Demystifying project management

Gannt chart, scrum, critical path, Waterfall, Agile, release trains, Kanban, sprints, daily stand-ups, issue log, Prince II.

What does it all mean?!

The world of project management can seem like a mystical, complicated and often scary place if you’ve never been involved or managed a project. Don’t let all the jargon and fancy terms intimidate you though.

Sure, specialist project managers and complex project management methodologies with all the control and oversight that come with them certainly have a place – we don’t want a team building a Boeing 747 to miss any critical components! However, for most of us projects are typically smaller activities that come with fewer risks. Understanding and using some of the simple, basic project management tools and practices can help you to implement projects successfully. First you need to know what a project is…

So, what is a project?

A project is simply a non-routine piece of work with a clearly defined objective or desired outcome. It typically has a budget and timeframe in which it must be completed, with a definite start and endpoint. A project is distinct from the ongoing processes and regular activities you manage.

What are the keys to a successful project?

It’s not the fancy tools and jargon, although some of the tools and documents definitely can help! Regardless of any project methodology or tools you use, the start of any project is really important. Here are some of the steps you should take to set your new project up for success:

1. Define the project and what a successful outcome is. Also, note what the project will not do. This might seem like a silly step but setting clear expectations up-front will avoid disappointment later. Document these along with detailed objectives, and set a clear budget and realistic timelines.

2. Brainstorm and document all tasks you need to do to deliver your project, what they involve and how long they’ll take. Involve all the right people and experts so that you can avoid unnecessary surprises. The age-old and much-repeated Ben Franklin quote ‘if you fail to plan, you are planning to fail’ really is true. While you’re there, also include planning what might go wrong and what you can do in those circumstances, and what obstacles you have to overcome.

3. Build the project team, assign roles and communicate! Everyone working on the project really must be working as a team and be on the same page all the time. If not, your project is bound to fail. Set out expectations clearly and make sure everyone knows what their role is, when they have to complete tasks and where they should go if they need help to make sure it happens.

Although this is only the start, it can help set the tone for the remainder of the project. The key is then to carry the rigour and communication on throughout the project.

Norma Kimber is the owner of Pink Spaghetti and ran a Bite-sized Learning session for Brighton Chamber on Project management basics. Find out about more events like these on our events page. 

If you want to contribute to the Chamber blog, contact us on hannah@brightonchamber.co.uk