Projects play a crucial role in a company’s overall success. With the increased competition in modern industries, businesses expect project managers to perform consistently at a rapid pace. However, to get results, effective project management practices should be implemented.
When it comes to project management, a project manager organizes, controls, and plans resources to maximize the efficiency and productivity of the team. Aside from the relevant technical skills, a project manager requires a combination of leadership and business management skills to ensure success.
If you’re new to project management, here are some of the practices you should know:
Communicate With Team Members
In project management, communication is crucial. You always need to keep in touch with your team members to succeed in your project. Besides, you would want to stay updated in every step of your project as anything may happen anytime. This way, you can quickly deal with possible issues if anything happens.
Fortunately, there are some ways to maintain consistent communication with your team. Other than learning how to fax from email for hassle-free communication, you can use the following strategies:
- Use A Project Communication Tool – Whether it’s a collaboration tool or a project management platform, be sure to have some avenue of communication besides emails.
- Hold Regular Meetings – It doesn’t mean you must have a meeting for every problem. Instead, hold meetings regularly to cover what everybody is working on. Depending on your preferences, it can be weekly or bi-weekly to give your team a chance to voice their concerns.
- Encourage Communication For Any Concern – There are instances that communication is the most significant barrier when reporting an issue. To resolve this, promote an open environment between you and your team members so that they’ll feel comfortable discussing any problem with you.
Use The Right Project Management Tools
Another project management practice for novices is to use the right tools for the job. There are various benefits of using project management software, and these include the following:
- It offers improved customer service and risk mitigation.
- It provides seamless communications and helps you stay within the budget.
- There’s limited scope creep because everybody has an allocated individual task.
- It helps with project monitoring.
- It provides a platform for easy management of project documents.
However, it’s wise to note that every project management tool is different. So, make sure to choose the best project management tool that matches your business, needs, and goals.
If possible, let your team members suggest possible project management tools that can be helpful for your projects. This way, you’ll be able to select the right and best tools that you and your team can use without any inconvenience.
Establish Project Objectives And Scope
As a project manager, regardless of your experience in the industry, it’s wise to develop a project scope and get it approved by the relevant parties. Establishing a clear list of objectives and a scope statement can make a difference to your project’s completion. The scope must answer basic questions, such as project constraints, performance standards, project goals, and project deliverables.
Avoid Scope Creep
It’s the best practice as a project manager since scope creep is a common project risk that you’ll face. Your scope defines the boundaries and outline of your project. However, you’ll be surprised how easy it is to lose sight of the boundaries when you’re in the execution phase. If you aren’t careful, you’ll find your project scope growing beyond the due dates you set for your deliverables.
To prevent scope creep in your project, here are the tips to know:
- Let Your Stakeholders Know Your Scope – They may not understand the process of procuring their deliverables unless you help your stakeholders. So, be sure to involve them when setting the project scope to know what’s expected, how changes affect those deliverables, and when it’s expected.
- Include Scope Creep In Your Risk Response Plan – Due to possible project changes caused by scope creep, it’s vital to create resource and scheduling buffers in your response plan.
Ensure Proper Documentation
The other project management practice you should know as a novice is always to keep a detailed project log explaining decisions. With proper documentation, you can quickly get new members up to speed in a short time. You and some project managers may also refer to the project records once they encounter similar problems.
Have A Risk Response Team
Navigating risks effectively and staying on top of everything may come in handy to have a risk response team. If there’s a problem, you need a team that may jump in and takes charge immediately. It should include individuals trained to take care of emergencies and those who can jump in regardless of what’s going on just to get the issues resolved in no time. Although it takes effort to set up a risk response team, you’ll enjoy its benefits in the long run.
Know Your Team
Depending on your industry and company, you’ll have a team assembled or a permanent one with every new project. Either way, getting to know your team is critical for managing them for successful projects. However, it can be challenging to join a different department or a new company.
There are several ways to get to know your team, and these include the following:
- Make Notes – Keeping track of the tasks and deadlines of your team members is your duty as a project manager. However, making notes regarding your team members may also help you know them better.
- Engage And Listen – When meeting with your project team, always pay attention to your attendees’ attitude, interest, and body language. Listen to what they need to say, encourage interaction, and ask questions. You also have to be professional, but never be afraid to throw in your sense of humor to break the ice.
If you want to become the most respectable and successful project manager one day, it’s always crucial to follow the above project management practices as a newbie. From maintaining consistent communication to using the right project management tools and knowing your team, you can be assured that you’re on the right path to success.