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A Manager’s 7 Tips for a Successful Project

A Manager’s 7 Tips for a Successful Project

I’m Simon and I’m an Account Executive at Higher Click. Previously, I worked for one of the biggest insurance companies in the world. My current position is between a purely managerial role and that of an executive, so I’m involved in quite a lot of project management. This article will summarize all that I’ve learned over the years.

A project manager’s main job is to bring a particular project to completion, both on time and within budget. There are all kinds of factors that can cause a project to veer off its tracks, both internal and external, but steps can be taken to ensure that your project experiences as little disruption as possible.

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With planning and preparation, you can put your project into the best shape even before you begin, and hopefully minimize the types of interruptions that can derail the best-laid plans. Proper work before beginning a project can also ensure that any unexpected occurrences can be dealt with swiftly and efficiently.

1. Ensure that you have full project detail up front

A completely detailed project scope, with approval from all stakeholders, is a necessity. Be sure the scope includes interim milestones, a detailed timeline, and a budget that is sufficient to cover all required work.
If you get everything in writing at the beginning of the project, you have an excellent foundation to build upon. Change is inevitable, but you have to maintain control and point out when the project begins to resemble something completely different from what was originally outlined. This is critical to avert disaster if your client tends toward “scope creep,” which is when someone asks for “just one more little thing” repeatedly, until the endeavor has become a lot more or different from when it began.

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2. Set realistic expectations

A PM I once knew was fond of saying, “You can have two of the three: good, fast, cheap. You CANNOT have all three.”
Make sure everyone on the team, including the client, understands the limitations of the project. You can finish a task successfully on time and within budget, as long as expectations are reasonable. You most likely cannot work miracles if expectations are not reasonable, and would only setting yourself up for project failure. Don’t begin your project with failure nearly predestined.

3. Establish measurable and reportable criteria for success

How can you know if your project is going to be successful if you don’t have any way of measuring success?  You will need interim milestones, especially for an endeavor that will span a long time, so that you can determine if you are staying on track or straying from the project’s goals.
You must have both internal checkpoints and client checkpoints. Never leave incorporating a client’s feedback until the very end of the project, unless you want to risk having to re-work substantial components if the client is not happy.

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4. Select team members, and assign responsibilities carefully

Gather your human resources, and make sure that skill-sets align with required roles. This is an important first step: If you assign the wrong person to a task, you are reducing your chances of success before the project even begins.
Make sure each team member is clear on what is expected from them and when. Encourage them to ask questions to clarify anything that may uncertain, and to come to you whenever something seems to be out of place or going awry. Clear and open communication is mission-critical.

5. Embrace your role as leader

You are the director of this project, so be sure to act the part and do not let any other team member assert dominance over your position. It’s your job to draw the best work out of your team members, so you are coach, mentor, and motivator. You may need to cultivate a team atmosphere among people who have not worked together before, so be sure to include team-building exercises if necessary. You also are the liaison with the client, so be accurate in your communications both internally and externally.
Be sure to provide strong and calm leadership to your team if your project encounters turbulence. It’s far more difficult to be a great leader in times of stress, but that’s exactly when your team needs you the most.

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6. Manage project risks

Hopefully you have defined the more likely risks up front during the project preparation, so you will already have contingency plans in place for certain occurrences. If you can see when a risk is imminent, you can take preventive action to avoid it, or you can quickly step in with corrective measures if necessary.
Be ready to halt a project if the risk becomes unacceptable. Part of your role as leader is to know when things have begun moving inexorably toward a failure point.

7. Evaluate the project when complete

Once a project has been completed, it’s important to do a “post-mortem” report, even if it is only for internal purposes. You can pinpoint what went right and what went wrong, determine what could or should have been done differently, and establish the best practices for use in future undertakings.

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Simon Andras

Simon is an entrepreneur who blogs about lifestyle.

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Last Updated on March 31, 2020

How To Break the Procrastination Cycle

How To Break the Procrastination Cycle

How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

The Vicious Procrastination Cycle

For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

2. Apprehension Starts to Come Up

The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

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3. Still No Action

More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

4. Flicker of Hope Left

You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

5. Fading Quickly

Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

6. Vow to Yourself

Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

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How to Break the Procrastination Cycle

Unless you break the cycle, you will keep reinforcing it!

To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

2. Plan

Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

3. Resistance

Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

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What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

4. Confront Those Feelings

Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

5. Put Results Before Comfort

You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

6. Repeat

Repeat steps 3-5 until you achieve what you first set out to do.

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Final Thoughts

Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: Luke Chesser via unsplash.com

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