Management Solutions recognizes the multitude of problems, issues and risks project managers and controllers face daily. The profession is challenging, and good project personnel must manage clients’ expectations, identify a risk-triggering event, maintain clear communication lines with all stakeholders, control scope while trying to bring the project in on budget and ahead of schedule.
Managing and satisfying client expectations:
The key to managing expectations is by identifying client and other relevant stakeholders, defining project goals and results, and getting those same stakeholders to agree on what project “success” looks like.
Defining and controlling the scope of the work:
Defining and controlling the scope of a project is very much related to managing the expectations of the relevant stakeholders. It is important to specify what work will be performed by whom, what assumptions were made, what the budget is, what the timeline is and the metrics to track performance.
Accurate estimations are generally based on historic information, and in project management, the same rule applies. Working with clients to evaluate and develop accurate cost estimates for a wide variety of projects is fundamental to project success. Technical expertise combined with an extensive database of historical project cost data supports clients every step of the way as they develop preliminary project budget costs, develop project budgets for full-designed projects, evaluate estimates for completeness and accuracy relative to scope, and estimate costs and time for change order proposals.
Coping with scarce resources:
Resources management can be complicated due to the project team not always “owning” the needed resources. Best practices suggest that planning resources well ahead of schedule and anticipating each project’s needs allows organizations to avoid these roadblocks at times. Additionally, good negotiating skills are needed to establish agreements within functional organizations, assuring the right resources are available at the right time.
By its very definition, project management/controls is a people-communication-intensive career. An obstacle to effective communication is a lack of knowledge of the organizational structure, hierarchy or bureaucracy present within the organization. To prevent this from being an issue, the creation of communication plans to identify all project stakeholders and what they need to know throughout the process is key. Furthermore, identifying the relationships and dependencies among different stakeholders in an organization helps teams understand internal affairs governance and prevent resistance.
Dealing with resistance:
Resistance is a natural, logical and predictable reaction people express in response to change in an organization. It is important to understand the different forms resistance might take, identifying that resistance is present and trying to take some resistance mitigation actions to overcome it. Although resistance is predictable, the way resistance appears and the best actions to combat it are unpredictable and are very dependent on the specifics of the organization and the situation at hand.
Communicating with people within each organization is imperative for effective change in meeting business objectives. A bespoke approach is recommended to methodically manage change management such as using the Prosci® change management model and the ADKAR model.
Getting appropriate management support:
The importance of management support to project success cannot be overemphasized. To receive the necessary support, a corporate sponsor must be identified and getting early management support is the way to start winning the battle against resistance.
As in other application areas, risk management is significantly important in projects as well. Risks, whether identified or not, are inherent in every project. To minimize project risks and capitalize on unforeseen opportunities is done by analyzing all the triggers that can have an impact on projects. Well-executed, risk-adjusted projects save time and money and cultivate trust and confidence in their projects.
By providing project teams and stakeholders with risk assessments, personnel can make educated business decisions using both quantifiable and qualitative data. A unique aspect is not simply identifying risk, but work with our team members to develop a plan for mitigating every potential risk faced and go through various mitigation strategies until the project is complete.