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You’ve been given a new project. How can you ensure that it’s a success?

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You’ve been given a new project. How can you ensure that it’s a success? Whether you’re a project manager, a team leader, or a contributor, you need to communicate effectively with your stakeholders, your team, and your clients. Communication systems are the tools and processes that enable you to share information, collaborate, and resolve issues. In this article, you’ll learn how to use communication systems to plan, execute, and close your project successfully.

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CMA Rajesh Kumar

General Manager Finance & Accounts | Credit Management, Business Profitability
Marlon E Bradshaw Jr., PMP

Project Manager at Eaton

1 Define your scope

The first step to a successful project is to define your scope clearly and accurately. Your scope is the set of deliverables, requirements, and objectives that you agree to deliver to your client or sponsor. To define your scope, you need to communicate with your stakeholders and understand their needs, expectations, and constraints. You also need to document your scope in a scope statement, a work breakdown structure, and a project charter. These documents will help you communicate your scope to your team and your client, and avoid scope creep or changes that can derail your project.

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CMA Rajesh Kumar

General Manager Finance & Accounts | Credit Management, Business Profitability
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Following are the important steps and activities: 1.Preparation of Project Charter 2.Project Planning-Selection/Implementation of a PMC software and Action plan Template 3. Project Execution- Preparation of a Project Execution Template 4.Communication 5. Risk Management 6. Project Tracking- Execution Tracking and Dashboard, Gap analysis template and Root cause analysis 7. Project Management- WBS, Milestones and Timelines 8. Scheduling- Implementation Plan 9. Project Budget- Project Cost and Budget templates.

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Marlon E Bradshaw Jr., PMP

Project Manager at Eaton
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Defining your scope is an essential piece to project success. Often times project execution is underway without thoroughly verifying scope and responsibilities. This leads to scope gap during the project life cycle which only creates more challenges. Have your plan defined clearly with alternative plans in place just in case. Be sure your project team is aware of everyone's scope, this prevents overlap or redundancy on the project.

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Mohamed Mahmoud Anas Hegazi PMP? ACP? RMP? P3O?

Throughout his professional career, Mohamed has specialized in supervision, and project management. He developed aspects is in wastewater treatment, Potable water, Commercial, University, and residential buildings.
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Stack holder management is an essential this management process will be the track directional guide, that shows the project manager all the aspects to be used

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freedom hare

Project Management Student with Strong Academic Background and Managing Member at Let Love Clothing
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It's like I'm in class allover again, I am loving it. Since every project is unique, steps taken should tailored based on the specific context and requirements of the project you are embarking on.

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2 Choose your methods

The second step to a successful project is to choose your communication methods wisely. Your communication methods are the channels and formats that you use to exchange information, such as emails, meetings, reports, or presentations. To choose your methods, you need to consider your audience, your purpose, your frequency, and your resources. You also need to balance the advantages and disadvantages of different methods, such as speed, cost, feedback, and quality. For example, you might use email for routine updates, but use video calls for brainstorming or problem-solving.

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Michael Gray

SME for Utility Design, Development (SUE) and Management.
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Know you audience, urgent information needs to go out in text to everyone and set up a video call, after recap it in an email with a response requirement. You can’t just send an email or alert and then expect everyone to understand what you need, whether it’s a change order or safety message it’s paramount all parties have the information needed. Don’t leave it to someone’s interpretation of the message, make sure you’ve communicated your message properly. Communication is the key to the success of any project or operation, having a clear understanding of the vision, task to achieve and when they are required. Without a clear understanding of what is expected, when and who is responsible failure is assured.

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CMA Rajesh Kumar

General Manager Finance & Accounts | Credit Management, Business Profitability
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Project involves dealing with Cross-functional Team, achieving Goals, has limited resources availability and uncertainities. Project managers main concern is wrt Time, Money, Quality, managing a Team and Information. A good workflow tool may be implemented for tracking changes. Apart from above, it must be noted that goal of every project is the same: team work to make good decisions. Decisions require open channels of communication for two way flow of information. Here are some of the tools that can be helpful and what they are best for. Project Board, Discussion Board, Chat Tool,Email for One-on-one Conversation,Weekly Status Reports,Document Repository,Daily Standup Meetings and Iteration Planning Meetings

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3 Establish your rules

The third step to a successful project is to establish your communication rules clearly and consistently. Your communication rules are the guidelines and expectations that you set for yourself and your team, such as roles, responsibilities, deadlines, formats, and etiquette. To establish your rules, you need to communicate with your team and your client, and agree on the standards and norms that will govern your communication. You also need to document your rules in a communication plan, a stakeholder register, and a project schedule. These documents will help you communicate your rules to everyone involved, and avoid confusion or conflict.

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CMA Rajesh Kumar

General Manager Finance & Accounts | Credit Management, Business Profitability
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The following steps may be followed: Communication charter, status monitoring tools , process improvement, requirement check list, project requirements. Also, focus on Project Tracking, scheduling, budgeting and PMO roles. The variuos channels used for the above may be : Project Board, Discussion Board, Chat Tool,Email for One-on-one Conversation,Weekly Status Reports,Document Repository,Daily Standup Meetings and Iteration Planning Meetings.

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4 Monitor your progress

The fourth step to a successful project is to monitor your progress regularly and effectively. Your progress is the measure of how well you are achieving your scope, schedule, budget, and quality goals. To monitor your progress, you need to communicate with your team and your client, and collect, analyze, and report data on your performance indicators, such as milestones, deliverables, costs, and risks. You also need to use communication tools, such as dashboards, charts, or tables, to visualize and communicate your progress clearly and concisely.

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5 Manage your issues

The fifth step to a successful project is to manage your issues proactively and professionally. Your issues are the problems or challenges that arise during your project, such as changes, conflicts, errors, or delays. To manage your issues, you need to communicate with your team and your client, and identify, prioritize, and resolve issues as soon as possible. You also need to use communication techniques, such as negotiation, mediation, or escalation, to communicate your issues effectively and respectfully.

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6 Close your project

The sixth and final step to a successful project is to close your project formally and positively. Your closure is the process of completing, delivering, and evaluating your project, and celebrating your achievements. To close your project, you need to communicate with your team and your client, and confirm that your scope has been met, your deliverables have been accepted, and your feedback has been collected. You also need to use communication skills, such as gratitude, recognition, or feedback, to communicate your closure gracefully and gratefully.

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CMA Rajesh Kumar

General Manager Finance & Accounts | Credit Management, Business Profitability
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Smooth closure of a project is always desirable. One must ensure completeness of the project in terms of deliverables as desired, within the overall budget provided, without legal or commercial disputes as far as possible. The project completion must enhance the quality, productivity, reputation, experience etc.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Paul Miller

Senior Principal Engineer at MBDA UK
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All of these things are essential. Now accept that you best laid plans will not work out. In complex projects, change is inevitable, so what then? Successful project teams are resilient, adaptable and well led (not just managed). Having a good understanding of change management and an agile team to rise to challenges will ensure that you minimise the effects of change on your KPI's. So put your superhero cape away, and unleash the talent around you. Why hire the brightest minds and then cage them with process and 'manage' them? Exploit their talent, get them invested in outcomes, leverage their skills, develop their capabilities, seek their opinions, and appreciate their value. Serve those you lead and great things will happen.

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You’ve been given a new project. How can you ensure that it’s a success?

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2

3

4

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1 Define your scope

2 Choose your methods

3 Establish your rules

4 Monitor your progress

5 Manage your issues

6 Close your project

7 Here’s what else to consider

Communication Systems

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