Project Management: Art & Science

Having spent significant time in the industry, I firmly believe that managing a project is an art. As a tea enthusiast, I've come to see that the art of project management is akin to brewing the perfect cup of tea. Just as you patiently boil water and steep tea leaves before adding milk and sugar, letting it all brew to perfection, project management involves meeting deadlines, fostering teamwork, knowing when to lead and when to step back, resource management, problem-solving, client interaction, and representing your organization. Like the craft of brewing tea, it's a skill that develops over time with experience.

Furthermore, in the realm of project management, just as an artist uses instruments, tools and software can be employed to simplify a project manager's work.

Imagine standing in an art gallery with an original Mona Lisa portrait next to a copy. An art connoisseur can quickly distinguish between the original and the duplicate. Similarly, a proficient project manager understands their team's capabilities, communicates effectively, manages stakeholders, considers budget and resource constraints, knows business rules, fosters innovation, and employs analytics to meet the client's requirements.

An organization can experience exponential growth if its Project Management Office (PMO) is skilled and competitive. It's akin to a tea sommelier, curating the finest tea blends and advising tea enthusiasts on their selection. A well-functioning PMO identifies individuals based on their strengths, aligns them accordingly, manages project resources, and continually updates the project plan throughout its timeline, thereby saving and enhancing organizational objectives iteratively. Moreover, maintaining a diverse archive of past projects enhances an organization's human resource pool, market standing, and commitment to customer satisfaction.

Additionally, in my experience and observations, strong leadership always emerges as the most critical factor influencing project success or failure, regardless of the project's size. A committed project manager who excels in communication, empathy, stakeholder management, and team motivation is more likely to lead a successful project. This philosophy is also in line with the principles outlined in PMBOK (7th Edition).

Furthermore, research reveals that a project's success hinges on a clear understanding of the client's expectations and a well-defined scope. Project failure often results from frequent scope changes due to unclear client expectations, upsetting the balance of the Project Triangle (Budget, Scope, and Schedule).

Effective project planning and regular updates are essential for success. Initially, a project plan is crafted with assumptions about resources and risks, but as the project progresses, these aspects must be adjusted as needed.

Other factors that contribute to project success include acquiring the right resources at the appropriate project phases, delivering the product on time according to market demands, and ensuring technical output's usability for a broader audience.

In James Clear's book "Atomic Habits," an illustrative example of how good project management practices can yield exceptional results is found in the transformation of British Cycling. This story highlights the profound impact of leadership change on making Britain one of the world's best cycling teams.

Atomic Habits cites that in the early 2000s, British cyclists performed poorly in championships. Then, in 2003, Dave Brailsford took over as the team's coach. What set him apart from his predecessors was his unwavering commitment to improving the team. Brailsford and his team made numerous small adjustments, such as redesigning seats for comfort and applying alcohol to tires for better grip. They worked with cyclists to address any areas needing improvement. Brailsford's clear vision and commitment to the project's objectives made a significant difference. Within just five years, the British cycling team was winning nearly every road and track cycling event. They even claimed 60% of gold medals at the 2008 Beijing Olympics.

From a project management perspective, we can break it down as follows:

Project Sponsor: The British Government

Project Objective: Enhancing Britain's standing in cycling events

Project Manager: Dave Brailsford

Project Scope: Improving the performance of British cyclists at world championships

Project Budget: Not specified, but government-funded

Project Timeline: Five years

Project Closure: Successfully achieved objectives

This example provides a relatable and straightforward illustration of how successful projects are managed with effective leadership.

Conclusion

Project management, like the art of brewing tea, is a blend of science, intuition, and experience. It requires a deep understanding of human dynamics, technical expertise, and the ability to navigate complex situations with grace and agility. By embracing the principles of effective leadership, clear communication, adaptability, and a commitment to excellence, project managers can transform their endeavors into masterpieces of success.

References:

Atomic Habits , James Clear

Project Management Institute. (2021). A Guide to Project Management Body of Knowledge (PMBOK?? Guide) (7th Edition).?Project Management Institute.