workshops).

Comments and Ongoing Development

Promote an environment that is always improving. To improve collaboration, routinely ask team members for feedback and utilise that information to make the required changes to workflows and processes.

Resolution of Conflicts

Resolve disputes and conflicts in a timely and productive manner. Instruct your group on how to settle disputes amicably by reaching a settlement and not allowing them to fester.

Further Reading: | How to manage a saboteur in your team |

Recognition

This can be accomplished through official recognition programmes, bonuses, or even just by expressing gratitude for a job well done.

Measure and Track

To evaluate the success of team collaboration, use measurements and key performance indicators (KPIs). Review progress frequently and make necessary strategy adjustments.

Managers may foster a culture of cooperation and teamwork by putting these tactics into practise. This will eventually improve organisational outcomes, employee satisfaction, and productivity.

PMBOK Principle 10 – NAVIGATING RISKS

Discover the art of navigating risks in project management, maximizing opportunities, and minimizing threats.

Introduction

In project management, risks are uncertain events or conditions that can impact project objectives positively or negatively. While identified risks may or may not occur, project teams strive to identify and evaluate both known and emergent risks throughout the project life cycle.

Maximizing Opportunities and Decreasing Threats

Project teams aim to maximize positive risks, known as opportunities, while minimizing exposure to negative risks, referred to as threats. Threats can lead to issues like delays, cost overruns, technical failures, performance shortfalls, or reputational damage.

On the other hand, opportunities can bring benefits such as reduced time and cost, improved performance, increased market share, or an enhanced reputation.

Additionally, project teams continuously monitor the overall project risk, which represents the effect of uncertainty on the project as a whole.

Managing Overall Project Risk

Overall project risk arises from all sources of uncertainty, including individual risks, and reflects the exposure of stakeholders to the implications of variations in project outcomes, both positive and negative. The management of overall project risk aims to keep the project risk exposure within an acceptable range.

Strategies for managing overall project risk include reducing drivers of threats, promoting drivers of opportunities, and maximizing the probability of achieving project objectives.

Michael M. Bissonette

In today’s fast-paced, constantly changing, and extremely competitive environment, risk management is more important than ever for businesses hoping to find their footing in the global market.

Understanding Risk Appetite and Risk Threshold

Project team members engage with relevant stakeholders to understand their risk appetite and risk thresholds. Risk appetite describes the level of uncertainty an organization or individual is willing to accept in anticipation of a reward.

Risk threshold, on the other hand, measures the acceptable variation around an objective and reflects the risk appetite of the organization and stakeholders.

For instance, a risk threshold of ±5% around a cost objective indicates a lower risk appetite compared to a risk threshold of ±10%. The risk appetite and risk threshold guide the project team in navigating risks throughout the project.

Project Management Institute

This is an update and expansion upon PMI’s popular reference, The Practice Standard for Project Risk Management.

Effective Risk Responses

Implementing effective and appropriate risk responses can mitigate individual and overall project threats while enhancing individual and overall opportunities.

When identifying potential risk responses, project teams should consider several characteristics, including:

Appropriateness and timeliness in relation to the significance of the risk.
Cost-effectiveness to ensure efficient resource allocation.
Realism within the project context to ensure feasibility.
Agreement by relevant stakeholders for a comprehensive approach.
Ownership by a responsible person to ensure accountability.

David Hillson, Peter Simon

The book includes: • An entirely new chapter on managing risk in programs, which is an important dimension in today’s world of ever more complex initiatives

Risks Across Organizational Levels

Risks can exist within different levels of an organization, including the enterprise, portfolio, program, project, and product.

In the case of projects that are part of a program or portfolio, risks can influence the realization of benefits and overall value.

Therefore, consistent risk evaluation, planning, and proactive risk implementation are vital for organizations and project teams to minimize costs associated with reactive issue management.

Conclusion

Effectively navigating risks is crucial in project management. By understanding risk appetite, setting risk thresholds, and implementing appropriate risk responses, project teams can maximize opportunities and minimize threats.

Consistent evaluation, planning, and proactive risk management can save organizations and project teams valuable resources in the long run.

Project Quality Management

Explore the principles of quality management in project delivery, covering planning, assurance, control, and continuous improvement for success.

Achieving Excellence through Quality Management in Project Delivery

Introduction

Quality management plays a pivotal role in project success. It encompasses a range of principles and techniques, including quality planning, assurance, control, and continuous improvement.

By embracing these aspects, project managers can ensure the delivery of high-quality projects that meet or exceed stakeholder expectations.

Quality planning serves as the cornerstone for achieving effective quality management. It involves defining the quality objectives, identifying the quality standards and metrics, and determining the processes required to achieve those objectives.

A comprehensive quality plan serves as a roadmap, outlining the actions, resources, and responsibilities needed to deliver a quality project.

Quality Planning

Quality planning serves as the foundation for effective quality management.

It involves defining clear quality objectives, identifying the appropriate quality standards, and determining the necessary processes to achieve those objectives.

By developing a comprehensive quality plan, project managers establish a roadmap that outlines the actions, resources, and responsibilities needed to deliver a project of high quality.

By defining quality objectives, such as reducing defects by 20%, identifying relevant quality standards, such as ISO 9001, and developing processes that focus on thorough testing and inspection, you can create a roadmap for achieving project excellence.”

Quality Assurance

Quality assurance ensures project execution aligns with defined quality standards.

It involves conducting regular audits, inspections, and reviews to identify any deviations from the quality plan and taking prompt corrective actions.

By implementing effective quality assurance measures, project teams can instill confidence in stakeholders and maintain the integrity of the project’s deliverables.

Kenneth Rose

This edition presents case examples that illuminate the theory of quality planning, assurance, and control with real-world narratives, including situation, analysis, and lessons learned.

Regular audits, inspections, and reviews can enable you to identify any deviations from the quality plan and take corrective actions.

This ensures that our project is on track and meets the defined quality standards.

Quality Control:

Quality control refers to the activities performed to monitor and verify that the project’s deliverables meet the specified quality requirements.

It involves inspections, tests, measurements, and data analysis to identify any defects, errors, or deviations from the quality standards.

By implementing robust quality control mechanisms, project teams can identify issues early on and take corrective actions to prevent them from impacting the final product or service.

Through rigorous inspections, tests, and data analysis, we can identify and rectify any defects or deviations from the quality standards. This ensures that the final deliverables meet the desired level of quality.

Further Reading: |Project Closure and Lessons Learned|10 Post Pandemic Project Management Skills|

Timothy J. Kloppenborg, Joseph A. Petrick

Make breakthroughs in project quality by combining project management with quality management – this books shows you how.

Quality Management With Continuous Improvement

Continuous improvement is a fundamental principle of quality management.

It involves adopting a mindset of consistently seeking ways to enhance processes, practices, and outcomes.

Project teams should foster a culture of learning and innovation, encouraging the identification of improvement opportunities and the implementation of corrective actions.

By embracing continuous improvement, projects can evolve and adapt to changing circumstances, delivering even better results over time.

Continuous improvement involves adopting a mindset of consistently seeking ways to enhance processes, practices, and outcomes.
PM Nerd

For example: “By fostering a culture of continuous improvement, we encourage our team members to suggest and implement process enhancements. This allows us to continuously raise the bar and deliver better outcomes with each project.”

Joakim Ahlstrom

Comprehensive, detailed, and easy to read and understand, How to Succeed with Continuous Improvement takes you through a real-life case study of one organization’s journey to a world-class continuous improvement process.

Quality Management Metrics and Measurement

Quality metrics and measurement play a crucial role in assessing the project’s quality performance.

These metrics can include defect rates, customer satisfaction scores, adherence to schedule, and other key performance indicators.

By collecting and analyzing relevant data, project managers can gain insights into the project’s overall quality, identify trends, and make informed decisions to drive quality improvements.

By measuring and tracking defect rates, customer satisfaction scores, and adherence to schedule, we gain valuable insights into our project’s quality performance. This enables us to make data-driven decisions and implement targeted improvements.

Further Reading: |PMBOK Principle 7 – THE ART OF TAILORING|

Stakeholder Engagement

Effective quality management requires active involvement and engagement of stakeholders.

By engaging stakeholders throughout the project lifecycle, project managers can gain a better understanding of their expectations and quality requirements.

Regular communication, feedback loops, and collaborative decision-making ensure that the project aligns with stakeholder needs and delivers the desired level of quality.

Through regular communication and engagement with stakeholders, you can ensure that their expectations and quality requirements are understood.

This collaborative approach allows us to meet their needs and deliver a project that satisfies their quality standards.

Further Reading: |PMBOK Principle 3 – EFFECTIVELY ENGAGE WITH STAKEHOLDERS|

Quality Culture

Developing a quality culture within the project team and the organization is vital for long-term success.

A quality culture fosters a shared commitment to excellence, where all team members are responsible for upholding quality standards and continuously seeking improvement.

This culture should be supported by leadership, embedded in processes, and reinforced through training and recognition of quality achievements.

By fostering a quality culture, you can empower your team members to take ownership of quality and continuously strive for excellence.

This commitment to quality is driven by leadership support, integrated processes, and recognition of quality achievements.”

Further Reading: |PMBOK Principle 8 -BUILDING QUALITY|

Conclusion

Quality management is a cornerstone of successful project delivery.

By embracing the principles and techniques of quality planning, assurance, control, and continuous improvement, project managers can create a framework for delivering high-quality results that meet or exceed stakeholder expectations.

Adopting a quality culture, engaging stakeholders, utilizing relevant metrics and measurements, and ensuring a smooth flow in writing are essential components of effective quality management.

Let us prioritize quality in our projects, for it is through quality that we achieve excellence.

Further Reading: |Top 10 Project Management Trends Developing in 2023|

PMBOK Principle 9 – NAVIGATING PROJECT COMPLEXITY

Explore the sources and characteristics of project complexity, from human behavior to technological innovation, and learn how to navigate it successfully.

Introduction

In the world of project management, projects are more than just a collection of tasks. They are intricate systems comprising various elements that interact with each other.

However, these interactions can give rise to complexity, which poses significant challenges to project teams.

Complexity can be attributed to factors such as human behavior, system behavior, ambiguity, and technological innovation.

In this article, we will delve deeper into the sources of complexity and explore strategies to effectively navigate and manage it in project environments.

Understanding Complexity in Projects

Complexity, in the context of projects, refers to the intricate and interdependent nature of the project elements and their interactions.

It emerges from the relationships among project components and their connections with external systems and the project environment. The degree of complexity in a project is determined by the nature and number of these interactions.

A project’s complexity is determined by the nature and number of interactions.

While complexity cannot be entirely controlled, project teams can adapt their approaches and modify their activities to address the impacts that arise from complexity.

However, foreseeing the emergence of complexity can be challenging due to the multitude of factors involved. Various interactions, such as risks, dependencies, events, and relationships, can give rise to complexity, making it difficult to isolate a specific cause. Complexity in projects can emerge unexpectedly, necessitating a proactive and adaptable approach to project management.

Factors Contributing to Complexity

To understand complexity in projects, it is essential to recognize the key factors that contribute to its emergence.

Human Behaviour

One such factor is human behavior, which encompasses the conduct, demeanors, attitudes, and experiences of individuals involved in the project. Human behavior can introduce subjectivity and personal agendas that may conflict with the project’s goals and objectives.

Additionally, stakeholders located in remote locations may have different time zones, speak different languages, and adhere to distinct cultural norms, further increasing the complexity of project interactions.

System Behavior

System behavior is another significant contributor to complexity. It refers to the dynamic interdependencies within and among project elements. For example, when integrating different technology systems, threats may arise that could impact project outcomes and success. The interactions among components of the project system can lead to interconnected risks, create emerging or unforeseeable issues, and generate unclear and disproportional cause-and-effect relationships.

Uncertainty and Ambiguity

Ambiguity arises when a situation is unclear or when it is challenging to anticipate or comprehend what to expect. It can stem from having multiple options or a lack of clarity regarding the optimal choice.

Unclear or misleading events, emerging issues, and subjective situations can also contribute to ambiguity in projects.

On the other hand, uncertainty refers to the lack of understanding and awareness of issues, events, paths to follow, or solutions to pursue.

It encompasses the probabilities associated with alternative actions, reactions, and outcomes. Uncertainty includes both “known unknowns” and “unknown unknowns,” the latter referring to emerging factors that are completely outside of existing knowledge or experience.

Kathleen Hass

Discover a new model for managing today’s complex projects

Technological Innovation

Technological innovation, a pervasive force in modern project management, can also introduce complexity.

Innovations, such as the introduction of desktop computing and social media, have fundamentally transformed the way project work is performed.

However, the uncertainty surrounding new technologies and their application contributes to complexity. Technological innovations can either help propel projects toward a solution or disrupt the project when associated uncertainties are not adequately addressed.

Kieran Duck

The essential guide for project managers and leaders.

Navigating Complexity

Successfully navigating complexity requires a proactive and adaptive approach by project teams.

Complexity can manifest in any area of the project and at any point in its life cycle. Therefore, project teams must remain vigilant and continuously monitor the project components as well as the project as a whole for signs of complexity.

Developing a holistic understanding of complex adaptive systems and embracing systems thinking is crucial for effective project management in complex environments.

Complexity requires a proactive and adaptive approach

Additionally, drawing from past project experiences, fostering experimentation, and promoting continuous learning related to system interactions significantly enhance a project team’s ability to navigate complexity when it emerges.

By identifying complexity indicators early on, project teams can proactively adapt their approaches and plans to navigate potential disruptions to effective project delivery.

Addressing complexity requires a multidimensional perspective, considering the interplay between human behavior, system behavior, ambiguity, and technological innovation.

Dr. Wesley E. Donahue

Diverse competencies are required of effective project managers and leaders.

Conclusion

Project complexity poses significant challenges to project teams, requiring them to navigate intricate interactions among project elements, human behavior, system behavior, ambiguity, and technological innovation.

By understanding the sources and characteristics of complexity and adopting proactive strategies, project teams can mitigate its impacts and enhance the likelihood of delivering successful projects.

Embracing adaptability and continuous learning is key to effectively managing complexity in today’s project environments.

|PMBOK Principle 1 – Be a Diligent, Respectful, and Caring Steward|

|PMBOK Principle 2 – Create a Collaborative Project Team Environment|

|PMBOK Principle 3 – EFFECTIVELY ENGAGE WITH STAKEHOLDERS|

|PMBOK Principle 4 – VALUE FOCUS|

|PMBOK Principle 5 – System Thinking|

|PMBOK Principle 6 – LEADERSHIP|

|PMBOK Principle 7 – THE ART OF TAILORING|

|PMBOK Principle 8 -BUILDING QUALITY|

Project Closure and Lessons Learned

Discover the importance of formal project closure, including handover, evaluations, and lessons learned, for continuous improvement and future success.

Introduction

Completing a project is a significant milestone, but it’s not the end of the road for project managers. The final phase, project closure, is often overlooked or rushed, yet it holds immense value in ensuring project success and continuous improvement.

In this article, we will delve into the importance of formal project closur. This includes essential activities such as project handover, finalizing documentation, post-project evaluations, and capturing lessons.

Project Handover

During project closure, one crucial activity is the smooth transition of deliverables to the stakeholders or end users.

Project handover involves transferring ownership and responsibility for the project’s outcomes.

This step ensures that the benefits of the project are realized and that the stakeholders are equipped to maintain and operate the deliverables effectively.

Jason Westland

The Project Management Life Cycle reveals the unique Method 123 Project Management Methodology by defining the phases, activities and tasks required to complete a project.

Finalizing Documentation

Documentation is the backbone of any project.

As part of the closure process, it is vital to ensure that all project documentation, including project plans, requirements, design specifications, and test results, are properly organized, updated, and archived.

This documentation serves as a valuable reference for future projects, audits, or compliance purposes.

Conducting Post-Project Evaluations

Post-project evaluations play a crucial role in assessing the project’s overall performance, identifying successes, and pinpointing areas for improvement.

By conducting a comprehensive evaluation, project managers can gain valuable insights into what worked well and what could have been done differently.

This information is vital for enhancing future project planning and execution.

Capturing Lessons Learned

One of the most valuable aspects of project closure is the opportunity to capture lessons learned.

Lessons learned refer to the knowledge and experiences gained throughout the project’s lifecycle. By documenting these insights, project managers and teams can identify best practices, avoid potential pitfalls, and promote continuous improvement in future projects. Lessons learned can range from technical aspects to team dynamics, communication, risk management, and more.

Ginger Levin

This handbook presents a cohesive compilation of program management knowledge from more than 20 certified PgMPs.

Future Improvements

The lessons learned from one project can be applied to benefit future projects.

By incorporating the knowledge gained, organizations can enhance their project management processes, methodologies, and tools.

This enables more efficient project execution, improved stakeholder satisfaction, and increased chances of project success.

Lessons learned can also facilitate knowledge sharing among team members, fostering a culture of continuous learning and growth.

Conclusion

Formal project closure is a critical phase that should not be underestimated or rushed. It provides the opportunity to tie up loose ends, transfer project deliverables, and ensure the project’s success in the long run.

By embracing project closure as an integral part of the project management lifecycle, organizations can enhance their project delivery capabilities and establish a strong foundation for future success.

So, let’s not overlook the power of project closure and the valuable lessons it offers. Embrace the closure phase, learn from it, and watch your future projects thrive.

Further Project Management Reading

PMBOK Principle 7 – THE ART OF TAILORING

In the world of project management, many beginners mistakenly believe that selecting a single methodology is necessary for efficient project execution. However, this is far from the truth. The reality is that projects often require a blend of different methodology elements to address the specific constraints they face. This is where the concept of tailoring, introduced in Principle 7 of PMBOK, becomes crucial in enabling adaptability to various situations.

Introduction

Adapting to the unique objectives, stakeholders, and complexity of the environment is crucial for project success.

Tailoring, the deliberate adaptation of approach, governance, and processes, plays a pivotal role in achieving favorable outcomes.

By tailoring project systems and considering interrelated complexities, teams maximize value, manage constraints, and improve performance.

This article explores the significance of tailoring and its impact on project success, highlighting the benefits and iterative nature of this process.

The Importance of Tailoring

Tailoring entails customizing the project approach, governance, and processes to suit the specific project context.

Every project exists within a distinct environment, influenced by factors such as the business environment, team size, uncertainty, and complexity.

Project teams meticulously select the appropriate framework, ensuring flexibility to consistently achieve positive outcomes throughout the project life cycle.

Tailoring decisions may involve accepting established methodologies or explicitly selecting elements that align with project characteristics. Regardless, tailoring is indispensable in optimizing project value and adapting to evolving circumstances.

Determining the Most Appropriate Methods

While projects may share common elements, their contexts are often unique due to dynamic organizational factors. The project team’s responsibility lies in carefully examining the project’s conditions to determine the most suitable methods for achieving desired outcomes.

Leveraging existing methodologies or common ways of working can guide tailoring efforts. While adopting the parent organization’s methodology provides consistency, tailoring is still necessary to align with individual project requirements.

Organizational policies and procedures establish the authorized boundaries within which tailoring can occur, ensuring a balance between standardization and adaptability.

Cost, Value, and Process Efficiency

Tailoring the project management approach involves considering the time and cost implications of various processes.

Untailored processes may offer minimal value while increasing costs and extending the schedule.

Tailoring involves selecting and utilizing processes, methods, and artifacts that align with the project’s unique characteristics and deliver maximum value.
PMBOK 2021

By making informed decisions regarding process-related costs and their contribution to project outcomes, project teams can optimize resource utilization. This approach enhances project efficiency, reduces waste, and supports the achievement of desired results.

Communicating Tailoring Decisions

In addition to tailoring the approach, effective communication of tailoring decisions to stakeholders is crucial.

Transparency ensures that project team members understand the chosen methods and processes that relate to their roles and responsibilities.

Stakeholder involvement in defining the tailored approach fosters deeper commitment and a customer-oriented focus.

Clear communication facilitates alignment, minimizing misunderstandings and promoting project success.

The Benefits of Tailoring

Tailoring a project approach to the unique characteristics of the project and its environment yields numerous benefits.

These include deeper commitment from team members, reduced waste of actions and resources, customer-oriented focus, and more efficient utilization of project resources.

Additionally, tailored projects foster increased innovation, efficiency, and productivity.

They enable lessons learned to be shared and applied to future projects, facilitate continuous improvement of the organization’s methodology, promote experimentation for discovering better outcomes, and integrate methods and practices effectively within multidisciplinary teams.

Tailoring enhances the organization’s adaptability in the long run.

The Iterative Nature of Tailoring

Tailoring is an iterative process throughout the project life cycle.

Project teams collect feedback from stakeholders to evaluate the effectiveness of the tailored methods and processes, continuously adding value to the organization.

This iterative approach ensures ongoing adaptation and refinement to align with evolving project dynamics.

By embracing feedback and making necessary adjustments, project teams can enhance their performance and increase the likelihood of project success.

Conclusion

Tailoring is the key to unlocking project success. By adapting the approach, governance, and processes to suit the project’s unique objectives and environment, project teams maximize value, improve efficiency, and foster innovation, ultimately driving project success and organizational growth.

|PMBOK Principle 1 – Be a Diligent, Respectful, and Caring Steward|

|PMBOK Principle 2 – Create a Collaborative Project Team Environment|

|PMBOK Principle 3 – EFFECTIVELY ENGAGE WITH STAKEHOLDERS|

|PMBOK Principle 4 – VALUE FOCUS|

|PMBOK Principle 5 – System Thinking|

|PMBOK Principle 6 – LEADERSHIP|

PMBOK Principle 5 – SYSTEM THINKING

Discover the power of systems thinking in project management. Learn how it drives success, adaptation, and stakeholder alignment.

Projects and System Thinking

In the world of project management, understanding the concept of systems thinking is crucial for success. A system is not just a collection of independent components, but a unified whole where each part interacts and depends on the others.

Similarly, a project is a complex entity that operates within dynamic circumstances, exhibiting the characteristics of a system.

When approaching a project, it is essential to adopt a holistic view. Project teams must recognize that a project is a system in itself, composed of various working parts that need to function harmoniously.

Moreover, projects are not isolated entities; they are part of larger systems. A project’s deliverable may become an integral component of a broader system, such as a program or a portfolio, to realize even greater benefits. These interconnected structures are referred to as a “system of systems.”

Within a project, there may be subsystems that need to integrate effectively to achieve the intended outcome. Consider a scenario where different project teams are responsible for developing separate components of a deliverable.

For successful project completion, all these components must integrate seamlessly. This requires regular interaction and alignment among the project teams working on the subsystems. By fostering collaboration and communication, the project can function as a cohesive system.

Donella H. Meadows, Diana Wright

The classic book on systems thinking—with more than half a million copies sold worldwide!

Timing Elements

Systems thinking also involves considering the timing elements of a project. It entails understanding how the project’s deliverables evolve and enable progress over time.

For instance, if project deliverables are released incrementally, each release expands upon the cumulative outcomes and capabilities of previous versions. This iterative approach ensures that the project’s intended outcomes are realized progressively, providing value at each step.

As projects unfold, it’s important to recognize that internal and external conditions are in a constant state of flux. Even a single change can trigger a ripple effect throughout the project.

For instance, in a large construction project, a change in requirements can lead to contractual modifications with contractors, subcontractors, and suppliers. These changes subsequently impact various aspects of the project, including cost, schedule, scope, and performance.

To address such changes, project teams need to follow change control protocols and obtain approvals from entities in external systems, such as service providers, regulators, financiers, and government authorities.

While some changes can be anticipated, many others emerge in real time throughout the project’s life cycle. This is where systems thinking becomes invaluable.

By constantly monitoring and adapting to internal and external conditions, project teams can navigate a wide spectrum of changes and their resulting impacts, ensuring alignment with stakeholders’ needs and expectations.

Systems thinking extends beyond the project itself to encompass the project team and its interactions within the project system. Often, projects bring together a diverse team with individuals from different backgrounds and organizations, all working towards a common objective.

This diversity brings valuable perspectives and expertise, but it also requires the team to find effective ways to leverage those differences.

By establishing a synthesized team culture that embraces a common vision, language, and toolset, project team members can collaborate seamlessly, increasing the probability of project success.

Henry Burton

Learn one of the most essential skills to be successful in this decade

Skills Required

To develop a systems view of a project, project teams should possess specific skills. These include:

empathy with the business areas,
critical thinking with a big picture focus,
challenging assumptions and mental models,
seeking external review and advice,
using integrated methods,
artifacts for a shared understanding of project work, and
utilizing modelling and scenarios to envision system dynamics.

Michael C. Jackson

Leaders of leading international bodies such as the UN, OECD, UNESCO and WHO have all declared that systems thinking is an essential leadership skill for managing the complexity of the economic, social and environmental issues that confront decision makers.

Key Benefits

Adopting systems thinking offers numerous benefits.

It enables early consideration of uncertainty, risk, and unintended consequences, allowing for exploration of alternatives and adjustment of assumptions and plans throughout the project life cycle.
It provides ongoing information and insights that inform planning, delivery, and clear communication with stakeholders. By aligning project goals and objectives with the customer organization’s vision, projects become more responsive to changing needs.
Systems thinking also facilitates the identification of synergies, savings and opportunities across projects, leading to better decision-making and more comprehensive risk management.

Conclusion

In conclusion, systems thinking is a fundamental mindset for successful project management. By embracing this approach, project teams can navigate complex and dynamic environments, adapt to changes, and ensure alignment with stakeholders’ expectations.

Through effective systems thinking, projects can achieve their intended outcomes and contribute to the overall success of organizations.

The 5 Biggest Abandoned Megaprojects in the World

In the realm of project management, there are valuable lessons to be learned from the haunting beauty of abandoned megaprojects. These structures, once symbols of grand ambitions and aspirations, now stand as tangible reminders of the delicate balance between vision and execution.

Introduction

Throughout history, ambitious construction projects have captivated the world with their grandeur and promise. However, not all endeavors reach their intended completion, leaving behind eerie remnants of what could have been. In this blog, we explore five of the biggest abandoned megaprojects that stand as haunting reminders of both human ambition and the passage of time.

Discover the haunting beauty of the world’s largest abandoned megaprojects. From forgotten theme parks to towering relics of the past, this video takes you on a journey through the development and demise of these ambitious endeavors.

Hashima Island, Japan: Located off the coast of Nagasaki, Hashima Island was once a bustling coal mining facility. With its dense population and high-rise apartment blocks, it earned the nickname “Battleship Island.” However, after the coal industry declined, the island was abruptly abandoned in 1974. Today, its decaying buildings and crumbling infrastructure stand as a ghostly testament to the legacy of industrialization.

Wonderland Amusement Park, China: Nestled in the outskirts of Beijing, the Wonderland Amusement Park was intended to be Asia’s largest theme park. Construction began in the 1990s but was halted due to financial difficulties. The skeletal structures of partially completed rides and buildings now loom over the landscape, earning the site the moniker “Ghost Town.” Despite various redevelopment plans, the park remains abandoned, serving as a haunting reminder of unrealized dreams.
Memphis Pyramid, USA: Originally designed as a sports and entertainment venue, the Memphis Pyramid in Tennessee was intended to rival the pyramids of ancient Egypt in its grandeur. However, the project faced financial challenges and underwent several transformations before finally being repurposed as a Bass Pro Shops megastore in 2015. The juxtaposition of the pyramid’s impressive exterior with its current retail function creates an intriguing visual spectacle.

Berlin Tempelhof Airport, Germany: Tempelhof Airport in Berlin was once a symbol of Nazi power and later played a crucial role during the Cold War as an air bridge for the city. However, the airport ceased operations in 2008 and was transformed into a public park. The vast runways and empty terminals still bear witness to its storied past, serving as a reminder of Berlin’s turbulent history.

Torre de David, Venezuela: The Torre de David, with its unfinished concrete exterior and improvised living spaces, stands as a stark symbol of the socio-economic challenges faced by Venezuela. Despite its irregular and often dangerous living conditions, the tower became a testament to human resilience and adaptation. In 2014, the government initiated a relocation process for the residents, and the building remains vacant, awaiting a future that is yet to be determined.

Conclusion

Exploring these abandoned megaprojects provides us with a sobering reminder of the unpredictable nature of project outcomes, even in the face of grand ambitions. These remnants of unrealized dreams shed light on the importance of effective project management, highlighting the need for careful planning, adaptability, and foresight.

The stories behind these abandoned megaprojects teach us valuable lessons about the complexities and challenges inherent in bringing large-scale visions to life. They serve as cautionary tales, reminding us that factors such as financial constraints, changing circumstances, and unforeseen obstacles can derail even the most ambitious endeavors.

Robert L Nitschke

Robert L. Nitschke introduces you to the five concepts and how to implement them to keep PROJECT FAILURES FROM KILLING US!

By studying these abandoned structures, we gain insights into the balance between aspirations and the realities of execution. We witness the consequences of inadequate risk assessment, poor stakeholder management, and insufficient contingency plans. These projects illustrate that the success of any undertaking, no matter how monumental, hinges on meticulous project management and a proactive approach to identifying and addressing potential roadblocks.

As we marvel at the haunting beauty of these abandoned sites, let us not only appreciate their aesthetic allure but also contemplate the vital role project management plays in shaping their destinies. By embracing the lessons learned from these abandoned megaprojects, we can strive to develop more resilient and successful projects in the future.

Ultimately, these abandoned megaprojects remind us that project outcomes are not always as anticipated. They demonstrate the importance of adaptability, continuous evaluation, and effective decision-making throughout the project lifecycle. By embracing these principles, we can strive to minimize the risk of abandonment and maximize the chances of realizing our grand visions. Only by learning from the past can we shape a future where ambitious projects stand strong, inspiring generations to come.

Further Reading: 10 Project Failures That Stunned The World | Project Failures – Sydney Opera House

Time Management

1. Establish Specific Goals

2. Time Blocking

3. Employ Time Management Tools

Organising Tasks

4. Make a To-Do List

5. Establish Achievable Deadlines

6. Divide Up the Work into Manageable Steps

7. Employ a Task Management System

8. Review and Update Frequently

9. Batch Similar jobs

Project Administration

10. Plan your projects

11. Employ project management software

12. Communication

13. Risk

14. Regularly Monitor and Adjust

15. Celebrate Milestones

In Summary

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Project Vision and Goals

Agile Methodologies

Clear Communication

Tools and Resources

Testing and Quality Assurance

Feedback and Ongoing Improvement

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Lead by Example

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Clear Communication

Clarify your objectives and goals

Assign Duties and Positions

Encourage Trust

Provide Tools and Resources

Promote Inclusion and Diversity

Promote a Culture of Collaboration

Utilise Technology

Frequent Team-Building Exercises

Comments and Ongoing Development

Resolution of Conflicts

Recognition

Measure and Track

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Introduction

Maximizing Opportunities and Decreasing Threats

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Managing Overall Project Risk

Michael M. Bissonette

Understanding Risk Appetite and Risk Threshold

Project Management Institute

Effective Risk Responses

David Hillson, Peter Simon

Risks Across Organizational Levels

Conclusion

Further Reading

Achieving Excellence through Quality Management in Project Delivery

Introduction

Quality Planning

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Quality Assurance

Kenneth Rose

Quality Control:

Timothy J. Kloppenborg, Joseph A. Petrick

Quality Management With Continuous Improvement

Joakim Ahlstrom

Quality Management Metrics and Measurement

Stakeholder Engagement

Quality Culture

Conclusion

Introduction

Understanding Complexity in Projects

Factors Contributing to Complexity

Human Behaviour

System Behavior

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Uncertainty and Ambiguity

Kathleen Hass

Technological Innovation

Kieran Duck

Navigating Complexity

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“21 Agile Pain Points”

Get Your free eBook:

“21 Agile Pain Points”

Get Your free eBook:

“21 Agile Pain Points”

Get Your free eBook:

“21 Agile Pain Points”

Get Your free eBook:

“21 Agile Pain Points”

Get our free eBook:

“21 Agile Pain Points”