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Effective Project Management Strategies for Success

This guide provides essential strategies for project managers to successfully navigate through the complexities of project management. Learn how to identify key players, manage risks, streamline communications, document effectively, and track project lifecycles. Gain insights on conducting meetings, leveraging resources, and ensuring customer satisfaction. Implement practical tips on turnover documentation, lessons learned, and fostering a positive team culture. Enhance your project management skills and drive project success with these valuable techniques.

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Effective Project Management Strategies for Success

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  1. Project Manager’s Survival Guide PMI Westchester - Quality SIG Presentation June 11, 2013 By: Annmarie Gordon, PMP

  2. Know the Players • Contact spreadsheet • Name/phone numbers/email • Department/company/organization • Location/country/time zone • Understand their priorities, goals and business needs • Develop a RACI matrix (Responsible/Accountable/Consulted/Informed) • Capture schedules • Out of Office (vacation, training, national holidays) • Special business periods (change freeze black-out, fiscal year-end)

  3. Know the Project • Review SOW together with team and customer(s) • Confirm project’s goals, objectives and deliverables • Review documentation and meet with resources from previous or in-progress linked projects • Ask questions

  4. Manage Risk • Identify risks early and prepare mitigation • Create project risk log • Risk description • Date identified • Probability (L, M, H) • Impact (L, M, H) • Mitigation • Trigger • Owner • Status (Active, Potential) • Review log often, include in project meetings

  5. Communications • Identify communications requirements • Team & sub-team meetings • Status reports • Balance meeting times, especially when across multiple time zones • Understand team members’ interaction style* *Quick Guide to Interaction Styles and Working Remotely 2.0 Strategies for Leading and Working in Virtual Teams by Susan K. Gerke and Linda V. Berens

  6. Emails • Identify a subject line naming convention • Utilize distribution lists • Refer to RACI matrix • Leverage hyperlinks to files to reduce message size

  7. Quad Report Single page summary report, covering: • Current Issues • Upcoming milestones • Completed milestones • Project health (green = good, on schedule, yellow = caution, minor issues/risks, red = help, missed due dates, deliverables late)

  8. Meetings • Have an agenda, distribute prior to meeting • Provide audio conference and WebEx links • Clearly list international toll and toll-free bridge numbers • Highlight the bridge passcode • Allow extra time for 1st time WebEx connection setup • Poll attendees for input • Start and end on time • Take or delegate meeting minutes, distribute within 24-48 hrs. post meeting • Record key meetings (i.e. training sessions)

  9. Leverage Resources For advice, best practices, templates, etc. • PMO • Peers • Vendors • Audit, Legal, Purchasing (Vendor Management), IT Security • Your own ‘tool kit’ of experiences • PMI

  10. Education • Include money and time for training (yourself and team members) • Have SME provide cross training sessions • Record training sessions (audio conference/WebEx)

  11. Documentation • Create file naming convention • Identify any need to share externally • Use a file sharing solution (i.e. SharePoint, Box) • Setup logical folders for document filing

  12. Turnover Documentation • Identify early content required, especially regulatory requirements • Leverage templates • Embrace Visio – a picture is a thousand words • Review meeting with recipient, obtain sign-off • Designate archive location • Create a reference summary list of TOD files

  13. Project Lifecycle Tracking • Changes to project scope • Customer sign-off on deliverables • Solution configuration; especially when, by whom requested, why • Problem resolution; including trouble ticket #, problem description and resolution details.

  14. Lessons Learned • Conducted at end of project or phase • Invite everyone • Solicit input, providing few items to get things started • What worked well (continue) • Identify areas for change (modify) • What was not needed (stop) • Remember feedback is a gift

  15. Customer Satisfaction Survey • Brief survey (five questions) • Focus on project’s key goals & objectives, major deliverables • Scoring 1-5 (1= Excellent, 5 = Poor) • Allow for comments • Share results with team

  16. Gentle Reminders • Publicize the project • Celebrate all successes, big and small • Mistakes are learning opportunities • Always say ‘thank you’ • Email to the entire team • Individual email with immediate managercc’d Dependent on project’s size, importance, funding • Token of appreciate given to team members

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