Experience about managing project effectively for businesses

Table Of Contents

Are you a project manager or are you preparing to join a project? You want to manage projects effectively, well done on time, quality and budget? So you definitely should not skip this article. Navigos Search ensures the following shares will help you lead the project in the best way!

1. Fully grasp the project information

The secret to project management is to first fully grasp project information. A complete and specific plan, with approval from stakeholders is essential. Make sure that the plan you are holding in your hand contains all the information including timeline, expected progress, specific items and a sufficient budget for the entire job.

If you receive all of the above requirements, you will have a great foundation to build a successful project. Changes in the implementation process are inevitable. However, you need to control and maintain your opinion firmly to prevent the project from going astray in a completely different way from what was originally planned.

Fully grasp project information is the underpin to get the success

Fully grasp project information is the underpin to get the success

2. Building a clear working plan

Work planning is the skill of arranging all tasks within a certain period of time. This skill aims to help individuals and organizations to easily control time and work efficiency. This is considered one of the essential soft skills in work, daily life and especially when implementing projects.

Building a clear and complete plan is the key to helping your project reach the expected schedule and goals. With a clear plan in hand, you will know what to do, what to prioritize at that moment. At the same time, whether your management job is easy or not depends a lot on this plan.

You can refer to the following steps to develop a clear work plan:

  • Identify customer demands
  • Set clear goals for the management plan
  • Determine the performance results in each stage
  • Set the completion schedule
  • Determine the level of risk, challenge
  • Present the plan to stakeholders
  • Accurate planning steps will be an important premise for you to lead the team to execute and the basis for the success of all projects in the business.

3. Define specific roles of members

During the preparation for implementation, the leadership team and the manager must select personnel for the project. Project team members will be assigned tasks according to their strengths and experience levels.

In order to choose the right personnel, it is required that the leader understands the roles and responsibilities of each individual participating in the project. All work must be clearly assigned, with someone or a group of people responsible for a specific stage.
This way of management will help to assign tasks fairly to all members. At the same time, they will have to be responsible for the assigned task as well as to be more proactive and try to complete the work.

In addition, the manager should also monitor each step of the implementation and ensure that every assigned task is achieving as expected. You need to ensure communication with all team members to monitor their progress closely and provide additional information for better teamwork if required.

4. Maintain clear communication among stakeholders

Stakeholders here include customers, investors and project members. Maintaining communication with customers and investors will help leaders clearly define requirements and implementation goals. Besides, the work is also updated continuously, proactively to avoid wasting time on unnecessary tasks. If this method is applied well, the set goal is considered to be already half successful.

Use the following practices to consistently best manage project stakeholders:

  • Identify people or organizations that may affect or be affected by the project.
  • Analyze stakeholder expectations and influences.
  • Develop appropriate communication and management strategies for stakeholders to participate most effectively in decision-making and project implementation.
  • Focus on ongoing communication with stakeholders to understand needs and wants, identify potential problems, manage conflicts of interest, and involve stakeholders in decisions and activities of the project. Stakeholder satisfaction should be considered as the main objective of the project.

5. Prepare a contingency plan

According to a survey by PwC, among high-performing projects, there are 83% of projects where managers always prepare contingency plans for risks and worst-case scenarios.

When a new project is launched, there will be certain risks that project managers cannot anticipate. Therefore, preparing various contingency plans is crucial or a more profound option is to arrange a team to handle the crisis would be a wise solution for a project manager.

The most standard project risk assessment steps:

  • Risk analysis, identifying potential risks
  • Assess consequences and probability for each risk
  • Assign roles and responsibilities for each type of risk
  • Devise prevention strategies for each incident
  • Make a backup plan in the event of an unexpected incident
  • Measure enterprise risk thresholds and incorporate stakeholders.
  • Continue to monitor and report each risk

Planning a risk assessment is also the only way to ensure that the project does not fail. Following the risk management plan will help the manager stay one step ahead of problems and get closer to the success of the project.

Prepare a contingency plan is necessary

Prepare a contingency plan is necessary 

6. Documenting important issues

In some fields, creating and updating documentation is required. For projects, there will be a lot of different documents and may arise during the process.

Therefore, documenting the important things will help ensure the flow of information between groups and be the basis for managers to make major related decisions. However, please refrain from documenting unnecessary procedural things because it can consume time.

7. Maintain meetings regularly

Periodic meetings are of practical significance to both the client and the project team. On the client side, they will have the opportunity to listen to reports on the progress of completing additional requirements or new changes. As for the project team, they will have the opportunity to re-evaluate the work being done, what has been done and what needs to be continued in the near future.

In addition, when implementing these meetings, the project will also be divided into specific timelines, making it easier for managers to regulate work.

8. Use support tools

According to a survey by Information Weeks, among businesses that operate effectively, up to 87% of businesses use project management software. The use of software is one of the effective and practical ways to manage construction projects, helping to reflect real needs.

For a long time, traditional management tools such as Excel, Email have been effective in making it easier to manage progress and information.

However, before the impact of the industrial revolution 4.0, the new trend of the management industry today is the application of a modern and advanced E-management platform. This application helps to solve most of the management problems in the business when traditional tools are no longer able to meet.

9. Boldly say yes to change for improvement

The nature of all projects is constantly changing. And a visionary manager will always be flexible to adapt to each change to bring improvements to the business. Therefore, standing in the role of a leader, you need to be sensitive to ways, methods and receive new requirements.

At the same time, you must boldly, flexibly adjust your action plan and continuously offer improvement to achieve the best results.

You need to be responsive and flexible to change

You need to be responsive and flexible to change

With the above sharing, you must have partly found the solution to the problem of Manage project effectively. However, these tips only stop at the theoretical level if you do not try to apply them to handle the problems that the project is facing. The success or failure of the project depends a lot on the pioneering role of a manager like you!

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