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The Projects, whether small or large, can cause stress for the person managing them, even before they begin. Fortunately, there\u2019s a way to organize them so that we don\u2019t fear them but rather enjoy our performance in them!<\/p>\r\n\r\n\r\n\r\n
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\u00a0<\/h2>\r\nHow a \u201cProject\u201d Is Defined<\/h2>\r\n
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We all have an idea of what a \u201cproject\u201d means. The Project Management Institute<\/strong><\/a> (PMI)<\/strong> defines it as a temporary<\/strong> endeavor undertaken to create a unique<\/strong> product, service, or result.<\/p>\r\n (a) planned activities and (b) combined resources that serve the specific goal of the project. \u00a0 A project can be complex. Let\u2019s look at the criteria that determine their degree of complexity.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n <\/p>\r\n\r\n\r\n\r\n Let\u2019s clarify first that complexity is not only about the size<\/strong> of the project in terms of time or money. In the modern workplace, most projects could be considered complex. According to the Queensland University of Technology (QUT) in Brisbane, Australia, complex projects have the following characteristics<\/strong>: \u00a0<\/p>\r\n \u00a0 Kitty B. Haas<\/strong><\/a>, consultant in complex projects, adds more traits: \u00a0<\/p>\r\n \u00a0 To be fair, most projects today could be described as complex because of factors like the vast amount of available information, technology connecting people across regions and teams and the demanding expectations of stakeholders. What helps manage complexity is breaking it down into smaller, self-contained parts. The first step is to recognize the stages of project management<\/strong>.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n <\/p>\r\n\r\n\r\n\r\n Whether a project is complex or simple, it follows five stages<\/strong>. According to the PMI (and our own experience), these are: \u00a0<\/p>\r\n <\/p>\r\n\r\n\r\n\r\n It may sound clich\u00e9 but all five of these stages are important and can influence the success of a project. It is not true that things will automatically work out in the end if we neglect the beginning. Nor does a strong start guarantee that we can relax and take it easy later on. Every stage matters. You can\u2019t succeed by focusing on one and neglecting the rest. At every phase of a project, there are things we can do to ensure a smooth workflow, without too many unpleasant surprises. These are the well-known \u201cBest Practices\u201d.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n <\/p>\r\n\r\n\r\n\r\n There are extensive articles and a rich body of literature on project management, as well as training programs and international certifications. Certainly, information and proper training can only improve the performance of anyone managing projects. However, if we look at the core of project management, we will always come down to certain fundamental elements. These could be divided into two categories.<\/p>\r\n Below are what we consider the key points in each category. For further reading, you can access online magazines here<\/a>, here<\/a> and here<\/a>. \u00a0 Disclaimer: In all the following tips, it is assumed that you are the Project Manager.<\/em><\/p>\r\n\r\n\r\n\r\n\r\n\r\n <\/p>\r\n\r\n\r\n\r\n \u03a3\u03b5 \u03cc\u03bb\u03b5\u03c2 \u03c4\u03b9\u03c2 \u03c0\u03b1\u03c1\u03b1\u03ba\u03ac\u03c4\u03c9 \u03c3\u03c5\u03bc\u03b2\u03bf\u03c5\u03bb\u03ad\u03c2 \u03b9\u03c3\u03c7\u03cd\u03b5\u03b9 \u03b7 \u03c5\u03c0\u03cc\u03b8\u03b5\u03c3\u03b7 \u03cc\u03c4\u03b9 \u03b5\u03af\u03c3\u03c4\u03b5 \u03bf Project Manager (\u03a5\u03c0\u03b5\u03cd\u03b8\u03c5\u03bd\u03bf\u03c2 \u0388\u03c1\u03b3\u03bf\u03c5).<\/em> \u00a0<\/p>\r\n\r\n\r\n\r\n Clarify Expectations from the Start<\/strong> Make sure your team knows exactly what you expect from them, quality standards, responsibilities, etc. And if there\u2019s a client involved, clarify their expectations, too. Never say \u201cyes\u201d unless you\u2019re sure you can deliver. \u00a0<\/p>\r\n\r\n\r\n\r\n Define Key Parameters<\/strong><\/p>\r\n \u00a0<\/strong>All the key parameters of the project, as well as its individual steps, must exist in written form (digital and\/or printed), not only for you to remember them, but mainly so that the entire project team is always aligned with them. Your collaborators must understand all the details from the beginning. They must also be able to function as a team with a shared goal, and not as individuals taking initiatives without communicating them to the rest. The concept of discipline is important for you and your collaborators, as during a complex project, stressful and unexpected situations arise that require you to operate like a well-tuned clock.<\/p>\r\n\r\n\r\n\r\n Both in terms of internal effectiveness (how you and your collaborators perform) and external effectiveness (how those affected by the project perceive your performance). \u00a0<\/p>\r\n\r\n\r\n\r\n You don\u2019t need to reinvent the wheel when organizing a project! There are ready-made lists of sub-tasks that make up a project. A good source of inspiration, for example, is \u00a0Redbooth’s<\/a> templates. These lists can serve as the starting point for organizing your project, helping you build your own unique checklist that serves your specific goals. \u00a0<\/p>\r\n\r\n\r\n\r\n Managing a project involves many documents, files, emails, etc. You need to decide from the start how you\u2019ll file them, so that you can easily find what you\u2019re looking for when you need it. \u00a0<\/p>\r\n\r\n\r\n\r\n It\u2019s important to monitor the project\u2019s progress while it\u2019s ongoing. For example, whether the stages are being completed effectively, deadlines are being met, and resources are sufficient. Good practice is also to keep a project journal, so you can both self-evaluate at the end and improve your performance in future projects. \u00a0<\/p>\r\n In these meetings, you\u2019ll have the opportunity to share updates with your collaborators regarding the project\u2019s progress and discuss how the team (including yourself) has been performing so far. \u00a0<\/p>\r\n The final review of a project is extremely important, even if it\u2019s used only internally. In it, you can include quantitative data (e.g., the total number of participants involved) and qualitative data (e.g., evaluation feedback). This review helps identify areas for improvement and, of course, allows you to \u201ccelebrate\u201d what you\u2019ve managed to achieve! \u00a0<\/p>\r\n There are numerous websites and applications that assist in project organization. Two popular applications used by companies such as Dropbox, Pinterest, The New York Times, and Tumblr \u2013 and by us \ud83d\ude42 \u2013 are:<\/p>\r\n Both are free in their basic versions (which are more than sufficient), can be used on a computer, tablet and\/or mobile phone, and are completely user-friendly. Both their project organization interfaces and the individual features they offer (e.g., assigning tasks to team members, adding \u201cguests,\u201d flexible sub-lists, etc.) make these tools extremely helpful in organizing complex (or simple) projects.<\/p>\r\n\r\n\r\n\r\n <\/p>\r\n\r\n\r\n\r\n\r\n
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What Makes a Project \u201cComplex\u201d?<\/h2>\r\n
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The Stages of Project Management<\/h2>\r\n
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Best Practices<\/h2>\r\n
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Process Best Practices<\/h3>\r\n
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Document the parameters and steps, and secure the project team\u2019s commitment<\/strong><\/h4>\r\n
Set measurable success criteria<\/strong><\/h4>\r\n
Follow a template<\/strong><\/h4>\r\n\r\n\r\n\r\n
Maintain an effective filing system<\/strong><\/h4>\r\n
Check progress against the original plan<\/strong><\/h4>\r\n
Hold frequent meetings<\/strong><\/h4>\r\n
Evaluating the project outcome<\/strong><\/h4>\r\n
Use specialized software tools<\/strong><\/h4>\r\n
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Relationship Best Practices<\/h3>\r\n
Embrace the role of project leader<\/strong><\/h4>\r\n