“Why is it important to manage projects?’ is a fascinating inquiry that clients often ask. They’ll say: “Can’t we just brief the people working on the project and oversee them by ourselves? It’s much less costly.”
They are unsure if they require project management since it appears to be an unnecessary expense and tax because project managers do not really provide anything and frequently interfere with what they want their team to accomplish!
If that’s the case Why does the project management really matter?
In reality, managing projects with poor planning and management can be a waste of time and money. It’s usually thought of as an excessive burden on the budget There’s no doubt it’s expensive even 20percent of an total budget of the project.
However, can you afford not having project management?
If not, then what is holding the client and team to each other? Without it who will traverse the changes and ups, conflicts and disasters of the projects?
Good project management is about more than keeping the iron triangle of project management in order, and delivering on time, budget and the project’s scope. It connects teams and clients and creates a plan for an effective project and puts everyone in the same boat about what’s required to stay in the right direction for successful completion. If projects are properly managed they have a positive effect that goes beyond the mere delivery of the ‘thing’.
1. Strategic Alignment
The importance of managing projects is that it assures that what is provided is accurate and can provide benefit against the business opportunities.
Every client has goals , and the projects we undertake for them help to achieve the goals of those clients. The importance of managing projects is that one of the responsibilities of a PM is to ensure the right amount of rigor when designing projects to ensure that they’re able to fit in the larger framework of our client’s strategic frameworks.
Effective project management will ensure that the objectives of projects closely coincide with the strategic objectives of the company.
In determining a sound business case, and also being meticulous about how to calculate ROI, project management is crucial because it will assist in ensuring the correct thing is done and will provide the most value.
Naturally, as projects grow, it’s likely that risks will arise, and then become issues or the business strategy could shift. However, a manager of the project will make sure it is a part of this change. The management of projects is crucial since projects that diverge from the track, or aren’t able to meet demands of business may result in being costly and/or unneeded.
The importance of project management is that it provides direction and leadership to projects.
Without proper project management the team may be like a boat without a rudder, moving, but lacking direction and control. Leadership can enable team members to perform their most effective work. Project management offers leadership and vision, and also motivation to overcome obstacles as well as coaching and motivating the team members to do the best job they can.
The project managers support the team, but they also provide the clear line of accountability. When a project manager is on the job, there’s never doubt regarding who’s the boss and who’s in charge of what’s happening in the project (especially when you’re using an RACI chart or like tools). Project managers implement procedures and keep everyone in the team accountable as they are ultimately responsible for the outcome of the project, whether it is successful or fails.
3. Clear Focus and Objectives
Management of projects is crucial because it makes sure there’s a good strategy to achieve the strategic objectives.
If the management of projects is delegated to the team to carry on their own You’ll see teams working without clear and concise briefs, and without an established project management process. Projects aren’t focused, may be unclear or vague in their objectives and make the team completely clear on what they’re supposed to be doing or the reason for it.
We, as project leaders are positioned to prevent this from happening and ensure the timely completion of projects by breaking down the project into tasks assigned to our teams.
Sometimes, the ability to adopt this approach is what distinguishes good project management from poor. The breaking down of work into smaller pieces of work helps teams stay focused on their goals and focus their efforts on reaching the end objective by completing smaller actions, and rapidly determine risks, since the management of risk is crucial in the management of projects.
The goals of a project are often required to be adjusted in response to the risk that is becoming apparent. If there isn’t a clear supervision and oversight the project can quickly fall apart, but effective project management (and an experienced project manager) will allow the team to stay focused, and if necessary, refocus on the goals they have set.
4. Realistic Project Plan
Management of projects is crucial because it helps ensure that expectations are established regarding the scope of work to be completed on time, at what point and at what cost.
If there isn’t proper management of the project and a sound plan for the project budget, estimates for budgets and project timelines can be formulated which are too ambitious or lacking similar estimating insights that is derived from comparable projects. This means that without effective management of projects, they are completed late and are over budget.
Effective project managers must be able negotiate reasonable and realistic deadlines and milestones with the key teams, stakeholders, and managers. In many cases, the pressure put on the delivery can compromise the steps needed, and ultimately affects the final product of the project.
We are all aware that many projects will take longer than anticipated. A skilled project manager can to assess and evaluate the resources available, along with the necessary timeline and create an accurate timetable. The management of projects is crucial in scheduling, as it provides credibility to the scheduling.
A successful project manager has an organized process, with realistic deadlines, which allows everyone in the project team to operate within the limits of reasonable expectations and with no excessive expectations.
5. Quality Control
Management of projects is crucial because it guarantees the quality of what is being provided, which is consistently on the quality standards.
The project is also often under immense pressure to complete. Without an experienced project manager with the support and approval of the executive management the tasks are not properly managed and schedules are shortened, processes are streamlined and tasks are rushed. This results in poor quality work because there is no quality control in place.
The project’s management is devoted to ensuring that not only does the project has the time and resources to complete the task, but also that the product is checked at every step.
A good project management system requires gated phases that allow teams to evaluate the quality of the work, its efficiency, and applicability. Management of projects is crucial to quality since it permits an organized and synchronized process which allows teams to evaluate and test their results at every step throughout the process.
6. Risk Management
The importance of managing projects is that it helps ensure that risks are effectively controlled and minimized to prevent them from becoming problems.
The management of risk is crucial to the success of a project. The temptation is to put them in the back of the closet and never mention them with the client and then hope that everything will go well. But having a well-organized method for identifying as well as the management and reduction of risk can to prevent risk from becoming a problem. Particularly in the case of complicated projects, managing risk is where the significance of managing projects really plays a role.
An effective project management process requires that project managers examine all risks that could be posed to the project, calculate them, then create an action plan to mitigate them, and also a contingency plan should one of them occur. It’s important to know the appropriate questions to ask to discover risks earlier.
Naturally, risks must be prioritized based on the likelihood of them happening and the appropriate response is assigned per risk (some PMs employ a risk management program for this). A good project management system is essential in this respect, as projects don’t always go according to plan and how we manage changes and adjustments to our plan for managing projects is crucial to the success of successful projects.
7. The Orderly Process
The importance of project management is that it helps ensure that the right people are doing the right thing, in the appropriate order – it makes sure that the proper project management is carried out throughout the entire life-cycle of the project.
It’s surprising that many of the largest and well-known businesses are using reactive planning strategies which aren’t based on any actual project management techniques.
However, reactivity – in contrast to proactivity – may result in projects going into survival mode. This happens when teams break up as tasks overlap and plans become unproductive, leading to frustration and inefficiency within the group.
A well-planned and organized process can have a huge impact since the team is aware of who’s in charge of what when, how, and when. An effective process helps identify roles, streamlining procedures and processes, identify the risks and set up checks and balances that ensure the project’s goals are always aligned with the overall plan. Management of projects is crucial since without a well-organized easy-to-understand process, businesses run the risk of project failure, erosion of trust in business relationships, as well as the waste of resources.
8. Continuous Oversight
Management of projects is crucial because it helps ensure that the progress of a project is properly tracked and reported.
The idea of reporting status might seem boring and ineffective – and when everything is going according to plan, it may seem like documentation just to document the purpose. However, constant oversight of the project making sure that the project is running correctly against the initial plan, is crucial to ensure that the project stays in the right direction.
When the proper oversight and monitoring is done,, it allows you to easily see the moment when a project begins to diverge from its planned direction. The earlier you are able to detect any deviation from the plan and the more straightforward it will be to make the necessary adjustments.
Effective project managers regularly produce easily digestible progress or status reports to aid in managing stakeholder relations. This helps clients and project participants to monitor the project independently. Typically, these status reports give insight into the tasks that were completed and scheduled, the number of hours used and the way they compare against their planned hours and which projects are performing against milestones or milestones, risks, assumptions problems and dependencies, and any other outputs from the project as it progresses.
This information is not just to track the progress of the project but also helps clients build trust with the other people in their company and allows them to have a clear view of the project’s progress. This also provides your team with a an easy and consistent method to stay in contact with your clients on a regular basis to build relationships with your clients.
9. Subject Expertise
The importance of managing projects is that it is essential for a person to discern if everyone is performing as they should.
With some years of experience Project managers are able to know the basics of a variety of the elements involved in the projects they oversee. They’ll develop technical expertise as well as project management expertise and subject matter knowledge They’ll be aware of the tasks their teams carry out their work on, the platforms and systems they employ, as well as the potential and limitations and the types of problems that are typical.
Being able to demonstrate this type of knowledge in the field is a great way to engage in intelligent and well-informed conversations with customers as well as teams, stakeholders and even suppliers. They’re well-equipped to be the central point of communication for the project, making sure that when the project moves through different teams and stages of work, nothing is neglected or ignored.
In the absence of subject matter experts through the management of projects, you may discover that a project is not balanced as the creatives do not consider technical limitations, or the developers fail to realize the original concept of the project. Project management helps keep all the participants focused on the overall goal and brings the team together and makes the appropriate compromises that will make the project successful.
10. Making the most of and learning from success and Learning from Failure and
Management of projects is crucial because it can be learned from the failures and successes in the past.
The management of projects can change bad habits. When you’re conducting projects, it’s essential to avoid making the same mistakes over and over again. Project managers utilize reviews, retrospectives and lessons learnt or post-project reviews to reflect on the things that was successful and what didn’t go good, as well as what could be different to ensure the success of the next project.
This will create a useful collection of documents that will become an archive of “dos and nots” in the future, allowing the organization to take lessons from both failures and successes. Without this knowledge teams are likely to keep doing the same mistake over and over again.
These are excellent documents to present at a kickoff to remind team members of mistakes like underestimating projects, as well as achievements such as the advantages of a well-organized procedure or the importance of keeping the timesheets current!
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