Managing Busy Teams with Project Management Best Practices

Project Management Body of Knowledge (PMBOK)? is not authored by one or two individuals, instead, it is a collective body of knowledge based on the best practices recommended by experts, which grounded in real-life best practices, especially in the latest version. Having recently passed the PMP? & PRINCE2? project management certifications, I'd like to share some insights about "Managing Busy Teams with Project Management Best Practices".

Project Manager has the authority to make some significant decisions independently, starting with the official acceptance of the project charter or project brief, according to PMP? and PRINCE2? best practices. Neither certification suggests escalating issues to senior management simply because the team is busy, as managing team workload efficiently falls within the project manager's domain. Unless it is necessary.

In real life, project managers must lead the project and be familiar with project resources, including stakeholders, scope, cost and time. Therefore, they need to develop relevant skills to address various issues and balance the constraints. While it's common to encounter busy teams in real-life scenarios, it's essential for leaders, including project managers, to learn how to balance resources effectively. Escalating every busy issue to leadership is not always necessary unless there is a compelling reason. Even in organizations where project managers have weaker influence, managing resources is a skill they should be familiar with.

As a servant leader, it is our responsibility to offer assistance whenever necessary. If I find myself in the role of the captain of a ship, and the team is engaged in rescuing a sinking vessel, I would undoubtedly stand alongside them rather than remain in the control room. However, this decision must be made with careful consideration of risk management. Leaving the control room should only occur if it does not significantly increase the risk to the overall outcome. Moreover, there may be instances where taking certain risks is necessary, particularly when the potential benefits outweigh the potential risks, such as in matters of life and death, or in the workplace, maybe it is related to "Karoshi" (death from overwork). Ultimately, it is about striking a balance and doing what is morally and practically right in the given circumstances.

To summarize, project managers need to develop the skills to address issues, lead project, empower team, and remove obstacles for project success. Escalating issues like "the team is busy" may not align with PMP best practices, as managing time, scope, and other resources efficiently is a skill everyone needs to learn in life. Before resorting to escalation, it's crucial to strike a balance and learn how to effectively manage available resources. In real-life situations, every scenario may vary, making it even more important to apply best practices, particularly regarding essential skills such as resource allocation, whether in the workplace or in personal life.