7 Ways to Maximize Your Project Management Performance
- Define roles and responsibilities clearly
First, make sure all team members know exactly what is expected of them in their assigned roles and responsibilities. Clarity and transparency are important to get any confusion or misunderstandings about job roles out of the way and allow you to avoid conflicts down the line and minimize the risks involved in launching a project. Getting feedback and establishing who reports to who from the start can greatly boost performance, increase motivation, and therefore overall job satisfaction. Make sure to follow up on your teammates every once and answer any questions they might have about their roles in the project.
- Communication is key
The more communication happens between members of a project, the better off everyone involved will be; this is especially important during complex processes that require attention to detail, as poor communication is enough to bring a project down. Open different channels with different team members and make sure that no one is left out of the loop, then complement this with a regularly scheduled meeting with all team members to get feedback, address any pending issues, and keep everyone on the same page. This will keep the project scope in perspective and eliminates clutter during the project life cycle. Use project communication software to enable immediate access to your teammates and allow collaboration on the go, creating an open environment for communicating anything project-related and establishing trust between co-workers, so they feel safe to raise any issue with you.
- Manage expectations early
Whether you’re starting an individual or team project, it’s always beneficial to manage your own expectations or your team’s terms of the deliverables and time frame. Leaving some buffer time between project deliverables allows for creativity to bloom, and needlessly rushing things to get them done could yield bad results. Set reasonable time limits and achievable timeframes to get work done effectively, break down large tasks into smaller versions that team members can use for motivation during the project. Keep the project scope in sight at all times to avoid stressful expectations and define short-term objectives to avoid long-term burnout.
- Document everything you do
Documentation goes a long way in helping you keep track of your progress, performance, and time efficiency. It never hurts to save your meetings and have an effective filing approach to all documents generated by your endeavor. There are many useful digital tools to efficiently organize all the material that your team has created to get a better overview of the project at hand and define the path forward. Make sure to use a simple yet easy-to-use naming style for your files and folders so that any of your team members can access them quickly if they need to. Avoid complicated processes and don’t leave anything open to interpretation.
- Know and manage your risks
Risk management is a critical aspect of any business. Having a well-planned strategy for mitigating any risks involved is sure to make your journey smoother until you reach your destination. Creating worst-case and best-case scenarios can help manage expectations and proactively determine the solutions to potential problems as they arise. Communicate those risks to all team members to connect and allow them to provide their thoughts on how they would handle these issues. Talk about your risks during brainstorming sessions to make use of the collective mind as opposed to the individual one. Please keep track of successfully mitigated risks and announce these small victories to your peers as you go along, boosting morale and reassuring them that things are on track.
- Don’t be afraid to delegate.
Doing things yourself might be tempting in any project to avoid any confusion and miscommunication, but eventually, you will need the input of others, so it’s best to delegate the assigned to your teammates and manage their workloads equally so that you can get the best outcome at the end of your project. Identify available resources for your project’s duration, allocate them accordingly to available team members, and free up more time for yourself to monitor and control the work itself. Finding yourself overwhelmed at one point will not help anyone and can easily be avoided by trusting your teammates and giving them the responsibility they are here for.
- Digital is your best friend.
With the diversity and quality of new emerging digital tools and platforms almost every day, technology is there to accommodate all your worries and eliminate the physical world’s encumbrances, such as paperwork, storage, and other tedious processes. There are many free services online that can help boost performance, ignite creativity, and save a lot of time. If you are willing to purchase helpful software, then the possibilities are practically endless. From specific digital services to comprehensive project management solutions, projects today are much more manageable than before due to the abundance, speed, and availability of digital products & services.