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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 PROJECTS

OF

SUCCESSFUL

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:
III. IV. V. VII.

Sponsor Project manager Team member 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 The ability to interpersonal The ability to

communicate clearly solve problems and to handle conflicts. 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 Complexity
Simple Standard

&

Project manager
Trusted individual with aptitude Experienced individual with aptitude and proven project management ability Formally trained project manager with appropriate experience

Project team
Team of willing and able personnel Trusted and experienced staff preferably with a track record of working well together Expert with proven track record of delivery of similar projects to time

Sponsorship
Work colleague Your line manager

Complex

Senior or executives managers, 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
CONTROL

OF A

PROJECT – CHANGE

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………..!