How to Manage a Project When You're Not a Project Manager

Project management is a carefully planned and organized effort to accomplish a specific (and usually) one-time project; for example, implementing a new computer system. Project management includes developing a project plan, defining project goals and objectives, specifying tasks or how goals will be achieved, what resources are required and associating budgets and timelines for completion.

Instructions

Difficulty: Challenging

1. Be a leader. The project manager must define the project, reduce the project to a set of manageable tasks, obtain appropriate and necessary resources and build a team or teams to perform the project work. The project manager must set the final goal for the project and must motivate the group to complete the project on time. A project manager must have knowledge of financial planning, group dynamics and creative thinking and problem solving techniques. No project ever goes 100% as planned, so project managers must learn to adapt to change.
2. Define your project--who are the users, what problems or issues will it resolve and what are the budgetary requirements. Select the resources you will need, including technology and materials. What is the time input and who are the necessary people to contribute? Note that it is important to select competent individuals who can work independently and choose a variety of participants from different departments, backgrounds and skill sets as necessary for the project.
3. Develop a timeline to segregate the project into phases or milestones where appropriate. Determine how you will track and document the project status. How will the project group communicate? How will the group communicate progress to the organization?
4. Create action items including a list of goals and tasks. Assign the appropriate people to complete each step and create a due date for when each step will be accomplished.
5. Track your project. Tracking can be time consuming but it is one of the most important elements to project management and a testament to your leadership abilities. You can use a variety of project tracking software or create your own using a document or spreadsheet. How ever you do this, make sure you communicate the status of the project consistently. Update the project status for yourself and team daily and provide updates to company executives no less than weekly.
6. Decide what values will determine the success of the project when your project is completed. This can be monetary, organizational improvement, or customer centric. How will you make changes or improvements?

Tips & Warnings

• There are many factors that can make even the most perfectly planned project go sideways. These include poor communication between project leader and team members, or between team members and poorly defined project goals and tasks. In addition, personality conflicts within the project team may arise. It is up to the project manager to resolve quickly and move on. Lastly, avoid outside influencers in group meetings or group decisions. If you chose the right team, this is unnecessary.