Do your projects end? Remember project basics

Remember the basics.

I think from time to time, we all need to be reminded what exactly a project is and why we’re doing them. Many times we get so “in the weeds” around all the tasks we’re trying to accomplish, we forget some of the basic principles of projects and project management.

Projects end

I know that it seems that the projects you’re on never end. Every week, someone comes to you and requests another change or another enhancement. And being the nice people that we are, as project managers we try to accommodate our customers or sponsors as much as possible. As project managers, it’s also our job to remind our customers and sponsors of the original purpose/deliverable/outcome of our project – the one they signed off. It is also our job to inform them of any cost, schedule, or quality changes that also need to be made with this new request. I would also suggest the job of the project manager is to guide the customers and sponsors to completion. That might mean phasing a project in order to get everything done.

Projects are special

By definition, a project supported by a specific set of skills or operations to produce a unique outcome. The project plan outlines the processes and skills that are needed to produce the outcome. When a stakeholder requests a change to the plan that results in an endless loop or continual production, the project manager’s job is to evaluate that change and communicate the cost, quality, and schedule impacts to the sponsor and customers.

For example, if a project manager is requested to change a project to implement a report writing software to a project producing the reports on a monthly basis, it’s time to review that plan and talk to the sponsor. The implementation is project –it has a defined end and is a unique deliverable. Writing reports every month is “operations.” Operations’ tasks never end and typically are similar every time they are done. Sometimes stakeholders need to be reminded about the difference.

Project phases exist for a reason

There are five phases to projects: Initiation, Planning, Execution, Monitoring and Control, and Closing. All projects go through these phases, formally or not. As project managers, work with your stakeholders to channel their excitement and plan the project before executing, monitoring, and controlling. Your customers are excited about their new idea and want it immediately. It’s tempting to just start coding the software or digging that hole with no more planning than where to get coffee that morning.

Don’t do it!

Work with your team to get a plan put together as soon as possible. Show those excited stakeholders that work is happening on the project, even if no dirt has moved or little code has been written. Get stakeholder buy-in for the plan and the scope. Folks may be impatient for the results of the project. A good plan with contingencies and a well-written scope goes a long way to handing the inevitable problems and questions that arise over the life of the project.

Stick to project basics

The basics of project management are universal. As project managers, it is part of our job to remind our teams that projects are temporary, have unique deliverables, outcomes, and phases.  Guide your stakeholders through the process, communicating the status of their project so they feel confident in your abilities.

What are your tips for to remember the basics of project management? Tell us in the comments below.