Professional Behaviour - Caseand Project Management

Case study

Josh has just been appointed head of a new project. He has never managed a project before and is hesitant. At the outset, Josh feels he has to do everything himself, delegating only minor tasks to his team while taking on the most challenging aspects alone. He is soon overwhelmed, unable to cope with his workload, and his team members become frustrated with him and with each other, feeling they are wasting time on menial tasks when they could be contributing more meaningfully to the project.

Not knowing how to communicate and negotiate with his team, Josh realises he needs to sharpen his project management skills quickly, and that he doesn't yet know how to use the office's project management system. He starts researching ways to improve, and finds useful information and techniques to help him manage the project. He also learns that tasks must be delegated among team members so everyone can contribute to the project's success.

What is project management?

Project management refers to how a person organises and manages all aspects related to completing a specific project. It also refers to how knowledge, skills, techniques and tools are applied to a project in order to complete it successfully.

Purpose of project management

Project management serves the important purpose of anticipating possible problems or risks that may arise during a project. It also serves to control, plan and organise every aspect of a project through to completion, even in the face of risk.

Every project follows a consistent set of stages, regardless of the type of project. These are:

- Initiating. The project idea is examined, broken down, and assessed for feasibility. This stage covers defining the project's goals and scope, identifying possible risks, and estimating the required timeframe and budget.

- Planning. The project manager creates a guide or outline for the entire project, from start to finish, setting out the resources required, the timeframe, financial considerations, and communication strategies for all relevant parties and stakeholders.

- Execution. The project manager begins assembling everything needed for the project, including selecting the most suitable team. In this phase, the manager is responsible for overseeing the work being done, maintaining good working relationships among team members, staying organised, and communicating regularly with stakeholders.

- Monitoring and control. The project manager tracks the project's progress, closely linked to the planning phase. Continuous monitoring allows the manager to identify and address problems or errors as they arise.

- Closing. This final phase occurs once the project is complete and all relevant parties have validated and approved the finished work. The manager must also close out external contracts with suppliers and service providers, and prepare a final report to be archived.

Understanding these processes is essential for successfully completing a project, but a project manager also needs a range of additional skills:

- Leadership. Managers need strong leadership skills to be able to effectively inspire, motivate and lead their team.

- Negotiation. This is a must-have skill for every project manager. Strong negotiators become an asset both in the workplace and within their team, as they are able to resolve conflicts in ways that benefit or suit all team members.

- Critical thinking. This skill cannot be overstated. It is about being able to make sound decisions, weighing the pros and cons of a solution to identify the best way forward.

- Communication. Communication is critical to a project's success. Projects often fail as a result of poor communication between the manager and team members. Managers should use a range of communication channels — newsletters, emails, face-to-face and team meetings, social media platforms and online conferencing — to keep team members, stakeholders and management informed of progress.

- Coaching. A good manager needs strong coaching skills. On larger projects, new team members may join with limited knowledge or experience, and it is the manager's responsibility to coach them to perform at their best.

Ways to improve your project management skills

1. Prioritise tasks. Break a project into smaller, more achievable parts, then prioritise each in terms of importance. It is also wise to review priorities regularly to identify problems as they arise.

2. Use project management software. This allows a manager to keep detailed notes on the project, which can be shared among team members and help build rapport and stronger relationships.

3. Communicate consistently. Find a communication strategy that effectively reaches all team members, such as a daily morning meeting or a daily checklist, so everyone knows what is expected of them.

4. Practise active listening. Being an active listener is a key trait of a good team leader. Concentrate on what the other person is saying, block out distractions, and avoid rushing to formulate a response before they have finished speaking.

5. Request feedback. Requesting feedback from colleagues and team members is one of the best ways to improve as a manager. Even negative feedback is constructive, as it can be used to refine your leadership style and approach.

6. Study further. Build your skills and knowledge of project management through online courses, seminars and webinars, or by pursuing a formal qualification. Holding a recognised qualification also demonstrates to employers that you are equipped to manage projects.

Conclusion

Strong case and project management skills underpin the successful delivery of any project. By following a consistent process and continuing to develop the leadership, communication and organisational skills that support it, a practitioner can manage projects with greater confidence and effectiveness.