Podcast Summary
Project Phases: Understanding the four core phases of project management-planning, build up, implementation, and close out-is crucial for success, even for those without a formal project management background.
Effective project management requires a deep understanding of the four core phases: planning, build up, implementation, and close out. Even for those without a formal project management background, like Sarah, who transitioned from being a clinical social worker to a project manager, these skills are essential for success. The hardest part of the job for Sarah has been adapting to the new career and feeling prepared for specific tasks, such as creating a project charter for a new project. With the help of an experienced project manager like Tamara Macklemore, Sarah can learn key skills for effective project management, including influencing others, communicating effectively, and solving problems. Despite the challenges, it's important to remember that around two-thirds of the world's projects fail, making it crucial for project managers to be well-equipped to navigate the complexities of project management.
Project Charter and Work Breakdown Structure: Creating a simple, one- or two-page project charter outlining objectives, benefits, timeline, budget, and resources is crucial for managing projects effectively. Utilizing a work breakdown structure to break down major tasks into subtasks and estimate their length and costs can provide a more accurate and realistic project timeline.
Creating a project charter, a crucial document in project management, can be a daunting task for beginners. It may seem like a dissertation that needs to be lengthy and detailed, but it's actually a simple, one- or two-page document outlining the project's objectives, benefits, timeline, budget, and resources. Having a clear and concise charter is essential for understanding the project's scope and expectations. However, obtaining this clarity from project assigners can be challenging, especially when working on unstructured initiatives. Another useful tool for managing complex projects is a work breakdown structure. This tool helps break down major tasks into subtasks, estimate their length and costs, and provide a more accurate and realistic project timeline. For informal project managers, using a work breakdown structure can be beneficial in planning and managing projects effectively. In summary, creating a project charter and utilizing a work breakdown structure are essential for managing projects successfully. They provide clarity, structure, and a realistic understanding of the project's scope, timeline, and resources.
Learning from past projects: Effective project management requires analyzing past experiences, creating work breakdown structures based on historical data, and conducting regular meetings with inclusive teams to align on goals and priorities.
Effective project management involves learning from past experiences and applying that knowledge to future projects. This includes creating a work breakdown structure based on historical data, and planning for evolving projects through regular meetings and inclusivity of all team members. These planning sessions should be conducted off-site and involve everyone, from different departments and skill sets, to ensure alignment on goals and priorities. Regular communication and understanding of each other's perspectives can lead to successful project outcomes, even in cross-functional teams.
Building connections, work culture: Effective project management involves more than just managing tasks and deadlines. It's crucial to build connections within the team and prioritize the softer side of meetings and interactions to foster a positive work culture.
Effective project management goes beyond just making decisions and communicating constantly. It's also about building connections within the team and prioritizing the softer side of meetings and interactions. A successful project manager understands that everyone in the organization is equal and shares the same goal. Moreover, communication is a crucial aspect of project management, and it's essential to tailor communication methods to each team member's preferences. Good food, team bonding, and clear, concise communication are essential ingredients for a successful project. Prioritizing these elements can lead to a more enjoyable and productive work environment. So, in essence, project management is not just about managing tasks and deadlines; it's also about fostering relationships and creating a positive work culture.
Project Management Tools, Communication: Identify preferred tools through individualized approaches and open communication, address conflicts through open communication, and reach unresponsive team members through old-school methods.
Effective project management involves engaging team members with the use of project management tools through individualized approaches and open communication. Instead of forcing these tools upon team members, Tamara suggests having one-on-one conversations to identify which tools they feel would benefit them most and offering opportunities for upskilling. By making it a collaborative effort, team members are more likely to embrace these tools and contribute to the project's success. Another important aspect of project management is addressing potential conflicts or communication issues within the team. Tamara emphasizes the importance of assessing the root cause of these issues and addressing them through open communication, such as having a one-on-one or even a coffee chat. By taking a proactive approach to addressing these challenges, working relationships can be strengthened, leading to a more productive and successful project. Lastly, when it comes to reaching team members who are not responsive to traditional communication channels, Tamara suggests trying old-school methods like picking up the phone and having a conversation. By making a personal connection and addressing the issue directly, it can help resolve any potential misunderstandings or miscommunications, leading to a more effective and efficient project.
Effective communication and empathy: Going the extra mile to connect with team members leads to better project outcomes. Approach unresponsive team members with kindness and understanding, and show compassion to keep them engaged and focused.
Effective communication and empathy are essential in project management. Whether it's through phone calls, emails, or in-person interactions, going the extra mile to connect with team members can lead to better outcomes. When dealing with unresponsive team members, it's important to approach the situation with kindness and understanding, rather than threats or frustration. By showing compassion and genuinely caring about their well-being, team members are more likely to respond and fulfill their commitments. Additionally, being transparent and open about changes beyond your control can help alleviate anxiety and keep the team focused on executing the project to the best of their abilities. Ultimately, the success of a project depends on the interpersonal skills of the project manager, making these "soft skills" just as important as technical project management abilities.
Project Management: Communicate openly, adjust plans, and celebrate achievements for effective project management. Unexpected events require transparency and adaptability, while continuous learning ensures improvement and efficiency.
Effective project management involves transparency, adaptability, and continuous learning. When unexpected events occur, it's crucial to communicate openly with the team and adjust plans accordingly. Delays and setbacks are inevitable, but staying calm and focused can help keep the project on track. Additionally, avoiding major implementation or release dates during holidays can prevent unnecessary stress and ensure a smoother project completion. Lastly, it's essential to celebrate achievements and continuously learn from experiences to improve processes and increase efficiency. Even projects that don't have a clear end can benefit from regular evaluations and adjustments.
Closing out project phases: Closing out project phases is essential for learning lessons, recalibrating, and utilizing interpersonal skills to build stronger relationships and improve project outcomes
Effective project management involves more than just efficiency and crossing tasks off a list. Project Manager Tamara Macklemore and new Project Manager Sarah discussed the importance of closing out project phases to learn lessons, recalibrate, and utilize interpersonal skills. Tamara shared that she gained more confidence in her role as a project manager by recognizing the value of her interpersonal skills, beyond just her organizational and efficiency abilities. By focusing on the human aspect of project management, project teams can build stronger relationships, leading to better project outcomes. Closing out project phases also provides an opportunity for recalibration and the adoption of new charters for the next phase. So, in essence, the end of a project phase is not an end, but rather a new beginning with valuable lessons learned and opportunities for growth.