Better Project Management

How to keep your projects on track and under budget

Streamlined project management doesn't have to be the stuff of dreams. Look at the task as a step-by-step process instead of one big headache. Use these simple steps to help your projects run much more smoothly:

1. Set project goals
2. Delegate and follow up
3. Remember that attitude is everything

 

Divide and conquer

When viewed as a whole, any project can seem daunting. Breaking the project into several smaller parts not only makes it seem more doable but also makes it easier to delegate and/or schedule each component.
Try: Delegation Template Tools can help you determine how best to divvy up a task based on various employees' skill sets. Use Project Management Templates from the Project Agency or various Excel forms from eLounge's eProjects, BusinessArts or Systems2Win to keep track of which tasks you've assigned to which employees. Programs like FranklinCovey's PlanPlus will help you plug everything into to-do lists.

Watch the clock

Whether you delegate or do it all yourself, one key to a successful project is keeping each aspect on track.
Try: Assign a time frame to complete component, then use software like TimeWhiz, TimeSheet or Hours (all of which are Palm compatible and can be imported into a spreadsheet or database) so team members can keep track. Use a program like EasyProjects.Net to keep on top of progress, or schedule a weekly touch-base meeting to ensure everyone's on target.

Have a plan B

Be on the ball with lists of suppliers, technicians and support staff in case something goes wrong. You'll want to be able to fix the computer, quickly procure new supplies or shift another employee over to fill in if someone runs into trouble.
Try: Head to PMForum, eLounge's eProjects or ProjectSmart, which all have generous communities of project managers around the world community who share expertise and answer questions. Project management software like AtTask, OzGrid and dozens listed on InfoGoal help you monitor all aspects of project management to avoid, or at least fix, snafus.

Be accessible, optimistic and supportive

A frazzled, negative attitude is a sure route to project failure. Announce your availability to your team, keep them energized with encouragement, and praise jobs done well.
Try: Humor is a terrific motivator. Check out Despair.com's "demotivational" workplace posters to lighten the mood in your office. Try a Ken Blanchard workshop, video or book for positive leadership tips.

 

• Spell out everything to everyone. If you assume something's being handled, it probably isn't.
• Stay organized. It's hard to stay on schedule if you can't find what you need at a moment's notice.
• Greet all questions with enthusiasm. The only stupid question is the one not asked.
• Don't be afraid to ask your own questions. Whether you're asking your own boss or the client, it's better to clarify needs and desires during the process instead of after the fact.

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