Ability to Admit Your Mistakes: Flop is Also a Result

I make mistakes. I do it in my day-to-day life, and at work as well.?

On the other hand, if you ever meet a manager who claims they have never made mistakes, avoid dealing with them.

To my credit, I don’t have a tendency to make one and the same mistake repeatedly. Even though it is in human nature to err, learning from mistakes is what distinguishes us as species. That is why, I suppose, there is an item in project managers’ documentation called ‘Lessons Learnt’. That is why we run retrospectives, reflect on what can be done better next time. That is why various methodologies and frameworks have dedicated rituals, post-mortem (worst-case) and pre-mortem analysis and other similar activities.

Mistakes happen in project management. From managing resources and coordinating team efforts to meeting deadlines and maintaining scope, there's a lot that can go wrong.

Yet, mistakes aren't necessarily the end of a project; on the contrary, they present unique opportunities to learn and adapt. In this article, we will look into common project management pitfalls and explore effective strategies for error handling. I will try to demonstrate that with the right approach even significant errors can be mitigated, providing valuable lessons that can lead to greater success in future projects. And I will share some examples from my own experience. Let's take a closer look at what can go wrong in project management and how to handle it.

There are some common mistakes that can jeopardize a project's success. One such error is poor project scope definition, where the project's boundaries are not clearly established. This often leads to scope creep—gradual expansion of project objectives—which can inflate costs, stretch timelines, and compromise overall success, or lead to conflicting situations with your stakeholders. Another frequent misstep is inadequate risk management. Ignoring or failing to identify potential risks means there's no plan to mitigate them, leaving projects vulnerable to unexpected setbacks like resource shortages or external disruptions. Weak communication is another critical issue, as ineffective exchanges among stakeholders often lead to misunderstandings, misaligned expectations, and, ultimately, a project that doesn't meet its goals. Unrealistic deadlines also pose a risk; when timelines are too ambitious, it can demoralize teams and result in extra and overtime? work. Lastly, insufficient resource allocation, where the necessary resources for the project's success are underestimated, can cause significant delays and, in extreme cases, lead to project failure. These common mistakes highlight the importance of careful planning, risk assessment, effective communication, and realistic timelines to ensure successful project outcomes.

Effective error handling in project management is essential for keeping your project on track and within continuous improvement. A critical first step is acknowledging mistakes. When team members feel safe to report errors without fear of blame or retribution, they are more likely to share issues early, allowing for quick resolution and minimizing the impact on the project. When stakeholders are timely informed, they can adapt their expectations to the real situation and contribute to the next steps. Creating this culture of openness encourages learning and adaptability. Once a mistake is identified, root cause analysis is crucial.?

Root Cause Analysis (RCA) is a systematic approach to identifying the cause of errors or issues in a project. By focusing on the root cause rather than just addressing the symptoms, project managers can prevent the same problems from recurring. Common techniques for RCA include the "5 Whys," where one asks "why" repeatedly until the fundamental cause is revealed, and the fishbone diagram (also known as the Ishikawa or cause-and-effect diagram), which visually maps out the potential causes leading to an error. Other methods like fault tree analysis or Pareto analysis help break down complex issues into manageable parts, facilitating a clearer understanding of the core problem. By applying these techniques, project managers can uncover hidden issues, such as communication gaps, misaligned goals, or inadequate risk assessments. Understanding the root cause allows teams to implement targeted corrective actions and improve processes, reducing the likelihood of similar errors in the future. Ultimately, RCA is a powerful tool for promoting continuous improvement and ensuring that projects are more resilient to potential disruptions.

Corrective and preventive actions form the fundamentals of error handling. Corrective actions focus on resolving the current problem, such as reallocating resources or adjusting timelines. Preventive actions, on the other hand, are meant to prevent recurrence by improving processes, reinforcing training, or updating project plans. Successful project managers implement these strategies to ensure projects remain on track despite setbacks.

Learning from mistakes is the final step in effective error handling. By documenting lessons learned and sharing them across the organization, project teams can build a repository of knowledge that can be used to improve future projects. This culture of continuous improvement leads to enhanced project outcomes and a more resilient team.

Effective error handling in project management relies on a variety of tools and techniques to address issues, streamline communication, and maintain project focus. Project management software like Trello, Asana, and Jira play a crucial role in managing tasks, tracking progress, and identifying errors. These tools allow project managers to visualize workflows, assign responsibilities, and monitor deadlines, providing a centralized platform where teams can collaborate and address issues in real time. With built-in features for issue tracking and reporting, these tools can quickly highlight problems, enabling teams to respond promptly. Various available integrations allow to make the process smooth and truly quick.

Risk management (as explained in PMBOK (Project Management Body of Knowledge) and PRINCE2 (Projects IN Controlled Environments)) offers structured approaches for identifying, assessing, and mitigating risks. These sources provide best practices, including risk registers, impact assessments, and mitigation strategies, which help project managers anticipate potential problems and develop contingency plans.

Communication and collaboration tools such as Slack, Microsoft Teams, and Zoom are also essential in error handling. These platforms foster open communication among project stakeholders, reducing the likelihood of miscommunication and ensuring everyone is aligned. With features like instant messaging, video conferencing, and document sharing, these tools facilitate seamless collaboration, making it easier to discuss and resolve issues as they arise. By using these tools and frameworks, project managers can create a working system for error handling, ultimately leading to more successful project outcomes.

And now it’s time to share some real cases. It sometimes happens that our expectations as a developing team do not match with those of our stakeholders. The more people get involved in communication, the higher the risks of misunderstanding are. You remember that magic formula of contact numbers depending on the number of people? (N*(N-1))/2, where N is the number of people involved in the communication. Thus, if we have a team of 10 and at least 5 stakeholders, the number of possible communication channels is 15*14/2, and it is 105. 105 chances of miscommunication and misunderstanding! And the more complicated your products or solutions are, the bigger these chances become.?

The first thing to do when you feel something is not going right is actually to take a deep breath in and admit the need to address the situation. Never pretend it is OK if it is not. Another thing is to avoid blaming other people. If someone does not understand you, it might be because of the way you explain things. Sometimes it makes sense to ask a colleague of yours to help, and provide details and explanations in a manner different from yours.?

Another step to take if misunderstanding actually takes place is to introduce proper documentation. It’s always good to have reference points, and not to rely on your memory (although, I am absolutely sure you have a great one!). Modern technologies allow for collaborative editing and real-time discussions to be performed in written form, and it helps to track all the changes if any take place. I am aware that agile values people and collaboration more than profound documentation, but there are moments when well described written requirements simplify the life of the development team, and make it easier for stakeholders to understand what your team is actually working on.

As I have already mentioned above, miscommunication is usually the cause of all problems. That is why, apart from introducing proper documentation, I would recommend investing in lifelong learning and upgrading your team’s skill set. There are plenty of free and paid ways to improve communication, and the best approach would be to customize and tailor the educational plan to your specific needs.?

To sum up, if you have cases of misunderstanding, try following these simple steps:

1. Admit something is going wrong
2. Make sure people understand what you want to convey in your message (don’t feel shy to ask someone else to explain the same thing in a different way), and NEVER EVER dare to think you know better than everyone else
3. Document agreements, to have a baseline and reference point
4. Upgrade your communication skills

Sure enough, it is not a silver bullet, but it is definitely a step forward.

It is ok to step back in order to move forward at a higher speed. And it does require bravery to admit mistakes. Yet it is essential if you want to run ahead.