11 Project Management Best Practices You Need to follow
The process of project management involves many activities, starting from planning, organization, motivation, and monitoring resources and processes to reach specified objectives to solve scientific or day-to-day issues. Project management helps in the production of a unique project, product, or service with well-defined starting and ending points.
The best practices of project management allow you to experience no-error, faster, and efficient management of daily tasks leading to on-time submission and content clients rather than loss of efforts, resources, money, and time.
Top 11 Best Project Management Best Practices
Here are 11 best practices you can follow for a better project management process -
Defining the project
As soon as you define the actual objective of your project, everything gets clearer. Ideas and creative juices start flowing into your brain. It is important to identify the initiation point of the project, the journey, and how efficiently you can conclude it.
If you have a clear-cut vision of the project’s outcome even before starting with the actual work, it becomes easier to keep yourself as well as your team members on the stipulated path.
Develop Appropriate Scope & Goals
One of the most important tasks of a project manager is to develop suitable scope management for a project that is agreed upon by all the significant members involved in it. Once the scope is approved, create a list of goals you want to achieve during the initial stages of your project.
The scope of your project must mention the possible goals, deliverables, performance level, and constraints that may affect the efficiency level of project management.
Develop a Team for Handling Risks
It should be noted that different projects are subject to different risk levels. A smart project manager always keeps a risk response team at hand. The team handles the project when there is a red signal and keeps everything on the safe side.
Risks and uncertainties are inevitable and inherent components of any project. Avoiding risks and preparing a contingency plan saves the project from unwanted delays. Around 30 percent of the businesses use elaborative risk management procedures while preparing a project.
Develop Quantifiable Benchmarks for success
It is not possible to measure the success of any project without creating interim milestones or quantifiable parameters of success. This will help you to decide whether you and your team are on the right track or moving away from the ultimate goals of your project. Your project management process must include both client and internal checkpoints.
Quality Assurance process
The process of quality assurance (QA) is conducted regularly by product managers either during the project management process or after or in both phases. This helps in meeting the requirements and expectations of your clients right on time and provides flawless outcomes of the project. Additionally, the QA process also saves a lot of time, energy, and resources.
Effective Communication is the key
The rate of success for any project greatly depends on how you communicate with your team members and your client. Managers should always be in touch with the clients, giving them regular updates about the project’s progress.
Communicating with the clients will give you a clearer vision of what they expect from you and your team. The planning part becomes easy once the big picture is vividly defined to you.
Many research studies have proved that the overall standard of the outcome substantially increases in the absence of communication gaps among parties.
Handling new Agreements
Whenever there is a new request, it often requires a modification in the original scope or objective of the project. In such a case, the first thing an efficient manager should do is to make everyone agree on the new document and sign it.
If you have a full-proof document ready with the signatures of involved parties, this will provide a proper understanding of the current scope to every stakeholder and the kind of impact it is likely to have on the overall performance of the project. Additionally, a documented agreement will also cause the least confusion if you are planning to move the deadlines.
Choose members carefully and Delegate work
As a project manager, it is important to identify the set of skills of each member of the team. Make a note of those skills while assigning job roles. A wrong assignment will decrease the success rate of your project since it will most likely reduce the efficiency of the project work. Every member should be aware of what is expected of them and should render service effectively.
Frequent Tracking and Monitoring
A project manager needs to monitor and track each and every phase while developing the project. If a single phase is skipped, it may lead to inefficiencies and delays. For avoiding this hassle, one must utilize good project management software.
Always Gather Feedback
No matter how perfect your project turns out to be, there is always room for enhancement. It is never going to be 100% satisfactory work!
But you can always tend towards perfection by executing feedback loops and ensuring that the final outcome is at par with the expectations of your clients. Feedbacks are constructive criticisms that help you learn from the mistakes so that you can avoid making such errors in future projects.
Feedback should be taken not only from the clients but also from your team members. This will help you learn more about your pros and cons as a project manager too.
Arrange a wrap-up meeting
Once the project is complete, you should look for ways of optimizing the project management process for a higher rate of success. A concluding meeting gives everyone the golden opportunity for all the members to come together for a discussion about the entire project management process and how to improve in the future.
Regular optimization helps in saving a significant amount of time, money, and energy, and the flawed process gets enhanced for future projects.
The work of project management can be quite challenging for those who are new in this field since you are unaware of the practices and protocols of managing a project.
An efficient project manager is most likely to follow these practices during his project management process for achieving success. With these, you will not only perform exceptionally well but also ensure your team operates most effectively and efficiently.
Author: Ankit Thakor is a marketer by trade and a football player by passion. He is a Saas Marketing Specialist at SoftwareWorld. He specializes in using compelling content to capture consumer dollars for world-class SaaS brands, including Zoho, Freshworks, ClickUp, and more.