How to Manage a Work Project
Managing a work project, whether simple or complex, involves planning, setting goals, taking a look at the bigger picture and then identifying and prioritizing the key stages to be completed. Before you can start, though, you need to determine the overall scope of the project and then map out a structured approach before executing the project. To effectively manage any project, first you must clearly define the project, followed by setting the standards for management.
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Instructions
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Develop a project template. Get estimates for the project from people knowledgeable in that area or reports from previous, similar projects. Keep expenses and time lines realistic. Remember that you will likely have to make some changes at various stages throughout the project; however, in order to keep the project both on schedule and within budget, avoid making major changes after the project is well in progress. Use of a computerized project schedule can save time as well as help coordinate the many different details of a project (see Resources). Although it is critical to remain flexible in your planning, you need to anticipate in advance things that could go wrong.
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Consider both the benefits and disadvantages of a particular plan or methodology. Determine what kinds of resources will be available, and then define each step of the project in terms of what it will be, how long it is estimated to take and who will complete that task. Find out how limited you will be in budget, in addition to what tools, equipment, talent and support staff will be available to you to assist in completing the project.
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Create a method to track progress of the plan, including cost. It may be necessary to make changes, which could affect both the cost and time line for completion at some point. Document all changes, explaining why each was necessary. Keep careful records of how any changes affected the projected completion date and budget.
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Allocate responsibility by breaking the project down into smaller phases and tasks. Each person should focus on one task at a time rather than the overall project at hand. Make sure that everyone on the team involved in the project understands the purpose of his task and is clear on what each is expected to do. Hold all team members accountable for their work.
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Assign a deadline for each task but not too far in advance. Shorter deadlines allow you to notice more quickly if any aspect of the project is running behind schedule. However, avoid trying to make too many changes at one time.
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Keep everyone involved updated as the project progresses. For a project to be successful, all the participants must be aware of what everyone else is doing. A project manager needs to know how much work is still remaining at every point throughout the duration of the work. Schedule regular weekly meetings to discuss the current status of the project. For a project to be successful, the participation and support of the entire project team is needed. Give all members the opportunity to speak so that they can offer input.
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Employ clear standards of communication for the project from the beginning. Often the need for making changes in the late stages of a project can be avoided if the project's team members participate in the planning from the beginning. That way there will be less chance for miscommunication. For a project to be completed on time and on budget, it is necessary to keep the various stages on target. The role of a project manager is to keep the project focused. He or she must be competent in making quick decisions whenever the need arises.
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Tips & Warnings
Two major keys to the success of any project are careful planning and active communication from the start. Allowing a project to fall behind can be a costly mistake. Studies show projects that fall behind even during the early stages are difficult to bring back on schedule. Overtime can be a practical option when a project begins to slip behind schedule. One consideration, though, is whether the project budget can handle the added cost. One alternative might be to use resources originally allocated for a less critical aspect of the project, allowing the funds to be used more productively. Taking corrective action is not the same as relying on a contingency plan. Problems are bound to occur with any project. However, comparing where you are in the project with where you should be can keep things in perspective. Only then can you decide where to go from there. Most problems arise due to poorly laid plans. You may be able to speed up the pace of a project by scheduling some phases, which are normally completed in sequence, to occur at the same time. Another option is to reexamine priorities and scale back on less essential features of the project.
Be careful not to underestimate the magnitude of a project in the planning stage. After the project is underway, work to identify the causes of any problems that arise. Determining the "why" is critical to the success of a project. Avoid finding yourself in the position of extending the deadline on a project way overdue or seeking additional funding for a project already over budget. However, you might consider setting up a contingency fund beforehand for projects involving services to the public.
