From Vision to Victory: How Smart Project Management Transforms Businesses

Before I start, I believe it is important to highlight my mantra at work:

Add value and make life easier for the client and the rest of the stakeholders

Remember that as it applies to every step, move, and action that you take in managing a project, and other aspects of your life for that matter ?.?

Effective project management is essential for success in today's fast-paced business environment. We believe in going the extra mile, what we call Smart Project Management, that combines strategic planning, effective communication, and continuous improvement.

Throughout this article, I will share some insights and best practices on how to manage projects effectively. From defining clear goals to leveraging technology and fostering teamwork, we will cover all aspects of Smart project management.?

No matter if you are an external (consultant/agency), or an internal project manager, you will find this content helpful to deal with the client (yes, the client can be within your company even if the service is not outsourced).

PREPARATION - SCOPE:?

One of the key and often overlooked aspects of managing a project is a clearly defined and agreed-upon scope and expectations.?

• Define Clear Goals and Objectives: Start by clearly defining the project's goals and objectives. This will serve as a roadmap and keep everyone focused.

a) I?like to do this by defining an overarching Mission that answers the question:? “What do we want to accomplish?”. I.e. To become a proud employer of choice for our colleagues        

b) Then it is time to identify your objectives. They need to be aligned with the vision. Following the previous example, it could be something along the lines of i) understanding what are our employee’s priorities ii) creating an app for them to share their feelings and monitor and track their moods and status?        

c) “What success looks like”. It should be quantifiable, and this helps us define targets and Key Performance Indicators (KPIs) that we will monitor throughout? the project and that we will be accountable for. List those objectives ie. For objective i) we want to survey 100% of the employees and find 3 key topics to focus on. For objective ii) To have a satisfaction improvement of 2 points per month, with a target of BEST EMPLOYER in the industry by 2026.        

d) Define which activities we are going to do, in which sequence and the timeline, so that we know what to focus on. If there are new activities/actions, that do not help us get closer to a) and b), we should disregard them and deprioritize them for a later stage.        

• Define the team, and its roles & responsibilities: be clear on who can help move the needle when some topics are stuck, or when support or extra resources are needed… and most importantly: what is to be done and by which team. In the case of external consultants, it is of huge value to properly define who on the client’s side will be helping you in the project, as they bring a sounding board and some expertise in different areas that may become critical for the project’s development.?
• Define the budget: if not you will end up overspending. Make sure that in the agreed budget you are forecasting everything that you will need and be as accurate as possible in foreseeing the time which will be spent. You want to avoid having to come with budget reviews to the client or sponsor. Spending time on this part of the planning will pay off.??

DURING: Alignment and touch-points

1. Effective Communication: Open communication is crucial. Regularly update your team on progress, challenges, and any changes in plans. Depending on the nature of the project, weekly or bi-weekly touchpoints are helpful. They can be as short as 15’ but you want to make sure the right people are offering you guidance so that it's not too late to rectify.?
2. Monitor and Evaluate: Continuously monitor and evaluate your project's progress. This will help you identify areas for improvement and stay on track. Here, the KPIs defined in the Scope will help you have tangible and measurable topics to look into and keep things relatable so that we don’t start deviating from what to look into and where to focus our actions.?
3. Prioritize and Manage Tasks: Prioritize tasks based on their importance and urgency, and allocate resources accordingly. It is not infrequent that the project needs change mid-way, that the client changes direction, or that you realize there are better things to focus on that would require some updates on the agreed actions. Do a quick sanity check with the client/sponsor and make sure the priorities and time spent can be reallocated to what matters. And, dismiss/push for later what does not. Some things are nice to have, and others are clear needs. Differentiate between those with the help of the other stakeholders and find convergence.?
4. Risk Management: Anticipate and plan for potential risks to minimize disruptions. You want to keep time to review risks in your weekly/bi-weekly meetings. You also want that to be brief and hopefully, you are not bringing new risks every week. Those should have been prevented or tackled immediately and if you need to bring them to the client, it probably means that it is too late and you will be left wishing you had anticipated it. This does not mean you need to hide it. On the contrary, letting others know about potential red flags or risks is going to be crucial to becoming trustworthy.
5. Leverage Technology: Utilize project management software or tools to streamline communication, task management, and progress tracking. It makes it easier to involve people, share status dynamically without the need to prepare a deck, and delegate and align with other teammates. There are plenty of tools for that, some that I am familiar with and recommend are Asana, Monday.com, or Trello.?
6. Embrace Flexibility: Be adaptable to changing circumstances and willing to make adjustments as needed. Remember the number 1 rule, “you need to bring value to the client and make their life easier”, if there are suggestions or changes in their needs, you will need to adapt so that the value continues to be there. Quick steering or pivoting is a strength that comes with challenges but that is of great value to the client.?
7. Teamwork and Collaboration: Foster a collaborative work environment where team members can share ideas and support each other. We like to become colleagues of our clients, erase the client/provider barrier, and act as a team, with the same interests and values. I personally believe in the value of a close relationship, a personal touch, and a friendly tone. Not the most obvious approach in a very formal business world, but a preference that goes better with my DNA.?
8. Continuous Learning: Continuously learn and improve your project management skills through training and experience. Nothing is set in stone, feedback after feedback you can tweak small ways of working that will benefit you and your clients in the execution of your projects.?
9. Celebrate Successes: Recognize and celebrate project milestones and accomplishments to motivate your team. It is sometimes hard to say goodbye to a project that you have dedicated so much time and effort to. It is also hard knowing that when you are gone, they will continue without you and you will move on? to a new project. So make sure you spend time celebrating and being proud of the accomplishments. At the same time, make sure to stay in touch with the client so that you can follow up on the status of the project once you are gone.?

In conclusion, effective project management is not just a series of tasks to be checked off a list; it's a strategic orchestration aimed at delivering value and easing the journey for all stakeholders involved. The Smart Project Management approach advocated here emphasizes clear goal-setting, open communication, proactive risk management, and fostering a collaborative environment. By adhering to these principles and leveraging the right tools, project managers can navigate the complexities of modern business landscapes with agility and efficiency.?

What do you think? Is there anything you would do differently or prefer done differently (if you are on the client’s side)? Are there additional points you would like to see explored? Do you like a more formal business setting or do you prefer a more outgoing approach such as the one I share in point 10? I look forward to hearing about your expectations and experiences!?

Remember, we are here to support you in any way we can. If you have any specific project management needs or require additional guidance, please don't hesitate to contact us. We would love to discuss this with you.