Back

The project manager's guide to planning a perfect project

Being a project manager is a tough job There are constant demands on your time people to keep on track pressure to do a certain amount of work in w...

5 min read
Published on Oct 16, 2015
the-project-managers-guide-to-planning-a-perfect-project

Being a project manager is a tough job. There are constant demands on your time, people to keep on track, pressure to do a certain amount of work in what often seems like an impossibly short amount of time and much more.

But it’s also a necessary role that can bring extraordinary value to your company. In fact, according to a study by PricewaterhouseCoopers, more than 60 percent of project failures are linked to internal issues such as insufficient resources or missed deadlines—i.e., situations a project manager can help avoid. In addition, it’s a growing industry, as more and more companies realize the importance of solid project management.

Being a project manager is like being a juggler who spins several plates in the air at once—not easy. There are constant demands on your time, people to keep on track, pressure to do a certain amount of work in what often seems like an impossibly short amount of time and much more. In addition, it’s a growing industry, as more and more companies realize the importance of solid project management.

Specifically, a separate Project Management Institute study estimated nearly 16 million new project management positions will be created around the world between 2010 and 2020, and the industry will grow by $6.61 trillion.

All that said, managing projects is a huge responsibility, no matter who your employer is. Whether you’re an official project manager or simply leading a project, the following seven tips should help you get your bearings and set your project up for success.

Tip 1: Establish clear goals for the project

Take a look at the big picture and determine what you want to accomplish with this project. If a client or outside stakeholder is involved in the project, external sources will obviously help determine your goals. Overarching goals you should consider include:

• Preventing scope creep, which means keeping the scope of the project from growing. • Staying within a given budget. • Completing all aspects of the project. • Providing quality work. • Completing work on time. • Securing the right resources in advance.

Tip 2: Set expectations up front

Everyone should be on the same page in order to guarantee a successful project. Clearly sharing your expectations as the project lead and asking others to communicate their own is an important step in setting up any project. These expectations should include specific ways your team can achieve the goals you’ve already established. In addition, you’ll want to include the following:

• List of deliverables and due date. • Statement of scope. • Roles and responsibilities defined. • Q&A process. • Communication plan, including how often you plan to communicate with stakeholders/client.

Tip 3: Outline potential risks and how you’ll manage them if hazards arise

Let’s face it—even if you’ve planned everything to the minutest detail, the unexpected can still occur. So what’s a good project manager to do? Make a plan for the unexpected, of course! Obviously, you may not be able to predict the exact hazard that might befall your project—everything from bad weather to political unrest to technology flubs can occur – but it is still possible to lessen the potential impact of hazards through risk management.

Tip 4: Minimize the number of meetings

A study by Verizon Conferencing found that only 22 percent of meetings are considered “extremely productive” and 44 percent “very productive.” That leaves 34 percent of meetings as only somewhat or not at all productive. Obviously, meetings are a necessary part of project planning, but really consider whether a meeting is a best use of your time or if email or some other form of communication—like project planning software, which allows you to share files, assign tasks and exchange ideas without having to meet—can do the trick just as well. The more time spent in meetings means less time spent on actual deliverables. Consider that before sending yet another meeting invite.

Tip 5: Plan the perfect kickoff meeting

Speaking of meetings, the kickoff meeting sets the tone for the entire project. When planning this meeting, be sure to adhere to the following standards:

• Invite the right people and ensure the key players can be in attendance. • Create a detailed agenda stating what the meeting will cover. This will help everyone stay on task and understand the meeting objective. • Determine if this can be an online meeting or if it needs to be held in person. This will be different depending on how large the project is, whether you’re working with a new client, the budget for the project, etc. Keep in mind that in-person meetings are usually more complicated to plan—and more expensive too, especially if they involve travel. • Reschedule if the key players can’t be there—there’s no point in holding a meeting without them. You’ll often have to hold another meeting to update them or get their input. • Before forming the agenda, be sure to understand the point of the meeting and what information people should walk away from the meeting knowing.

Tip 6: Pull reports throughout the project

The only way to know if your project is on track is to pull consistent reports. This can often be accomplished through your project management software program. Reports help you measure the efficiency of your resource allocation and make sure you’re on track to reach your budget goals and deadlines.

Tip 7: Get the right tools

While there are many project management tools on the market, not all are created equal. Decide what you really need and compare the products that interest you. At the very least, be sure to choose a tool that allows you to do the following:

• Organize and link tasks to create timelines and plans. • Share insights that help you better communicate progress. • Quickly understand how to use the interface. • Customize your plan to fit your team’s needs.

Even though being an amazing project manager is difficult, it’s still doable. You simply need the skills, know-how and appropriate tools to get the job done and achieve the right results.


  The post The project manager’s guide to planning a perfect project appeared first on Office Blogs.

This post has matured and its content may no longer be relevant beyond historical reference. To see the most current information on a given topic, click on the associated category or tag.

Related Posts

Risks of not using a CMMC RPO

The Risks of Not Using a CMMC RPO for Compliance and Certification Readiness

A CMMC RPO helps organizations prepare for certification and avoid compliance failures. Learn why working with an RPO is essential for achieving CMMC compliance.

Mar 20, 2025
8 min read
CMMC 2.0 Require GCC High for Compliance

Does CMMC 2.0 Require GCC High for Compliance?

Does CMMC 2.0 require GCC High? Learn the cloud options for compliance, data security, and protecting CUI under NIST 800-171 and DFARS.

Mar 17, 2025
10 min read
Office 365 License Comparison: Business Plans Vs. E5, E3 and E1

CMMC RPO vs a C3PAO: Understanding Their Roles in Compliance

Understanding the difference between an RPO and a C3PAO is crucial for CMMC compliance. Learn why they should be separate and how an RPO helps prepare for certification.

Mar 15, 2025
6 min read
Can You Meet CMMC with Google Workspace?

Can You Meet CMMC with Google Workspace?

Is Google Workspace CMMC compliant? Learn about its DFARS, NIST 800-171, and ITAR limitations and how migrating to GCC High ensures full compliance.

Mar 4, 2025
7 min read
Is Maintaining a GCC High Tenant Worth It for Non-Government

Evaluating the Need for a GCC High Tenant in Non-Government Organizations

Explore whether maintaining a GCC High tenant is necessary for organizations not involved in government work. Understand the pros and cons, costs, and compliance considerations.

Feb 25, 2025
7 min read
Top 10 Reasons to Partner with an MSP for Security and Compliance

Top 10 Reasons to Partner with an MSP for Security and Compliance

Discover why partnering with an MSP for security and compliance is critical for organizations navigating FAR CUI and CMMC requirements.

Feb 21, 2025
8 min read

Ready to Secure and Defend Your Data
So Your Business Can Thrive?

Fill out the form to see how we can protect your data and help your business grow.

Secure. Defend. Thrive.

Don't want to wait for us to get back to you?

Discover more about Agile IT's range of services by reaching out

Schedule a Free Consultation