You're a project manager with a tight deadline. How can you make sure your team is working effectively?

One thing I have found helpful is from the very start of a project or coming in as the newbie as a Program Manager is to level the playing field. We are a team and we share the ups and downs of a project, for better or for worse. I will give and expect to receive full transparency and honesty. When one person is struggling, you have a team to help you. I also expect to always have eyes on the future. Think a few steps ahead on the what ifs, and have plans for the in cases. It is so much better to hold up the red flag before or when it might happen, rather than having to do damage control too late. We are here to succeed as a team.

The job of the Project Manager is to clear the path of any obstacles, get them the information they need to do their jobs, and set/manage expectations internally and externally. If you want to make sure your team is working effectively, you need to have some type of communication method. I prefer quick meetings to check in on where they're at, what they need, and any risks I should know about. There are also a multitude of programs supporting task management and communication that's effective and easy to check in on that will offer transparency across the team while also tracking the information. Depending on your team and project, pick which will work best for the team. Good luck!

When was the last time the topic of budgets and financials came up during a tight timeline delivery ? Not sticking to tight timelines have direct impact on the budgets so why refrain from this topic with your team ? At the onset of the project, to level up your team on the importance of timely delivery, try communicating the concept of budgets, its control and how their output directly impacts the financials of the project. In my opinion, keep the financials documentation in clear simple language, especially if you are dealing a technical audience. For a timely delivery, cite examples of how recurring bugs/ issue impact quality and time and eventually can impact the actual as more time and resources need to be involved.

At times, when the complexity of a deliverable is high, and although it has been broken down into smaller pieces, each of these may be time consuming with various steps involved and issues that would come up. These issues could be resolved at a single point or would require collaboration with other teams, which would further delay the process. In such cases you can suggest the team to involve you at the earliest and you speed the process and resolve the blocker for them, so as to help them meet the deadline. This would be a great way to support and lead the team to success.

When you're facing a tight deadline, it's like conducting an orchestra; every section must be in harmony. Encourage your team to bring their A-game, fostering a space where creativity is met with action. How can we do that? Here’s a few practical tips: 1) Break down tasks to bite-size wins; this keeps momentum high and stress low. 2) Be the leader who doesn’t just hand out tasks but inspires ownership and pride in the work. 3) Recognise that flexibility is key; if a plan needs tweaking, do it without losing sight of your deadline. 4) And remember, the project's success is a shared success and triumph ??

Don’t be the Project Manager that demands even more meetings as timelines start to bite. Demonstrate your confidence in your team and coach them well before the going gets tough.

Understanding the critical path for any project is very important. Once it is understood and clearly defined the team can focus on the critical path activities to complete them in time and efficiently deliver the project.

Realistic deadlines are never easy, unless work is overestimated. - Teams must focus not just on zero waste, but continuously optimize. Streamline processes and simplify production lines on the go. - Ask 'why' and 'how' questions more often. Dig deeper to identify root causes and explore better ways of working. - Constant introspection is key - analyze workflows, remove bottlenecks, automate repetitive tasks. - Even small improvements in efficiency compound over time. - Relentless optimization ensures you meet deadlines without burning out teams. Quality is never compromised in the pursuit of productivity. The best teams combine urgency with smart ways of working. Deadline crunches become far more manageable through this mindset shift.

…always focus on the value and why you and your team are working on the project. If it’s not meaningful and you haven’t demonstrated the added value that successfully delivering the project will bring - your team won’t be motivated.

Make sure the plan is realistic. Don’t be the Project Manager that keeps updating every time a deadline is missed…if that’s you…you’re probably on your way to losing credibility with your team and senior stakeholders. Replan carefully and ensure it’s not just another ‘hopeful’ plan.

Here are steps you can take to ensure your team works effectively under tight deadlines: 1. Prioritize Tasks: Break down the project into tasks and prioritize them based on their importance and urgency. Focus on what needs to be done to meet the project objectives and what can be postponed, delegated, or simplified. 2. Set Clear Goals and Expectations: Clearly communicate the project goals, individual roles, and expectations to the team. Make sure everyone understands the timeline and what is required of them. 3. Create a Detailed Schedule: Develop a detailed project schedule that includes all tasks, milestones, and deadlines. Use project management tools to track progress and adjust the schedule as needed.