By Erin Palmer
How to Keep a Project on Track
Project managers are tasked with the responsibility of keeping projects on task and delivered to a client within a specified time frame. The idea of keeping a project focused might seem like an easy job in theory, but numerous curve balls could occur during the process that can get the project off track. Here are some tips to help you keep a project moving forward.
Create careful estimates
Making estimates as accurate as possible will go a long way towards keeping a project on track. Some projects are easy to estimate. However, too much unknown work will pull resources and time away from finishing a project on time. By developing a process at the start of a project that deals with unknowns, your estimates should be a realistic expectation of the actual output.
Utilize task experts for projects with lots of unknowns. The experts will have a better understanding of the pull and strain on the team necessary to complete a specific segment of the project. Review each segment with the estimating experts to make sure they have a clear understanding of the deliverables. Once estimates have been created and reviewed several times, the PM can feel confident knowing the project estimates are near their targets.
Effectively use of project status meetings
A project status meeting, when used effectively, will keep tasks moving forward and allow for open communication to flourish. All key team members should be expected to attend the meeting, so make the meetings a part of the regular routine. Also, never schedule the meetings during lunch or after regular work hours. Meetings should be scheduled at least 24 hours in advance so everyone can attend.
During the meeting, keep on-task and avoid unrelated topics. Have a plan in place for what needs to be covered. Minutes of the meeting should be recorded so ideas discussed can be called upon later for more investigation. At the end, review any major action items that need to be addressed going forward. Email the items to all parties so everyone has a clear understanding of what needs to happen next.
Delegate tasks properly
Project management can’t be done right without effective delegation. While some PM’s may find it difficult to delegate tasks, the project will be a bigger success if they can work past this hurdle. Putting the right people on the right jobs will help make everything run properly. When starting to delegate, make sure you aren’t too vague. Be specific about the task and the expectations associated with it. Providing all the necessary information from the start will cut down on problems.
As delegation occurs, make it clear that the deadlines associated with the task are firm. Avoid meddling in the task, but make yourself available for assistance and clarification. Keep a log so you know who’s doing what and review progress during status meetings. When someone completes a task, it’s also important to give the person credit to help maintain morale.
Make sure that the entire team is communicating well
Communication sets up the success for every aspect of a project. Without it, problems will quickly escalate and production tends to take a downward turn. The objectives and priorities of a project should be addressed from the start, with everyone clearly understanding each. As the project progresses, current updates should be shared with the team to make sure everyone is on the same page regarding project status.
Any documentation that’s being shared with the group should be updated as well. Make sure everyone has the capability to view the shared documents and address any language barriers from the onset so everyone has a chance to succeed. Miscommunication can lead to major setbacks.
Handle any conflicts or problems immediately
Occasional conflicts or problems will inevitably occur during the course of a project. Even the most well-planned project could be deterred by an unexpected event. It’s how you handle such events that will determine how successful the project becomes. As mentioned above, good communication should cut down on problems. Addressing an issue right away will help eliminate it more quickly. Make team members understand what is going on and how to address it. It’s amazing how quickly things can de-escalate when everyone is working together to fix it.
Seek feedback from everyone associated with the problem. If team members know their voice is being heard, they’ll be less likely to further agitate a conflict. For really big problems, seek help from others. Explain to all parties why outside help was brought in and move forward once everything has been resolved.
Keeping a project on track doesn’t have to be difficult. Careful planning, organization and communication can help keep things moving. Quick action can minimize the negative impact of a problem. Project managers that can act decisively and delegate smartly will have a much easier time keeping projects on the projected schedule.
It’s often easy to get off track on a project just like it’s easy to get off track with our continuing education. Consider taking online courses with Villanova University. They offer PMP certification courses in addition to other project management training courses.
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