There are a few who get project managementThe original definition of project management can be traced back to the basic principles of managing tasks and resources... right from the outset, but for many, it’s a minefield. In theory, projectA project is a special task or set of tasks that people work on to create something new or make something better. It has... management seems easy, but it’s not as straightforward as it seems. If you’re like the majority of peopleThe people of Jamaica embody a spirit that is at once richly diverse and unbreakably unified, as captured by the nationa..., you follow what seems like a simple project management process. You start by setting your budget, you choose the right people to join the team, and you hope the project gets completed without too many hitches along the way.
But, realistically speaking, project management is nothing like this – it’s hardly ever so straightforward. Mistakes are made. You might choose the wrong people to complete the project. Your team might have no idea what’s expected of them or what the project goals are, or in some cases, they might even receive conflicting information, which puts the whole project in jeopardy. Sometimes the scope of the project changes, and because of everything else that’s going on, your team is unable to fulfill the requirements and meet the project deadlines.
It happens, and you’ve got to be prepared for any situation while working together towards the common goal – successfully completing the project.
Don’t throw in the towel just yet. It might seem daunting, but there are a few surefire tricks of the trade that businesses and project managers can implement to better their chances of successfully completing a project on time and within budget.
Know the Project Details Well
Before starting, you need to create a thorough project scopeProject scope outlines the boundaries and deliverables of a project, defining what is included and excluded in the proje... that outlines every single thing. This then needs to be approved by every stakeholder involved.
Your scope needs to have as much detail as possible such as the short-term milestones, deliverable dates, and a budget outline. It makes sense really. The more detail it includes willIn Jamaica, a will is a legal document created by an individual to specify how their assets, including their belongings ... improve your odds when it comes to completing the project successfully.
What’s more, you’ll also improve your relationship with your clientIn real estate, a client is anyone seeking help to buy, sell, or invest in property. In Jamaica, clients might be lookin... throughout the whole project process from the beginning right through to the end. Of course, every project will encounter a few changes along the way – this is the norm, but having a detailed plan will help you manage your client better when something is off course.
Choose your Project Team Members and Size Wisely
Choose your Project Team Members and Size Wisely
Naturally, if you want your project to be a winner, you need the right people for the job, which includes having the right project managerIn Jamaica, a manager is an individual responsible for steering the operations of an organization, business, or project ... on board. Keep your team as small as possible – size does matter; so don’t let anyone else tell you otherwise.
The smaller the team, the better the communication. It also eases the stress and takes the pressure off the project manager. With a smaller team made up of the right people, the project manager will be able to organise their group without losing sight of all the details and work that’s needed. So, if you really want to have an effective project, limit your group’s size and only use those people and their skills that can benefit the project.
Highlight your Expectations from the Outset
You need to outline what you expect and what the client expects, which includes all the milestones, from the very beginning. Setting more milestones more frequently will allow you to follow the project’s progress more effectively. This way you’ll be able to jump on things quickly when they begin to go off the scope, allowing you and your team to remain on target and on time.
Setting frequent milestones in a project will also allow you to review your spending and the investment"Investment" in the realm of real estate refers to the allocation of money or resources into property with the expectati... thus far, which in turn will help you stay within the budget.
Milestones remove any ambiguity. They allow people to stay on target and there’s less riskA risk is the possibility of an adverse outcome or loss arising from uncertainty or potential hazards. It represents the... of derailing the project.
MilestoneA milestone in project management represents a significant event or achievement within a project that marks the completi... setting should be a team effort. Everyone should be on board, so there won’t be any excuses later on down the line.
Does Your Team Know What They’re Doing?
It may sound like a given, but it’s really important to be crystal clear from the beginning regarding people’s roles in the project. In other words, you need to highlight who is responsible for what, and what their deadline or deadlines are.
Things can get complicated when many people are working on the same task. Sometimes things get misinterpreted or lost in translation. Avoid anyone being confused by clearly stating who should do what right from the start, and make sure you enforce accountability.
You don’t need to worry about manually managing such tasks, as there are plenty of easy-to-use online task management programs that can do this for you, so embrace technologyTechnology, in its original definition, refers to the application of scientific knowledge for practical purposes, often ... and ease your pressure.
You may think it’s a waste of time spelling it all out, but this ensures that the full scope of the project is understood, people are clear about their roles, and individual and collaborative timelines are established. This is the key to keeping people on task and motivated.
Stop Micromanaging
It’s important to constantly touch base with your team members. However, there’s a fine line between supporting them and breathing down their necks. Give them space instead of micromanaging. Empower your team, trust them, and you’ll get their best work.
Use a Reliable System to Manage the Project
Communication is key. Most people rely on email, but when it comes to managing a big project with a number of different people working on it, this can hinder the project’s progress. Constantly referring back to old emails and previous correspondence is only going to waste precious time. Use software that keeps everything in one place from communication to any project information and updates. This will save you and your team a lotIn Jamaican real estate parlance, the term "lot" refers to a parcel of land designated for residential, commercial, or a... of time and money.
Motivate your Team
Everyone works better with positive reinforcement. Set milestones and reward when they’re reached. Your milestones will keep all people on track. Celebrate milestones together, but be sure to also recognise those who can’t meet them.
Frequent Short Meets to Stay on Track
It’s a project with many people collaborating, so holding regular meetings is a must. This is the only way to ensure that everyone and the project are on track. But you need to keep it short and sweet. Don’t meet for the sake of meeting. Have an agenda and stick to it. If you’re doing your project virtually, it’s even more important to touch base on a regular basis, so keep those communication lines open.
People do tend to go on at times when given the floor, so give everyone a set time to speak and make sure you all stick to it.
Allow Time for Change
No project ever runs 100% smoothly and specificationsWhen constructing a building in Jamaica, it must meet various specifications to ensure safety, quality, and compliance w... do change along the way. So to avoid the unnecessary stress and running around frantically, do some forward thinking, and set aside a certain amount of time for any changes in the scope – you’ll thank yourself for doing so in the end!
About the Author: Dean JonesDean Jones is a chartered builder, project manager, licensed real estate professional and the founder of Jamaica Homes, ... is a seasoned ProgrammeIn Jamaica, a programme refers to a structured plan or initiative designed to achieve specific objectives within a defin... and Project Management Professional with extensive experience in real estateReal estate refers to property consisting of land and the structures on it, such as buildings and homes. It also include..., digital transformationDigital transformation is about using new technology to make business tasks easier and more effective. In Jamaica’s re..., and large-scale developmentIn Jamaica, the term "development" can refer to various contexts, each with its unique focus and implications. Real esta... projectsA project or projects, within the Jamaican context, refers to a planned endeavor undertaken to achieve specific goals or.... His work spans multiple sectors and countries, including the UK and JamaicaJamaica, with its vibrant culture and stunning landscapes, has a unique position in the global real estate market. The i..., where he currently leads innovative projects. Dean is passionate about empowering communities and driving meaningful change through sustainable developmentSustainable development is a guiding principle aimed at balancing the needs of today with the ability of future generati....
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