Is your project management system working for you, or are you working for it?

As a Technical Project Manager, the difference between a successful project and one that just drags on often boils down to a well-structured, flexible approach. It’s not just about the tools you use, but knowing when and how to apply them to each project phase. I’m sharing my experiences and lessons learned on how the key stages of project management can truly make an impact.

1. Initiation: It all starts here. Aligning on clear objectives and ensuring everyone’s on the same page is crucial. I remember a project where at the initial stage we struggled to define the scope, leading to confusion later. Trello and Excel helped us visualize and align on the project scope, but it was the RACI model that really saved us by clearly defining roles and responsibilities from the start, making sure no one was left in the dark.

2. Planning: A solid plan makes all the difference. There was a time when a project I managed got off track due to poor planning, resulting in resource allocation and scheduling issues. Since then, I make sure to use JIRA, Smartsheet, and Microsoft Project to create clear roadmaps and timelines. I still rely on Excel to break down complex tasks into manageable pieces. This approach has been a game-changer, keeping things organized and ensuring we don’t miss any critical steps.

3. Execution: Now the real work begins. During one project, I faced significant challenges when communication broke down between the teams, causing delays and confusion. To solve this, I leaned heavily on Teams to keep communication flowing smoothly across remote teams. In the midst of a chaotic phase, I introduced regular check-ins with stakeholders, especially the technical leads—which helped keep everything aligned and allowed us to address issues early before they escalated.

4. Monitoring & Controlling: Things don’t always go according to plan, and that’s where monitoring comes in. I had a project where things started to veer off course in the middle—issues with resources and timelines started to mount. To regain control, I implemented Power BI and Tableau to track key metrics in real-time. These tools allowed me to get immediate visibility into where we were falling behind, helped us make quick adjustments in terms of budget and schedules. This helped us make informed decisions and get back on track without compromising the project’s quality.

5. Closure: Once the project is done, it’s time to reflect and learn. There was a project where, despite completing on time, the team faced difficulties with post-launch support and customer feedback. Currently, I am using this as an opportunity to document lessons learned through Confluence, so we wouldn’t repeat the same mistakes in the future. We will be sending the customer satisfaction surveys to understand the gaps between business expectations and delivery. The feedback helped us refine our process for the next project and ensured the business goals were truly met, even if it took some extra steps to get there.

Key Models in Tech PM:

• Triple Constraint (Iron Triangle): Scope, time, and cost need constant balancing.
• PMBOK (Project Management Body of Knowledge): A structured approach to deliver results.
• Agile & Scrum: For iterative, fast-paced projects, JIRA keeps everything organized.

In the end, project management isn’t just about meeting deadlines—it’s about creating value, solving problems, and keeping everyone aligned. The key? Constantly assessing, adapting, and optimizing your strategy.

#ProjectManagement #Agile #Leadership #StakeholderEngagement #Communication