Project management is an important part of operating a business. Without successful project management skills, projects will not get done, or they will be inefficient and ineffective. Employees play an important part in implementing the project, but it is the manager's responsibility to orchestrate the process. We have put together a list of tips to help you, no matter what your role in the planning of a project.
7 Tips For Better Project Planning
1. Specify And Define The Project's Parameters - Be sure to describe the purpose, aims and deliverables or the project to everyone who will be involved. Also, outline the timescales, budgets, range, scope, territory and who has what authority. Talk to your team about who will be involved and the way the team will work (frequency of meetings, decision-making processes). Finally, establish 'break-points' at which to review and check progress, and define how progress and results will be measured.
2. Plan The Project - It may be helpful to plan backwards from the end result to the beginning steps. This will help ensure that you do not skip anything as well as give you an idea of the timeline. Make sure you budget in some extra time for unforeseen obstacles. Also, remember to plan out the cost of your project. You may want to use charts, graphs or spreadsheets to help you plan out your project and to help you better illustrate it to others.
3. Communicate With Your Team - Communicate with your team about the project and make sure that everyone understands. Involving everyone early in the planning phase promotes buy-in. Also, you may gain some valuable feedback from team members that will help maximize the project's efficiency.
4. Make To-Do Lists - Once you have identified each team member's responsibilities, be sure to clearly outline this in a to-do list. It is best if you delegate tasks to those best suited to complete such tasks.
Click here for how to create S.M.A.R.T. goals for your team members.
5. Manage Your Project Team - Have meetings at designated times during the project's progression to discuss status, accomplishments and obstacles. Encourage and praise your team for goals met and do not focus too heavily on negative factors. In this case, come up with solutions and keep the project moving in order to maintain momentum.
6. Review And Revise - Review each team member's performance and the progress of the plan. Revise the plan if it seems like it is off target. In addition, you may need to reconsider delegating tasks to different members. If so, be sure that you communicate that you are modifying things to increase efficiency and effectiveness, not punish anyone.
7. Wrapping Up A Project - Once the project is completed be sure to hold a closing meeting with everyone involved. Praise those who deserve praise but do not blame those who may be at fault. Instead, reflect on the mistakes objectively and talk about what could be done differently next time. Thank everyone for his or her involvement and ask for feedback from the team.
Summary: Project planning is not easy to do, but can be made easier by following a logical sequence of steps. Staying positive and be aware of the project's status will help managers become better project managers. Being involved in the process from day one will help employees play a bigger part in the project. Also, frequent communication is critical to a project's successful completion.
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