How to effectively manage a project.

The process is the same whether it's a work or a personal project. However in this blog post I will be focusing on business.

Throughout my career, I have worked with businesses that could be better at managing projects.

It always starts the same way. There are big goals and excitement at the start. Once the excitement wears off, the project gets put to the back of the mind.

The result is that the project usually goes unfinished, or the finished project should be more successful.

The problem isn't the goal; it's the plan and the way the project is managed.

Planning

Clearly outline the project goals.

It sounds cliché, but you need to set some SMART goals. 

In case you've been living under a rock, SMART stands for:

Specific:

• What needs to be accomplished?

• Who's responsible for it/key stakeholders?

• What steps need to be taken to achieve the goals?

Measurable

• Quantify your goals. It makes them easier to measure.

• For example, instead of saying, "I want more website visitors," say, "I want to increase website visits by 25% in 6 months".

Achievable

• Can you realistically achieve the goals you're setting? 

• I'm all up for dreaming big. But when setting goals, you need to make sure you can achieve them. 

• Otherwise, your goals will feel so far-fetched and out of reach that you'll lose motivation very quickly.
  

For example: Susan wants to grow her business's Instagram following by 10,000 in the next two months.

However, after looking at her one-person marketing team and little to no budget, she realises that these goals are probably too far-fetched. 

A more achievable goal would be to increase engagement by 10% in the next two months by posting more relevant and consistent content for her target audience.

Relevant 

• Why are you setting the goal? And go into detail. 

Time-bound

• You and stakeholders need to be on the same page about when a goal has been reached. And 'sometime in the summer' doesn't count.

Understanding your 'why'

Okay, so you have these exciting, clearly defined project goals. But why do you want to achieve them?

When your 'why' is clearly understood by you and all stakeholders, you can return to it when the project's initial excitement wears off.

For example:

You're a business starting a website redesign project. 

• Why are you doing this? 

• How will redesigning your website benefit the company? 

• Are you looking to improve the user journey to increase sales? 

• Are you looking to humanise your site to enhance brand awareness?

• Will the website redesign help recruit great candidates?

When your "why" is clearly understood by you and all stakeholders, you can return to it when the project's initial excitement wears off.

Split your goals up into smaller goals/deliverables with timelines and assign them to team members.

Create a detailed project plan

Develop a detailed plan outlining tasks, timelines, dependencies, resources, and budget.

Utilise project management tools such as Gantt charts or Kanban boards to visualise and track progress.

The more detailed your plans and timelines are, the easier it is to remain consistent and track progress.

Break down plan into smaller phases

Break down the project into manageable phases with achievable milestones and deadlines.

Regularly review and adjust timelines as necessary to adapt to changing circumstances.

Risks and barriers

There will always be risks or barriers.

You need to identify these and create a plan for responding to them when/if they arise.

Budget and resources

Ensure that budget, resources, and materials are allocated efficiently. Regularly assess resource utilisation and adjust as needed (if someone suddenly becomes busier).

Keeping track of your allocated budget is very important to avoid overspending. This should be added to your project plan.

Assign stakeholders roles and responsibilities based on their skills, expertise, and availability.

Remember, assigning the most tasks to the busiest person in the room is never a good idea.

Have clear communication channels in place and ensure everyone understands their roles and expectations.

Manage change effectively

No matter how well you plan a project, change is inevitable.

A team member may need to take time off, unexpected work may arise that requires more resources, and you may need a larger budget than expected.

Assess the impact of changes on the project plan, timeline, and resources, and communicate adjustments to all stakeholders.

Consistent communication

The communication doesn't stop at the planning stage.

You should have regular meetings with stakeholders involved to ensure the project is going as it should be. Discuss timelines, changes, progress, etc.

It is also essential to ensure you're celebrating wins. This will help keep the team motivated.