HOW TO MANAGE PROJECTS

EFFECTIVELY
Prepared by:
Ronak Butala
Management Trainee
iCubix Infotech Ltd
Ronak.butala@icubixnet.com
IDENTIFY KNOWLEDGE GAPS
Identify

Evaluate Plan

Record Act
FEATURES OF SUCCESSFUL
PROJECTS
A successful project has:

 A clear and agreed idea among stakeholders

of what the finished project looks like

 An organizational structure with sufficient

technical capability

 Enough resources (time, money, facilities,

people)
 ORGANIZATIONAL STRUCTURE
Three main project management roles:
I. Sponsor
II. Project manager
III. Team member
I. Sponsor
The sponsor is a person or committee
sufficiently experienced and committed
to success of a project to provide
support.
ORGANIZATIONAL STRUCTURE – CONTI.
II. Project manager

The project manager is responsible for

the day-to-day running of the project,
and usually appointed by the sponsor
The good project manager is:
 The ability to communicate clearly
 The ability to solve problems and to handle
interpersonal conflicts.
 The ability to plan and secure commitments.
ORGANIZATIONAL STRUCTURE – CONTI.
III. Team member
 The success of the project relies on
its team members and it requires
skill and good judgement to get the
right people on board.
 One useful strategy is to make sure
that all team members are involved
in the planning of project activities.
 ORGANIZATIONAL STRUCTURE &
PROJECT COMPLEXITY
Project Project Project team Sponsorship
Complexity manager
Simple Trusted individual Team of willing and Work colleague
with aptitude able personnel

Standard Experienced Trusted and Your line manager

individual with experienced staff
aptitude and preferably with a
proven project track record of
management ability working well
together

Complex Formally trained Expert with proven Senior or

project manager track record of executives
with appropriate delivery of similar managers,
experience projects to time principles of the
company or a
formal steering
committee
STAGES OF A PROJECT
Proposal

Definition

Execution

Change control

Completion
STAGES OF A PROJECT - PROPOSAL
 At the proposal stage, customer describes
what is required.

 The requirement should be clear, so a

written proposal is best.

 At this stage, sponsor may assign a

manager and team members to the
project.
STAGES OF A PROJECT - DEFINITION

Definition includes following key sections:

 Objectives
 Risk management plan
 Budget
 Communications plan
 Schedule
 Exclusions
 Standards
 Assignment of responsibility within the project
team
STAGES OF A PROJECT – EXECUTION

 Execution mostly means ensuring all

the participants achieve what they
said they would, to agreed times
and standards.
STAGES OF A PROJECT – EXECUTION
Tips for project success:
 Get off a good start
 With long projects, it can be easy to lose sight of the aim,
so it is a useful exercise to backtrack regularly.
 Eliminate fears and uncertainty by holding a formal of what
all project stakeholders want
 Keep morale up by dealing with staff concerns immediately
 Make sure the project has input from separate interested
parties
 Bring up an open environment to encourage sharing of
ideas.
 Break projects into small sections to make it easier to
follow progress - WBS
STAGES OF A PROJECT – CHANGE
CONTROL

Project have three constrains:

Time, Quality & Cost
Change control involves team members
redefining the project and gaining agreement
from the sponsor. This can be time consuming
and disruptive, but is an excellent way of
ensuring that when things go wrong, the
problems are acknowledged and the project
continued with revised parameters.
STAGES OF A PROJECT – COMPLETION

Take time to analyze what went well and

not so well. It is useful to learn from
mistakes and, if you are involved in
projects often, it is good practice to
analyze the strengths and weaknesses of
each project and commit this to paper.
THINGS THAT CAN GO WRONG
Project manager should take care of
following things:
 Missing the deadline
 Exceeding your budget

 Departure of a team member

 Conflicts
Thank you………..!