If you're on a Galaxy Fold, consider unfolding your phone or viewing it in full screen to best optimize your experience.
If everyone knew what to do, when to do it, and how exactly to do it, there would be no need for project managers. There is no such thing as the perfect project, project team, or perfect project manager, but it’s important that we all strive to better ourselves from assignment to assignment.
It’s all a learning process and the best we can do is pick up little golden nuggets of wisdom from every project we own.
That’s why I’ve put together this list of eight best project management practices that I’ve learned over my time of working with teams, working on teams, and managing teams.
Some of these fall in line with the basics of project management, but it’s good to get a refresher on the things we already know, but still don't incorporate into our work.
These simple changes will take your project from being a disorganized mess to a well greased, deliverable-producing engine in no time.
What good is a project plan if it isn’t effectively communicated to your team? Not only does poor communication affect your plan, but it will also drag down your project execution when issues and concerns aren’t brought to light.
It’s crucial to establish and maintain consistent lines of communication between you, the project stakeholders, and your team so that everyone is on the same page.
Nearly every step of the project life cycle requires communication and if this is an issue for your team, perhaps it’s time to try some new strategies.
Here are three simple communication strategies you can use.
Humans aren’t machines and since technology hasn’t progressed far enough to welcome our robot overlords (finally get to use that Simpsons reference), you have to be mindful of how much work your team is taking on when developing your project management plan.
Allocating too many tasks to a single team member will quickly lead to burnout, setting your team and project back for however long it takes you to reallocate that work.
It’s important to understand one major key for maximizing efficiency is keeping your team energized and consistent.
These two tips will help ensure that your team will produce the best work possible without burning out.
In most cases, you won’t execute a project by yourself, and you’ll have to rely on a team to help you throughout planning, execution, and delivery steps of project management.
Like any complex process, every person performs a duty, but if those duties aren’t clear it’ll lead to conflicts, issues, and missed steps in the process.
Nothing kills motivation quite like your team members finding out they are wasting their time or taking on the responsibilities of other slacking coworkers.
One of the responsibilities of a project manager is straightening out unclear roles. This is a surefire way to improve performance, increase job satisfaction, and minimize the chances of missed tasks.
When executing a project, things will go wrong. It’s inevitable.
That means it’s extremely important to do all that you can to prepare for the worst and hope for the best by managing your risks. Don’t let these risks define your project success.
Project risk management is a helpful process of steps that entails a lot of analysis and preparation that can’t be fit into a short tip sheet. That’s why I’ve linked to my longer guide on project risk management.
However, as a preview, I’ve listed out the five basic steps for preparing a risk management plan:
This guide also includes software recommendations and project risk examples you need to stay on the lookout for. Hope this helps.
This best practice is the perfect companion for number four, since scope creep is one of the most common project risks you will face. Your scope defines the outline and boundaries of your project.
You’d be surprised how easy it is to lose sight of those boundaries once you’re in the weeds of the execution phase. If you’re not careful, you’ll find the size of your project scope growing well beyond the due dates for your deliverables.
The last thing you want to happen when executing a project is to fall so behind that the stakeholders question your ability to deliver the results they want.
That’s why I’ve included two key tips to help prevent scope creep in your project.
This is the perfect follow-up for scope creep issues. A deliverable is any sort of end goal or result of a project, whether that be a product or service.
When planning your project and presenting your path forward to the project stakeholders, it’s key that you lay out exactly what those deliverables are.
Defining your project deliverables will occur sometimes before you create your work breakdown structure, but after you’ve had your initial meetings with your stakeholders to get a feel for their needs.
Here are a couple tips to help you establish those deliverables in a way that’ll satisfy these stakeholders while maintaining the sanity of you and your team.
This goes hand-in-hand with the consistent communications best practice. Project success demands transparency, and the perfect way to ensure that transparency is to hold regular retrospective meetings.
Retrospectives are one of the project management practices used through scrum, one of the many Agile-based project management methodologies.
These meetings are meant for reviewing the progress made during a set period of time and reflect on the successes and challenges that came about. These retrospective meetings also open up the floor for more communication between team members, as well as with managers.
Done correctly, retrospective meetings are an empowering and encouraging event that’ll help keep you, the manager, in the loop and your team happy while executing a project.
Here are two key tips that’ll help you while holding these meetings.
A project conclusion meeting is the perfect opportunity to bring everyone together, from the team to the project stakeholders, for one final reflection on everything that went down during the execution.
During this meeting, you’ll cover your successes, setbacks, and lessons learned during the project, accompanied with improvements to be made in the future.
This is also a great time to thank everyone for their hard work and recognize exceptional moments and individuals on the team.
This meeting is only as productive as you make it, so here are two tips that’ll help you make the most of this meeting and collect as much useful information as possible before the next project.
There are a million other project management ideas that you can incorporate into your day to day planning and execution.
Some are industry specific, while others are extremely applicable across any project type, but if you aren’t practicing the eight above, you’ll never see the success that you’re looking for.
Sometimes it’s the simplest answers that’ll solve your problems.
Our Small Business Expert
We're firm believers in the Golden Rule, which is why editorial opinions are ours alone and have not been previously reviewed, approved, or endorsed by included advertisers. The Ascent, a Motley Fool service, does not cover all offers on the market. The Ascent has a dedicated team of editors and analysts focused on personal finance, and they follow the same set of publishing standards and editorial integrity while maintaining professional separation from the analysts and editors on other Motley Fool brands.