Today, projects are undertaken in environments where the project leader has little formal authority. Even for project managers with formal authority, significant portions of project work are done by contributors who work for other managers, even for a different company. The thing is, projects where no one is in charge are almost certain to fail. As the leader of your project, you must assume control, whether or not you possess organizational authority. Here are the factors that most of project managers can and must control.
1. Measurement
Reality doesn't exist until you measure it. Measurement involves establishing metrics and key performance indicators (KPIs) to assess the project's progress, quality, and overall performance. By quantifying aspects of the project, the project manager allows him(her)self and others leaders to make informed decisions and identify areas needing attention. Even without formal authority, a project manager can define relevant metrics that align with project goals. By consistently tracking these measurements, he/she can provide objective data to the team and stakeholders, facilitating transparency and accountability.
Example: A project manager sets up a dashboard to track the number of tasks completed each week, the rate of customer inquiries resolved, and the adherence to the project timeline. This data helps the team understand their performance and identify bottlenecks.
2. Reporting Cycles
Reporting cycles refer to the regular intervals at which project updates are communicated to stakeholders and team members. They ensure that everyone is informed about progress, issues, and upcoming tasks. The project manager can establish a routine for reporting, such as weekly emails, bi-weekly meetings, or monthly summaries. By maintaining consistent communication, the project manager keeps the project on stakeholders' radar and fosters a culture of openness.
Example: Implementing a weekly progress report sent every Friday afternoon that outlines completed tasks, ongoing work, upcoming deadlines, and any risks or issues encountered.
3. Milestones
Milestones are significant points in the project timeline that mark the completion of major phases or deliverables. They help in tracking progress and ensuring the project stays on schedule. The project manager can define clear milestones based on project objectives and create a timeline that highlights these key dates. By communicating these milestones to the team, everyone knows what targets to aim for.
Example: Setting a milestone for completing the first prototype of a product by the end of Quarter 1, which helps the team focus efforts and plan resources accordingly.
4. Communication
Communication involves the exchange of information between team members, stakeholders, and other parties involved in the project. Effective communication ensures clarity, reduces misunderstandings, and enhances collaboration. The project manager can establish communication channels and norms, such as regular meetings, updates, and open forums for discussion. By encouraging open dialogue, he/sher fosters a collaborative environment.
Example: Creating a shared online workspace (like Slack or Microsoft Teams) where team members can post updates, ask questions, and share documents, ensuring everyone stays connected.
5. Project Reviews
Project reviews are formal assessments conducted at various stages to evaluate progress, performance, and alignment with objectives. They provide an opportunity to reflect and adjust plans as needed. The project manager can schedule regular review sessions, prepare agendas, and facilitate discussions that encourage honest feedback and constructive criticism.
Example: Holding a mid-project review meeting where the team assesses what's working well, what challenges have arisen, and what strategies should be adjusted for the remaining phases.
6. Change Management
Change management is the process of handling alterations to the project scope, objectives, or plans. It ensures that changes are systematically evaluated and integrated without disrupting the project. The project manager can implement a change control process, requiring that all proposed changes are documented, assessed for impact, and approved before implementation.
Example: Introducing a change request form that team members must fill out when proposing changes, which the project manager then reviews and discusses with stakeholders before making a decision.
7. Rewards and Recognition
Rewards and recognition involve acknowledging team members' efforts and contributions, which can boost morale and motivation. The project manager can offer recognition through verbal praise, highlighting achievements in meetings, or small tokens of appreciation, even without formal authority to grant promotions or bonuses.
Example: Publicly thanking a team member during a meeting for going above and beyond to meet a tight deadline, which encourages others and fosters a positive team environment.
8. Constructive Criticism
Constructive criticism is feedback provided in a way that is helpful and aimed at improving performance or outcomes, rather than simply pointing out faults. The project manager can create an environment where feedback is regularly exchanged and is seen as an opportunity for growth. They can model this by giving feedback respectfully and focusing on solutions.
Example: After reviewing a report, the project manager provides specific suggestions on how to improve clarity and data presentation, helping the team member enhance their skills.
9. Reciprocity and Exchange
Reciprocity and exchange involve building relationships based on mutual benefit, where support and resources are shared to achieve common goals. The project manager can offer assistance or resources to others with the expectation of receiving support in return when needed, strengthening collaborative networks.
Example: Assisting another department with their project challenges, and in return, they agree to allocate some of their team's time to help with your project's critical tasks.
10. Risk Monitoring
Risk monitoring is the ongoing process of identifying, analyzing, and responding to project risks to minimize their impact. The project manager can establish a risk management plan that includes regular risk assessments, maintaining a risk register, and developing mitigation strategies.
Example: Scheduling monthly risk assessment meetings where the team reviews potential risks, such as supplier delays or technical challenges, and updates the mitigation plans accordingly.
By taking proactive control of these factors, a project manager takes the place in the driver' seat. She/he sends the message that he is in control. He/she can effectively guide their team and project to success, even without formal authority.
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